ARC Event Policies

To ensure safety of students, faculty, staff, and guests, as well as to promote proper use of ARC spaces and facilities, policies, procedures, and guidelines were set for events and meetings hosted at the ARC and Sports Complex. All space reservations for the ARC and Sports Complex are held to these policies, procedures, and guidelines and are subject to enforcement.

Please visit the Reservation Timeline page for more information about when requests for the ARC meeting rooms and Overlook can be submitted.

Policies

Policies

Alcohol policy

Per the WAC 478-136-041, events at which alcohol is to be possessed, sold, served, or consumed must be approved by the appropriate committee chair for the committee on the use of university facilities and an application to the chair must be accompanied by a request for written authorization.

Refer to the Serving alcohol section for guidance on how to obtain approval to serve alcohol at your event.

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.

Commercial activities

Per WAC 478-136-030 (4): 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.

Filming & Photography

  • Candid, snapshot photography and filming for personal use is allowed on the ARC first floor and Overlook as long as it does not disrupt other ARC patrons or interfere with the course of normal building operations.
  • Organized, posed group, or individual photography or videography involving professional equipment is permitted with prior approval from the ARC Director, Rebecca Kimble.
  • Event organizers wishing to photograph or film inside their reserved space and for their own personal use is permitted without approval but signage is required to indicate that filming and photography is occuring at the event.
  • Photography, filming and video calls are NOT allowed in restrooms or in the ARC fitness Center.
  • In order to use images, video, or voice recordings for marketing or promotional purposes, you must obtain a UWB and/or Cascadia College personal release from the subject.

Glitter, Confetti & Sprinkle Decorations

The use of non-biodegradable glitter, confetti, mylar cutouts, or sprinkle-type decorations is strictly prohibited in all event spaces and classrooms. These materials are difficult to clean and pose environmental and facility maintenance concerns. Violations will result in additional cleaning fees.

Posting policy

The ARC is committed to freedom of expression and a safe and well-maintained campus environment. To balance both interests, a policy on the use of facilities for publicity and communication is appropriate. The posting, distributing, or disseminating of materials (e.g. flyers, posters, table tents, banners, handbills) that advertise, publicize, or otherwise provide notice of classes, activities, events, or information consistent with and supportive of the teaching, research, and core mission of the UW-Bothell and Cascadia College are subject to the guidelines and posting areas found in the Use of Facilities for Publicity (Posting Policy) and Department Policies | Cascadia College.

Restricted areas

  • Placement of signage is prohibited from interfering with access to automatic door openers. See APPENDIX A for restricted areas.
  • Posting is prohibited in classrooms, restrooms, elevators, and on or near permanent or fixed signage.
  • Materials may not be placed on or against, attached to, or written on any structure or natural feature of the campus such as, but not limited to, doors, exterior facades of buildings, glass, painted surfaces, surfaces of walkways or roads, outdoor sign or lamp posts, waste receptacles, trees, landscape or stakes.

Additional information

Posting requests for the UWB/CC Campus Library building (LB1 and LB2) should be directed to the Circulation Desk at 425-352-5340 or to Library Administration at 425-352-5258 and emailed to uwblibad@uw.edu.

Posting requests for Cascadia College building (CC) and North Garage visit their website.

Questions regarding UW Bothell Administrative Policies should be directed to thgrant@uw.edu or 425-352-5404.

Use of University Facilities (UUF)

University of Washington Bothell (UWB) facilities support its mission of teaching, research, and public service. The Use of University Facilities (UUF) policy prioritizes educational use, including instruction, research, student activities, and related events. Facility use must align with its intended purpose and may be subject to time, place, and manner restrictions.

When UUF approval is required:

  • A non-UWB group or individual intends to hold a function at a UWB facility.
  • A private or commercial organization wishes to sponsor or be involved with an activity at a UWB facility.
  • A university community member intends to hold a function at a UWB facility that is open to the general public or invited off-campus guests.
  • A University of Washington Bothell community member (current student, staff, or faculty) intends to hold a function (independent of any student group, department or administrative unit) at a UWB facility.
  • An organization would like to hold a partisan political activity at a UWB facility.
  • Outdoor events with amplification.
  • A university community member intends to use the airspace over the campus for airborne vehicles such as fixed wing drones, rotary drones, and model aircraft.

For more information about the Use of University Facilities, please visit this webpage about UUF.

Use of Unmanned Aircraft Systems (Drone) Policy

This policy is established to ensure compliance with all applicable laws, reduce safety risks, and protect the security and privacy of members of the campus community. It primarily addresses Federal Aviation Administration (FAA) guidelines and requirements that promote the safe and responsible use of unmanned aircraft. This policy applies to all faculty, staff, students, contractors, vendors, volunteers, and members of the general public who are present on University of Washington Bothell (UW Bothell) campus property or at any off-site location owned by the University.

For more information about the drone policy, please visit the Use of Unmanned Aircraft Systems (Drone) Policy page.

Youth on campus

Administrative Policy Statement 10.13 Requirements for University and Third Party Led Youth Programs protects the well-being of youth (i.e., individuals under age 18) involved in UW Bothell programs, activities, events, and research, and safeguards them against harm. It is everyone’s responsibility to protect youth from harm. Those who have interactions with youth as part of their UW Bothell duties must follow the specific requirements specified on the Office of Youth Protection Coordinator’s website.

Please refer to our UW Bothell Campus Policy about Children on Campus.

If your program involves youth or minors (under the age of 18), please register your program through the UW Youth Program Registration System (YPRS).

If you have any questions, please feel free to contact the Office of the Youth Protection Coordinator at (206) 616-5706 and their email is at uwminors@uw.edu.

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