If you have a last minute request (anything with less than three business day notice), after you submit your 25Live request, please call Conference Services 253-692-4676 with the specifics. If you have a last minute request (anything with less than three business day notice), after you submit your 25Live request, please call Conference Services 253-692-4676 with the specifics.
If you cancel your event within 24 hours of the actual event date you may be charged a campus setup fee if the setup was already completed.
Event Setup Deadlines
Your campus event setup is due the Thursday before your event. If the information is not provided by this deadline Conference Services can not guarantee the proper setup for your event.
Charges for Setups in Campus Spaces
If your setup can occur during the weekly student setups shifts there is no charge for your setup (with the exception of large setups on the Prairie Line Trail).
If a setup is required outside the regular student setup shifts there will be a charge to accommodate your event setup. Our setup scheduling coordinator will contact you prior to scheduling this and will request approval for the charge and a budget number.
You may also be charged for a setup before or after your event depending on the schedule of events scheduled around you.
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.
Please confirm with your caterer that they are approved to serve alcohol. For list of UW Tacoma Preferred Caterers who are approved for no-host bar service please visit our UW Tacoma Preferred Caterer list.
No homemade food items or items that require on-site preparation are permitted.
UW Tacoma has made it a priority to incorporate a variety of wheelchair accessible routes via a network of ramps, switchback trails, elevators and skybridges. All campus buildings are wheelchair accessible via electronic door openers, internal ramps and elevators. Most bathrooms on campus also have electronic door openers, and every building on campus has accessible bathrooms.
A signed rental agreement and non-refundable date-hold deposit equal to 25% of the room fee must be received to reserve your space(s), date(s) and time(s).
Event details MUST be submitted at least ten (10) business days prior to event date. Failure to do so may result in event cancellation OR addition of a SHORT NOTICE OR CHANGE REQUEST FEE. Event details include, but are not limited to:
Date-Hold Deposit: DUE 15 business days after tentative hold is placed.
Signed Rental Agreement: DUE 15 business days after tentative hold is placed.
Event Details: DUE 10 business days prior to event date.
Special Event Liability Insurance Certificate: DUE 10 business days prior to event date.
Final Balance Paid-In-Full: DUE 30 business days after receipt of final invoice.
Short Notice or Change Request Fee
UW Tacoma Conference Services attempts to accommodate short notice requests to the best of our ability. However, when changes are requested fewer than three (3) business days prior to event date, a Short Notice or Change Fee of $100 may be applied. Changes include, but are not limited to: audio/visual, rentals, labor/staffing, food and beverage/catering, setup/layout or start/end time requests.
The client is responsible for removal and/or disposal of all décor and signage immediately after the event. Any and all damages caused by décor and/or signage will incur charges related to repair.
The following are PROHIBITED for use with decor and signage within our facilities:
Scotch, masking, duct and electrical tape
Fire and/or open flame of any kind is ABSOLUTELY NOT PERMITTED in our facilities. We recommend simulated, LED candles as a substitute. Signs may not be attached to any surface with anything other than blue painters tape. If helium balloons are released to the ceiling, a labor fee of $500 for removal will be applied to the final invoice.
Client agrees to limit their use and occupation to the space(s) contracted for rental for the designated rental time(s). No additional campus space(s) may be used or occupied without prior rental agreement and/or approval by UW Tacoma Conference Services.
Client is responsible for the application and procurement of any permits required by the City of Tacoma and/or any municipal or county entities for use of campus space. Failure to procure the appropriate permit(s) may result in termination of the event.
Client use of university space must not impose restrictions nor alter facilities in any manner which violates the Americans with Disabilities Act (ADA) or Rehabilitation Act (RA).
University facilities and/or services are not available to and may not be used:
For private or commercial purposes such as sales or advertising unless such activities serve an educational purpose as determined and approved by the UW Tacoma Use of University Facilities Committee.
To camp, except by written permission of the Chancellor.
To establish or maintain offices for political candidates or partisan political causes and/or in connection with political campaign activities on behalf of, or in opposition to, any candidate for public office or any ballot initiative.
It is the sole responsibility of the client to disclose if the event violates the guidelines outlined in this policy. UW Tacoma Conference Services may cancel any event, conference or activity at any point if it is determined to be in violation of this policy.
Special Event Liability Insurance is required of all clients, a copy of which is due no later than ten (10) business days prior to the event. The insurance must, at the client’s sole expense, provide and maintain public liability and personal property damage insurance, insuring the University of Washington Tacoma and its employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of the client’s use and occupancy of the premises, including appurtenances to the premises and sidewalks. The insurance must have a single limit liability of not less than $1,000,000 per occurrence. The insurance certificate must name the University of Washington Board of Regents as an Additional Insured and the client agrees to provide 45 days written notice to UW Tacoma Conference Services of any cancellation or substantive changes. UW Tacoma reserves the right to modify the above insurance requirements at their discretion with reasonable prior notice to the client.
Parking is regulated at all times and availability is extremely limited. Parking for event attendees is not guaranteed. There are pay parking lots on and around campus. Most street parking is metered and limited to 90 minutes. Event attendees may park for free at the Tacoma Dome Station Garage and take the free Link Light Rail, a 6 minute ride, directly to campus. On weekdays, this garage is often full between 8AM and 3PM.
With prior notice, parking passes may be purchased on an hourly or daily basis for your guests. This option covers the parking fee for campus lots, but does not guarantee a physical parking space.
Scheduling Timelines (when we can book classrooms, etc.)
Spaces scheduled on campus follow a scheduling timeline. Specific dates that spaces become available for request are based on the type of space being requested - academic space vs. non-academic space.
Academic spaces include classrooms, computer classrooms, and breakout rooms. These spaces must give first priority to University courses and all reservations assigned in academic spaces may be subject to change due to academic needs. This will include reassignment or cancellation. Dates that we will know availability are as follows:
If your event date falls between...
We can submit your space request on or after...
(Dates between 4/1 – 6/23/19)
February 11, 2019
(Dates between 6/24 – 9/24/19)
April 8, 2019
(Dates between 9/25/19 – 1/5/20)
June 3, 2019
Non-academic spaces include conference rooms, indoor event spaces, outdoor event spaces, and building lobbies/atriums. University courses are not scheduled in non-academic spaces, so run on a different timeline: