Review the two parts below (Event Tier and Event Classification) to determine what service and room rental costs will apply to your event/conference.

 

Event Tier: Determines what service costs will apply.

Please review the table to see what tier your event/conference falls under. Service costs (facilities, media, admin, etc.) will apply depending on what "tier" your event falls under.  All external clients default to tier 5. Cost application subject to change. Room rental costs will apply depending on your event's "classification" (see bottom of page).

TIER CLIENT EVENT TYPE COST APPLICATION COST METHOD EXAMPLES
1 Staff, Faculty, and Registered Student Groups Check and clean only; no specialized setup or service required. Considered a "Simple Meeting" and not an "Event." No charge Central Budget Departmental or club meeting of less than 10 persons and no more than 4 hours
2 Faculty Event associated with syllabus-based course No charge Central Budget Poster sessions, final presentations
3 Staff, faculty, and registered student groups Event requiring specialized set-up (including food/catering clean up) Facilities/Custodial cost, Media Services/IT cost, Additional service and administrative costs Departmental Budget W Day, Convocation, Town Hall with Live Streaming, Luau, Campus Festivals, Any events that require special setup
4 Staff, Faculty Events hosted in partnership with UWT departments Facilities/Custodial cost, Media Services/IT cost, Additional service and administrative costs Departmental Budget Professional events and conferences
5 External Clients Events/conferences hosted via contract with external clients Space Rental Rates + Additional Service rates: Custodial, Media Services, Campus Security, Administrative services Contract and billing Meetings, events, social gatherings, conferences

 

UW Tacoma is required by state law to charge for any non-UW Tacoma use of campus facilities (WAC 478-136).

Please take a moment to review our Internal Policies and Procedures.

Event Classification: Determines what room rental costs apply.

Following the table above, is your program considered an Internal Event, Sponsored Event/Conference, or External Event/Conference? Refer to the dropdown list below for clarification. Room rental will apply based on classification.

Internal Event

Under this classification, the event is fulfilling the mission of the university for a class or programmatic purpose. It is also meetings the following criteria:

  • Managed by UW Tacoma school or department
  • Direct costs paid and approved by school or department

If your event meets the criteria above, *there is no room rental fee.

*If ANY of the items below apply to your event, your activity is considered an External Event/Conference and must be coordinated through Events & Conferences. Rental fees will apply:

  • ANY registration/admission fee will be charged
  • Fundraising for an external organization will take place
  • Event does not directly fulfill the University of Washington Tacoma's mission

If you are unsure if your event will require any charges, refer to the table below (cost application subject to change):

TIER CLIENT EVENT TYPE COST APPLICATION COST METHOD EXAMPLES
1 Staff, Faculty, and Registered Student Groups Check and clean only; no specialized setup or service required. Considered a "Simple Meeting" and not an "Event." No charge Central Budget Departmental or club meeting of less than 10 persons and no more than 4 hours
2 Faculty Event associated with syllabus-based course No charge Central Budget Poster sessions, final presentations
3 Staff, faculty, and registered student groups Event requiring specialized set-up (including food/catering clean up) Facilities/Custodial cost, Media Services/IT cost, Additional service and administrative costs Departmental Budget W Day, Convocation, Town Hall with Live Streaming, Luau, Campus Festivals, Any events that require special setup
4 Staff, Faculty Events hosted in partnership with UWT departments Facilities/Custodial cost, Media Services/IT cost, Additional service and administrative costs Departmental Budget Professional events and conferences
5 External Clients Events/conferences hosted via contract with external clients Space Rental Rates + Additional Service rates: Custodial, Media Services, Campus Security, Administrative services Contract and billing Meetings, events, social gatherings, conferences
Sponsored Event/Conference

Directly and substantially related to the mission of the University, while working with an outside organization or external group. All unit-sponsored events must be approved in writing with a breakdown of cost-coverage by the Dean/Director or Vice Chancellor of the sponsoring unit and emailed to ecsuwt@uw.edu. Events & Conferences staff will provide all planning assistance to the outside entity. 

  • Managed by Events & Conferences and UW Tacoma school or department
  • No booking fee
  • 50% reduction of room rental fee
  • No overhead costs, just direct pass-through costs like Facilities, Parking and or Campus Security

Refer to this flowchart for more clarification: https://www.tacoma.uw.edu/uuf/hosting-conference 

 

A unit has two options if they wish to partner with an outside entity to host an event at UW Tacoma.

  1. Provide unit staff to assist with the planning and to be the Responsible Event Manager and On-Site Point of Contact for the event. If you select this option, Events & Conferences staff will be onsite on the day of the event to ensure the event gets started. Once the event is started they will turn things over to the unit staff.
  2. Pay the Office of Events & Conferences to staff the event. 
External Event/Conference

For UW Tacoma departments, an event that indirectly relates to the mission of the University. For organizations outside UW Tacoma, an event presented for the benefit of the entity’s constituents. Also, if ANY of the items below apply to your event, your activity is considered an External Conference and must be coordinated through Events & Conferences. Rental fees will apply:

 

Refer to this flowchart for more clarification: https://www.tacoma.uw.edu/uuf/hosting-conference 

 

External events/conferences are subject to the following:

  • Managed by Events & Conferences
  • $100 booking fee
  • Regular price room rental
  • Catering service charge
  • Pass-through direct costs

Overhead on non pass-through costs.