Reservation Application Form Questions
- Where should I submit my reservation request?
- Who can submit a reservation request?
- How do I submit a room reservation request? / Where is the link to the request form?
- Is there a way to check room availability prior to submitting a request?
- Can I physically visit my preferred spaces prior to submitting a request?
- How can I check if the A/C is on in my preferred space?
- Why am I unable to input the time / date / etc. in the designated section on the request form?
Reservation Processing Questions
- What is the best way to contact WCC if I have a question about a reservation request?
- What is the reservation processing timeline?
- How will I know when my reservation is confirmed?
- What are the possible charges for a reservation? / Can I get a cost estimate for my reservation?
Post-Application-Submission Questions
- How do I request to change/cancel a reservation to my event?
- What are the COVID protocols that my group must follow?
- How can I pay for my event fees?
- Can I request Kuykendall 101 / Webster 101 / Hemenway rooms through your office?
- Can I have food and/or water in my reserved room(s) at my event?
- Is there a way to check/view the amenities in the general-use classrooms online?
- What do I do if I need help with the AV equipment (e.g. computer, projector, etc.) in the room?
- What do I do if the A/C / power / etc. is out or stops working while I am using the space I reserved?
- Do I need a key to access the room I reserved or any of the AV equipment in the room on the day of my event?
- What should I do if I go to my reserved room on the day of my event, and it is locked? / What should I do if I go to my reserved room at the reserved time and there is someone else occupying the room?
Reservation Application Form Questions
Where should I submit my reservation request?
Who can submit a reservation request?
Both UH-affiliated and non-UH-affiliated groups may submit reservation requests.
All contacts must be verifiably authorized to request for their organization.
Registered Independent Organization (RIO) contacts must be one of the authorized contacts listed on the approved RIO application form submitted to the Student Life and Development Office.
UH Department contacts must be verifiably associated to the department online (e.g. can be confirmed on the UH directory, etc.).
How do I submit a room reservation request? / Where is the link to the request form?
Room reservation requests can be submitted through online request form. A link to the request form can be found in each user type (e.g. Department, RIO, etc.) tab.
Is there a way to check room availability prior to submitting a request?
Currently, we are not able to confirm availability of a space prior to receiving and processing an event request as the schedule may change in the meantime depending on various factors.
Can I physically visit my preferred space prior to submitting my event request?
Please either include it on your event request, or submit a request separately to request time to ensure the room is available when you would like to visit the space.
How can I check if the A/C is on in a space I’m requesting?
Most building A/C schedules are available on the Manoa Green Days (MGD) website. Many of the science buildings (such as POST, St. John, Biomed, etc.) have A/C on 24/7 unless designated otherwise on the MGD list.
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.
Why am I unable to input the time / date / etc. in the designated section on the request form?
There may be a couple of reasons why the form would not have let you enter information. The first possibility is that you may need to clear your browser’s cache. If you are using Google Chrome, you can use this link to find instructions on how to clear the cache, or if you are using Firefox, you can use this link.
A second reason why the form may be malfunctioning is that your browser may need to be updated. Please see the system requirements listed in the Google Help Center for the most current information.
As far as we are aware, the form should work with all devices.
If the issue persists after trying both options, or if you have any further questions, please feel free to email our office at mareserv@hawaii.edu.
Reservation Processing Questions
What is the best way to contact WCC if I have a question about a reservation request?
Please email our office at mareserv@hawaii.edu.
Please include your reservation request number (e.g. 1234) or a reservation event reference number (e.g. 2020-ABCDEF) in your inquiry. If you do not have either of those, or if you have not yet submitted a request, please include as much detail about your request (e.g. group name, event description, event date[s], event time, etc.) as you can in your email.
What is the reservation processing timeline?
Events reserved through our office take second priority to academic events (e.g. classes, thesis defenses, etc.).
For a more detailed timeline of when requests can be submitted to our office, please see the “Important dates” section of your associated user type page (e.g. Department, RIO, etc.). Please note that request submission dates vary based on user type.
Reservation processing time varies based on several factors including:
- Complexity of the event requested
- Whether the request is both an indoor and outdoor request
- Possible precedence of other office duties (e.g. facility emergencies, etc.)
- Conflicts that arise while processing the request (e.g. requested room not available, etc.)
We generally estimate the following timeline for reservation processing times:
- Indoor only: 1-2 weeks
- Outdoor only: 2-3 weeks
- Indoor/Outdoor: 4+ weeks
Please note that we count processing time from the point when the completed application (which includes any applicable required supplemental documents in addition to the online request form) has been received.
How will I know when my reservation is confirmed?
Once your reservation is confirmed, the listed primary and secondary (if applicable) contacts will receive an email with a detailed confirmation document attached that will reflect the finalized event details. The confirmation email contains further information about offices to contact if there are any issues during your event, and will also contain a payment due date if there are applicable fees.
What are the possible charges for a reservation? / Can I get a cost estimate for my reservation?
Possible charges are as follows:
- Auditorium fees (Daily fee. Auditoriums are defined as rooms that seat 100+ people)
- A/C fees (Hourly fee. If the A/C was off and will be scheduled on for an event. This fee may include up to an hour prior to the event to more accurately reflect the amount of time that the unit will have to be scheduled on for the event.)
- Andrews Amphitheatre (Daily fee.)
- Additional services (Fees vary based on service. e.g. janitorial services, landscaping services, electrical services, etc.)
If you anticipate that there will be fees for your event and would like a cost estimate, you can email mareserv@hawaii.edu to request one. In your cost estimate request, please include the following information:
- Reservation request number (e.g. 1234) if available
- Group name
- Event name/description
- Event date(s) and time(s)
- Number of rooms/areas you are requesting (if you know which rooms you would like, please list them)
- Any other information you would like to include that may be relevant
Post-Application-Submission Questions
How do I request to change/cancel a reservation?
Please email our office at mareserv@hawaii.edu.
Please include your reservation request number (e.g. 1234) or a reservation event reference number (e.g. 2020-ABCDEF) in your inquiry. If you do not have either of those, or if you have not yet submitted a request, please include as much detail about your request (e.g. group name, event description, event date[s], event time, etc.) as you can in your email.
Changes or cancellations should be emailed to our office 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 business days in advance of the event, all fees will still apply.
What are the COVID protocols that my group must follow?
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.
How do I pay for my event fees?
UH Departments can submit payment via email either by UH, UHF, or RCUH account code, or by IDO.
RIOs, CSOs, and third-party groups can submit payment by check made payable to the University of Hawaiʻi. (As of March 1, 2024 we no longer accept payments at our service window.)
Please mail check payments to the following address:
Facilities Business Office
1960 East-West Road, Biomed B102
Honolulu, HI 96822
We do not have a credit card reader available for use in our office at this time.
Room-Use Questions
Can I request Webster 101 / Campus Center / Hemenway / etc. rooms through your office?
No. Webster 101, Campus Center, and Hemenway rooms are all reserved through other departments. The following is a list of some areas that are frequently asked about, but that we do NOT assist with reserving. These rooms are department-run, and should be requested through their related 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 |
Please note that this is not a comprehensive list of department rooms or department contacts, but includes the areas that are most frequently asked about.
Can I have food and/or drinks in my reserved room(s) at my event?
No. There is no eating or drinking allowed in general-use classrooms. If you would like to have food and drink available at your event, please request for an outdoor area in addition to an indoor area.
Is there a way to check/view the amenities in the general-use classrooms online?
Yes. You can find a list of general-use classrooms along with pictures and further detail about the amenities available on the Center for Instructional Support (CIS) general-use classroom information website.
What do I do if I need help with the AV equipment (e.g. computer, projector, etc.) in the room?
Please contact the Center for Instructional Support (CIS) office for any questions or issues related to the AV equipment provided in the general-use rooms (e.g. computers, sound systems, projectors, etc.). The CIS office is open Monday through Friday (excluding holidays) from 8:00 a.m. to 4:30 p.m., and can be contacted at (808) 956-8075.
What do I do if the A/C / power / etc. is out or stops working while I am using the space I reserved?
For any issues with facility amenities (e.g. air conditioning, plumbing, etc.) during business hours (Monday through Friday, excluding holidays, from 7:00 a.m. to 4:00 p.m.), please contact the Work Coordination Center by phone at (808) 956-7134 ext. 3.
For any issues with facility amenities after hours (Monday through Friday after 4:00 p.m., holidays, and weekends), please contact the Department of Public Safety at (808) 956-6911 or (808) 956-8211.
Do I need a key to access the room I reserved or any of the AV equipment in the room on the day of my event?
You do not need a key to access your reserved space(s) or the AV equipment in the room(s).
Please contact the Center for Instructional Support (CIS) office for any questions or issues related to the AV equipment provided in the general-use rooms (e.g. computers, sound systems, projectors, etc.). The CIS office is open Monday through Friday (excluding holidays) from 8:00 a.m. to 4:30 p.m., and can be contacted at (808) 956-8075.
What should I do if I go to my reserved room on the day of my event, and it is locked? / What should I do if I go to my reserved room at the reserved time and there is someone else occupying the room?
For any room access issues during business hours (Monday through Friday 7:00 a.m. to 4:00 p.m.), please contact the Work Coordination Center at (808) 956-7134 ext. 3. Please have your confirmation email available for inquiries.
For any room access issues after hours (Monday through Friday after 4:00 p.m., holidays, and weekends), please contact the Department of Public Safety at (808) 956-6911 or (808) 956-8211. Please have your confirmation email and document available for inquiries.