Cancellation and Rain Backup Policies

Requesting a cancellation

The client must submit all cancellation requests for the ARC Overlook via email to arcevent@uw.edu no later than 10 business days before the event.

SAF-Funded Organizations

For any club or organization that has been allocated Student Fee Programming dollars (SAF-funded):

  • Cancellation requests submitted less than 10 business days before the event will receive a warning.
  • If the same organization submits a second late cancellation request within the same fiscal year (July 1-June 30), that organization will no longer be able to request the ARC Overlook for the remainder of the fiscal year.

Non-SAF-Funded Organizations

For any club or organization that has not been allocated Student Fee Programming dollars (non-SAF-funded):

  • No reservation fees will be charged if the event cancellation is received 60+ business days in advance.
  • An administrative fee will be charged if the event cancellation is received 10-59 business days before the event.
  • Full reservation fees will be charged if the event is cancelled less than 10 business days before the event.
  • See Pricing section for more information.

Rain Backup Reservations

ARC event spaces are available for rental as a rain back up location. Such reservations are subject to the policies below.

Requesting a Rain Backup Reservation

Clients must provide a “Go/No-Go” decision on usage of the space at least 3 business days prior to the event. Unless stated otherwise, rain backups abide by all the same policies, timelines, and fees as any other reservation. Rain backups must be explicitly marked as such in the 25Live reservation name and event description along with being discussed in the Pre-Event Meeting.

SAF-Funded Reservations

For any club or organization that has been allocated Student Fee Programming dollars (SAF-funded):

  • Cancellation requests submitted after the “Go/No-Go” deadline will be subject to the same accountability measures as any other late cancellation.
  • Non-use of the venue without a cancellation request also counts as late cancellation.

Non-SAF Funded Reservations

For any club or organization that has not been allocated Student Fee Programming dollars (non-SAF-funded):

  • No reservation fees will be charged if the event cancellation is received 10+ business days in advance.
  • An administrative fee will be charged if the event cancellation is received 3+ business days before the event.
  • Full reservation fees will be charged if the event is cancelled less than 3 business days before the event.
  • Non-use of the venue without a cancellation request also counts as late cancellation.

Please see the Pricing section for more details.