Policies & Handouts
- Application for Temporary Food Service
- Campus Facilities
- Concert Equipment Request Form
- Equipment Request Form
- Event Planner Parking Guide
- Event Resources
- Event Setup Descriptions
- Recording Permission Waiver
- Reservation Confirmation Addendum
- Sustainability: A Guide to Hosting Eco-Friendly Events
- Visitor Parking Guide
Request for Use of University Facilities form
University departments, Registered Student Organizations (RSO's), and faculty/staff may make a reservation without a Request for Use of University Facilities form if the event is only attended by University members.
Events which are open to the public, ticketed, or held by or in conjunction with an off-campus organization are required to submit a Request for Use of University Facilities form. This form requires approval from all of the following: a University department Dean, Director, or Chair, the facilities manager of Event Services, as well as the Use of University Facilities Committee. It is important to know that this form takes a minimum of three weeks to process and that advertising is prohibited until the form has been approved by the Use of University Facilities Committee. To complete the form online, please click here.
The purpose of the RUUF is to ensure that all facilities operated by the University are reserved primarily for educational use including, but not limited to, instruction, research, public assembly, student activities and recreational activities related to educational use. Further, each facility may be used for a variety of activities, so long as the primary function the facility was intended to serve is protected.
Events which are open to the public, ticketed, or held by or in conjunction with an off-campus organization are required to submit a Request for Use of University Facilities form. This form requires approval from all of the following: a University department Dean, Director, or Chair, the facilities manager of Event Services, as well as the Use of University Facilities Committee. It is important to know that this form takes a minimum of three weeks to process and that advertising is prohibited until the form has been approved by the Use of University Facilities Committee. To complete the form online, please click here.
The purpose of the RUUF is to ensure that all facilities operated by the University are reserved primarily for educational use including, but not limited to, instruction, research, public assembly, student activities and recreational activities related to educational use. Further, each facility may be used for a variety of activities, so long as the primary function the facility was intended to serve is protected.
Application to Apply for a Banquet Permit
Alcoholic beverages may be served in the Walker-Ames Room, Mary Gates Hall Commons, and Johnson 100J. In Kane Hall, alcohol may be served in the lobbies if the entire building will be used for an event. Serving alcoholic beverages requires a State of Washington Banquet Permit. The Banquet Permit is the only type of liquor license authorized by the University for serving alcoholic beverages on campus. When a Registered Student Organization applies for a Banquet Permit, they must notify the Student Activities Office of their intent to serve alcohol. To complete an Application to Apply for a Banquet Permit form online, please click here.
After completing the Application to Apply for a Banquet Permit form online and obtaining the necessary approval, the applicant then takes two copies of the approved form to a Washington State Liquor Store at least one week prior to the event. There is a fee for obtaining a Banquet Permit from a Washington State Liquor Store. Checks for the permit are made payable to the Washington State Liquor Control Board. Two copies of the University authorization form must be given to the store manager who fills out a state application and Banquet Permit form. The store manager signs the state form and will return one copy to the applicant. The applicant's copy becomes the official Banquet Permit which must be posted conspicuously during the event. If the permit is not posted, alcohol cannot be served. The applicant should retain a copy of all forms for their records.
The Banquet Permit must be posted in a conspicuous place at the event site during the time of the event. If there is no permit, the Event Assistant will not allow liquor to be served. Attendance at an event where liquor is being served must be limited to the members and guests of the host organization and all must 21 years of age or older. The general public may not attend. Ticket sales, advertising or notices directed to the general public are prohibited. If the event is opened to the public, the Banquet Permit will be rescinded. Persons under 21 years of age may attend the function if there are effective safeguards to prevent the consumption of alcoholic beverages by minors. Safeguards should be in the form of entry control to admit only invited members and guests and/or parental control, identification of minors by the sponsoring agency and supervision at the service bar by the sponsoring organization and/or caterer. Alcoholic beverages may only be served as a complement to, and as part of, a planned event. The host organization or licensed caterer must purchase and serve the liquor. University policy prohibits event attendees from bringing their own alcoholic beverages. Liquor may not be sold separately for cash, scrip, tickets or any other means but must be included in the general admission charge if there is one. All bottles, containers, and excess trash must be taken away from the event site and disposed of by the host organization and/or caterer.
Please note that the sale of alcohol requires a Special Occasion license which is a separate process. For more information on the service and sale of alcohol at the University of Washington, please click here.
After completing the Application to Apply for a Banquet Permit form online and obtaining the necessary approval, the applicant then takes two copies of the approved form to a Washington State Liquor Store at least one week prior to the event. There is a fee for obtaining a Banquet Permit from a Washington State Liquor Store. Checks for the permit are made payable to the Washington State Liquor Control Board. Two copies of the University authorization form must be given to the store manager who fills out a state application and Banquet Permit form. The store manager signs the state form and will return one copy to the applicant. The applicant's copy becomes the official Banquet Permit which must be posted conspicuously during the event. If the permit is not posted, alcohol cannot be served. The applicant should retain a copy of all forms for their records.
The Banquet Permit must be posted in a conspicuous place at the event site during the time of the event. If there is no permit, the Event Assistant will not allow liquor to be served. Attendance at an event where liquor is being served must be limited to the members and guests of the host organization and all must 21 years of age or older. The general public may not attend. Ticket sales, advertising or notices directed to the general public are prohibited. If the event is opened to the public, the Banquet Permit will be rescinded. Persons under 21 years of age may attend the function if there are effective safeguards to prevent the consumption of alcoholic beverages by minors. Safeguards should be in the form of entry control to admit only invited members and guests and/or parental control, identification of minors by the sponsoring agency and supervision at the service bar by the sponsoring organization and/or caterer. Alcoholic beverages may only be served as a complement to, and as part of, a planned event. The host organization or licensed caterer must purchase and serve the liquor. University policy prohibits event attendees from bringing their own alcoholic beverages. Liquor may not be sold separately for cash, scrip, tickets or any other means but must be included in the general admission charge if there is one. All bottles, containers, and excess trash must be taken away from the event site and disposed of by the host organization and/or caterer.
Please note that the sale of alcohol requires a Special Occasion license which is a separate process. For more information on the service and sale of alcohol at the University of Washington, please click here.