External Event Reservations
Do you need to rent a classroom, auditorium, or event space for a meeting, conference, special event on campus? UW Bothell has a variety of rooms to meet your needs.
Co-located with Cascadia College in the downtown area of Bothell, WA, the campus enjoys a diverse ecological environment including wetlands, along with both historic buildings and state of the art facilities. The campus is about 30 minutes from the Seattle-Tacoma International Airport, at the juncture of I-405 and HWY 522.
Availability
Classrooms can be reserved one quarter at a time; North Creek Event Center can be reserved up to one year in advance to your event.
Priorities
- First priority is given to UW Bothell academic classes.
- Second priority goes to internal and external events, on a first come, first serve basis.
Facility Rental Rates
Classroom rental rates are based on the size of the space and the length of time needed for your event. These rates include room set-up, cleaning and tear down, along with the use of all installed IT equipment in the classroom. Visit the Office of the Registrar’s list of available classrooms to find out more information about classrooms.
North Creek Event Center has hourly rates, maximum rates, and minimum time parameters for rentals. These rates include set-up, clean-up, tear down and use of the following IT equipment:
- Projector and Screen
- 2 – 4 audio speakers
- Up to 4 wireless microphones
- Portable podium with microphone
- Event Laptop
Learn more about external rental rates.
What is needed to schedule an external event?
- Campus Sponsorship – Sponsorship is required to ensure that the use of university facilities aligns with the University’s mission. The Office of Event & Conference Services coordinates and processes sponsorship requests for the external client. For more information about the Use of University Facilities policy, please visit our website.
- Liability Insurance – A copy of your insurance in the amount of $1,000,000/occurrence ($2,000,000 for events involving minors) is needed; most companies/organizations already have this; individuals often look to their housing insurance to obtain this.
- Payment – 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. Complete payment is due no later than one month prior to the event.
- Parking – Parking on campus is available 24/7 for a fee. You may choose to include parking costs in your contract for participants or have individuals pay separately. Daily parking can be paid using the PayByPhone app (debit/credit) or at campus pay stations (cash or debit/credit). Current rates are available on the Commuter Services Rates webpage. Please have your license plate number ready when paying at a station. In/out privileges are now included with all parking, regardless of the payment method, at UW Bothell.
- IT/media – Any installed equipment is included in the room rental rate. If additional equipment or staffing needs exist, these can be handled through UW Bothell, through an 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
Learn more about sponsorship, use of university facilities (UUF), and the contract process.
Emergencies
If there is a campus emergency or closure, the UW Bothell Event Coordinator will contact your designated event contact with details on what needs to happen. In case of an emergency, please contact Campus Safety at 425-352-5359, or, if needed, 911 directly.
Evacuation Plan
In the case of an emergency, please review the UW Bothell Evacuation Map – page 4 of the Campus Map – and know where to go if you need to evacuate a building for a drill or emergency.
Event Advertising
Rental of UW Bothell facilities to any non-university organization or individual is conditioned on the user’s agreement to include a statement of UW Bothell’s non-endorsement of the user and the user’s event or activities in all communications, advertisements, or any other printed, electronic, web-based, or broadcast/telecast information related to the event or activities on or in UW Bothell facilities. All non-endorsement language must be preapproved by the Chair of UW Bothell’s Use of University Facilities Committee (UUF Committee). The UUF Committee Chair may determine the content, size of print, and placement of non-endorsement language.
A copy of the proposed non-endorsement language must be submitted to Office of Event & Conference Services (uwbecs@uw.edu) at least one month prior to the event. Note that, as indicated above, no event communications, advertising, marketing, etc., may be published prior to the UUF Committee Chair’s approval.
Office of Event & Conference Services will present the proposed non-endorsement language to the UUF Committee Chair for review and comments. Upon completion of the review process, the Office of Event & Conference Services will share the review with the user, including any required changes to the content, formatting, or placement of the language.
Non-compliance with this condition constitutes a violation of UW Bothell’s regulations, WAC 478-136-030(5), and may result in immediate cancellation of the rental contract.
In addition to the foregoing, users must comply with UW Bothell’s policy on the posting, distributing, or disseminating of materials such as flyers or posters.