Internal/Affiliated Booking Procedures

Academic Affairs will be responsible for inputting the Academic Schedule for each semester. At the beginning of each semester, and no later than 9/1 (Fall), 6/1 (Summer) and 2/1 (Spring). UHWO Food Services/Events (FSE) will take over the responsibility of booking all space for ALL meetings and events not associated with the academic curriculum.

New Events Process (Effective 06/29/20)

UH West Oʻahu has launched a new process for Internal/Affiliated event requests in alignment with COVID-19 campus policies.

  1. Complete and submit an Event Request Form. 
  2. Food Services & Events (FSE) will review your request, and contact you if additional information is needed.
  3. The request will then be reviewed by AUXILIARY Services for compliance and forwarded to Chancellor Benham for final approval.
  4. Once approved, an event confirmation will be emailed to the Requestor. Note: Alternate locations may be assigned if better suited and/or original requested space is unavailable. Additional documentation may also be required.
  5. If the event is not approved, a notification will be emailed to the Requestor.
  6. Lead Organizer must submit a list of participants (EXCEL format) upon completion of the event.

University of Hawaiʻi COVID-19 resources

Remember to visit the UH West Oʻahu COVID-19 page and University of Hawaiʻi System COVID-19 site for information and updates regarding the COVID-19 pandemic.

Classroom or Conference Room Requests

  1. To request a classroom or conference room for an internal event/meeting between the hours of 8am and 4pm, Monday – Saturday (UHWO Offices, UHWO Staff and UHWO Student Organizations), please fill out the Event Request Form.
  2. All requests should be received no later than one week (7 days) prior to the requested date. Additional forms and approvals may need to be completed based on the nature of the meeting.

All Other Requests

  1. To request a room/space for an event (outside the above parameters for Internal/Affiliated UHWO requests), please fill out the Event Request Form.
  2. All requests shall be received no later than one month (30 days) prior to the requested date.
  3. A tentative reservation may be made a maximum of 6 months prior to an event date. To confirm your reservation, we require signed, original copies of our Agreement for Facility Use, Certificate of Insurance and a Proforma of estimated costs (and/or Fee Waiver Request).
  4. Payment (i.e. purchase order, IDO, etc.) will be due a minimum of 2 weeks prior to your event date.
  5. If you are requesting a waiver of fees, please submit a Fee Waiver Request Form no later than one month (30 days) prior to the requested date.

Should you have any questions please call (808) 689-2528 or extension 2528 from a campus phone.