General FAQs

What is an Alcohol Service Request (ASR)?

The Alcohol Service Request (ASR) is the online form users submit via this website in order to determine the type of license or permit necessary to provide alcohol at an event. The form was previously known as the Banquet Permit request form.

However, because not all events require a state banquet permit, the Office of Special Programs now refers to this process as the ‘Alcohol Service Request’ to more accurately represent the nature of the request.

My event date is SOON! Is there enough time?

Unfortunately our office cannot guarantee that a UUF or Alcohol Service Request will be processed before the event date. We suggest that applicants directly contact the University sponsor and venue operator to inform them of the pending request. This may help expedite the approval process.

What qualifies as a UW Facility?

A UW facility is defined as an on-campus space or an off-site location that is owned by the University of Washington. Space leased by the University in an off-campus building does not qualify as a University facility.

This means that if an event is to be held in a space leased by the university, there is no need to submit a UUF or Alcohol Service Request. Also, there is no need to submit a UUF or Alcohol Service Request for a personal residence, church or any other facility not owned by the university.

The building/venue does NOT appear on the form

Please review each of the following items first.

  • Double-check the official building name
  • Check the Venue Updates FAQ to see if the venue has been changed
  • Check the Venues to Exclude FAQ to see if the venue is not owned by the UW

Otherwise, please email Office of Special Programs with the official name of the building, UW abbreviation, room number, venue operator name and UW email address.

Venue Updates

We standardized some venue locations to correspond with their official building location, campus map abbreviation, or grouped them in ways to facilitate processing the new UUF and Alcohol Service form. Please review the following changes:

  • Art Building (ART): Jacob Lawrence Gallery, Parnassus Cafe
  • Center for Urban Horticulture (CUH): Douglas, Isaacson, Merrill, Northwest Horticultural Society Hall, Goodfellow Grove, McVay Courtyard, Merrill Commons, Soest Garden, The Knoll
  • Communications Building (CMU): Simpson Center for the Humanities
  • Facilities Services: (Formerly Outdoor Areas) Denny Yard, Drumheller Fountain, Forestry Courtyard, George Washington Statue, Grieg Garden, Medal of Honor Memorial, Parrington Lawn, Rainier Vista, Red Square, Sylvan Theater & Columns, The Quad
  • Foege – Bioengineering (BIOE): (Foege North)
  • Foege – Genome Sciences (GNOM): (Foege South) Auditorium, Vista Cafe & Terrace
  • Health Sciences Center (HSC): Wings A, AA, B, BB, C, D, F, G, H, I, J, K, T
  • Hec Edmundson Pavilion (EDP)
  • Hughes Penthouse Theater (HPT): Formerly listed as Penthouse Theatre
  • Husky Stadium (STD): Don James Center
  • Intramural Activities Building (IMA): Archery Field, Denny Field, Sports Fields #1 East, #1 West, #2, #3, Tennis Courts
  • Meany Hall: Classrooms + Theater
  • Music Building (MUS): Brechamin Auditorium
  • Ocean Sciences Building (OCN): Sometimes referred to as OSB but is officially OCN
  • Oceanography Building (OCE): Sometimes referred to as OOB but is officially OCE
  • Outdoor Areas: Please see Facilities Services
  • Parking Lots: Central Plaza, E-1, E-18, N-5, N-22, Padelford, S-1, S-8, Triangle Garage
  • Portage Bay Building (PBB): Formerly the Fisheries Building (FIS)
  • UW Tower (UWT): Towers C, S, T are listed separately
  • Wallace Hall (ACC): Formerly the Academic Computing Center

Venues to Exclude

Events that occur in buildings that are not owned by the University of Washington do not require review by the Office of Special Programs. Here is a list of some, but not all, buildings that DO NOT require OSP/UUFC review.

  • Center for Spiritual Living (privately owned)
  • Fraternity & Sorority houses
  • Fremont Labs-DX Arts
  • Harborview Complex: Harborview Medical Center, Pat Steele, 9th & Jefferson, Norm Maleng Bldgs. (owned by King County)
  • Plaza at Yarrow Bay: includes Eastside Executive Center (privately owned)
  • Roosevelt Clinic I: 4225 NE Roosevelt Way (privately owned)
  • Roosevelt Commons: 4311 11th Ave. NE (privately owned)
  • Rosen Building: 960 Republican St. [SLU] (leased by UW)
  • Russell Hall: 42nd & 15th (privately owned)
  • Seattle Cancer Care Alliance
  • South Lake Union (SLU): Brotman Building, SLU A, SLU B, SLU C (Administration)
  • UW Botanical Gardens: Washington Arboretum, Japanese Gardens (owned by City of Seattle)
  • Washington Clean Energy Testbeds: (leased by UW)

To get clarification about other venues, please email Office of Special Programs.

UUF FAQs

Who is eligible to use UW facilities?

  • Registered Student Organizations (RSOs)
  • Student Government Entities: ASUW & GPSS
  • UW Departments or Administrative Units
  • Individual Students, Faculty, Staff, or Alumni
  • Non-University individuals and organizations may also rent facilities as long as the use of the facilities is consistent with the regulations outlined in WAC 478-136-030

What is the UUF approval process?

The UUF request itself is submitted online. The review and approval process is a step-by-step process that includes the UUF sponsor, Venue Operator, and Special Programs coordinator. Our office asks that the request be submitted AT LEAST three (3) weeks prior to event date. Please note that the venue operator may require this form be submitted at an earlier time. Please contact the venue operator directly to determine what their requirements are.

  • Once submitted, the University sponsor is notified to review the UUF request for approval or denial.
  • If approved, the venue operator is then notified to review the UUF request.
  • The venue operator verifies that the space date, times and location match their reservation.
  • If approved, the Office of Special Programs is notified to review the UUF request and the UUFC issues final approval or denial.

Can I list multiple events dates/locations on one UUF?

Yes, multiple event dates and locations can be indicated in one UUF request. Click on ‘Add Location’ to enter the details for the event location.

What should I include in the event description?

Please include a detailed timeline of activities that will be taking place at the event. Any information that is provided here is helpful and will streamline the approval process.

I cancelled my UUF – can it be reactivated?

No. The Office of Special Programs allows applicants to cancel their own UUF request when it is determined a UUF is not actually needed or an event will be cancelled. If a UUF is mistakenly cancelled by the applicant, OSP will direct the applicant to submit a new UUF request.

Why do I need a UUF sponsor for my event?

Sponsorship of an event by any UW-Seattle academic or administrative unit ensures that the University of Washington “facilities are reserved primarily for education use including, but not limited to, instruction, research, public assembly, student activities, and recreational activities related to educational use,” in accordance with WAC 478-136-010.

Who can serve as a UUF sponsor for an event?

According to WAC 478-136-015 a UUF sponsor must fit within the following definition:
“The individual who provides preliminary approval must either have the authority to act on behalf of their academic or administrative unit, or obtain that authority in the form of written delegation from the person who has it.”

Please note that if a UW-Seattle staff member identifies him or herself as the representative authority to speak for the Sponsoring Unit, the UUF Committee will assume that the UW staff member has the authority to do so.

STUDENTS CANNOT BE LISTED AS A SPONSOR
SAO ADVISORS CANNOT BE LISTED AS A SPONSOR
UW-BOTHELL OR UW-TACOMA STAFF CANNOT BE LISTED AS A SPONSOR

How do I find a sponsor for my event? (Non-Students)

It is the applicant’s responsibility to reach out to UW-Seattle departments or administrative units believed to be related to the event. It is important that both the applicant and university sponsor understand that UUF sponsorship does not entail any financial support.

Because there is such a large number of potential sponsors on campus, the Office of Special Programs does not maintain a list of sponsors on file.

STUDENTS CANNOT BE LISTED AS A SPONSOR

Who can sponsor a student organization/government event?

Student Organizations & Government must choose RSO/ASUW/GPSS as their affiliation.

Option 1. The Student Activities Office (SAO) often serves as UUF sponsor for student organization or student government events. The applicant may choose SAO sponsorship on the UUF application. In this case, the UUF request will automatically be forwarded to Rene Singleton, Associate Director of Student Activities, to review the UUF request for sponsorship.

Option 2. Student organizations, however, may choose an alternate UUF sponsor. It is the applicant’s responsibility to reach out and secure sponsorship. In this case, the applicant will need to provide the name and UW email of the alternate UUF sponsor on the application.

STUDENTS CANNOT BE LISTED AS A SPONSOR
SAO ADVISORS CANNOT BE LISTED AS A SPONSOR

Catering Options

The University’s catering company is Bay Laurel (206-685-2051). A list of the University’s preferred caterers are listed here. Please contact the venue directly to inquire about using an alternate catering method.

Providing alcohol at an event

Please refer to the Alcohol Services Request page for more information about this topic.

Providing food at an event

Please contact the venue operator for assistance in understanding the policies for serving food in their facility. Additionally, UW Environmental Health & Safety can provide policy and safety information for selling or serving food on campus. 206-543-7262.

Are there overnight accommodations available on campus?

Please contact Conference Housing (206-543-7636) regarding the availability of overnight accommodations.

A/V equipment & staffing needs

Classroom Support Services (CSS)
206-543-9900
CSS provides support for events in Johnson, Kane, and Mary Gates Halls.

Health Sciences Classroom Services
206-543-6729
This office provides support for events in Foege South, Health Sciences Building, South Campus Center, and the Vista Court Café/Terrace.

HUB Event and Information Services
206-543-8191
This office provides support for events that take place in the Husky Union Building (HUB).

If an event venue is NOT listed above please contact the venue operator directly regarding audiovisual equipment and/or staffing.

Lawn Sign Approval

Lawn Signs

The UW office of Facilities Services no longer approves Lawn Signs using the UUF request process. For all questions regarding lawn signs, please contact the Facilities Services Care Team at careteam@uw.edu or 206-685-1900 or visit UW Facilities Services: Signs and Banners.

Alcohol Service FAQs

Who can submit an Alcohol Service Request?

Applicants must be at least 21 years of age and associated with the University in one of the following ways:

  • As a duly elected officer of the Associated Students of the University of Washington (ASUW) or Graduate and Professional Student Senate (GPSS),
  • As an officer of a Registered Student Organization (RSO) with the Student Activities Office,
  • As a faculty or staff member representing an organization,
  • As a participant in University-sponsored campus events (e.g. conferences, seminars) if representing such events, or
  • As an individual authorized to use University facilities.

Who can be a ‘University Sponsor’ for an Alcohol Service Request?

A University Sponsor for an Alcohol Service Request must be a Dean, Director, or Chair of a UW-Seattle department or administrative unit.

NOTE: Only UW Students, Student Organizations (RSOs), Student Government entities (ASUW & GPSS) are required to obtain a University Sponsor for Alcohol Service Requests.
UW-Seattle departments and off-campus applicants are not required to have a University Sponsor.

RSOs/ASUW/GPSS: The Student Activities Office often serves as the University Sponsor for student organization or student government alcohol service requests. The applicant may choose SAO sponsorship on the Alcohol Service Request. In this case, the request will automatically be forwarded to Rene Singleton, Associate Director of Student Activities, to review the request for University Sponsorship.

UW students and RSOs: May choose an alternate University Sponsor. It is the applicant’s responsibility to reach out and secure sponsorship. In this case, the applicant will need to provide the name and UW email of the alternate University Sponsor on the alcohol service request.

STUDENTS CANNOT BE LISTED AS A SPONSOR
SAO ADVISORS CANNOT BE LISTED AS A SPONSOR

What is the Alcohol Service approval process?

The Alcohol Service Request (ASR) is submitted online. The review and approval process is a step-by-step process that includes a University Sponsor (if applicable), Venue Operator, and Special Programs coordinator. Therefore the request must be submitted AT LEAST two (2) weeks prior to the event date.

Additionally, the following factors affect the approval process:

  • The Alcohol Service request form is required for all events intending to serve or sell alcohol.
  • The approval process and timelines depend on the type permit required for the event.
  • Additional forms may be required depending on the type of permit, source of alcohol, and other factors. These forms must be submitted to the OSP before a final decision on a request is made.
  • University Sponsor approval is required for any alcohol service request submitted by a UW student, student organization (RSO), or student government entity.

Process for UW Student, RSO, or Student Government Entities

  1. Once submitted, the University sponsor is notified to review the Alcohol Service request for approval or denial.
  2. If approved, the venue operator is then notified to review the Alcohol Service request.
  3. The venue operator verifies that the event space, date, times, and location match their reservation.
  4. If approved, the Office of Special Programs is notified to review the Alcohol Service request and the UUFC issues final approval or denial.

Process for UW Departments, Faculty, Staff, or Off-Campus Requests

  1. Once submitted, the venue operator is notified to review the Alcohol Service request for approval or denial.
  2. The venue operator verifies that the event space, date, times, and location match their reservation.
  3. If approved, the Office of Special Programs is notified to review the Alcohol Service request and the UUFC issues final approval or denial.

Can I list multiple events dates/locations on one request?

No. Unfortunately applicants are not able to list multiple dates/locations on one Alcohol Service request. A separate WA State alcohol permit or license may need to be purchased for each event date and location. Please submit an individual request for each date and location.

Can guests bring their own alcohol?

No. Guests are not allowed to bring their own alcohol.

Can people under 21 years of age attend my event?

Yes. People under the age of 21 may attend the function if there are effective safeguards to prevent the consumption of alcohol by minors. These safeguards should include entry control, guest/parental control, identification of minors by host organization and supervision of the bar.

Can donated wine/beer be auctioned?

Yes, but a Special Occasion License and a UW Alcohol Gift/Contribution form will be required.

What qualifies as ‘Alcohol Sponsorship/Gift/Contribution’?

To determine if an event is receiving alcohol sponsorship, please answer the following questions:

  • Is the event receiving a donation of alcohol or any other kind of financial assistance from an alcohol manufacturer, distributor, or retailer?
  • Will this event promote or advertise an alcohol manufacturer, distributor, or retailer ’s products?

If the answer to either of these questions is YES, please indicate this and provide the name of the manufacturer, distributor, or retailer on the alcohol request form.

Are there Alcohol Sponsorship/Gift/Contribution restrictions?

A WA State Special Occasion License is required if alcohol is being donated or sold at a discounted price to the host organization. Donated or discounted alcohol CANNOT be advertised or sold below cost (i.e, alcohol cannot be provided free of charge to guests).

The laws of the state of Washington, Chapter 66.28 RCW, prohibit liquor manufacturers, importers, wholesalers, retailers, or agents or campus representatives thereof from conducting promotional activities on college and university campuses and engaging in activities that facilitate or promote the consumption of alcoholic beverages by the students of those colleges and universities. The statute does allow these entities to provide financial assistance to an activity, and the colleges and universities to acknowledge its source, if the assistance, activity and acknowledgment are each approved by the administration of the colleges or universities. It is the policy of the University of Washington that gifts of funds or services – including the donation of alcoholic beverages – in support of campus activities may be accepted from marketers, distributors or producers of alcoholic beverages under the following conditions.

  1. Acceptance of a gift/donation must be approved before the activity for which it is designated may be carried out.
  2. Gifts/donations must not directly advertise a product. Identification of the source of the gift through the official corporate name, or a product logo when deemed appropriate, may be used in publicity.
  3. Funds or services from each gift/donation must be directed toward a specific University department, organization or activity, and must be in accord with guidelines approved by the WA State Liquor and Cannabis Board.
  4. For gifts/donations that exceed $500 in value, five percent of the total value of the gift/donation must be given to the University for alcohol education or research. Checks should be made payable to the “University of Washington” and forwarded to the Office of Special Programs.

Regarding Caterers and Business Licenses with Liquor Endorsement

It is possible for a caterer to contract out liquor service to a separate caterer that holds the appropriate liquor endorsement on their business license. In this case, it is the applicant’s responsibility to provide the name of the caterer that holds the Business License with Liquor Endorsement on the ASR and provide a copy of that business license to the Office of Special Programs.

Alcohol Sales – Special Occasion License

Donated alcohol must be sold at cost to event attendees.

Applicants will need to complete 1 additional form in order to obtain a Special Occasion License.

Additional requirements regarding the sale of alcohol have been listed below.

As of July 2012, these requirements are as follows:

  1. The Special Occasion License must be in the hands of the applicant before liquor can be purchased for resale or sold.
  2. The alcoholic beverages must be purchased from a liquor store, licensed retailer, beer or wine distributor, brewery or winery, or Certificate of Approval Holder who can ship directly to Washington retailers.
  3. Advertisement or sale of alcoholic beverages below cost is prohibited. Awards or gifts of liquor are prohibited.
  4. All proceeds from the sale of liquor must go directly back into the not-for-profit organization.
  5. The Special Occasion License must be posted at each bar location in the designated event space for the duration of the event.
  6. Liquor must be consumed between the hours of 6:00 A.M. and 2:00 A.M.
  7. Sale, service, and consumption of spirits, beer, and wine are to be confined to room(s) or area(s) specified on the special occasion license.
  8. Liquor may not be served to or possessed or consumed by anyone who appears intoxicated or who is under 21 years of age.

How long does it take to get a permit?

That depends on the type of permit required for each event and how quickly the Alcohol Service Request moves through the approval process.

Only after the Alcohol Service Request has been approved by the UUFC, can an applicant purchase either a WA State Banquet Permit or Special Occasion License from the WA State Liquor and Cannabis Board. A Banquet Permit may be purchased online. A Special Occasion License application and fee must be sent to the WA State Liquor and Cannabis Board forty-five (45) days in advance of the function.

How much does a Banquet Permit cost?

The WA State Liquor and Cannabis Board charges $10 per banquet permit, per day.

How much does a Special Occasion License cost?

The WA State Liquor and Cannabis Board charges $60 per special occasion license, per day.

I have my permit/license! Now what?

A copy of the UUFC approval email and either the approved Banquet Permit or Special Occasion License, or a copy of the Caterer’s Business License with Liquor Endorsement must be posted at each alcohol service location (bar) in the designated event space for the duration of the event.