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Contact uwtsetup@uw.edu for questions regarding setups or to provide setup diagrams/details for upcoming events.
NO. Only trained Event and Conference setup staff are allowed to move furniture due to safety guidelines and protocols. Please be sure to have your setup details and diagram confirmed at least 3 weeks out from event date to avoid needing any short-notice or day-of changes. Short-notice changes (5 business days out from event) or day-of requests/changes will result in a $100 fee.
Tables and chairs on wheels are allowed to be shifted within the room but MUST be put back in their original place post-event.
No. Furniture within a space must remain within a space and can only be used.
Yes, setup diagrams can be found here but are only applicable to Event Spaces and Indoor/Outdoor Spaces.
Best practice is at least 3 weeks out from event date, especially for bigger-scale events. Any short-notice changes or requests 5 business days out from event will be charged a $100 fee.
If no correspondence of setup details are provided to us 5 business days prior to event, your event will either have to use the same setup as the previous or following group in the space or will have to use the space as is.
For event spaces, common setup options can be identified here.
For groups using classroom spaces where tables and chairs are mounted on casters (wheels), the group can shift said furniture as long as it's put back into place post-event.
What is NOT allowed:
- Moving furniture or rearranging setup.
- Having setups that impede walkways, doorways, and exits; fire code violation.
- All furniture must allow at least 4 feet of clearance from walkways, doorways, and exits.
- Having furniture stacked.
- Standing on tables and chairs.
If you have specific setup needs (e.g. an aisle between tables or chairs), please note it on your setup details/diagram. Not all setup details may be accommodated due to fire code, capacities, limitations, time of notice, etc.
External clients: The setup service is already included in the room rental. However, if a mid-day setup transition/change is required (and given 3 weeks advanced notice) during a break in an event, a $40/hour setup transition charge will be applied.
Internal clients: Setup/teardown service rates only apply when setups/teardowns are needed during non-standard hours and weekends. If a mid-day setup transition/change is required (and given 3 weeks advanced notice) during a break in an event, a $40/hour setup charge will be applied. Short notice/emergency setup rates apply when a setup adjustment is requested 5 business days or less from from event date.
Setups/teardown services are charged based on a first-come, first-serve basis. If another reservation was already scheduled and a setup/teardown shift is required outside regular setup hours to accommodate the second reservation, the second reserving entity will be charged. More information can be found here: https://www.tacoma.uw.edu/uuf/space-setups
| Set-up/Teardown service request | |
|---|---|
| Outside regular setup hours of 8am–10am and 3:30pm–5:30pm Monday–Friday [2 hour minimum] | $40.00/hour |
| Saturday, Sunday, & Holidays [2 hour minimum] | $40.00/hour |
| Short Notice/Emergency Set-up | |
|---|---|
| Monday–Friday (Standard hours 8am–5pm) | $50.00/hour |
If a space gets furniture set up but doesn't get used (e.g. because the event was canceled without advanced notice), a $100.00 short-notice fee will be charged. The only exception would be an occurrence of force majeure that prevents the event from occurring. This includes, but not limited to: severe weather, act of nature/God, earthquake, tornado, hurricane, fire, flood, explosion, tsunami, wind storm, hail storm, lightning, failure of machinery or equipment, power blackout, government interference, civil commotion or unrest, protest, labor strike, riot, act of war, act of terrorism and/or active shooter, an epidemic or a pandemic.
