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University of Washington

 
 

Reservations Required Forms

 

Information about Required Forms and Payment

  • All events require an Event Rental Agreement and many events require multiple forms.  Information about required forms and due-dates are listed on your “Event Booking Details” form which you will receive when your Reservation Request is processed.  Information about required forms is also included in the tentative confirmation email you receive when your request is processed.
  • All forms required for an event must be submitted a minimum of two weeks prior to the event date (or the first reserved date, for multiple bookings).  If all required forms are not submitted on time, the event may be cancelled.

Forms:

1. Event Rental Agreement: required for all events at the Ethnic Cultural Center or Theatre.  For reservations with multiple or recurring dates, only one Rental Agreement is required.  The Event Rental Agreement will be emailed to the requestor once a request has been tentatively approved.

–Form Instructions: This form will be emailed to you once your request has been tentatively approved.  Fill out the form and return it–via email, fax, mail or in person–to the ECC front desk.

2. Request for Use of University Facilities (RUUF) form: Any non-University of Washington organization (Community organization) is required to have approval from a UW department, program or unit in order to rent a space on campus.  The RUUF form is required for any event which will be open to the public (any non-UW affiliated individuals) or any event sponsored by an off-campus community organization or non-UW affiliated organization.

–Form Instructions: Submit the form online.  Follow the RUUF instructions.  Do not list the ECC as the Authorized Representative or Sponsor!

  • The RUUF form is located here: https://devar.washington.edu/CommToolkits/Events/RUUF.asp
  • For instructions on how to submit the RUUF form, please visit: http://depts.washington.edu/eventfrm/instructions.html
  • The RUUF form must be approved by a University of Washington department, director or dean.  The Ethnic Cultural Center may not sponsor events which will be held in the Center or Theatre.  Please contact an academic department for information about RUUF sponsorship.
  • NOTE: This form must be approved by a UW Departmental Dean, Director or Chair.  Click here for a list of Academic Departments to find a contact who may be able to approve your form.  Student Organizations may also contact the Student Activities Office for more information.  The ECC may *not* authorize any events to be held in ECC facilities.

3.  Application for Temporary Food Service (ATFS) form: required for any event which will serve food.  Pre-packaged cookies, snacks and bottled water or any food prepared by UW Bay Laurel Catering do not require a food permit but must be reported to the Reservations Office.  Any food prepared by a non-UW catering service or food from a restaurant (must be consumed within 30 minutes of purchase/delivery) requires an ATFS form.

–Form Instructions: Fill out the ATFS form and return it to the ECC Reservations Office at least two weeks prior to your event.  The ECC office will submit this form on your behalf for your convenience.  For short-notice or late forms, other instructions will be given to you.

  • All other food including potluck, home-prepared foods or food prepared in the Ethnic Cultural Center kitchens are prohibited for events.
  • All food service must comply with Washington State food handling procedures and must comply with all Environmental Health and Safety regulations.
  • All individuals handling or serving food must have a valid Food Handler’s Permit.  A copy of each Food Handler’s Permit must be on file with the ECC Reservations office at least two weeks prior to the event.
  • For questions about this form or for clarifications, please contact the ECC Reservations office.
  • The ATFS form is located here: http://www.ehs.washington.edu/forms/ohs/tempfoodevent.pdf

4. Student Organization Fundraising Permit:

–Form Instructions: Contact the Student Activities Office to receive this form and for more information.  The ECC Reservations Office will sign off on this form and keep a copy, and the original will be returned to you.

  • Registered Student Organizations must submit an approved fundraising permit for any event which is meant to raise money for the student organization or is advertized as a “Fundraiser” and/or any event which will raise money on behalf of a non-profit or charitable organization.
  • Please see an advisor at the Student Activities Office to determine whether your event will require a fundraising permit, and how to acquire a permit.
  • If a student organization event requires a Fundraising Permit, the permit must be posted in plain-view for the duration of the event, or available upon request.
  • A copy of the Fundraising Permit must be submitted to the ECC Reservations office a minimum of two weeks prior to the event.

5. Authorization to apply for a Banquet Permit: required for any event serving alcohol.

Please note:  The ECC will no longer approve or accept requests for Banquet Permits for events.  Alcohol is now prohibited in all Ethnic Cultural Center facilities until further notice.