Student Organization Handbook
Facility Use by Registered Student Organizations
The University of Washington is an educational institution provided and maintained by the people of
the state in order to carry out its broad mission of teaching, research and public service. All facilities
operated by the University are reserved primarily for educational, cultural or recreational activities
related to that mission. Further, the use of each facility may be maximized, so long as the basic function
the facility was intended to serve is protected (e.g., instruction, research, public assembly, student
activities, recreation, etc.).
Registered student organizations may use University facilities for activities and programs on a space
available basis subject to the provisions governing the use of facilities. Activities and programs
of student organizations may at no time interfere with or operate to the detriment of other University
functions or the free flow of traffic.
Scheduling Your Events
Registered student organizations may schedule campus rooms and facilities for meetings and events
for their own membership and the campus community if space is available and there is no conflict with
other University programs. Only officers or designated representatives of student organizations may
reserve facilities for the organization. Reservation policies may vary with the facility. Reservation
offices and their facilities that are available to student organizations for events and meetings are
listed in this section. No organization may reserve facilities for use by another organization.
Program Advising
If your group is scheduling an event on campus, it is
suggested that an officer meet with an adviser in the Student Activities Office
early in the planning process for assistance and guidance.
Advertising Your Events
When your organization advertises its events on or off-campus,
make sure that you use the correct name of your organization on all printed
materials. "University of Washington" or "UW" can only be
used with an organization's name at the end of the name: "...at the University
of Washington" or "...UW Chapter". See Naming your Organization
Facility Charges
Charges for facilities depend on a variety of factors including
the type of program, sponsoring group, attendees and admission requirements.
Charges will also be assessed for audio-visual equipment rental, furnishings,
security, unusual clean-up, ticket crew, facility personnel and other requested
services. Some facilities have a two to four tiered rate structure for events
and activities based on whether attendance is being limited to UW students and
whether there will be an admission charge or any fund raising activities at
the event. Check with the appropriate facility reservation office for estimated
expenses for your event.
Opening Your Event to the General Public
If your organization is planning an event to which the off-campus community will be invited or included,
you will need to complete a Request for Use of University Facilities form.
You are strongly encouraged to meet with an SAO adviser prior to submitting your materials to the
UUF Committee. The adviser can explain the details of the approval process and assist you in preparing
your materials for presentation to the Committee. Depending on the size or complexity of the event,
you may be asked to attend the meeting at which your program is reviewed.
Modified: September 12, 2008
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