Planning and Preparing for your Conference, Retreat, or Field Trip
For information about our facilities for groups and the application process, see our page on Conferences & Field Trips at FHL. After you have submitted an application and received confirmation of a reservation, please review the information on this page. We suggest you bookmark it for future reference.
Obtain Permission to Use University of Washington Facilities and/or Consume Alcohol in Meeting Spaces. As soon as your group event at FHL has been confirmed, you should submit requests to use UW facilities and, if applicable, to serve alcohol. Please see details regarding policy and procedures on our page, Permission to use UW Facilities and Serve Alcohol.
Arrange for Meals. The group organizer should arrange for meals in the Dining Hall several weeks in advance with Food Services Manager Laurie Spaulding. The Dining Hall cannot accept requests/reservations from individual participants. If participants are staying in dorms or huts (with no facilities for food storage, preparation, or cooking), the Dining Hall will serve all meals for the group. Otherwise, the group may elect to eat in the Dining Hall or to prepare and eat meals in their housing units or in town.
Meals are served at follows:
Monday – Saturday
5:00 – 5:30 p.m.
Reserve Commons Kitchen, if applicable. The Commons kitchen is kept locked at all times. If your group has been assigned to meet in the Commons, you may request to use the kitchen (at least one week before arrival). Upon departure, be sure to leave the kitchen clean behind you.
Arrange for stockroom use: equipment & supplies. If your group plans to borrow equipment/supplies, or purchase consumable supplies, please contact FHL Stockroom Manager Peggy Combs. Schedule an appointment with her to review stockroom procedures and check out or purchase stockroom items.
Arrange for Boat Use. If you would like rowboats to be available for members of your group, you must arrange for a rowboat orientation session prior to arrival (contact Boat Safety Officer Kristy Kull to schedule). To arrange for a group outing on our Research Vessel, contact Marine Operations well in advance.
Assign Participants to Housing: Two-three weeks in advance of your arrival, the Visitors Coordinator will provide you with a list of your specific housing units and the beds therein. You may then assign participants to housing units on the list provided.
Cancellations:WE WILL LOCK IN THE SPECIFICS OF YOUR HOUSING & DINING RESERVATIONS A WEEK IN ADVANCE OF ARRIVAL. If you do not wish to be charged for cancellations, it is your responsibility to notify the FHL Groups Coordinator of any changes to housing or dining arrangements more than a week before your group’s arrival date.
Arrange for Check-ins. The Whiteley & Office Manager will put together a box or envelope of keys, together with a printed housing list for your group; she’ll be in contact with you to make arrangements for picking these up when you arrive. You will be in charge of informing participants of their room assignments and distributing their keys. Participants may check into their housing units any time after 3:00 pm.
Arrange for Check-outs. Participants must vacate their housing by 11 am on departure day. Likewise, you may use your assigned meeting space(s) until 11 am2. We ask that everyone leave their housing units clean behind them, disposing of their garbage/recycling in the dumpsters outside and washing their dishes. They may leave their keys in their housing units upon departure. If additional staff time is required for cleaning any units beyond what is ordinarily needed, the group will be billed for the extra time ($50/hour).
Computer Facilities. Participants may use the common-use iMacs in the Computer Lab, Lecture Hall, or Library. The Computer Lab is locked from 5 pm to 8 am. If your group will be using it after hours, please ask for the keypad code in the office.
On some Sundays, especially in August and September, the meal schedule is the same as on weekdays.
If you would like to use your meeting space after 11 am, place a request with the FHL Groups Coordinator as soon as possible.