Event Policies

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To ensure safety of students, faculty, staff, and guests, as well as to promote proper use of UW Tacoma spaces and facilities, various policies are set for events and meetings hosted on campus. All space reservations on-campus are held to these policies and are subject to enforcement.

Accessibility & ADA

The University is committed to providing access, equal opportunity, and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. Events hosted on campus should take every effort to plan their event to be accessible to all people. Events must meet guidelines set by the Americans with Disability Act (ADA).

UW Tacoma Disability Resources for Students (DRS) can provide consultation and possibly assist with services and accommodations for your event. We encourage events to contact DRS with any accessibility questions.

Animals

Animals and pets inside University facilities and on University property are subject to WAC 478-128-030. Per this policy, animals at events, with the exception of "service animals" and "service animals in-training," are not permitted inside University facilities. Thus, events wishing to include animals must be hosted outdoors.

Blood Drives

Blood Drives are permitted on the UW Tacoma campus. If you are planning to bring a Blood Mobile on campus we recommend that you reserve the Cherry Parkes Turnaround at the south end of the campus. 

Cash & Money Handling

Events where cash and money will be present (i.e. ticket sales, fundraisers, admission fees, etc.) should review the Financial Accounting Management website through Fiscal Support Services. Contact Fiscal Support Services with specific questions.

Events with cash may be required to schedule Campus Safety officers to be present.

Registered Student Organizations can contact the Center for Student Involvement for assistance.

Department Fundraising events should contact Steve Costanti (253-692-4663) in the Office of Advancement to confirm gift budget, etc.

Commercial Activities

Per WAC 478-136-030: University facilities may not be used for private or commercial purposes such as sales, advertising, or promotional activities unless such activities serve an educational purpose, as determined by the appropriate chair of the committee on the use of university facilities.

Custodial

Use of university spaces may require custodial support pre-or post-event, especially if food is present or an activity occurs that results in cleaning needed. For more information regarding custodial for events, please see the custodial information page.

For events in the University Y Student Center, please see the University Y website.

Demonstration Guidelines

Drones

Policy coming soon from UW Seattle.

Event Management Safety Agreement

Events may be subject to the completion of an Event Management Safety Agreement. See the Event Management Safety Agreement website for more information and to download the form.

Exits and Fire Lanes

  • Make sure EXIT signs are visible at all times
  • Maintain an unobstructed, three-foot wide pathway to all exits
  • Do not block exits ever with anything (including furniture and decorations)

Philip Hall diagram with Fire Exits marked
TPS Ground Floor Lobby with Fire Exits marked
Campus Outdoor spaces with Fire Lanes marked

Facilities (Electrical, Water Connections, etc.)

All facilities needs for an event (including electrical and water access, staking into grass, inflatables on campus, etc.) should be requested through Facilities Services in the space request submitted. Facilities Services will review requests and work one-on-one with events to determine if they can be accommodated. For more information, please contact Facilities Services.

For events in the University Y Student Center, please contact uwyevent@uw.edu with Facilities needs. Facilities Services does not handle requests for the University Y.

Fire Pits & Bonfires

Furniture

  • Tables & Chairs: Do not set up, store, remove from storage, or breakdown tables and chairs. Only paid UW Tacoma Event Staff may do so.
  • Room Arrangements: Tables and chairs may only be shifted within the space reserved for the event. If an event space is rearranged, it must be restored to its original configuration within the amount of time reserved for the event.
  • Furniture needs to be clear of all exits at all times.
  • Furniture cannot block ADA access to campus pathways
  • TPS Ground Floor Lobby: Furniture needs to remain in its original configuration.
  • Atriums/Lobbies: Tables and chairs need to remain where the campus setup staff places them.

Grills & BBQs

Please refer to the UW Tacoma Barbecue Policy.

Ladders

  • Do not use ladders. Only paid UW Tacoma Event Staff may do so. Please work with the event staff to arrange for use of a ladder if needed.

Incident Reporting

Information coming soon from Environmental Health & Safety.

Insurance

  • Typically events hosted by UW Tacoma entities at UW Tacoma do not require event insurance.  If you are unsure if your on-campus event should have event insurance please contact UW Risk Services for their requirements.
  • If you are hosting an off campus event that involves physical activity your event may also be subject to special event insurance.  For more information please contact  UW Risk Services for their requirements.  
  • Outside entities renting space at UW Tacoma are subject to insurance requirements and they should work with Conference Services for more information on these requirements.  

Non-UW Tacoma Guests

  • UW Tacoma entities hosting events that are open to non-UW Tacoma guests should include this in your space request and/or notify Campus Safety and Security.  
  • Non-UW Tacoma guests are required to abide by the event policies and procedures set forth for the UW Tacoma campus.  
  • There are different food service requirements when your event is open to non-UW Tacoma guests.  
  • Non-UW Tacoma guests are required to complete participant waivers when physical activity is present at an event.  

Occupancy

Occupancy in a space should never exceed the posted maximum occupancy of an event space. Room Occupancy is usually posted either near the entrance or just outside the room.

If an event feels they are at capacity, they should stop admitting individuals into the space. Events can contact Campus Safety to assist with events when occupancy issues arise.

Outdoor Pop-Up Tents & Canopies

Physical Activity

  • Events involving physical activity on and off campus are subject to the completion of Participant Waivers.  For more information and to access a sample waiver please visit the Using Waivers and Forms website from UW Risk Services.
  • If you are hosting an off campus event that involves physical activity your event may also be subject to special event insurance.  For more information please contact  UW Risk Services for their requirements.  

Registration Fees

When an event is charging a registration or admission fee, please follow these processes:
  • Registered Student Organizations can contact the Center for Student Involvement for assistance.
  • Department events: If an event is charging a registration fee it is subject to rental costs and your event should run through Conference Services. Please contact Conference Services for assistance.
  • Department Fundraising events should contact Steve Costanti (253-692-4663) in the Office of Advancement to confirm gift budget, etc.

Security

If your event meets one of the following criteria you are required to schedule a security officer for your event:

  • Over 250 attendees
  • Outside building hours
  • Serving alcohol
  • Cash changing hands
  • Controversial/political in nature

Serving Food

See the Serving Food on Campus website.

Serving Alcohol

See the Serving Alcohol on Campus website.

Sound Amplification & Noise

The UW Tacoma is a campus with many activities and events occurring at all times, and as such, events must adhere to noise and sound amplification guidelines. This is to ensure activities, especially classes and instruction, are not affected.

Noise and sound amplification are prohibited in spaces near classrooms or adjacent to academic buildings when classes are in-session. Noise and sound amplification are permitted during non-class times and in spaces not near classrooms or academic spaces.

UW Tacoma is subject to the City of Tacoma Noise Ordinance. If you are planning an event involving amplification you should confirm you are within compliance.

City of Tacoma Maximum permissible source sound level in excess of increase in total sound level above the ambient sound level:
  Outdoors Indoors
7 a.m. - 10 p.m. 10 dBA 6 dBC
10 p.m. - 7 a.m. 5 dBA 3 dBC

Use of UW Facilities