Groups are responsible for ensuring that their event follows all University of Hawaiʻi, City and County of Honolulu, State of Hawaiʻi, and federal COVID-19 regulations.
Per Manoa Policy document M1.200, organizations without University affiliation may use University facilities if “the nature of the activity is particularly appropriate to a campus facility and is in the best interest of the University” including “charitable, civic, community, cultural, or educational activities which are operated on a not-for-profit basis and do not infringe upon, delay, or conflict with the normal operations of the University of Hawaiʻi at Manoa.”
Please note that events for university-affiliated organizations have priority over events without university affiliation.
- Important Dates
- Reservation Form
- Department-Run Rooms
- Reservation Guidelines Overview
- Fee Structure
- Coordination with Non-Facilities Offices
1. IMPORTANT DATES
Per Manoa Policy document M1.200, organizations without University affiliation may not reserve general-use facilities in excess of one semester. Please see the following dates that we begin accepting requests for events (please note that processing events will begin once the current semester has concluded):
- Fall Requests: July 15
- Spring Requests: November 15
- Summer Requests: April 15
Event processing will begin once the academic schedule has been finalized.
2. RESERVATION FORM
General-use classrooms and auditoriums (for events not related to a class with an associated class number) as well as outdoor spaces on campus can be reserved through our office at THIS LINK.
Non-UH users are required to fill out, in addition to this form, a Facilities Use Agreement form as part of the reservation process. The form will be emailed to the primary contact designated on this request form.
Please note that, as part of the Facilities Use Agreement form, we ask for a Certificate of Insurance. For more information about Certificates of Insurance, you can take a look on the Office of Risk Management website. You can find a sample Certificate of Insurance at this link (please note that this example also displays the minimum limits of insurance coverage).
You can find a list of general-use classrooms as well as their amenities on the CIS general-use classroom information website.
3. DEPARTMENT-RUN ROOMS
The following is a list of department-run rooms that we DO NOT assist with reserving.
Please note that this is not a comprehensive list, but includes the areas that are most frequently asked about. Please note that the following rooms can be reserved through the corresponding department:
| LOCATION | PHONE | |
|---|---|---|
| Athletics Facilities (Gym 1, Klum Gym, etc.) | (808) 956-7419 | uhathfac@hawaii.edu |
| Campus Center Complex (Campus Center, Hemenway, etc.) | (808) 956-2525 | ccmes@hawaii.edu |
| Dean Culture Lab (Rm 104) | (808) 956-6978 | spaces@hawaii.edu |
| Kamakakuokalani Center for Hawaiian Studies | (808) 956-0555 | ashtonkm@hawaii.edu |
| Kennedy Theatre Facilities (Kennedy, Dance Bldg, etc.) | (808) 956-7677 | ktfacpm@hawaii.edu |
| Center for Korean Studies | (808) 956-7041 | coord@hawaii.edu |
| Law School | (808) 956-8478 | lawevent@hawaii.edu |
| Law School Clinical Bldg | (808) 956-8478 | lawevent@hawaii.edu |
| Music Complex (Rms 7, 9, 36, Orvis, etc.) | (808) 956-7786 | watsonwm@hawaii.edu |
| Sakamaki Innovation Zone (Rm D101, D102, D103) | (808) 956-6978 | spaces@hawaii.edu |
| Student Housing (Conference Housing, etc.) | (808) 956-8177 | uhmsh@hawaii.edu |
| Webster Collaborative Classroom (Rm 101) | (808) 956-6978 | spaces@hawaii.edu |
4. RESERVATION GUIDELINES OVERVIEW
- Applications should be submitted at least THIRTY (30) days prior to the event per Manoa Policy document M1.200. WCC may not be able to accommodate requests made on short notice and reserves the right to change room assignments when necessitated by unforeseen conflicts.
- Reservation contacts (both primary and secondary) must be verifiably authorized to request for their organization.
- Per AP 1.200, organizations without University affiliation may not reserve general facilities in excess of one semester.
- Organizations may be responsible for damages resulting from the use of campus facilities and/or equipment and furnishings as well as for any loss of equipment and furnishings.
- The event confirmation email and confirmation document will include the payment due date (if applicable) for reference.
- CHANGES or CANCELLATIONS should be emailed to mareserv@hawaii.edu at least three (3) full business days in advance of the event for a waiver/refund of any applicable fees. Should an organization fail to show up, or if the organization requests changes or cancellations to their request fewer than three full business days in advance of the event, all fees will still apply.
- WCC will process future event requests only after all overdue balances have been paid.
- Our office can assist with placing requests for additional assistance from Facilities in the AiM system, however we may need a billing address as there may be fees for additional services. Additional services that would require requests include, but are not limited to:
- Electrical access/assistance (Electrical Shop)
- Garbage cans (Landscaping Office)
- Janitorial assistance (Building Services)
- Grounds assistance (Landscaping Office)
- Non-UH users are required to fill out, in addition to this form, a Facilities-Use Agreement form as part of the reservation process. The form will be emailed to the primary contact designated on this request form.
5. FEE STRUCTURE
The current University of Hawaii at Manoa facilities use policy and charges were approved by the Board of Regents in 1973. You can use this link to view the current facilities-use policy and fee structure document.
Please note that we are currently moving toward the goals of EP 4.202 (System Sustainability), and may not be able to accommodate specific location requests due to limited A/C schedules in certain rooms or buildings. You can find the A/C schedules on the Manoa Green Days (MGD) website.
If we do turn the A/C on for an event, there may be an hourly charge for the use of the A/C outside of standard hours. If there is an A/C fee, when applicable, it will include up to an hour prior to the event in order to more accurately represent the amount of time that the unit is scheduled on in order to cool the space in time for the event.
6. COORDINATION WITH NON-FACILITIES OFFICES
While the Work Coordination Center assists with the reservation of general-use spaces for events, departments are responsible for all other aspects of event planning. Please see the resources below for information about other offices you may need to coordinate with:
- Events that will involve the serving and/or selling of food and/or drinks will require an approved “Request to Serve/Sell Food on Campus” form. Please contact Food Services at 956-4798 or by email at food@hawaii.edufor more information.
- Events that will affect traffic on UH Manoa campus or will require parking accommodations should be coordinated with Commuter Services. They can be contacted by phone at 956-6455 or by email at eventsprk@hawaii.edu Along with the flat rate parking fee, additional fees may be charged for related items including, but not limited to:
- Parking personnel
- Equipment
- Shuttles
- Events that require security coverage should be coordinated with the Department of Public Safety (DPS). The request form for security coverage can be found at this link. DPS can be contacted by phone at either 956-8211 or 956-6911, or by email at uhcs@hawaii.edu.
- Depending on event content, the Office of Risk Management (ORM) may need to be involved. ORM can be contacted by phone at 956-7243, or by email at orm@hawaii.edu.
You can use the following criteria to determine whether ORM should be contacted:
- Events that may be considered “high risk” and will involve activities outside of standard lecture/seminar practices (including, but not limited to: scavenger hunts, CPR training, etc.) may require that participants fill out liability waivers. You can find more information at this link.
- Insurance may be required for any work performed or services provided by third parties. You can find more information at this link.