Central Maintenance Zone

A Guide for Events on the Grounds of the
University of Washington

206-221-7819

Procedures Fees Insurance Cancellation
Food & Beverages Alcohol Tables & Chairs, Parking, Rest Rooms
Online "Use of University Facilities" (UUF) Form (opens in new window)

The University of Washington is a beautiful campus and has many outside spaces that can be used for special events. To make sure that there are no conflicts with time and dates and so the basic function the facility is intended to serve is protected, it is necessary that each event be approved by an academic or administrative unit and by the Committee on the Use of University Facilities.

Faculty, Staff, Students and Outside organizations are allowed to use the University Campus for events as long as there is preliminary approval from an appropriate campus unit and the event is consistent with the University mission of teaching, research and public service

Weddings, banquets, fun runs, pep rallies, luncheons, plays, open houses, displays and art shows are just some of the events that have been held on the campus grounds.

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Liberal Arts Quadrangle

Some of the more popular spaces are the Grieg Garden (N-10), Sylvan Theater (N-13), Liberal Arts Quadrangle (M-8), Red Square (L-10), Medicinal Herb Garden (L-15), HUB Lawn (N-10), Climbing Rock (R-19), Drumheller Fountain (M-12) and Forestry Courtyard (M-15).

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FEES:

*SPACE*	RESERVATION FEE			NUMBER OF PEOPLE	*DURATION*

Grieg Garden:	$250 $300			150 or less 150 or less	0 - 4 hours 0 - 8 hours

Sylvan Theater:	$250 $300 $350 $400 $450			150 or less 150 or less 151 - 300 301 - 400 more than 400 (maximum 500)	0 - 4 hours 0 - 8 hours 0 - 8 hours 0 - 8 hours 0 - 8 hours

Other campus locations:	same as Sylvan			up to 500

*All fees subject to change. Larger groups will be negotiated on an event-by-event basis.*

Power: Water: Recycle/Waste:			Fee based on labor and materials. $100.00 Please contact UW Recycling at recycle@u.washington.edu or 206-685-2811

Insurance:		A Certificate of Insurance may be required.

Cancellation:		Refunds will be allowed giving 60 days written notice of cancellation before the scheduled event or if the event must be cancelled due to inclement weather.

POLICIES AND PROCEDURES:
Reserving a Space on Campus
1.	Call the grounds space reservation coordinator at 206-221-7819 or 206-685-2809.
2.	Tell the space coordinator what space you would like to reserve, the date you need the space, the type of event, and the number of people at the event.
3.	A tentative reservation can be made at this time, and then you will be asked (if necessary) to make a payment of the reservation fee (see fee schedule above).
4.	Once a tentative reservation has been made, then go to the online UUF and officially submit your Use of University Facilities Request: Online "Use of University Facilities" (UUF) Form (opens in new window)
5.	You will receive a notice once your event has been approved.

*Food & Beverages*
	If you are NOT using University Catering Services you must obtain a Temporary Food Permit from Charles Easterberg, the campus sanitarian at EH&S (Environmental Health and Science). This permit will allow you to have a barbecue, create a potluck meal, or use an outside caterer. Mr. Easterberg can be reached at 206-543-7209. The Temporary Food Service Permit Form can be found at the following website: http://www.ehs.washington.edu/forms/ohs/tempfoodevent.pdf (opens in new window)

*Alcoholic Beverages*
	If any alcoholic beverages are to be served you will be required to obtain a Banquet Permit to Serve Alcoholic Beverages. The procedure is as follows:
1.	Obtain an authorization to apply for a banquet permit from the Special Assistant to the Office of the Provost, Gerberding Hall Room 239M.
2.	Fill out the authorization form (type or print clearly) and have it signed by the Venue Manager or Events Coordinator at Plant Operations Annex 7 (just south of the Power Plant), Room 212.
3.	Return the signed form to the Special Assistant to the Office of the Provost, Gerberding Hall Room 239M.
4.	The Special Assistant to the Office of the Provost approves the request and sends it to the requester.
5.	You must take the form to any liquor store to obtain the permit (a fee will be charged).
6.	The permit must be displayed at the event and a person over 21 years of age must be assigned to serve and confirm that all people drinking alcohol are of legal age and remain in the area at all times.

*Tables, Chairs, Tents, Amplified Sound Systems*
	The University of Washington does NOT provide any of these items. It is the responsibility of the party reserving the space to arrange for these items. Stakes may not be driven into the ground. Use of amplified sound requires the approval of the Use of University Facilities Committee.

*Parking*
	Contact Parking Services at 206-616-8710 to obtain information about available parking.

*Rest Rooms*
	Not all campus buildings are open at all times on all days. Please check with the building coordinators to see if the buildings close to your event are going to be open at the time of your event. If not, we can assist you in securing restroom availability.

Grieg Garden

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