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To ensure the safety of students, faculty, staff, and guests, as well as to promote proper use of UW Tacoma spaces and facilities, various policies are set for events and meetings hosted on campus. All space reservations on-campus are held to these policies and are subject to enforcement.

During the Covid-19 pandemic UW Tacoma event policies are in compliance with EH&S Prevention Guidelines for In-Person Events.  

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Accessibility & ADA

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.

Animals
Animals and pets inside University facilities and on University property are subject to WAC 478-128-030. Per this policy, animals at events, with the exception of "service animals" and "service animals in-training," are not permitted inside University facilities. Thus, events wishing to include animals must be hosted outdoors.
Blood Drives
Blood mobiles should now work with the City of Tacoma to reserve parking stalls on Jefferson Avenue near the metal W Tacoma.  For more details and to work with the City of Tacoma Special Events office please visit: https://www.cityoftacoma.org/government/city_departments/tacoma_venues___events/special_event_and_film_permits
 
Blood drives interested in hosting onsite in a UW Tacoma facility should work with Conference Services.  
Cash & Money Handling

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.



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.

Commercial Activities
Per WAC 478-136-030: University facilities may not be used for private or commercial purposes such as sales, advertising, or promotional activities unless such activities serve an educational purpose, as determined by the appropriate chair of the committee on the use of university facilities.
Custodial

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.

Demonstration Guidelines
Drones

Please refer to the

Event Management Safety Agreement
Events may be subject to the completion of an Event Management Safety Agreement. See the Event Management Safety Agreement website for more information and to download the form.
Exits and Fire Lanes
  • 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)
Facilities (Electrical, Water Connections, etc.)

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.

Fire Pits & Bonfires
Furniture
  • Tables & Chairs: Do not set up, store, remove from storage, or breakdown tables and chairs. Only paid UW Tacoma Event Staff may do so. No personal tables or chairs should be used on campus for any reason.
  • Room Arrangements: Tables and chairs may only be shifted within the space reserved for the event. If an event space is rearranged, it must be restored to its original configuration within the amount of time reserved for the event.
  • Furniture needs to be clear of all exits at all times.
  • Furniture cannot block ADA access to campus pathways
  • TPS Ground Floor Lobby: Furniture needs to remain in its original configuration.
  • Atriums/Lobbies: Tables and chairs need to remain where the campus setup staff places them.
Grills & BBQs

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

Please refer to the

Ladders

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

Incident Reporting
For reporting of a COVID exposure: https://www.ehs.washington.edu/covid-19-prevention-and-response/covid-19-case-response
 
For reporting something related to an event please use the Event Incident Reporting Form: https://www.tacoma.uw.edu/uuf/event-incident-report
Insurance
  • Typically events hosted by UW Tacoma entities at UW Tacoma do not require event insurance.  If you are unsure if your on-campus event should have event insurance please contact UW Risk Services for their requirements.
  • 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.  
  • Outside entities renting space at UW Tacoma are subject to insurance requirements and they should work with Conference Services for more information on these requirements.  
Non-UW Tacoma Guests
  • UW Tacoma entities hosting events that are open to non-UW Tacoma guests should include this in your space request and/or notify Campus Safety and Security.  
  • Non-UW Tacoma guests are required to abide by the event policies and procedures set forth for the UW Tacoma campus.  
  • There are different food service requirements when your event is open to non-UW Tacoma guests.  
  • Non-UW Tacoma guests are required to complete participant waivers when physical activity is present at an event.  
Occupancy

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.

Outdoor Pop-Up Tents & Canopies
Physical Activity
  • 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.  
Registration Fees

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.
Security

If your event meets one of the following criteria you are required to schedule a security officer for your event:

  • Over 250 attendees
  • Outside building hours
  • Serving alcohol
  • Cash changing hands
  • Controversial/political in nature
Serving Food
Serving Alcohol

See the Serving Alcohol on Campus website.

Sound Amplification & Noise

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:

  Outdoors Indoors
7 a.m. - 10 p.m. 10 dBA 6 dBC
10 p.m. - 7 a.m. 5 dBA 3 dBC
Time, Place, and Manner

See the page for Time, Place, and Manner.

Use of UW Facilities
Vendors

As of October 18, 2021, any supplier who will be on campus must attest to having received the COVID-19 vaccination.  This includes all deliveries, installs, repairs, construction, etc.  This includes caterers and rental companies.

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.  

Waivers
  • 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.  
Youth Programs

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.