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Planning a special event at UW Tacoma?
Special events go beyond standard meetings—they require strategic coordination, cross-departmental collaboration, and attention to detail. Whether you’re hosting a high-profile reception, an awards ceremony, or a donor stewardship event, our Special Events Planning Resources page is designed to guide you through every step. From early planning and budgeting to day-of logistics, you’ll find tools, timelines, and best practices to ensure your event is seamless and impactful. Explore our resources and start planning with confidence.
What is a Special Event?
Special events go beyond standard meetings and often include:
- Multiple moving parts (catering, AV, space setup)
- High-profile guests (donors, funders, national speakers)
- Formal components (receptions, dinners, ceremonies)
- Strategic importance to UW Tacoma’s mission and advancement
Examples: Receptions, recognition ceremonies, donor stewardship events, national speakers.
Internal Planning Tools
Budget worksheet (Excel):
- Resource from Tacoma Venues and Events. A simplified version is in the planning workbook template
- Sponsorship tracking sheet: TBA
Invoice & payment tracker:
- Excel template suited for invoice tracking
Suggested software applications to use:
- Microsoft 365 (task lists, forms)
- Microsoft Publisher (for diagrams)
- Social Tables (for diagrams)
- Zoom/Webinar tools
- Canva or Adobe Express (for flyers)
Event planning resources list:
List includes:
- Approved vendors list
- Catering & AV services
- Room setup & furniture rentals
Event Planning Guides
Step-by-step guidance for every type of event.
- ADA compliance checklist
- Inclusive language guide
- Dietary Restrictions—See article "8 Allergens That Need to Be Identified and Labeled for Group F&B Programs"
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Start early—promotion should begin during the active planning phase.
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Use multiple channels: email, social media, and print.
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Ensure all materials follow UW Tacoma branding guidelines.
Break event planning into three phases:
- Initial planning (3+ months out from event date)
- Define goals, outline budget, and reserve space.
- Active planning (2+ months out from event date)
- Setup registration, confirm vendors, apply for permits, and launch marketing.
- Final planning (1+ month out from event date)
- Finalize program details, run-of-show agenda, and confirm logistics.
Please note: We realize that some events might be on a shorter timeline, so feel free to use this as a guide and adjust accordingly to your timeline taking into account all your factors and the information below. The bigger the event, the more time generally needed. This is due to some events requiring approval and review processes for food, Facility support, staffing support, etc. which can take 3–5 weeks.
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Self-Supported Tools: Google Forms, Microsoft Forms, and Trumba provide quick, customizable solutions for simple registrations.
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University Resources: For events requiring payment processing, advanced tracking, or integrated reporting, use TouchNet Marketplace or Cvent, which align with UW compliance and financial systems.
Annual Events & Sponsorships
Signature events hosted by UW Tacoma and how to get involved.
UW Tacoma events are rooted in purpose and charged by community. From campus traditions to one-time activations, our gatherings bring together students, alumni, and the broader community—people who care deeply about our mission. These events reflect our commitment to rising together, creating spaces where connection, celebration, and belonging thrive.
January
Martin Luther King Jr. Unity Breakfast
A celebration that in part honors the contributions offered and inspired by Dr. King and recognizes people in our community realizing his dream today. An event that brings our community together around the goal of unity, hope, honor, and celebration of the common effort toward freedom, equity, and justice.
April
Husky Fest
A family-friendly event expected to welcome over 4,000 community members to learn more about UWT and its impact on the City of Tacoma. An event for future huskies, Alumni and community members to come together for a common show of support for the University of Washington.
May
Business Leadership Awards
An Awards program that recognizes outstanding business leaders in the South Sound Region since 2001. It has become the premier community event of the Milgard Business School in terms of visibility, community participation, and generation of meaningful financial support to bolster excellence in the School’s programs.
October
Illuminate: A night for UW Tacoma
An elevated and inspiring evening on campus, featuring live music and great food. Proceeds from this event benefit student excellence by enabling UW Tacoma students to climb higher and enrich both themselves and their communities.
Celebrando Communidad
An event to celebrate and recognize members of the Latinx communities of the South Sound area from a variety of categories – from youth to business owners and more.
Special events often provide visibility for partners. Connect external partners with our Sponsorship Packet:
Interested in supporting UW Tacoma events? Explore sponsorship opportunities that align with your organization’s goals and help us create impactful experiences.
The University of Washington provides a helpful brand website on how to include equitable language invitations and registration website. Find out more here: https://www.washington.edu/brand/guides/equitable-language-guide/#explore-the-guide-1
Disability language style guide: https://ncdj.org/style-guide/
Keep food allergens text.
Contact & Support
Need help? We're here for you.
Email: ecsuwt@uw.edu
Phone: 253-692-4615
Office: WPH 201
