Facilities Use Practices and Procedures

Office of Planning and Facilities
Work Coordination Center (WCC)

03-24-2022 Room Reservations Spring 2022 (UPDATE)

Additional approval for non-academic events is no longer required.To make a request to use a general-use space, please submit our online general-use space request form. A link to the form can be found in each user-type tab.

02-16-2022 Room Reservations Spring 2022 (UPDATE)

There has been a change to the RIO approval policy. The Office of the Vice Provost for Student Success has determined that approval from their office for RIO groups is no longer required.

All other non-academic events must still receive approval from the parties listed:

*UH DEPARTMENTS* - Please send your approval request to your Dean/Director/Vice Provost.

*NON-UH AFFILIATED* - Please send your approval request to the Provost's Office (provost@hawaii.edu).

When sending in the request for approval, please include the following information:

Primary contact name

Primary contact email address

Group or department name

Date(s) and time(s) requested

Estimated number of people to attend

Purpose (e.g. weekly meetings, workshops)

COVID mitigation plan

Once your request has been approved, please forward the email approval to mareserv@hawaii.edu or attach it to the request form in the designated section and submit a request to our office using this online form (link is also available in group type tabs). Please note that a request will not be considered complete until we receive both the additional approval and the request form.

Please keep in mind that we request at least 30 days for processing reservation requests as they are reviewed and assessed by several offices. If we receive requests with insufficient lead time, while we will do our best to process the request, we may not be able to reserve a space in time for the event regardless of event approval status.

12-12-2021 Room Reservations Spring 2022

We will continue to follow the procedure listed in the 10-21-2021 update below.

Please note that that means we will continue to require additional approval for all non-academic events. Please see the posting below to determine who your group will require approval from.

If you have any questions, please email our office at mareserv@hawaii.edu.

10-21-2021 Room Reservations Fall 2021 (UPDATE)

All non-academic events (e.g. weekly meetings, workshops, etc.) MUST receive approval from the parties listed below BEFORE a reservation request can be submitted:

*UH DEPARTMENTS* - Please send your approval request to your Dean/Director/Vice Provost.

*RIO/CSO* - Please send your approval request to the Office of the Vice Provost for Student Success (vpss@hawaii.edu).

*NON-UH AFFILIATED* - Please send your approval request to the Provost's Office (provost@hawaii.edu).

When sending in the request for approval, please include the following information:

Primary contact name
Primary contact email address
Group or department name
Date and time requested
Number of people to attend
Purpose: i.e., weekly meetings, workshops
COVID mitigation plan

Once your request has been approved, please forward the email approval to mareserv@hawaii.edu and submit a request through this online form. Please note that a request will not be considered complete until we receive both the Provost’s approval and the request form.

09-01-2021 Room Reservations Fall 2021 (UPDATE)

All non-academic events (e.g. weekly meetings, workshops, etc.) must receive approval from the Provost’s Office before a reservation request can be submitted.

When sending in the request to the Provost’s Office (provost@hawaii.edu), please include the following information:

Primary contact name
Primary contact email address
Group or department name
Date and time requested
Number of people to attend
Purpose: i.e., weekly meetings, workshops
COVID mitigation plan

Once your request has been approved by the Provost’s Office, please forward the email approval to mareserv@hawaii.edu and submit a request through our online form (link available in group type tabs). Please note that a request will not be considered complete until we receive both the Provost’s approval and the request form.

08-19-2021 Room Reservations Fall 2021 (UPDATE)

Department/RIO/CSO

Reservations for Fall 2021 do not currently require additional approval from the Provost’s Office. Please note that room sizes are still restricted to follow COVID distancing protocol.

Non-UH/Third-Party

We are accepting third party events, however, please note that there are additional documents (insurance, waivers, facilities-use agreement forms) that may be required as part of the reservation process.

04-01-2021 Room Reservations Summer and Fall 2021

Department/RIO/CSO

Reservations for Summer and Fall 2021 will no longer require additional approval from the Provost’s Office. Please note that room sizes are still restricted to follow COVID distancing protocol.

Non-UH/Third-Party

As the Manoa campus remains closed to the general public, we are not accepting third-party events for the summer or fall terms at this time. We apologize for the inconvenience.

01-27-2021 Room Reservations Spring 2021

Room Reservations for the Spring 2021 semester will follow the same guidelines as the Fall 2020 semester.

08-19-2020 Room Reservations Fall 2020

Department/RIO/CSO

Room Reservations that will involve two (2) or more people physically gathered in a space will require approval from the Provost’s Office.

To request for approval from the Provost’s Office, please send an email to provost@hawaii.edu with the following information:

(Subject line) RE: Request approval to reserve a space for (event):

Primary contact name
Primary contact email address
Date and time requesting
Number of people to attend
Purpose: i.e., review session, dissertation/thesis defense

Once approval has been received, please forward the approval email to mareserv@hawaii.edu and submit a request through our online form (link available in user type tabs).

Non-UH/Third-Party

We are not accepting third-party events for the fall semester. We apologize for the inconvenience.

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.

A link to the reservation request form can be found in each user type tab.

Event Types
Class-Related Events
Department-Run Rooms
Andrews Amphitheatre
User Types
Fundraising

1. EVENT TYPES

Indoor Request:

Request to use a general-use classroom for non-class related events. Examples include: RIO or department meetings, a lecture series, orientation, workshops, etc.

Please note that you will need to request for an outdoor area as well if there will be food and/or drinks at your event, as there is no eating or drinking in any of the general-use rooms.

Outdoor Request:

Request to use an open area (including building courtyards, lanais, etc.) on campus for an event. Examples include: receptions, mixers, etc.

Indoor and Outdoor Request:

Request to use both a general-use classroom and an open area on campus for an event. Examples include: meeting events with food or drinks, orientations with both indoor activities and campus tours, etc.

2. CLASS-RELATED EVENTS

To reserve a general-use classroom or auditorium for a class-related event (e.g. any event for a class with a class number including but not limited to: study sessions, additional class sessions, etc.) during the fall and spring semesters, please contact:

Manoa Scheduling Office: email requests to schedule@hawaii.edu

Outreach College (956-7221): email requests to clasroom@hawaii.edu

3. DEPARTMENT-RUN ROOMS

Please note that the following rooms can be reserved through the corresponding department:

Location	Phone	Email
Athletic facility area	956-7419	uhathfac@hawaii.edu
Campus Center / Hemenway	956-2525	ccmes@hawaii.edu
Dean 104 (Culture Lab)	956-7978	spaces@hawaii.edu
iLab (Bldg 37)		uhilab@hawaii.edu
Kamakakuokalani Center (Hawaiian Studies)	956-0555	chsuhm@hawaii.edu
Kennedy Theatre facilities (Including Dance Studios)	956-7677	greaver@hawaii.edu
Center for Korean Studies	956-7041	mercyln@hawaii.edu
Law School	956-8478	lawroom@hawaii.edu
Music Building (Rms 7, 9, 36)	956-7786	bmoon@hawaii.edu
Sakamaki D101, D102, D103 (Innovation Zone)	956-7978	spaces@gmail.com
Student Housing	956-8177	uhmsh@hawaii.edu
Webster 101 (Collaborative Classroom)	956-7978	spaces@gmail.com

4. ANDEWS AMPHITHEATRE

Requests for Andrews Amphitheatre must be submitted at least three (3) months in advance of the requested date to be processed in time.

Information and documents in addition to the request form and standard documents required for outdoor area requests may be required.

There are daily fees associated with the use of Andrews Amphitheatre. The fees can viewed on our fee structure document.

5. USER TYPES

Use of campus facilities is broadly classified into two categories:

Category 1 events are defined as follows:

Events hosted by UH offices and departments (e.g. department meetings, lecture series, etc.)
Events hosted by Registered Independent Organizations (RIO) (e.g. weekly meetings, mock interview sessions, etc.)
Chartered Student Organizations (CSO) (e.g. ASUH town hall presentations, etc.)

Category 2 events are defined as follows:

Events hosted by organizations that are not UH offices or departments, RIOs, or CSOs
Events of a personal nature even if UH faculty, staff, or students are involved

6. FUNDRAISING

Departments

Departments that would like to solicit funds at an event or stage events for fund-raising purposes must receive express written approval from the Mānoa Office of Business and Finance prior to their requested event. To obtain approval, please submit a memo from your Dean or Director to the Chief Business Officer at the Office of Business and Finance. Please include the following information in the memo:

Name of Organization
Purpose of funds to be raised
Anticipated income and expense
Event time, date, and preferred location

If the fund-raising will involve the sale of food products on campus, additional written approval must be obtained from the Environmental Health and Safety Office. The only exception would be if the food is supplied by a University of Hawaiʻi at Mānoa food contractor. The sale and handling of food products must be in compliance with state and local health requirements.

Please refer to Executive Policy 8.209 on Fundraising for more information about fundraising requirements.

RIOs/CSOs

Organizations wishing to solicit funds at an event or stage events for fund-raising purposes must receive express written approval prior to their event. RIOs must submit the appropriate fund raising forms to the Meeting and Events Services (MES) office in Campus Center room 209. This inclides a written application indicating the purpose(s) of the funds to be raised and the anticipated income and expenses of the event. Please note that all fund-raising activities must be conducted entirely by members of the organizations and all the profits must be collected by and directly benefit the organization.

If the fund raising will involve the sale of food products on campus, additional written approval must be obtained from the Environmental Health and Safety Office except when food is supplied by a University of Hawaiʻi at Mānoa food contractor. The sale and handling of food products must be in compliance with state and local health requirements. Likewise, organizations authorized to sell products or services must comply with all state and federal rules and regulations.

Arrangements for fund-raising activities must be made at least three (3) weeks in advance, and, at the time of scheduling, the organization must show evidence that they have obtained the following:

A State Tax License or Exemption
A commercial bank account that will be used exclusively for the financial transactions of the organization.

The organization must file an income and expense statement and submit it to the MES office wwithin ten (10) days of the conclusion of the fund-raising activity.

Please refer to the Student Life and Development office RIO administrative policy document for more information about fundraising requirements.

Non-UH Affiliated/Third-Party Groups

Per our Administrative Policy 1.200 document, organizations without University affiliation may use designated University facilities for charitable, civic, community, cultural, or educational activities which are operated on a not-for-profit basis.

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.

Important Dates
Reservation Form
Department-Run Rooms
Reservation Guidelines Overview
Fee Structure
Coordination with Non-Facilities Offices

1. IMPORTANT DATES

As academic classes have first priority for the usage of general-use classrooms on weekdays, we are able to schedule our events after the class schedule has been set. Please see the following dates that we begin accepting requests for weekday events (please note that we may not be able to begin processing events until later):

Fall Requests: July 1
Spring Requests: November 1
Summer Requests: April 1

Weekday event processing begins once we are notified that the class schedule for the corresponding semester has been completed and the rooms have been opened for non-class reservations.

Events on holidays or weekends may be submitted at any time.

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.

You can find a list of general-use classrooms as well as their amenities on the CIS general-use classroom information website.

Manoa Scheduling Office, email requests to schedule@hawaii.edu

Outreach College (956-7221), email requests to clasroom@hawaii.edu

3. DEPARTMENT-RUN ROOMS

Please note that the following rooms can be reserved through the corresponding department:

Location	Phone	Email
Athletic facility area	956-7419	uhathfac@hawaii.edu
Campus Center / Hemenway	956-4817	imiura@hawaii.edu
Dean 104 (Culture Lab)	956-7978	spaces@hawaii.edu
iLab (Bldg 37)		uhilab@hawaii.edu
Kamakakuokalani Center (Hawaiian Studies)	956-0555	chsuhm@hawaii.edu
Kennedy Theatre facilities (including dance studios)	956-7677	greaver@hawaii.edu
Center for Korean Studies	956-7041	mercyln@hawaii.edu
Law School	956-8478	lawroom@hawaii.edu
Music Building (rms 7, 9, 36), Orvis Auditorium	956-7786	bmoon@hawaii.edu
Sakamaki D101, D102, D103 (Innovation Zone)	956-7978	spaces@gmail.com
Student Housing	956-8177	uhmsh@hawaii.edu
Webster 101 (Collaborative Classroom)	956-7978	spaces@gmail.com

4. RESERVATION GUIDELINES OVERVIEW

Applications should be submitted at least THIRTY (30) days prior to the event per AP 1.200 (Manoa Facilities Use Practices and Procedures). 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 must be verifiably associated to the department online (e.g. can be confirmed on the UH directory, etc.).
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 will include the payment due date for the event 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 two 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.
Please submit customer requests in the AiM system if you will require any additional assistance from Facilities including but not limited to (please note that there may be fees for additional services):

Electrical access/assistance (Electrical Shop)
Garbage cans (Landscaping Office)
Janitorial assistance (Building Services)
Grounds assistance (Landscaping Office)

Please note that we may require your billing address (including the name of who to send an invoice to) if you will be making payment via UHF or RCUH account.

5. FEE STRUCTURE

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.edu for more information.
Events that will involve alcohol, please complete the appropriate form available on this website. Departments are required to obtain approval from the following office:

Office of the Vice Chancellor for Administration, Finance and Operations

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 956-8899 or by email at eventprk@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, water activities, 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.

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.

Information about Registered Independent Organizations (RIO) or affiliates can be found at the following locations:

Student Life and Development (SLD) Office website
RIO Handbook
Administrative Policies Governing Registered Independent Organizations (RIOs) (Information regarding promotional materials, fundraising activities, etc.)
Current list of approved RIOs

Please note that RIO reservation requests must be submitted by an authorized contact. Authorized contacts are registered through the SLD Office during the RIO application process. Any inquiries about authorized contacts can be routed to SLD.

CSO reservation requests must be submitted by a verifiable (preferably online) CSO contact.

Important Dates
Reservation Form
Department-Run Rooms
Reservation Guidelines Overview
Fee Structure
Coordination with Non-Facilities Offices

1. IMPORTANT DATES

Per AP 1.200 (Manoa Facilities Use Practices and Procedures), registered university organizations may not reserve general 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 current semester has concluded. You can find more information about semester start and end dates on the academic calendar provided on the Office of the Registrar’s website.

* Please note for Fall requests that we will initially only be able to reserve rooms through September 30. Once your RIO has been approved / renewed for the upcoming school year, you can request for events after September 30.

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.

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

Please note that the following rooms can be reserved through the corresponding department:

Location	Phone	Email
Athletic facility area	956-7419	uhathfac@hawaii.edu
Campus Center / Hemenway	956-4817	imiura@hawaii.edu
Dean 104 (Culture Lab)	956-7978	spaces@hawaii.edu
iLab (Bldg 37)		uhilab@hawaii.edu
Kamakakuokalani Center (Hawaiian Studies)	956-0555	chsuhm@hawaii.edu
Kennedy Theatre facilities (including dance studios)	956-7677	greaver@hawaii.edu
Center for Korean Studies	956-7041	mercyln@hawaii.edu
Law School	956-8478	lawroom@hawaii.edu
Music Building (rms 7, 9, 36)	956-7786	bmoon@hawaii.edu
Sakamaki D101, D102, D103 (Innovation Zone)	956-7978	spaces@gmail.com
Student Housing	956-8177	uhmsh@hawaii.edu
Webster 101 (Collaborative Classroom)	956-7978	spaces@gmail.com

4. RESERVATION GUIDELINES OVERVIEW

Applications should be submitted at least THIRTY (30) days prior to the event per AP 1.200 (Manoa Facilities Use Practices and Procedures). 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 one of the authorized contacts listed on the approved RIO application form submitted to the Student Life and Development Office.
Per AP 1.200, registered university organizations 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 two 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)

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 there may be an A/C fee if the A/C will have to be scheduled on for a requested event, and that the fee may include up to an hour prior to the event to more accurately represent the amount of time.

6. COORDINATION WITH NON-FACILITIES OFFICES

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 involve alcohol, please complete the appropriate form available on this website. Student groups will be required to obtain approval from the following offices:

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.

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 Administrative Procedures document 1.200 (Manoa Facilities Use Practices and Procedures), 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 AP 1.200 (Manoa Facilities Use Practices and Procedures), 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

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

Please note that the following rooms can be reserved through the corresponding department:

Location	Phone	Email
Athletic facility area	956-7419	uhathfac@hawaii.edu
Campus Center / Hemenway	956-4817	imiura@hawaii.edu
Dean 104 (Culture Lab)	956-7978	spaces@hawaii.edu
iLab (Bldg 37)		uhilab@hawaii.edu
Kamakakuokalani Center (Hawaiian Studies)	956-0555	chsuhm@hawaii.edu
Kennedy Theatre facilities (including dance studios)	956-7677	greaver@hawaii.edu
Center for Korean Studies	956-7041	mercyln@hawaii.edu
Law School	956-8478	lawroom@hawaii.edu
Music Building (rms 7, 9, 36)	956-7786	bmoon@hawaii.edu
Sakamaki D101, D102, D103 (Innovation Zone)	956-7978	spaces@gmail.com
Student Housing	956-8177	uhmsh@hawaii.edu
Webster 101 (Collaborative Classroom)	956-7978	spaces@gmail.com

4. RESERVATION GUIDELINES OVERVIEW

Applications should be submitted at least THIRTY (30) days prior to the event per AP 1.200 (Manoa Facilities Use Practices and Procedures). 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 two (2) 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 two 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

6. COORDINATION WITH NON-FACILITIES OFFICES

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.

Banner Display Overview
Request Procedure

1. BANNER DISPLAY OVERVIEW

All notices, posters, and announcements shall indicate the event, time, date, location, and the sponsoring organization.
No poster shall exceed 14” x 22” in size.
Posters which are improperly identified or placed in unauthorized locations on campus shall be removed.
Special considerations specific to lawn signs (background):

The APM restricts posting of notices, posters, and other printed and written material only on designated bulletin boards located in or at campus buildings.
The use of lawn signs currently restricted by the APM has gained in popularity and is viewed as an effective way to promote events; however, this use negatively impacts groundskeeping operations, presents a safety hazard, and detracts from the aesthetic environment.
The following procedure is an attempt to balance these conflicting demands, and will be provided to requestors at the time of event confirmation.

2. REQUEST PROCEDURE

Requests to post lawn signs, posters, notices and/or banners can be requested through the eFacilities AiM website. Please be prepared to supply the following information:

Contact information (e.g. organization name and description, contact person, etc.)
General event information (e.g. description of event the banner/sign/etc. is advertising, date, times, place, etc.)
Map of the area where banner/sign/etc. will be posted (including a detailed written description)
Display information (e.g. dimensions of the banner/sign/etc., material type, etc.)
Digital copy of the banner/sign/etc.

Please note the following:

For lawn signs that are placed with prior approval from the Office of Campus Operations and Facilities:

Placement allowed no more than one (1) week prior to the event.
Signs must be removed by 6:00 a.m. the business day following the last day of the event.

First time signs are not removed: Requestor will be notified of the exception and given an opportunity to remove the signs by the end of day.
Second time signs are not removed: Signs will be removed and requestors will be given until the end of day (2:30 p.m.) to pick up signs from the Landscaping Office. If not picked up, signs will be discarded. Requestor will not be allowed to post lawn signs in the future.

For lawn signs that are placed without prior approval from the Office of Campus Operations and Facilities:

Responsible group or department will be informed of the need to coordinate with WCC and given until 6:00 a.m. the business day following the last day of the event to remove the signs.
First infraction - If not removed within the stated time frame, signs will be discarded.
Subsequent incidents: - Signs will be discarded; requestor will not be allowed to post lawn signs.
Exceptions will be addressed by the Director of Buildings and Ground or his/her designated alternate.

It is the responsibility of the requesting organization to safely secure signs/banners, etc. and properly remove them at the end of the event.
More information on our current policy on banners/signs/etc. can be found in AP 1.200 section 12.

FREQUENTLY ASKED QUESTIONS

How do I submit a room reservation request? / Where is the link to the request form?
Who can submit a reservation request?
Who can I contact to make a reservation for a class? / What types of events are considered class-related?
What is the best way to contact WCC if I have a question about a reservation request? / How do I request to change/cancel a reservation?
What is the reservation request / 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?
Do I need a key to access the room I reserved 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?
How can I pay for my event fees?
My event is for a thesis or dissertation defense / class (with a class number/CRN) on the weekend or holiday. Is this requested through WCC?
How can I check if the A/C is on in a space I’m requesting?
Is there a list of general-use classrooms available online? / Can I see pictures of the classroom(s) before submitting a request?
Why am I unable to input the time / date / etc. in the designated section on the request form?
Can I request Kuykendall 101 / Webster 101 / Hemenway rooms through your office?
Can I have food and/or water into the room for my event?
What do I do if I need help with the AV equipment (e.g. computer, projector, stc.) 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?
What are the COVID protocols that my group must follow?

1. 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.

2. 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.).

3. Who can I contact to make a reservation for a class or a class-related event? / What types of events are considered class-related?

For the fall and spring semesters, events for classes and class-related events can be requested through the Office of the University Scheduler:

schedule@hawaii.edu

For the summer sessions and for the fall and spring extension courses, events for classes and class-related events can be requested through the Outreach College office:

Ph: (808) 956-7221

clasroom@hawaii.edu

“Class-related events” are events that are directly related to curriculum, or are mandatory for students to attend/participate in such as thesis or dissertation defenses, or events that can be directly tied to classes with class numbers (e.g. study sessions, additional class sessions, etc.).

4. What is the best way to contact WCC if I have a question about a reservation request? / How do I request to change/cancel a reservation?

Please email our office at mareserv@hawaii.edu.

If you have a reservation request number (e.g. 1234) or a reservation confirmation number (e.g. 2020-ABCDEF), please include that 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.

5. What is the reservation request / processing timeline?

Events reserved through our office take second priority to academic events (e.g. classes, thesis defenses, etc. all of which may be requested either through the Office of the University Scheduler or Outreach College depending on the event).

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 tab (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.

6. 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.

RIO groups:

Primary and secondary contacts must be one of the authorized contacts listed on the approved RIO application form submitted to the Student Life and Development Office.

UH Departments:

Department contacts must be verifiably associated to the department online (e.g. can be confirmed on the UH directory, etc.).

7. 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

8. Do I need a key to access the room I reserved 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?

You do not need a key to access your reserved space(s).

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.

9. How can I pay for my event fees?

UH Departments can submit payment either by UH, UHF, or RCUH account code, or by IDO.

RIO/CSO groups can submit payment either by cash (in exact change), or by check (made payable to the University of Hawaiʻi) at the Work Coordination Center Office. We are located at 2002 East-West Road, and are open Monday through Friday 7:00 a.m. - 4:00 p.m. excluding holidays. Please email mareserv@hawaii.edu if you would like more detailed instructions on how to locate our office.

10. My event is for a thesis or dissertation defense / class (with a class number/CRN) on the weekend or holiday. Is this requested through WCC?

Any events for thesis or dissertation defenses, any events relating to a class with a class number/CRN, or any program events that are mandatory for students to attend in order to graduate can be requested through the Office of the Scheduler.

11. 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.

12. Is there a list of general-use classrooms available online? / Can I see pictures of the classroom(s) before submitting a request?

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.

13. 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.

14. Can I request Kuykendall 101 / Webster 101 / Hemenway rooms through your office?

Kuykendall 101, Webster 101, and Hemenway rooms are all reserved through other departments. Please refer to the table below for contact info for those spaces as well as other frequently requested spaces that are not reserved through our office:

Location	Phone	Email
Athletic facility area	956-7419	uhathfac@hawaii.edu
Campus Center / Hemenway	956-4817	imiura@hawaii.edu
Dean 104 (Culture Lab)	956-7978	spaces@hawaii.edu
iLab (Bldg 37)		uhilab@hawaii.edu
Kamakakuokalani Center (Hawaiian Studies)	956-0555	chsuhm@hawaii.edu
Kennedy Theatre facilities (including dance studios)	956-7677	greaver@hawaii.edu
Center for Korean Studies	956-7041	mercyln@hawaii.edu
Law School	956-8478	lawroom@hawaii.edu
Music Building (rms 7, 9, 36), Orvis Auditorium	956-7786	bmoon@hawaii.edu
Sakamaki D101, D102, D103 (Innovative Zone)	956-7978	spaces@gmail.com
Student Housing	956-8177	uhmsh@hawaii.edu
Webster 101 (Collaborative Classroom)	956-7978	spaces@gmail.com

15. Can I have food and/or water in the room for 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.

16. What do I do if I need help with the AV equipment (e.g. computer, projector, stc.) in the room?

Please contact the Center for Instructional Support (CIS) office for any questions or issues related to the 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.

17. 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.

18. 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.