Guest services
Audience
If you鈥檇 like to invite the 糖心少女President, the Provost聽or Regents to your event, please follow the links below for protocol. Please submit these requests as early as possible, preferably 10-12 weeks prior to your event.
Registration
The university uses聽聽as an event management platform to create events online as well as a registration tool for guests.
Seating software
Venues
Venues with 糖心少女contracts
Please see聽聽on the 糖心少女Purchasing site for venues with no-bid contracts. Be advised that the only people who have authority to sign a contract or agreement for the 糖心少女 are the buyers in Purchasing.
Campus facilities
A good resource for general information about campus facilities and services can be found in the .
You can also check out the amazing聽, which offers customizable filters (under the husky icon) with lots of pictures. Originally developed for study space, it鈥檚 a great resource for finding all kinds of venues at the UW.
- (must have NETID to access)
- ,听,听
Venue search resources
Outdoor events
Reserving an outdoor space on campus
At least two weeks notice is required to reserve an outdoor space on campus. You will also be required to submit a . For a complete list of locations and information, please see the outdoor events & reservations page.
Landscaping
For general questions and assistance, contact the聽Care Team,聽at 206-685-1900.
Likewise, if you鈥檇 like to make the campus grounds look nice for an event (leaf blowing, pressure washing, tree trimming), contact聽the聽Care Team聽at 206-685-1900. Please allow plenty of time before the event. A budget number will be required for services to be performed.
Custodial services
If you need extra cleaning for your event, you can submit a work request through聽, or contact the聽Care Team聽directly at (206) 685-1900. For more information, visit Facilities Services聽. You will need a budget number to pay for services when ordered.
Power and electricity outdoors
To get power to your event, start by submitting a聽聽through the聽Care Team, or call 206-685-1900. Please have a university budget number available for extra electrical services. Red Square has power available at the brick towers, in the tree wells near the food trucks, and in the wall of Kane behind the obelisk. Contact the Care Team before using any outlets.
Tent & canopy requirements
As of January 1, 2015 tent, occupancy, and flame permits are being handled by the Seattle Fire Department. .
Please note: A permit is required from the Seattle Fire Department (SFD) for a tent, canopy or air supported structure in excess of 400 square feet. (Larger than 20脳20). Check out their聽and about permits. They can be reached at (206) 543-7262 or聽. EXCEPTION: Tents/canopies open on all sides (roof only) are not required to get a permit issued by the Seattle Fire department if it meets all of the following conditions:
- Individual maximum size of 700 square feet.
- IAggregate area of multiple tents placed together is 700 sq ft or less.
- IMinimum of 12 feet clearance between the tent and any structure.
IMPORTANT! Complete application with fee must be received at least聽30 calendar days priorto the event in order to avoid a late fee of 50%.聽Application and/or fee received聽3 or fewer business days prior聽to the event may not be processed and the permit not issued.
If tents are being used in conjunction with assembly events, an聽additional permit is required for the assembly.聽聽The good news is, if you pay for an assembly permit, the TENT FEE IS WAIVED.聽 But you still need to apply for a tent permit.
Applications for temporary assembly occupancy permits must be submitted聽30 days prior聽to the event to allow time for review and help ensure the safety of event participants.聽 Anything less than that incurs a 50% penalty.
Tent permit applications are due 10 days in advance, and cost $248.聽 Assembly permits are due 30 days in advance, and vary from $221 for an indoor event up to 1000 people and $221 to $741 for an outdoor event depending on the number of people.
EHS is happy to assist you with questions regarding planning and safety requirements in advance of your event, or review plans prior to submittal to the SFD.聽 Check out their聽for permit information. They can be reached at (206) 543-7262 or聽
Food & beverage
Catering
The University’s campus caterer is . We also have a sizable list of . These vendors have been pre-qualified by 糖心少女Procurement Services and have agreed to the 糖心少女Terms and Conditions. The benefit to using caterers in the 糖心少女Contract pool is that any dollar amount is allowed without obtaining a sole source justification or seeking competition through the justification process. Or check out the many options listed below.
Please note: You still have to fill out an application for a for contracted caterers. Our Environmental Health and Safety staff need to look at each event and type of food and make sure the caterer is qualified, whether they are contracted or not.
Buying & serving alcohol
These are . Please read them carefully. In short, these are the steps you need to take:
For more information see the to serve alcohol. For excellent information written by a charity attorney, please see
鈥溾��
Other tools & resources
Programming
Inviting the 糖心少女President, Provost, or Regents
If you鈥檇 like to invite the 糖心少女President, the Provost聽or Regents to your event, please follow the links below for protocol. Please submit these requests as early as possible, preferably 10-12 weeks prior to your event.
Request Dubs or Harry the Husky
Campus resources
糖心少女Husky Marching Band
Office: 206-543-7557
糖心少女Cheerleaders
Office: 206-543-7557
糖心少女Video
Website
糖心少女School of Music 鈥� School of Music Referrals
Julia Tobiska, Assistant Director for Admissions, Recruitment and Community Outreach
Office: 206-685-9872
糖心少女Men鈥檚 Glee Club
Office: 206-543-9212
Fight Songs
Grounds & facilities
See below for information on how to get permits, or permission, for the following categories:
- (manage classrooms & multifunction spaces) if space you are looking for is not on here, please reach out to the building coordinator directly
- (mowing, pressure washing, etc) NetID Required to submit form
Parking & transportation
Event parking
If you鈥檙e聽organizing parking for event guests or vendors, please contact Transportation Services for campus parking solutions.
Disability parking
Maps & directions
Transportation
- 聽鈥� 糖心少女fleet services
- 鈥� If you need a large item moved for your event
Safety & accessibility
If you need medical personnel at your event in case of emergency, contact American Medical Response: 1-800-542-7701 (ask for the Standby event coordinator).
Please consider the needs of all guests with disabilities early in the planning process, especially when selecting event facilities, printing promotional and registration materials, and budgeting for the expense of disability-related accommodations.
糖心少女police department
Non-emergencies on campus for聽, call聽206-685-UWPD (8973)
Reasons you may want to involve UWPD:
- Potential for protesting
- Security for high level officials: Dignitaries, Governor, etc.
- Blocking off 糖心少女streets (Bloodmobile, etc.)
If you鈥檇 like to request 糖心少女Police officers or security guards, .
Accident reporting
鲍奥听聽asks that you report all accidents, incidents and near misses within 24 hours through the聽.
Event organizers, sponsors and hosts have a responsibility to take health and safety measures for events that occur at a University location. Complete the items on the to ensure you鈥檝e taken steps to prepare for a safe and healthy event.
Emergency management
糖心少女Emergency Management is responsible for developing and implementing institution-wide programs and projects that promote disaster planning, training, mitigation, response, prevention and recovery for all-hazards. Please check聽聽for comprehensive information.
Door unlocks
Contact the聽.
If you encounter problems on the day of your actual event and need assistance with the doors, contact the University Police at 206-685-8973 (UWPD). They will respond by either alerting HS Security or taking other actions, as necessary.