Reservations

• Meeting rooms have a maximum capacity of 6 people. 
• Reservations can be made up to two weeks in advance.
• The maximum duration of a reservation is limited to three hours a day.
• Each person is allowed to reserve only one space at a time.
• If a reservation is not claimed within 15 minutes of the scheduled start time, the space may be made available to another individual/group.
• Reservations will be approved by the IEB Events team on a first-come, first-serve basis.
• Reservations are only valid during the IEB’s open hours.

• Conference rooms and event spaces have capacity from 8 to 80 people. 
• Requests should be made at least two weeks prior to the event.
• Reservations will be approved by the IEB Events team on a first-come, first-serve basis, with priority given to personnel within the College of Engineering.
• If a reserved time will not be used, please notify IEBevents@uw.edu as soon as possible.

• The wellness room is available to individuals as a private, single person room.
• The wellness room must be reserved on mymazevo.com for use. 
• The keycard for the wellness room must be checked out at the front desk and returned to the desk. 
• Returning the keycard late, damages to the room, or lost equipment will result in loss of access to the wellness room.

• General Assignment Classrooms, GACs, (G106, G109, 224, 226) are managed through UW Academic Technologies. Email specialevents@uw.edu or visit the UW website for more information. The IEB team can not approve reservations requests for these spaces. 

Any major event reservation occupying a combination of major spaces and/or multiple meeting rooms spanning more than one consecutive day, requiring extraordinary planning (donor events, campus-wide events, large conferences, etc.), an event approved after business hours, or an event requiring more than typical support from either the IEB building coordinator and/or IEB student associates.

Weekly or alternate week assignments of space in each quarter. Series reservations are most often used by groups desiring a regularly scheduled meeting within the IEB.

Any small meeting/study space, hotel office/desk, reservation in any IEB meeting rooms on a single day not requiring support.

Study and collaboration spaces are available for reservation by College of Engineering (CoE) students. Access may be limited to those currently enrolled in engineering courses or programs for approved spaces.

Staff and Faculty from College of Engineering departments have access to reserve rooms at IEB. For any issues, please email iebevents@uw.edu and include your UW NetID as well as which CoE department you work with.

• Reservations are limited to current UW College of Engineering (CoE) students, faculty, and staff with a valid UW NetID.
• Priority is given to College of Engineering departments and Engineering Student Organizations (ESO). 
• Off-campus clients and personal events not affiliated with the College of Engineering are not permitted at the time.
• All requests must be submitted through mymazevo.com, and users must sign in with their UW NetID.
• Requests for general events (10+ participants) must be submitted at least two weeks in advance. 
• Study or meeting room reservations are limited to 3 hours per day per individual and may be made up to two weeks in advance.
• Reservations are non-transferable and may not be made on behalf of others.

There are tabling opportunities both inside and outside of the IEB. To request to table at IEB: email iebevents@uw.edu and include as much information about your tabling event as possible.

In addition to the above eligible requirements, the following guidelines apply to all tabling:

• Affiliated with the College of Engineering through a department, unit, ESO, Engineering class project (may require endorsement from the academic department).
• Display organization name on a sign at least 8.5 x 11 inches.
• May not advocate partisan political candidates, initiatives, or ballot measures.
• Activities and displays must be confined to the designated approved locations.
• Projection and/or sound amplification requires additional approval.
• May not conduct sales or fundraisers (exception for ESOs with a valid fundraising permit issued by the Student Activities Office).
• May not collect personal information from students and/or groups.
• Must check-in with the IEB Front Desk at Floor 1 with Husky ID on day of event.
• All other UW policies must be adhered to.
• No tabling supplies will be provided.

• If a reserved study room or meeting space is no longer needed, users must cancel their request through Mazevo. We ask that this be done sooner than later in order to let other students reserve and use the facilities.
• Special events may be canceled up to six weeks before the event start date without any charges.
• Regular events may be canceled two weeks in advance without any charges being incurred. Anyone or group canceling a reservation less than two weeks in advance will be responsible for the full rate, excluding cleaning/maintenance fees.
• If a reserved space, such as an IEB event space, IEB classroom, or IEB conference room is no longer needed, users must cancel their request through Mazevo and notify the IEB Events team at iebevents@uw.edu.
• Students, staff, and faculty holding a reservation under the free use policy may cancel any reservation up to two hours prior to the start time. Three “no-shows” in one quarter can result in the immediate cancellation of remaining free reservations during the quarter.
• Any reservations rescheduled beyond the cancellation deadline will be charged the initial deadline cancellation rate for the original book.

• All users must adhere to UW policies, safety guidelines, and building regulations.
• Food and beverages are not permitted in study or meeting rooms. Exceptions for catered events must be approved by IEB Event Services in advance.
• Furniture must remain in its standard layout unless prior approval is granted by IEB Event Services. Unauthorized reconfiguration that causes damage to the space may result in additional fees.
• Users are responsible for leaving the space in a clean and orderly condition. All trash and personal belongings must be removed at the end of the reservation. Should any belongings be left behind, users may go to the front desk on floor 1 to check if their items have been dropped off to the IEB Lost & Found.

• Only equipment listed as available in each space may be used.
• AV, technology, and furniture setups outside of the standard configuration may incur additional charges.
• Users are financially responsible for any damage, loss, or theft of IEB property and equipment during their reservation.

• Rates for reservable spaces and event services are published under IEB Rates. 
• Fees must be paid in accordance with the University of Washington billing policies.
• Non-payment may result in cancellation of reservations.

• The College of Engineering and University of Washington are not responsible for personal items left unattended in IEB spaces.
• Event sponsors assume full responsibility for the safety and conduct of attendees.
• Any violation of UW or IEB policies may result in denial of future reservation privileges and/or referral to the appropriate University office.

For questions or assistance regarding reservations, contact iebevents@uw.edu.