{"id":20788,"date":"2023-03-31T20:05:28","date_gmt":"2023-03-31T20:05:28","guid":{"rendered":"https:\/\/www.uwb.edu\/facilities\/?page_id=20788"},"modified":"2026-08-11T18:04:17","modified_gmt":"2026-08-11T18:04:17","slug":"rate-structure","status":"publish","type":"page","link":"https:\/\/www.uwb.edu\/facilities\/space-reservations\/rate-structure","title":{"rendered":"Rates &amp; information"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Event rate structure<\/h2>\n\n\n\n<figure class=\"wp-block-table alignfull\"><table><thead><tr><th>Tier<\/th><th>Customer<\/th><th>Event type<\/th><th>Cost model<\/th><th>Cost method<\/th><th>Examples<\/th><th>Food\/Catering<\/th><th>Set up\/Event Equipment<\/th><th>Average event cost<\/th><\/tr><\/thead><tbody><tr><th>1<\/th><td>Staff, faculty, students<\/td><td>Post event check and clean only; no specialized set-up; space will be used as is.<\/td><td>No charge<\/td><td>Central budget<\/td><td>Departmental or club meeting; simple events<\/td><td>No catered food (box lunches, coffee\/tea bar, buffet, catered refreshments)<\/td><td>No set up &#8211; rearrangement of tables and chairs or adding event equipment<\/td><td>No charge<\/td><\/tr><tr><th>2<\/th><td>Faculty<\/td><td>Event associated with syllabus-based course. The event is specific.<\/td><td>No charge<\/td><td>Central budget<\/td><td>Poster sessions, final presentations, art display, performances, academic enrichment activities<\/td><td>No catered food (box lunches, coffee\/tea bar, buffet, catered refreshments)<\/td><td>Event set up may be requested at no additional cost<\/td><td>No charge<\/td><\/tr><tr><th>3<\/th><td>Staff, faculty, students<\/td><td>Event requiring specialized set-up (including catering clean up)<\/td><td>Facilities setup costs, IT consulting, and additional fees (if applicable)<\/td><td>Departmental budget<\/td><td>North Creek events, W Day, 5k, Welcome Week, tabling outside of tabling locations<\/td><td>Catered food, light refreshments, box lunches, coffee\/tea bar, alcohol service, buffet set up<\/td><td>Event set up may be requested with direct labor costs<\/td><td>$123.84*<\/td><\/tr><tr><th>4<\/th><td>Staff, faculty<\/td><td>Events hosted in partnership with UWB departments; sponsored events\/conferences<\/td><td>Facilities setup costs, IT consulting, $100 admin fee, and additional fees (if applicable)<\/td><td>Departmental budget<\/td><td>Professional conferences and events<\/td><td>Catered food, light refreshments, box lunches, coffee\/tea bar, alcohol service, buffet set up<\/td><td>Event set up may be requested with direct labor costs<\/td><td>$151.04*<\/td><\/tr><tr><th>5<\/th><td>External customers<\/td><td>Events held via contract with external customers<\/td><td>Space rental rates + additional service fees (if applicable)<\/td><td>Contract &amp; billing<\/td><td>Summer camps, meetings, conferences, events<\/td><td>Catered food, light refreshments, box lunches, coffee\/tea bar, alcohol service, buffet set up<\/td><td>Event set up may be requested with direct labor costs<\/td><td><a href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/external-event-rentals\/facility-rental-rates-with-it\">Rate structure in place<\/a><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><em>*Estimated costs are subject to change based on the scope of work required.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Event Classification<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Internal Event (Tier 1 \u2013 3)<\/h3>\n\n\n\n<p>Under this classification, the event is fulfilling <a href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/facilities-policy\">the mission of the university<\/a> for a class or programmatic purpose. It is also departmental\/club meetings that meet the following criteria:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Managed by UW Bothell school or department<\/li>\n\n\n\n<li>Direct costs (if any) will be paid for by the central budget (Tier 1 \u2013 2) or by the school\/department (Tier 3).<\/li>\n<\/ul>\n\n\n\n<p>Note: Tier 3 events are charged via worktags by the associated school\/department.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Internal Event (Tier 2)<\/h3>\n\n\n\n<p>Tier 2 events support the <a href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/facilities-policy\">university&#8217;s mission<\/a> by directly contributing to academic instruction or programmatic goals. These events are connected to a specific course and may include enrichment activities such as (but not limited to) poster sessions, art displays, performances, or guest speaker presentations.<\/p>\n\n\n\n<p>To qualify as a Tier 2 event, all the following criteria must be met at all times:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The reservation is submitted by a faculty member, or by a staff member on behalf of a faculty member.\n<ul class=\"wp-block-list\">\n<li>The faculty member serves as the main point of contact for the event.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>The event is directly connected to a course offered at UW Bothell.<\/li>\n\n\n\n<li>The event is not a fundraiser and does not generate monetary benefit.<\/li>\n\n\n\n<li>The event is intended to academically enrich UW Bothell students.<\/li>\n<\/ul>\n\n\n\n<p>Note: If any of these criteria are not met, the event will be reclassified as a Tier 3, 4, or 5 event.<\/p>\n\n\n\n<p>Tier 2 events are subject to case-by-case determination by the Office of Event and Conference Services.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Sponsored Event\/Conference (Tier 4)<\/h3>\n\n\n\n<p>Directly and substantially related to the <a href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/facilities-policy\">mission of the University<\/a>, while working with an outside organization or external group. All sponsored events\/conferences <strong>must be approved for UUF<\/strong> by the Dean\/Director or Vice Chancellor of the sponsoring unit via <a href=\"https:\/\/na2.docusign.net\/Member\/PowerFormSigning.aspx?PowerFormId=3b05fbc4-8c87-49be-9469-2f5b785f4a74&amp;env=na2&amp;acct=19130923-22c0-480f-ab95-c8a67510a7f7&amp;v=2\">DocuSign<\/a>. Tier 4 events are required to sign the <a href=\"https:\/\/na2.docusign.net\/Member\/PowerFormSigning.aspx?PowerFormId=6c6d9226-df09-4cce-a846-d8c6e5eb95ce&amp;env=na2&amp;acct=19130923-22c0-480f-ab95-c8a67510a7f7&amp;v=2\"><strong><em>Space Use Agreement &amp; Acknowledgement \u2013 Tier 4 Event<\/em><\/strong> document<\/a> via DocuSign.<\/p>\n\n\n\n<p>Some qualities of a sponsored event or conference include, but are not limited to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A partnership between UW Bothell faculty and\/or staff and an external organization or group<\/li>\n\n\n\n<li>Attendance that includes both the UW Bothell community and members of the general public<\/li>\n\n\n\n<li>The requesting faculty or staff member is a current member of the sponsoring organization.<\/li>\n<\/ul>\n\n\n\n<p>To maintain status as a sponsored event or conference, the following criteria must be met at all times:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A UW Bothell representative (staff\/faculty) must request space through 25Live and identify all partnering organizations and who the intended audience is.<\/li>\n\n\n\n<li>A UW Bothell representative (staff\/faculty) must serve as the primary contact\/planner for all event-related details and they must be present at the event.<\/li>\n\n\n\n<li>The sponsoring UW Bothell school\/department will be billed direct costs for labor with associated worktags. (Not payable through check\/contract.) An additional $100 admin fee will be included in the final costs for the event.<\/li>\n\n\n\n<li>The UW Bothell representative must sign an agreement outlining the roles and responsibilities of the event organizer and acknowledging the consequences if any expectations are not met or if any part of the agreement is violated.<\/li>\n<\/ul>\n\n\n\n<p>Note: Requests from UW Seattle and UW Tacoma are automatically classified as Tier 4 events\/conferences and are not required to sign the Tier 4 Agreement.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">External Event\/Conference (Tier 5)<\/h3>\n\n\n\n<p>For UW Bothell departments, it&#8217;s an event that indirectly relates to the mission of the University. For organizations outside UW (Bothell\/Seattle\/Tacoma), it&#8217;s an event presented for the benefit of the entity&#8217;s constituents.<\/p>\n\n\n\n<p><strong>External events\/conferences are subject to the following:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Managed by UW Bothell Event &amp; Conference Services<\/li>\n\n\n\n<li><a href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/external-event-rentals\/facility-rental-rates-with-it\">Room rental rates<\/a><\/li>\n\n\n\n<li>Additional service fees if applicable<\/li>\n<\/ul>\n\n\n\n<p>More information about external event\/conferences can be found on the website: <a href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/external-event-rentals\">External Event Reservations &#8211; Facilities Services &amp; Campus Operations<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Additional Service Fees<\/h2>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Fee Type<\/th><th>Cost<\/th><th>Purpose<\/th><th>Associated Tier\/s<\/th><\/tr><\/thead><tbody><tr><td>Admin Fee<\/td><td>$100<\/td><td>One-time fee per event or series of events.<\/td><td>Tier 4<\/td><\/tr><tr><td>Cancellation Fee<\/td><td>Varies<\/td><td>This is for events that have work orders created and associated with it.<br><br>Event cancelled less than 4-weeks out: $50 fee<br><br>Event cancelled less than 2-weeks out: 50% of estimated event costs or $50 fee (whichever is greater)<br><br>Event cancelled less than 48-hours out: 100% of estimated event costs or $50 fee (whichever is greater)<br><br>If a work order has NOT been created for the event, the cancellation fee does not apply.<\/td><td>All tiers<br><br><em>**Tier 5 \u2013 stated in the contract<\/em><\/td><\/tr><tr><td>Rush Fee<\/td><td>$50<\/td><td>Any last-minute requests for events in less than 2 weeks out of the event date. This includes, but is not limited to: new event request on 25Live that involves setup\/catering or a need to create a work order, use of NCEC\/Plaza, tabling event set ups, events that require UUF approval, change of scope for the event, etc.<\/td><td>Tiers 3 \u2013 4<\/td><\/tr><tr><td>Change Fee<\/td><td>$50<\/td><td>Any changes to the event in less than 48 hours to the day of event. This includes, but is not limited to: layout changes, location changes, adding rooms, work order changes, etc.<\/td><td>Tiers 3 \u2013 4<\/td><\/tr><tr><td>Early Access Charges \u2013 work order related cost<\/td><td>$50*<\/td><td>Estimated costs for scheduling HVAC and lights for early access. (0.50 labor hours for Maintenance Mechanic II \u2013 refer to <a href=\"https:\/\/www.uwb.edu\/facilities\/billable-rate-schedule\">billable rate table<\/a>)<\/td><td>Tiers 1 \u2013 4<br><br><em>**Tier 5 \u2013 included in the contract<\/em><\/td><\/tr><tr><td>Delivery Fee (Mailroom \u2013 Event Location)<\/td><td>$100<\/td><td>Flat starting fee for delivery of materials and supplies from the Mailroom\/Warehouse to the event location, including return transport after the event. Additional charges may apply based on delivery requirements.<\/td><td>Tiers 1 \u2013 4<br><br><em>**Tier 5 \u2013 included in the contract<\/em><\/td><\/tr><tr><td>Check and clean \u2013 work order related cost<\/td><td>$50*<\/td><td>Required for every event that involves catering, use of craft materials, additional setup, etc. in each space\/room. The cost varies depending on the number of labor hours needed to clean the space. Refer to <a href=\"https:\/\/www.uwb.edu\/facilities\/billable-rate-schedule\">billable rate table<\/a> for Movesetup Custodian Lead rates.<\/td><td>Tiers 3 \u2013 4<br><br><em>**Tier 5 \u2013 included in the contract<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><em>*Estimated costs are subject to change based on the scope of work required.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Event rate structure Tier Customer Event type Cost model Cost method Examples Food\/Catering Set up\/Event Equipment Average event cost 1 Staff, faculty, students Post event check and clean only; no specialized set-up; space will be used as is. No charge Central budget Departmental or club meeting; simple events No catered food (box lunches, coffee\/tea bar,&#8230;<\/p>\n","protected":false},"author":206,"featured_media":0,"parent":16996,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_is_archived":false,"_archived_contact_email":"","footnotes":"[]"},"class_list":["post-20788","page","type-page","status-publish","hentry"],"acf":{"related_links":{"toggle_visibility":false,"link_1":{"title":"FSCO SharePoint","url":"https:\/\/uwnetid.sharepoint.com\/sites\/uwbfsco\/SitePages\/Homepage.aspx","target":""},"link_2":"","link_3":"","link_4":"","link_5":""},"highlight_box":{"toggle_visibility":false,"title":"","content":"","button":"","button_style":"angled-purple-button","button_screen_reader_text":""},"contact_type_1":{"toggle_visibility":true,"contact_title":"Events &amp; Conference Services","email":"uwbecs@uw.edu","phone":"(206) 352-3556","box":"Box 358575","address_line_1":"18115 Campus Way NE","address_line_2":"Bothell, WA 98011-8246","location":""},"contact_type_2":{"toggle_visibility":false,"contact_title":"","email":"","phone":"","box":"","address_line_1":"","address_line_2":"","location":""},"social_media":{"toggle_visibility":false,"facebook_url":"","instagram_url":"","linkedin_url":"","twitter_url":"","youtube_url":""},"blog_archive_sidebar_visibility":false},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Rates &amp; information - Facilities Services &amp; Campus Operations<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.uwb.edu\/facilities\/space-reservations\/rate-structure\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Rates &amp; information - Facilities Services &amp; Campus Operations\" \/>\n<meta property=\"og:description\" content=\"Event rate structure Tier Customer Event type Cost model Cost method Examples Food\/Catering Set up\/Event Equipment Average event cost 1 Staff, faculty, students Post event check and clean only; no specialized set-up; space will be used as is. 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