UUF Approval for RSOs/ASUW/GPSS Events

Use of University Facilities approval for these events is required when:

  • A private or commercial organization wishes to sponsor or be involved with an activity at a University facility.
  • A university community member intends to hold a function at a UW facility that is open to the general public or invited off-campus guests.
  • A University of Washington-Seattle community member (current student, staff, or faculty) intends to hold a function (independent of any student group, department or administrative unit) at a UW facility.
  • An organization would like to hold a partisan political activity at a UW facility
  • All outdoors events with amplification. (Note – amplification includes small bluetooth speakers)
  • All outdoors events in areas managed by UW Office of Facilities Services. (Note – outdoor tabling with a single table and without amplification does not constitute an event).
  • At the venue operator’s discretion.

SAO Sponsorship Guidelines

Under certain circumstances, RSOs/ASUW/GPSS may receive UUF sponsorship from SAO for activities and events that are advertised and open to the general public and meet other UUF criteria. Sponsorships will be considered by SAO in accordance with the following guidelines:

  • RSOs and student governments must solely be responsible for the proposed activities.
  • There must be a demonstrated student interest in and support for each proposed activities. Support by students may be measured by the commitment of their financial resources, their participation in its planning and production, the degree to which on-campus advertising is emphasized, and the sale of tickets to students in advance of any sale to others.
  • Additional consideration may be given to the past record of a group who has conducted similar events, including the number of ticket sales to students.
  • Public attendance at events and the revenues derived there from are to be incidental to their conduct and funding, and must not be regarded as offsetting or obscuring the absence of support by University students.
  • Proposed activities must be planned with the assistance of an adviser in the Student Activities Office and comply with all relevant state and University policies and procedures including, but not limited to, those of health, safety, risk management, security and financial considerations. The collection and disbursement of revenues must adhere to state and University control procedures.
  • Consistent with established rental and other fee schedules, the University must be reimbursed fully for the cost of its participation in each event.

UUF Request Process for RSOs/ASUW/GPSS

  1. Student: Meet with assigned SAO Adviser to review event, UUF requirements, and SAO sponsorship
  2. Student: Secure facility reservation/confirmation before submitting a UUF request
  3. Student: Complete and submit the online Request for UUF Approval form – at least 3 weeks prior to the event.
  4. Select SAO as the UUF Sponsor: Select these options when completing the UUF Request Form:
    QUESTION: UW Affiliation & Sponsorship – SELECT: RSO / ASUW / GPSS
    QUESTION: Would you like SAO to be the sponsor… – SELECT: Yes
    QUESTION: Select your assigned SAO Adviser – CHOOSE: [Pick your SAO adviser]

UUF Approval Process for RSOs/ASUW/GPSS

  1. Student Applicant: Submits online UUF request
  2. Sponsor: Reviews request. May approve or deny the request.
  3. Venue Operator: Reviews request. May approve or deny the request.
  4. UUF Committee/Chair: Reviews request. May approve or deny the request.
  5. Student Applicant: Receives step-by-step notifications as the request is reviewed and processed with approval, denial or modification status

Policy References

Policy Owner

Office of Special Programs
UW Box 352230
WA 98195-1241
206-543-9233
sprogram@uw.edu