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Reservation Priorities

When an event date falls during the academic year (three weeks from the start of the fall quarter to spring commencement), the following guidelines are used for all reservations:

  • Students/RSOs: Up to 12 months out from the event date
  • UW Tacoma Departments: Up to 6 months out from the event date
  • Off-Campus/Community: Up to 3 months out from the event date

When an event date falls during the summer, winter break, or spring break (as defined by the University's calendar), reservations are open to all groups.


Reservation Process

The reservation process for spaces in the University Y Student Center is based on your affiliation with the University. Please choose the appropriate category below and expand that section to learn more.

Students (Non-RSO)

  1. All requests must be submitted at least three weeks in advance of the event date.
  2. Students requesting space for academic purposes (i.e. group projects, study groups) should contact their academic program to reserve space.
  3. Students requesting space for personal use should contact Conference Services.

Registered Student Organizations (RSOs)

  1. All requests must be submitted at least three weeks in advance of the event date.
  2. RSOs should submit their space request via DawgDen.
  3. Once submitted to DawgDen, the Center for Student Involvement will review the request and submit the official Use of University Facilities (UUF) request on-behalf of the organization.
  4. Once a space is confirmed, the University Y Events & Reservations staff will communicate directly with the RSO regarding their needs.

UW Tacoma Departments

  1. All requests must be submitted at least three weeks in advance of the event date.
  2. Requests from a UW Tacoma department should be submitted via the UUF Request system from an UUF-approved user. If you are not approved to use the UUF system, we recommend finding someone within your department who is approved.
  3. University Y Events & Reservations staff will review the request and reply to the individual who submitted the request (the approved UUF user - not the "day of event" contact) within three business days.
  4. Once a space is confirmed, University Y Events & Reservations staff will communicate directly with the requester regarding the event details.

Off-Campus/Community

  • If interested in UWY 103, 105, 303/304, 307, Lobby or Dawg House: We partner with UW Tacoma Conference Services for off-campus/community reservations. After reviewing the information available on the University Y website (i.e. available spaces, policies, etc.), requests from off-campus/community groups should be submitted through the Conference Services website. From there, Conference Services will work directly with you on all aspects of your event.
  • If interested in UWY Court, Multipurpose Room or Community Room: Contact the YMCA staff directly.

YMCA of Pierce & Kitsap Counties

  1. Review our YMCA Use of UW Spaces Guidelines.
  2. Complete the online YMCA Space Request Form.
  3. University Y Events & Reservations staff will review the request and reply to the individual who submitted the request.

Changes to a Request/Reservation

We cannot guarantee that all changes to a request or reservation can be accommodated. However, we will always do our best to try. To assist with this process, please be prepared to provide detailed changes as soon as you are able. The earlier that changes are submitted, increases our ability to accommodate your requested changes.

Students (Non-RSO)

  • If for academic purposes: Changes to a request or reservation should be submitted via the UUF system from the academic department that submitted the original request.
  • If for personal use: Changes to a request or reservation should be submitted to Conference Services, who will notify our office.

Registered Student Organizations (RSOs)

Changes to your reservation can be submitted via email to clubsuuf@uw.edu. Please be detailed and specific regarding the changes.

UW Tacoma Departments

All changes for date, time, or location can be submitted by editing the original UUF request that was submitted. The changes will need to be made by the individual who submitted the original request.

Changes for the setup or equipment needs can be emailed to uwtclubs@uw.edu during the setup planning phase.

Off-Campus/Community

  • For UWY 103, 105, 303/304, 307, Lobby or Dawg House: All changes to a Off-Campus/Community request should be submitted via communication with UW Tacoma Conference Services.
  • For UWY Court, Multipurpose Room or Community Room: Contact the YMCA staff directly.

YMCA of Pierce & Kitsap Counties

Please email your cancellation or changes to uwyevent@uw.edu. Please note that a cancellation or any changes are not finalized until you receive confirmation from our office that states so.