Event/Conference Needs List

What kind of space(s) will your event/conference need? Ensure this gets officially booked at least 4 weeks out from event date. The bigger the event/conference, the more time needed to book space. Getting a space reserved does not mean all other components are scheduled/approved: Food, Media Services, support staffing, etc. 

Please note when trying to book classrooms for non-academic purposes: Classrooms are prioritized for UW Tacoma academic courses and may run thin on availability depending on the requested date(s).

What kind of setup does your event need? Setup details must be provided at least 3 weeks out from event date.

More information can be found here.

If individuals bring personal lunches/snacks, that is fine. However, if food is to be served (catered) to attendees, it will require going through a review/approval process which can normally take 3–5 weeks depending on the scale of service needed. The earlier the details regarding food are provided, the better.

Internal groups: Work with our EH&S Department to ensure the food you would like served is approved and that you apply for a Temporary Food Service Permit.

External groups/clients renting campus spaces: Work with our office to ensure the food you would like served is approved. Home-prepared foods/potlucks are NOT allowed.

More information regarding UW Tacoma's Food Policy can be found here.
 

Alcohol is strictly prohibited on campus, EXCEPT alcohol allowed under permit or license obtained in accordance with Washington laws and rules, including WAC 478-136-030, University of Washington Tacoma alcohol regulations and procedures, and the safety and use requirements determined by the UWT Implementation Committee.

Alcohol beverages may be possessed, sold, served and consumed within UW Tacoma event facilities only when the appropriate approvals and permits have been obtained from the University of Washington AND State of Washington. Once obtained, all University of Washington policies, Washington State laws, and Washington State Liquor and Cannabis Board regulations must be followed during the event.

Alcohol service on campus requires a Washington State Banquet Permit OR Washington State Special Occasion License OR Washington State Caterer’s Business License with Liquor Endorsement. The appropriate, approved permit must be posted in a conspicuous location for the duration of the event. If there is no permit, UW Tacoma staff will not allow liquor to be served.

Please note that the University of Washington Tacoma policy for an event where alcohol will be served is that food and non-alcoholic beverages must also be provided. Also, a campus security officer must be present at any event where alcohol is served. There will be additional charges for this security coverage.

If your event requires more than basic access to a computer, projector, and microphone, then you may need additional support from our Media Services department. A few examples include: Zoom, livestreaming/recording, professional panelist microphones, etc.

The University of Washington Tacoma has many options when it comes to A/V support for your conference. We can provide equipment or technical support in order to ensure your conference media runs smoothly. If you feel like you would need Media Services for your event, all equipment and support details must be provided at least 3 weeks prior to event/conference. Cancelation within 1 week of an event/conference will incur a charge of 50% of the total A/V costs (equipment and support).

More information can be seen here.

Rental fees automatically apply if your event/conference charges a registration/admission fee.

Rental fees automatically apply if your event does any fundraising for any external organization.

Events that involve any political activity will require involvement from our Campus Safety & Security department. A campus security officer may be required to be on-site throughout the duration of your event and will incur an additional charge.