sidebar menu toggle button Room pricing and guidelines

Room set up

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.  

The physical setup of the meeting rom environment can have a huge effect on the success of any session - from the largest convention plenary to the smallest breakout session or executive seminar. So it pays to give special attention to seating arrangements.

  • Give people room to shift comfortably without disturbing others; don't jam chairs or people together.
  • Allow easy access to and from seating; consider factors like aisle locations (and widths), distance between rows of chairs, location of seating in relation to room entrances and exits.

Theatre style seating

Theatre style

Rows of chairs only. The usual setup for large conferences and plenary sessions where attendees listen more than participate.

Banquet style seating

Banquets

No doub about, the key to a pleasant environment is: don't crowd!

Boardroom style seating

Boardroom style

Good for participatory meetings of 22 people maximum.

U-shape seating

U-shape

Sometimes called horse-shoe style. For relatively small groups where attendees are expected to join in. Speaker/leader usually works from the open end of the U.

Classroom style seating

Classroom style

Often called school room style, because its the normal setup when participants must take notes.

Receptions style seating

Receptions

Large groups of people should be organized in a way that minimizes annoying line-ups and crowding.

Hollow square seating

Hollow square

A configuration often used when participants must be treated as equals.

T-shape seating

T-shape

An arrangement for small full-discussion groups.

 

Audio-visual equipment

Wood Center has a wide variety of audio-visual equipment that can be used to enhance your meeting needs. Basic equipment includes laptops, projectors, sound systems, polycoms, televisions, etc.

Charges for audio-visual equipment
UAF departments and other businesses $10 flat fee in addition to Set Up/Tear down charges
Student clubs and organizations No equipment rental charge

 

Setup fees/labor fees

There are various rooms in Wood Center that maintain a standard setup and you will not be charged a setup fee. Setup is the time it takes to prepare a space for your event and teardown is the cost to reset it after an event. For those rooms requiring a setup, the fees are as follows:

Set Up/Tear down charges $20.00/hr

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:

Charges
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

If your event requires entrance into the building before hours or you need to remain in the building after hours, building hours may be extended with a minimum of ten (10) working days notice pending approval from the Scheduling Office. Once approved, your department will be charged a fee for each extended hour beyond the normal building hours.

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.

Charges for additional building hours
$75.00/hr with a 3 hour minimum for unannounced openings

 

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 Catering must be contacted at least two weeks in advance. If you are unable to provide a 14 day notice, please contact Chartwells Catering at 474-6820.

To use a vendor other than Chartwells Catering and/or provide store bought or donated items for your event a Food Liability Release Rrquest Form must be submitted for approval prior to the event. Send requests to uaf-dining@alaska.edu at least two (2) weeks in advance to ensure time for processing. Please attach a menu or items for purchase and an estimate of cost from proposed vendor (i.e. outside caterer or grocery store, etc). For more information, please contact UAF Dining Services at 474-6661.

 

Alcohol

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

To serve alcoholic beverages at your event, you must submit an alcohol berverage application ten days prior to the event.

 

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.  You will first need your space reserved and cofirmed before filling the event request form out.