Instructions for the Use of University Facilities Form

Use of University Facilities Form   |    Form Instructions   |    Contacts / UW Venue Operators

A Request for Use of University Facilities electronic form is required for all non-University individuals and/or organizations that desire to use UW facilities, and for campus departments and organizations holding events open to non-University community members. (Exceptions are regularly scheduled University events such as the graduation ceremony, sporting events, and School of Drama productions.)

Reservation and Approval Procedures

Prior to completing the electronic form, the individual making the request should: (1) contact the venue operator to determine whether the venue is available, and (2) gain the approval of a University sponsor.

The electronic form should then be filled out as completely as possible prior to submission.

To gain approval to use a University facility:

• The electronic Use of University Facilities Form is completed and submitted at least three weeks prior to the date of the event.
• When completed, the electronic form is forwarded to the University sponsor for his or her approval or disapproval. If approved, the sponsor forwards the electronic form to the venue operator.
• When the form is received by the venue operator, , he or she verifies y that the space has been reserved.
• The venue operator then forwards the form to the Chair of the Use of University Facilities Committee for final approval or disapproval.
• The Chair of the Use of University Facilities Committee forwards the approval/disapproval decision to the requestor, sponsor and venue operator.

Questions regarding the reservation and approval process may be directed to the venue operators or to the Chair of the Use of University Facilities Committee (or his/her designee) at Room 227 Gerberding Hall, Box 351241, WA 98195-1241 (206) 543-9233 or by email at uwhelp@u.washington.edu.

Support Services Information

If food and beverages will be served, call appropriate listing.

• University Catering 906-685-2051
• Alcohol- PERMIT REQUIRED 206-543-9233
• Conference Housing 206-543-7636
• Environmental Health and Safety Food Service Permits 206-543-9510

For Media equipment/staff contact:

• Classroom Support Services 206-543-9900
• South Campus Center 206-543-0530
• Student Union Building (HUB) 206-543-8191
• Classroom Services 206-543-6729 (Health Sciences)

Instructions for completing the Use of University Facilities Form:

The instruction provided below match the numbers on the electronic form.

1. Department or Organization:
1. Name of the department or organization making the request. Please check one of the boxes for the organization type. If you are requesting a facility for a wedding or other social function, please enter your name and your relationship to the UW student, staff, faculty or alumni.
2. If you represent a student organization, please provide the name of the adviser.


2. Name of the individual who is making the request (event coordinator).


3. Phone/Email
1. Telephone number(s) of the event coordinator.
2. Email address of the event coordinator.


4. Complete billing address for the requesting organization OR the name of the user's UW Budget.


5. Provide the UW budget number for the department or organization, if applicable.


6. Provide a brief description of the event.


7. Provide the names of the principal instructors, lecturers, artists or performers participating in the event.


8. Provide information regarding the preferred venue and time of the event. Regarding "additional information", check each box that applies to the event; provide specific information regarding the use of alcohol and sound amplification.


9. Parking: Provide an estimate of the number of buses or other vehicles that are expected, as well as the number of spaces that will be needed for persons with disabilities.


10. Fees: Provide specific information about whether fees will be charged and/or donations accepted. If fees for donations are accepted, what are the purposes? (e.g., fundraising, cost recovery, artist fees)


11. Provide the name of the University Sponsor.


12. Provide the email address of the University Sponsor.


13. Provide the email address of the person who is authorized to represent the Requesting Organization. This will serve as an electronic signature.