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Events requirements to consider before submitting a request

• Any event that’s open to the public or includes attendees who are not part of your department/organization.
• Any event/meeting that will have non-university attendees involved.
• Any event/meeting that could potentially have 50 or more attendees.
• Any event/meeting you want to be publicized on campus.
• Any event/meeting that will have anyone under 18 years of age present.

Events that do not require any further approvals include

• Any closed meeting/training with less than 50 attendees. This includes but is not limited to club meetings/practices, thesis defense, study groups, and tutoring.
• Tabling at Wood Center.

Events that do not require approval from events committee

• Tabling at Wood Center.
• Closed meeting/training of less than 50 (ESUA may be required).

All other events or training by outside groups require a 25 Live space/event request and the completion of the Event Space Use Agreement. Approval from the Events Committee, in specific UFD and EHSRM, may be required.

• It’s never too early to start planning! Space may not be available to rent more than a year out or even less in some locations but that doesn’t mean you can’t start planning. Get a list of questions together and start asking as early as you can. The more time you have to plan the better.
• If you don’t know, ask! There are many resources around campus and if our office doesn’t know, we can point you in the right direction.
• Don’t work harder than you have to! Very large events may require multiple people to help orchestrate, each with very specific tasks. Having one person in charge of planning an event allows for the most informed decision making in the planning process. If that’s not an option at least clearly define roles to ensure multiple people aren’t working on the same task.
• If you need something changed, put it in writing! Be sure to put requests in for changes via email. You have an email to follow up on and whoever you’re reaching out to has a line back to you that’s clear as day.
• Don’t forget to advertise! If you want attendance to an event, you need to advertise. Contact Wood Center Graphics for all your advertising needs and if you’re doing it yourself, be sure to follow UAF University Relations guidelines.

Classrooms may be scheduled from 8am-10pm 7 days a week during Spring/Fall Semester

Classrooms may be requested for an entire semester but not multiple semesters.

1. Requests for Spring will be accepted December 1st of the previous year.
2. Requests for Summer will be accepted May 1st.
3. Requests for Fall will be accepted August 1st.
4. Classroom requests are subject to change (See: C.b.iv of Wood Center Scheduling Policy)

 

The BP Design Theatre  is managed by the Alaska Center for Energy and Power and can be reserved by calling 907-474-5402 or following the department link for further contact information.

The International Arctic Â鶹¹ÙÍø Center (IARC)  has various conference rooms available and is located on upper campus. Check here for policies and to reserve the space.

Best used for:

• Departmental/group meeting
• Study groups
• Thesis defense
• Seminars
• Educational/cultural activities appropriate for the space.

Restrictions:

• Only for valid UA staff/student/faculty.
• Must be UAF sponsored and related to IARC mission.
• NO classes, social events, receptions or vendors permitted. 

The Institute of Arctic Biology (IAB) may have space available for events or activities related to institutional research. Please see their website for more information.

Best used for:

• Departmental meetings.
• Thesis defense
• Seminars or other science related activities

Restrictions:

• No meetings over 50.
• Space is limited and specialized.

Board of Regents Conference Room - This space may be available on short notice but BOR holds priority and you do have the potential to be bumped. Reach out directly to BOR directly via email at ua-bor@alaska.edu if all other spaces are unavailable.

Restrictions:

• No meetings over 75.
• Can get displaced if space is needed by BOR.
• Can't reserve more than a few weeks in advance.

The Rasmuson Library has 11 conference rooms of various sizes and capability that can be viewed from their .

Best used for:

• Departmental/group meeting
• Study groups
• Thesis defense
• Seminars
• Educational/cultural activities appropriate for the space. 

Restrictions:

• No available for commercial/non-UAF events.
• Not intended as an event space.

 UA Users go to the and log in using UA credentials when prompted. Once you're logged in, return to you will see additional links for UA users. 

Best used for:

• Departmental/group meeting
• Thesis defense
• Seminars
• Events aligning with Geophysical Institute directive. 

Restrictions:

• No available for commercial/non-UAF events.
• Not intended as an event space.
• Meetings, conferences or presentations only.

Residence life offers booking of the Hess Recreation center and has conference rooms available on-site. During fall and spring semester, space is optimal for students trying to host on campus events or meetings

Best used for:

• Group meeting
• Study groups
• Dances
• Trainings/events for students
• Educational/cultural activities. 

UAF Theater & Film manages the Lee H. Salisbury Theatre. For further information on requesting the space please visit their website here or call 907-474-7231.

Best used for:

• Performances.
• Studio space for video production.

The Murie Building has a large auditorium (150), multiple classrooms and multiple conference rooms. Please reach out to the Biology and Wildlife Office Manager at 907-474-6294 for more information.

Best used for:

• Departmental/group meeting
• Study groups
• Thesis defense
• Seminars
• Educational/cultural activities appropriate for the space. 

 

Finals Week:

We do not schedule classroom during finals week. The library may have rooms open or you can try to find a room that is not a classroom.

Space Availability Outside Wood Center

Requesting hours outside normal operation may or may not be approved. Holding events during published business hours is the best way to ensure you get what you ask for.

For RSO's, classrooms may be requested the start of the month prior to semester start. For instance fall classes starting in September may not be requested prior to August 1st.

• Any request received outside that time frame will not be honored.
• Requests will then be scheduled on a first come first serve basis.
• Within the first 2 to 3 weeks of a semester classrooms are subject to academic override and any club/org/department may be displaced by a class. Academics holds priority in academic space but we will work with any group to reschedule or relocate to alternative spaces if your department or RSO is displaced.

Standard setups are available free of charge to UA affiliated departments/groups for all Wood Center conference rooms CD & EF Monday - Friday. The conference rooms and the ballroom may require a 2HR setup/teardown charge for ALL users internal and external depending upon the requested setup.

Setups in the Mall, Multi-Level Lounge, or Exhibit area requiring more than one table and 4 chairs will incur charges.

Classroom space is free of charge and comes "as is" unless arrangements are made directly with Facilities Services.

Scheduling request for Wood Center may be made no more than one year in advance for any student club/organization. Departments may, upon approval, schedule more than a year in advance.

Wood Center Building & Scheduling Policy

Wood Center Space

 

 

 

• UAF contracts with Chartwell's to provide anyone visiting or living on campus a quality culinary experience. All catering can be ordered online and the link for ordering can be found on Dining Services website here. 
• Other  useful forms such as the Food and Beverage Application (required for events with food/drink not being purchased through Catering) as well as the Alcohol Beverage Application can be found
• Hours of operation, regular menu items, and the most up to date dining information can be found on the same site here.

Sometimes when working with outside groups that are not being directly sponsored by a university entity, groups are required to complete the Event Space Rental Agreement. This may not be required for all event and IS NOT to be completed prior to being instructed to do so.

If you are using Wood Center for your event, chances are that we will have tables, chairs, and the equipment that you need to facilitate your event.

If you need poster boards, or other equipment/things that Wood Center cannot provide you may need to reach out to Facilities Services and submit an or EWORF through their website. If you're filling out an EWORF be sure you've completed the Public Events Form as well since event-related EWORF's may not be approved unless the Public Events Form has been submitted. 

Parking on campus can be difficult if you aren't familiar with the area but Parking Services Website gives you all the tools you need so you can find parking on campus AND avoid getting a ticket from parking where not permitted.

Resources specific to event parking can be found here. Including  parking rates, how to obtain a permit, and links to campus maps so you can determine which lots are most convenient based on the location of your event or meeting.

Student clubs and organizations that have completed the registration process and have been approved can schedule rooms for club meetings (subject to reservation policies for specific facilities).

Clubs/Orgs Pre-recognition Period and Re-recognition:

Pre-recognition Period: 
When a new group is forming they are permitted to schedule 2 meetings before the club is fully formed. Request such meetings as Club Organizational Meetings and know that those are the only meetings that are able to be schedule until fully recognized. Pre-existing clubs, not currently recognized, may not schedule.
Re-recognition: 
Clubs/Orgs must get re-recognized each fall semester. Therefore, annual reservations for large one-time events will be accepted throughout the year for no more than 1 year in advance. Furthermore, any reservation made for the next fall or spring are subject to cancellation and release of space if the club in question does not get re-recognized by the re-recognition deadline.