Event Reservation Policies
The Student Facilities Advisory Committee (comprised of student leaders and administration from Cascadia College and UW Bothell), in conjunction with the Director of the Activities & Recreation Center, developed Event Reservation Policies that would maximize the number of student-organized and student-focused events within the building. The following priority list applies to event reservations:
- First priority for reserving event space in the ARC shall be given to the organizations that have been allocated student fee programming dollars.
- Second priority for reserving event space in the ARC shall be given to Cascadia and UW Bothell affiliated groups. Reservation fees and restrictions apply. Please see Event Reservation Fees below.
- Last priority for reserving event space in the ARC shall be given to external clients when both Cascadia and UW Bothell are not in academic session or on the weekend. Reservation fees and restrictions apply. Please see Event Reservation Fees below.
- Students interested in displaying classwork, group projects, or multi-day displays can contact the Student Facilities Advisory Committee for case-by-case basis approval. Please allow at least two weeks before desired installation date. A short description of the installation can be emailed to the Director of the ARC at arcevent@uw.edu.
- Please allow 24- 48 hours for the ARC reservation team to process meeting room requests.
- Reservations for the ARC Overlook event space must be submitted 3 weeks prior to your desired event date
Event Reservation Fees
Organizations that have been allocated student fee programming dollars*:
| |
Rate |
| Events occurring during ARC Operating Hours |
$0 |
| Events occurring outside of ARC Operating Hours |
$40/hour |
Cascadia College and UW Bothell affiliated groups*:
| |
Rate |
Minimum |
Daily Max |
| Monday-Friday before 5pm |
$87.50/hour |
3 hours |
$700/day |
| Monday-Friday after 5pm |
$137.50/hour |
3 hours |
$700/day |
| Saturday-Sunday before 5pm |
$137.50/hour |
6 hours |
$1100/day |
| Saturday-Sunday after 5pm |
$175/hour |
6 hours |
$1100/day |
Cancellations for Clubs and Organizations That Have Been Allocated Student Fee Programming Dollars
Event planners may cancel their reservation by providing ARC Staff with a written notice of cancelation (email preferred to Arcevent@uw.edu). If notice is received with less than 14 calendar days prior to the event (including during breaks, holidays or days the ARC is closed do not count), clubs/organizations will receive one warning and no fees will be charged.
If a second cancelation is received from the same club/organization with short notice (less than 14 calendar days prior to the event), they will lose the ability to reserve space the ARC Overlook (2nd floor) for the remainder of the current and future academic quarter. The academic year begins again in July.
Cancellations for External Groups, Cascadia College and UW Bothell affiliated groups
Event planners may cancel their reservation by providing ARC staff a written notice of termination.
- If notice is received more than 60 calendar days prior to event, no reservation fee will be charged.
- If notice is received 14-59 calendar days prior to event, a $100 administrative fee will be charged.
- If notice is received less than 14 calendar days prior to event, the full reservation fee will be charged.
Rain Back Up for Cascadia College and UW Bothell affiliated groups
The ARC event space may be reserved as a rain backup location, with the following considerations:
- Event planner must provide the "go/no go" rain call 3 business days prior to event.
- A $100 administrative fee will be charged if event space is not used; the full reservation fee will be charged if the event is hosted in the ARC.
External Groups*
| |
Rate |
Minimum |
Daily Max |
| Monday-Friday before 5pm |
$175/hour |
3 hours |
$1400/day |
| Monday-Friday after 5pm |
$275/hour |
3 hours |
$1400/day |
| Saturday-Sunday before 5pm |
$275/hour |
6 hours |
$2200/day |
| Saturday-Sunday after 5pm |
$350/hour |
6 hours |
$2200/day |
*Event rate includes one standard event setup (ie a set up utilizing furniture currently in ARC inventory) and standard A/V setup (ie a setup utilizing equipment currently in ARC inventory, run by ARC A/V Tech Crew). Event rate does not include parking, furniture/equipment not in ARC inventory, or fees for excessive cleaning or damage to the facility. For more information, please contact arcevent@uw.edu.
2021- 2022 Club Hold Dates
The ARC has designated several Club Hold dates, to ensure that space is available for student clubs.
October 14 (Thursday)
October 20 (Wednesday)
October 26 (Tuesday)
November 4 (Thursday)
November 10 (Wednesday)
November 16 (Tuesday)
December 1 (Wednesday)
January 11 (Tuesday)
January 20 (Thursday)
January 26 (Wednesday)
February 1 (Tuesday)
February 10 (Thursday)
February 16 (Wednesday)
February 22 (Tuesday)
March 3 (Thursday)
April 6 (Wednesday)
April 12 (Tuesday)
April 21 (Thursday)
April 27 (Wednesday)
May 3 (Tuesday)
May 12 (Thursday)
May 18 (Wednesday)
Additional Building Policies
Additional building policies, including those covering event decorations, candles, and accessibility accommodations, can be found on our Building Policies & Procedures webpage.