Definitions

ADA accommodations are adjustments, modifications, or support measures provided to ensure individuals with disabilities have equal access to programs, services, activities, or employment opportunities, as required under the Americans with Disabilities Act (ADA). These accommodations remove barriers and enable individuals to participate fully and effectively.

A conference is a structured, often multi-day, gathering for presenting research, networking, and discussing academic or professional topics, ranging from small workshops to large-scale events with a mid to large number of attendees.

Internal use of an indoor or outdoor space at UW Tacoma that requires support from a campus department (serving food, setup of tables and chairs, A/V support, Campus Safety, and Security, etc.).

Full definition and criteria can be found here: https://www.tacoma.uw.edu/conference/25live-simple-meetings-vs-events 

An event space is a designated area or facility used to host gatherings such as meetings, conferences, workshops, celebrations, or other organized activities/programs. It is typically equipped to support group functions and may include seating and table arrangements, audio/visual systems, and other amenities as needed.

Internal use of campus conference rooms, classrooms, computer classrooms and/or breakout rooms, which occurs during building hours and does not require support from any campus department. This includes Custodial Service — NO food or beverage can be present during a simple meeting.

Full definition and criteria can be found here: https://www.tacoma.uw.edu/conference/25live-simple-meetings-vs-events 

A Support Department is a unit within UW Tacoma that provides essential operational, technical, or administrative assistance to enable events/conferences to function effectively. Support departments include the following:

• Media Services
  • If event needs microphones, cables, PA system, projector or portable screen, on-site technician, etc.
• Facilities
  • If event needs custodial for cleanup. This is required if food and/or beverages are present.
  • If event needs electrical support.
• Campus Safety
  • If event will be held "after-hours" or on a weekend.
  • If event will have alcohol served.
  • If event contains speech/activities of a commercial or political nature.
  • If event charges admission, solicits donations, or involves cash handling.
• Transportation Services
  • If event needs special parking permits or services.
• Events & Conference Services
  • If event requires furniture setup of tables and chairs.

A vendor is an individual or organization that provides goods, services, or specialized support to another entity as part of a formal or informal business relationship.

A client or organization outside of UW Tacoma.

A conference, event, meeting, or program hosted by an external (non-UWT) client/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. 

See more information on this event classification here: https://www.tacoma.uw.edu/conference/when-do-service-and-rental-rates-apply 

A unit, department, school, or registered student organization from UW Tacoma.

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.

See more information on this event classification here: https://www.tacoma.uw.edu/conference/when-do-service-and-rental-rates-apply 

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. 

See more information on this event classification here: https://www.tacoma.uw.edu/conference/when-do-service-and-rental-rates-apply 

Overhead costs are ongoing business expenses that support operations but cannot be tied to a specific product, service, or project.

Costs “passed through” the organization directly to the client and typically include items such as fees, services, materials, permits, or other third‑party charges.

A Support Department is a unit within UW Tacoma that provides essential operational, technical, or administrative assistance to enable events/conferences to function effectively. Support departments include the following:

• Media Services
  • If event needs microphones, cables, PA system, projector or portable screen, on-site technician, etc.
• Facilities
  • If event needs custodial for cleanup. This is required if food and/or beverages are present.
  • If event needs electrical support.
• Campus Safety
  • If event will be held "after-hours" or on a weekend.
  • If event will have alcohol served.
  • If event contains speech/activities of a commercial or political nature.
  • If event charges admission, solicits donations, or involves cash handling.
• Transportation Services
  • If event needs special parking permits or services.
• Events & Conference Services
  • If event requires furniture setup of tables and chairs.

60" round tables set with 5-9 chairs around them.

Front-facing rows of 6' tables with 2 chairs each.

6' tables set along rows creating walkways for tabling fairs. 

Front-facing rows of chairs.

6' tables set in a rectangle with chairs around the perimeter.