UUF Sponsorship
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-UWB group/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.
Although it is the external patron’s responsibility to obtain a UW Bothell sponsor, UW Bothell Events and Conference Services 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.
UUF Committee
Once sponsorship is determined, the event patron must submit the UUF Form via DocuSign. The form is sent to the UW Bothell Sponsor, UW Bothell Events and Conference Services, and the UUF Committee. Upon the UUF Committee’s approval, the contract process is able to begin.
Contract process
We will create a contract that includes all of the details and costs for your event.
- Liability insurance – A copy of your insurance in the amount of one million dollars/occurrence (2 million for events involving minors) is needed; most companies/organizations already have this; individuals often look to their housing insurance to obtain this.
- Deposit – 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.
- 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 – 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. Daily parking can be paid using the Pay By Phone app with debit/credit cards or at pay stations with cash or debit/credit cards. Parking Rates are listed on Commuter Services’ Rates webpage. 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.
- 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
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 UW Bothell Events and 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.
UW Bothell Events and Conference Services will present the proposed non-endorsement language to the UUF Committee Chair for review and comments. Upon completion of the review process, UW Bothell Events and 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.