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Student Use

Event Scheduling: Wood Center: Student Use

The Wood Center has meeting, banquet and reception facilities available to student clubs and organizations free of room rental. To plan a successful, rewarding and fun event, our Scheduling staff is at your disposal for advice and guidance. We encourage you to take advantage of Wood Center's facilities as well as use our office as your resource of information on planning and facilitating events.

Student clubs and organizations that have completed their club recognition paperwork and have been approved, can schedule rooms for club meetings (Subject to reservation policies for specific facilities). Please provide the Scheduling Office with a copy of your club's semiannual report approval form. For more information refer to the UAF Club Handbook.

Helpful Planning Tips

Determining room arrangements through our office will be simplified if you plan in advance how you want the room to look. Include what elements you feel are necessary to achieve your event goals. Consider items such as food tables, staging, sound equipment, and dance floor, etc. We can guide you through this process.

Allow time to plan an event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and realize a successful event. Never set a final date and advertise location without securing the space first. Time allows questions and concerns to be properly resolved before the event.

To make a reservation use this form.

There are a variety of ways you can process your request:

  • E-mail your request to The Scheduling Office
  • Fax your request to (907) 474-5508
  • Requests must be made in writing

Your reservation will be processed within 24 hours of your request. A confirmation will be provided when the reservation has been approved.

Setup Fees/Labor Fees

Student clubs and organizations generally receive 5 free hours of labor fees per semester. However, Wood Center reserves the right to charge fees depending on the event and if an event is scheduled without adequate notice. Some events may require various building staff to be present and these labor charges will be at the users expense. Setup and labor fees are as follow:

  • Set-Up/Tear-down....$18.00/hr
  • Building Supervisor....$18.00/hr
  • Building Supervisor (Dance)....$18.00/hr
  • Desk Attendant....$18.00/hr

Building Hours Extension

Wood Center building hours may be extended with a minimum of ten (10) working days notice pending approval from the Scheduling Office. Once approved, the group or individuals that confirmed the reservation will be charged a fee for each extended hour beyond the normal building hours.

Dances Wood Center will work to provide a secure environment for patrons and guests. When there is an event, such as a dance, concert, or major presentation, we may require an additional building supervisor and a staff member from the UAF Police Department. These additional charges will be at the user's expense. Food and Beverages

All food and beverages must be arranged through UAF Dining Services. Please be advised that UAF Dining Services is the sole food provider for UAF. UAF Dining Services can be contacted at 474-6820.

A Food Waiver Request Form must be submitted when there are donations or food is not being provided by UAF Dining Services. F or more information, please call 474-6820

Alcohol

Student clubs are prohibited from serving alcohol at club sponsored events. 

Audio-Visual Equipment

Wood Center has a wide variety of audio-visual equipment that can be used to enhance your meeting needs. There is no equipment rental charge for student clubs and organizations.

Confirmation and Cancellation

Please be advised that the space in Wood Center is in high demand especially so during the school semesters. As a courtesy to your fellow organizations, it is important that you cancel a room reservation as soon as you know that your group will not be requiring use of the space. The responsibility of cancellation is yours alone. If there were a question as to whether the event will materialize, we would prefer that you reserve space on a tentative status. If another group requests use of the same space, we will ask you to confirm your needs at that time.

Application for Special Event

Special events which are held at UAF, or sponsored by UAF may be subject to university permit requirements. Fill out this special event form.