Event Policies

The University is committed to providing access, equal opportunity, and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. Events hosted on campus should take every effort to plan their event to be accessible to all people. Events must meet guidelines set by the Americans with Disability Act (ADA).



UW Tacoma Disability Resources for Students (DRS) can provide consultation and possibly assist with services and accommodations for your event. We encourage events to contact DRS with any accessibility questions.

Events where cash and money will be present (i.e. ticket sales, fundraisers, admission fees, etc.) should review the Financial Accounting Management website through Fiscal Support Services. Contact Fiscal Support Services with specific questions at tacfinadmin@uw.edu. 

Events with cash may be required to schedule Campus Safety officers to be present.

Registered Student Organizations can contact the Center for Student Involvement for assistance.
Department Fundraising events should contact Steve Costanti (253-692-4663) in the Office of Advancement to confirm gift budget, etc.

Use of university spaces may require custodial support pre-or post-event, especially if food is present or an activity occurs that results in cleaning needed. For more information regarding custodial for events, please see the custodial information page.
For events in the University Y Student Center, please see the University Y website.

Please refer to the

• Make sure EXIT signs are visible at all times
• Maintain an unobstructed, three-foot wide pathway to all exits
• Do not block exits ever with anything (including furniture and decorations)

All facilities needs for an event (including electrical and water access, staking into grass, inflatables on campus, etc.) should be requested through Facilities Services in the space request submitted. Facilities Services will review requests and work one-on-one with events to determine if they can be accommodated. For more information, please contact Facilities Services.



For events in the University Y Student Center, please contact uwyevent@uw.edu with Facilities needs. Facilities Services does not handle requests for the University Y.

Please refer to the

All food served should be from a licensed and insured caterer or pre-packaged items. 

Please refer to the

No homemade food items or items that require on-site preparation are permitted for conferences. This includes (but not limited to): Microwaves, skillets, coffee pots, and hot plates. Electric kettles for boiling water are okay.

Do not use ladders. Only paid UW Tacoma Events & Conferences Staff may do so. Please work with the event staff to arrange for use of a ladder if needed.

At this time social distancing is not required for events not serving food.  For events serving food a separate location should be reserved for food service and your setup should allow for distancing while guests are eating as they will be unmasked.  

Occupancy in a space should never exceed the posted maximum occupancy of an event space. Room Occupancy is usually posted either near the entrance or just outside the room.



If an event feels they are at capacity, they should stop admitting individuals into the space. Events can contact Campus Safety to assist with events when occupancy issues arise.

See the Outdoor Pop-Up Tents & Canopies website.

When an event is charging a registration or admission fee, please follow these processes:

• Registered Student Organizations can contact the Center for Student Involvement for assistance.
• Department events: If an event is charging a registration fee it is subject to rental costs and your event should run through Conference Services. Please contact Conference Services for assistance.
• Department Fundraising events should contact Steve Costanti (253-692-4663) in the Office of Advancement to confirm gift budget, etc.

See the Serving Food on Campus website.

No homemade food items or items that require on-site preparation are permitted for conferences. This includes (but not limited to): Microwaves, skillets, coffee pots, and hot plates. Electric kettles for boiling water are okay.

See the Serving Alcohol on Campus website.

The UW Tacoma is a campus with many activities and events occurring at all times, and as such, events must adhere to noise and sound amplification guidelines. This is to ensure activities, especially classes and instruction, are not affected.



Noise and sound amplification are prohibited in spaces near classrooms or adjacent to academic buildings when classes are in-session. Noise and sound amplification are permitted during non-class times and in spaces not near classrooms or academic spaces.



UW Tacoma is subject to the City of Tacoma Noise Ordinance. If you are planning an event involving amplification you should confirm you are within compliance.



City of Tacoma Maximum permissible source sound level in excess of increase in total sound level above the ambient sound level:

See the page for Time, Place, and Manner.

• Use of University of Washington facilities is governed by WAC 478-136.
• Use of University Facilities Guidelines
• Use of University Facilities Procedures

Please be sure your suppliers are aware of the state mandate, as they will be responsible for ensuring their employees are vaccinated prior to arriving on campus.  Additional information is available on the Governor's website.  

To ensure the health and safety of on-site workers and University employees, contractors and vendors working or visiting campus are required to review the University's Contractor COVID Prevention Guidance. This certification is in addition to any previously submitted Covid-19 work plan.  

• Events involving physical activity on and off campus are subject to the completion of Participant Waivers.  For more information and to access a sample waiver please visit the Using Waivers and Forms website from UW Risk Services.
• If you are hosting an off campus event that involves physical activity your event may also be subject to special event insurance.  For more information please contact  UW Risk Services for their requirements.  

Any non-UW activity, event or program held on UW property in which youth (individuals under age 18) are a primary audience must meet University requirements for third party youth programs. UW departments hosting an outside group must register the event in the Youth Program Registration System. Below are links to help facilitate your event if you have youth involved. 

• Requirements of the policy 
• Resource Guide
• Guidance for Virtual Youth Programs