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Room pricing and guidelines

Setup/Labor fees

There are various rooms in Wood Center that maintain a standard setup which internal users will not be charged for. Deviations from the standard setups may result in charges. '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:

Wood Center Scheduling: Charge Structure

Wood Center Scheduling charges are categorized as either UA Affiliated/Sponsored or  Non-Affiliate events. Non-affiliated event users pay rental fees, labor charges and any other additional charges incurred.

Internal groups pay all applicable charges other than rental fees. 

Rental charges are daily and most other charges are hourly or per item. Charges are subject to change without notification. Please contact Wood Center Scheduling if you have any questions.

Charge Name Price/Rate Minimum Charge Other Information Alternative Restrictions
Setup/Teardown

$20/hr

(Club)

$25/hr

(Dept.)

1 hour Calculated based on equipment and individual event needs. Charges are prorated. Student clubs pay $20/hour. NA Users may not do any setups, changes, or teardowns.
Event Staffing

$20/hr

(Club)

$25/hr

(Dept.)

1 hour Required for events using WC sound or AV up to 1hr prior to event and 1hr into event. Longer duration may be required based on complexity of event. Charges are prorated. If using WC equipment no alternative options. If bringing own equipment reduction in cost but also support. Required if deemed necessary by WC Scheduling. Charges are prorated.
Additional Building Hours $75/hr 1 hour If employee goes to overtime status charges increase to $90/hr. Charges are rounded up by the hour. NA Unannounced openings will have a $100 surcharge. Opening any day which the building is scheduled to be closed is an unannounced opening. Furthermore, this does not guarantee the operation of food/dining/coffee. This surcharge is added to the regular ABH fee.
Technology Fee VARIABLE 1 day Covers basic internet connection and initial connection to a projector. If additional help is required labor charges may apply. Bring and maintain own equipment, bring equipment and utilize WC scheduling staff to assist at regular staffing rate (must be arranged through WC Scheduling), or consult OIT and/or request their assistance(charges may apply). Not prorated.
Overnight Hold Large $50/day 1 day Fee assessed  for multi-day usage for larger rooms/space in Wood Center.

Ballroom

Mall

MLL

Fee to compensate for space unavailability associated with multi-day events.

Overnight Hold Small

$25/day 1 day Fee assessed for multi-day usage for smaller rooms/space in Wood Center. 

Conference Room

Booth

 Fee to compensate for space unavailability associated with multi-day events.

Wood Center Scheduling: Charge Structure

Wood Center Scheduling charges are categorized as either UA Affiliated/Sponsored or as an outside user. Outside users pay rental fees, labor charges and any other additional fees incurred.

Internal groups pay all applicable charges other than rental fees.

 

Rental charges are daily and most other charges are hourly or per item. Charges are subject to change without notification. Please contact Wood Center Scheduling if you have any questions.

Charge Name Price/Rate Minimum Charge Other Information Alternative Restrictions
Setup/Teardown $25/hr 1 hour Calculated based on equipment and individual event needs. Charges are prorated. NA Users may not do any setups, changes, or teardowns.
Event Staffing $25/hr 1 hour Required for events using WC sound or AV up to 1hr prior to event and 1hr into event. Longer duration may be required based on complexity of event. Charges are prorated. If using WC equipment no alternative options. If bringing own equipment reduction in cost but also support. Required if deemed necessary by WC Scheduling. Charges are prorated.
Additional Building Hours $75/hr 1 hour If employee goes to overtime status charges increase to $100/hr. NA Unannounced openings will have a $100 surcharge. Opening any day which the building is scheduled to be closed is an unannounced opening. Furthermore, this does not guarantee the operation of food/dining/coffee. This surcharge is added to the regular ABH fee.
Room Rental: Ballroom $350
per day
1 day Not prorated. NA  
Room Rental: Conference Rooms CD $200
per day
1 day Not prorated. NA  
Room Rental: Conference Rooms EF $175
per day
1 day Not prorated. NA  
Room Rental: Mall (all booth space including triangle but not MLL) $400
per day
1 day Not prorated. NA  
Room Rental: [MLL] Multi-Level Lounge(not including Mall)

$250
per day

1 day Not prorated. NA  

Booth Space

$15-100
per day
1 day Variable rate based on type of booth. NA  
Technology Fee VARIABLE 1 day Covers basic internet connection and initial connection to a projector. If additional help is required labor charges may apply. Bring and maintain own equipment, bring equipment and utilize WC scheduling staff to assist at regular staffing rate (must be arranged through WC Scheduling), or consult OIT and/or request their assistance(charges may apply). Not prorated.
Classroom Rental less than 50 people $50
per 4 hours
4 hours Not Prorated. $100 for whole day or multi day. No rental fee for UA affiliates. NA Classrooms are as-is, may not be altered and limited OIT support may or may not be available at time of event. Recommend bringing own equipment or scheduling a runthrough of the room via WC Scheduling. Failure to dispose of trash in trash receptacles may result in additional charges.
Classroom Rental 50+ people $75
per 4 hours
4 hours Not Prorated. $150 for whole day or multi day. No rental fee for UA affiliates. NA Classrooms are as-is, may not be altered and limited OIT support may or may not be available at time of event. Recommend bringing own equipment or scheduling a runthrough of the room via WC Scheduling.
Auditorium Rental (Reichardt, Bunnell) $200
per 4 hours
4 hours Not Prorated. $300 for whole day or multi day. No rental fee for UA affiliates. NA Auditoriums are as-is, may not be altered and limited OIT support may or may not be available at time of event. Recommend bringing own equipment or scheduling a runthrough of the room via WC Scheduling.

(Student clubs and organizations receive 5 free hours of labor fees per semester.)

Individual booth rentals

Booth rental fees can be found here on the Booth Policies page. Booth rental fees are per table per day. For multi-day or multi-table events, rental of the Mall and Multi-Level-Lounge (MLL) may be required.


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 907-474-6820.

To use a vendor other than Chartwells Catering and/or provide store bought or donated items for your event a Food Liability Release Request 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 907-474-6661.

 

Alcohol

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

To serve alcoholic beverages at your event, you must submit an alcohol beverage 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. Please review Wood Center Scheduling Policies carefully before booking space.

 

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 confirmed before filling the event request form out.

Room setups

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

Good for events such as...banquets or working in small groups.

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.