SOM Large Group Rooms: Non-Departmental Spaces
Reservations for most large group rooms are managed by UW Event Services. This includes most lecture halls in the T-wing, and all rooms in the Health Sciences Education Building (HSEB) and South Campus Center (SOCC).
These spaces are shared between six Schools. Reservations go through a centralized prioritization and reservation process.
Meetings and Events
If a session is not associated with a course, it will be processed as a “meeting or event” in Mazévo. UW Event Services requires at least 7 days of advance notice for these requests. The exact process varies slightly depending on the source of the request.
Registered student organizations (RSOs) are advised to follow the process outlined in the RSO Meeting Request Guide. This allows the organization to take advantage of free and reduce-rate reservations for RSOs.
Requests for non-RSO meetings or events are also handled through Mazévo but may be subject to room use fees. Please contact a department representative to submit these requests. They will need to add the necessary budget information to the request.
Course Sessions on Consistent Days/Times
Requests for a consistent room, on consistent weekday(s) and time(s) throughout a course, can be entered into Time Schedule Construct for automated placement. The Time Schedule Construct system closes 5-9 months before the quarter starts. Dates are listed in the Time Schedule Production Calendar for each quarter.
To request a non-departmental room through Time Schedule Construct, please contact your Time Schedule Coordinator at least 2 business days before the Construct close date.
- For MEDSCI (MD program) courses, use the Asana room request process.
- For NCE courses, contact your department’s course coordinator.
- If a department coordinator is unavailable or cannot assist, the SOM NCE coordinator may be able to help.
- For other courses, this will be a staff member in your department.
Please keep in mind that courses are not guaranteed to match into a specific room. This applies even if you have matched into that room in previous quarters/years.
Inconsistent Course Sessions
Requests for inconsistent weekdays and times, only part of a course (e.g., the first two weeks), or non-course events must be submitted as breakout room requests. Breakout requests can be submitted when Time Schedule room placements have been finalized for the relevant quarter. Dates are listed in the Time Schedule Production Calendar under “SLNs Assigned, TS Update available to Time Schedule Coordinators the next day.”
To request breakout rooms for a MEDSCI course, use the Asana room request process.
To request breakout rooms for other courses, please contact your department’s course coordinator. They will need to add the applicable budget tags to the request.
For all room requests, please include the following info:
- Name of the event;
- Course, organization, or group hosting the event;
- Preferred building(s);
- Start and end time for the event;
- Date(s) for the event;
- Approximate number of people attending (e.g., 50 people);
- AV needs;
- Point of contact for event, as well as best email for that point of contact.
If you would like help finding a room that meets your needs, or advice on how to optimize your request for room prioritization, please reach out to somrooms@uw.edu (email).