What’s needed to schedule an external event?
To ensure that an event is not taking away from the mission of the university, any event that falls under these categories must have a UW Bothell sponsor:
- A non-university group or individual wanting to hold an event in a UWB facility
- A private or commercial group wanting to sponsor or be involved in an event at UWB
- Events held by UWB staff, faculty, or students wanting to hold an event independent of any department, academic unit, or student group
- Partisan political events
- Outdoor events with amplification
Although it is the external patron's responsibility to obtain a UW Bothell sponsor, the Program Manager can assist you in identifying potential sponsors on campus for your event.
It is the sponsor's responsibility to review the content of the event, the qualifications of those conducting the event, the manner of the presentation, and on behalf of their department agree that an event is consistent with the Use of University Facilities policy.
Once sponsorship has been obtained, the Program Manager will send the request to the UUF committee for final approval. Upon their approval, the request can be filled and the contract process is able to begin.
We will create a contract that includes all of the details and costs for your event
A copy of your insurance in the amount of one million dollars/occurrence is needed; most companies/organizations already have this; individuals often look to their housing insurance to obtain this
This is requested for all rentals and the amount is determined based on the actual space and the length of the rental. The deposit is due at the time the contract is signed.
Checks are the preferred method of payment; payment may be requested in one lump sum or broken into two payments depending on the amount of lead time prior to the event. All payments are due no later than one month prior to the event.
There is a cost to park on campus 24/7; parking costs can be included in your contract for your participants, or paid for individually at the various parking pay stations on campus (M-F, 0-3.5 hours $5/vehicle; M-F more than 3.5 hours $8/vehicle; SAT & SUN $5/vehicle/day). You'll need to know your license plate number when you go to the pay station, and In/Out privileges are now part of the parking experience at UW Bothell no matter how payment is handled.
Any installed equipment is included in the room rental rate; additional equipment or staffing needs can be handled through UW Bothell, through at outside contractor that you employ, or by bringing your own equipment with you. These options must each stand-alone without mixing up the resources. A cost estimate can be provided by UW Bothell.
*availability regulated by academic needs