The information on this page is for external clients. UW Tacoma offices and groups who are planning events that are approved to fulfill the mission of the University should reserve space through our 25Live system.

Ensure you have reviewed our spaces, rates, and policies and acknowledge the needs and required items below before submitting a rental inquiry form.

Required Items

When reserving a space for any event, program, or conference, we will need the following materials and information after the space is confirmed/contracted:

  1. Certificate of liability insurance with “University of Washington Board of Regents” listed as “additional insured.” This is required in order for the event to occur. More information can be found here. If you're reserving space in the University Y Student Center, you must include "YMCA of Pierce and Kitsap Counties" AND "University of Washington Board of Regents" under "additional insured."

  2. If food is present, we need a general list of food being provided or a copy of the catering event order and where it’s coming from (examples: Costco, Fred Meyer, catering company [and the company’s address], etc.) Please note: Any food is required to go through an approval process with our Public Health Department in order to be permitted during event(s). Public Health department can take at least 3 weeks (or more depending on scale of service) for this approval process. Potlucks and homemade food are NOT allowed.

  3. Details of Audio/Visual needs: Amplified sound, projector screens, additional microphones, or on-site assistance. Providing an itinerary of your event/program would greatly help as well.

  4. Details of setup. Setup options can be found by browsing our event spaces.

  5. Detailed schedule/timeline of your event which should include: Load-in time, any change-overs, activities, and load-out time.

Please note: If you are seeking to have your event booked 4 weeks out from event date, please have ALL of the above items ready to submit to help us ensure the availability of additional support staff that may be needed (Media Services, Facilities, Campus Safety, etc.) and approval of event. Any requests submitted within that timeframe that do not have the required materials may not be fully processed or approved in time for the event jeopardizing the viability of the event.

Ready to move forward with booking for your event? Fill out the form below.

Space rental inquiry form

Best Practices & Tips

  1. Ensure you have the needed space(s) booked BEFORE promoting your event/program.
    • Having space officially booked requires:  Signing a contract, paying a 25% deposit, and providing a copy of Special Liability Insurance. 
       
  2. Our office connects with support departments such as Media Services, Facilities, Campus Safety, and others. If your event requires additional staffing support from these departments, they require a minimum 3 weeks notice to ensure staff availability and scheduling. Providing all details of your event helps us determine whether or not these support services are needed.
    • The bigger the scale of the event, the more time for planning and finding available staff is generally required.