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

Service costs: Media/IT , Facilities/Custodial, Transportation Services, Campus Safety, and Administrative.

Room rental costs: Charge of space usage either under the Internal, Unit-Supported, or External rates.

 

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

*No charges applied unless services are requested or required on short-notice.

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/Conference, Unit-Supported Event/Conference, or External Event/Conference? Refer to the flowchart and dropdown list below for clarification. Room rental will apply based on classification.

Internal Event/Conference

Internal: A conference, event, meeting, or program solely hosted and coordinated by a school, department, or Registered Student Organization that directly fulfills UW Tacoma's mission. Events that do not directly fulfill UW Tacoma's mission, charge any admission/registration fee, or fundraise for an external organization will automatically fall under the "External Event" category where rental fees apply.

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

Standard space rental rates can be seen here.

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
Unit-Supported Event/Conference (Formerly called "Unit-Sponsored")

Unit-Supported Event: A conference, event, meeting, or program that is directly and substantially related to UW Tacoma's mission and co-hosted between a UW Tacoma school/department and an external organization/client. Events & Conferences staff will work with the supporting unit to provide planning assistance to the external organization. 

Unit-Supported Events are:

  • Co-managed by Events & Conferences and UW Tacoma school or department
  • Booking fee waived
  • 50% reduction of room rental fee
  • Direct pass-through costs like Media Services, Facilities/Custodial, Transportation Services, and/or Campus Security will be billed by the department(s) using the supporting unit's worktag(s)
  • External organization must provide certificate of liability insurance

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

All unit-supported events must submit this form and be approved in writing with a breakdown of cost-coverage by the Dean/Director or Vice Chancellor of the supporting unit. At form submittal, the approval letter must be emailed to ecsuwt@uw.edu. 

A unit has two options when partnering with an external organization to host an event at UW Tacoma:

  1. Provide unit staff to be the Responsible Event Manager and On-Site Point of Contact for the duration of the event.
  2. Pay the Office of Events & Conferences to staff the event. This must be arranged at least 15 business days prior to the first day of the event.

 

External Event/Conference

External: A conference, event, meeting, or program hosted by an external (non-UWT) organization. 

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:

Space rental rates can be seen here.

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.