Outdoor venue spaces

Rates for use of UW campus outdoor spaces are on a case-by-case basis. Additionally, any work required prior to or following the event will be billed to the sponsoring organization. See UW Facilities rates for guidance of these charges. Please reach out to the venue operator for pricing and more information. 

Submitting a request

All requests are submitted through the Mazevo reservation website. 

Who can reserve

Registered Student Organizations (RSOs): Student groups that have registered through the HUB Student Activities Office (SAO) and are listed as a Registered Student Organization (RSO) on Husky Link. Students should submit requests using their personal uw.edu email address.

• RSO event planning guide
• RSO event planning presentation

Student Government (ASUW/GPSS): Any ASUW/GPSS entity. Students should submit requests using their ASUW position email address.

UW Departments: Academic or administrative units within the three University of Washington campuses. Looking for space for your UW academic class project? Information tables are available for use for UW class projects. All activities must be pre-approved by the HUB and departmental endorsement may be required. Alternatively, the department holding the class can submit the reservation.

Off-Campus Clients or Personal Events: External organizations or individual UW students/staff/faculty that wish to hold a private event.

Red Square is a public space at the Seattle UW campus and has been the site for a wide variety of events, gatherings and demonstrations. Reservations and Use of University Facilities (UUF) requests for UW affiliated activity on Red Square is managed by UW Facilities.

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. 

Contacts

For general questions about usage and submitting a UUF request, contact Facilities Care Team at (206) 685-1900 or careteam@uw.edu.  For availability and assistance with approval from surrounding buildings, contact UW Facilities Program and Event Coordinator at uwoutsidevenues@uw.edu.

Glitter, confetti, sidewalk chalk or other decorations

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

Pets

Animals are permitted on UW campus providing owners adhere to Washington leash laws at all times.

Rates

Rates for use of Red Square are on a case-by-case basis.  Additionally, any work order requests needed prior to or following the event will be billed to the hosting organization, UW Department or individual. Please see UW Facilities rates for guidance of these charges.

Setups and permits

Applicants are responsible for organizing the event layout or setup as needed. Equipment or other resources are available for use from the  Student Organization Resource center (for Registered Student organizations) or an outside vendor). Food or fire permits may be required for the event or activity. Information on these permits can be found on the  Environmental Health and Safety (EH&S) page.

Tabling / Fundraisers

Providing activity is only a single table set-up with no sound equipment or food services requiring a permit, Registered Student Organizations (RSO) groups are permitted to table just in front of Kane Hall without completing a reservation or UUF. Fundraising permits may be obtained through the HUB Office.

UW affiliated events (fairs, receptions, student run activities, annual events)

Events and activities can be planned in Red Square providing they follow the UW mission and Washington Administrative Code. All outdoor events or activities must complete a use of space reservation and a Use of University Facilities (UUF) request. Because the Red Square is centered in the center of multiple buildings, additional approvals may be needed to assess if there will be any conflict with activities or noise levels in the surrounding buildings.

Concerts

Free concerts may be permitted in Red Square, which requires a space reservation and UUF. It’s recommended that the reservation process be started at a minimum of three (3) months prior to the date of event.

Vehicles on Red Square

UW Facilities and UWPD have instated a policy for several liability and safety reasons that non-university vehicles will not be permitted to drive and park on Red Square for spectator-related type events such as car shows or to facilitate tabling events. Mobile units are allowed following approval from EH&S or UW Dining and all required permits obtained prior to day of event.

5K and other races across campus

5k marathons are permitted on UW Campus. UW Facilities can provide pre-approved 5k routes and guidance for routes requiring special accommodation. Organizations planning 5k’s are to adhere to the following guidelines for routes:

• Participants must stay on sidewalks or designated walking paths and are encouraged to wear visible bib or other reflective clothing.
• Race routes should avoid running directly through foot traffic on Red Square.
• UWPD reviews for larger routes or those what cross intersections outside UW Campus prior to the day of event.
• Volunteer flaggers are encouraged for larger groups to direct participants across intersections on campus to avoid traffic congestion.

The Quadrangle “Quad” is a public space at the Seattle UW campus featuring gothic architecture, brick pathways and green lawns. Reservations and Use of University Facilities (UUF) requests for UW affiliated activity on the Quad is managed by UW Facilities.

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. 

Contacts

For general questions about usage and submitting a UUF request, contact Facilities Care Team at (206) 685-1900 or careteam@uw.edu.  For availability and assistance with approval from surrounding buildings, contact UW Facilities Program and Event Coordinator at uwoutsidevenues@uw.edu.

Glitter, confetti, sidewalk chalk or other decorations

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

Pets

Animals are permitted on UW campus providing owners adhere to Washington leash laws at all times.

Rates

Rates for use of the Quad are on a case-by-case basis. Rates for use of Red Square are on a case-by-case basis.  Additionally, any work order requests needed prior to or following the event will be billed to the hosting organization, UW Department or individual. Please see UW Facilities rates for guidance of these charges.

Setups and permits

Set up should be along the brick paths and not under any tree canopy. No structures or tables may be placed near tree roots. Reservations are encouraged to ensure availability and that no other events are occurring that day.

Applicants are responsible for organizing the event layout or setup as needed. Equipment or other resources are available for use via the  Student Organization Resource center (for Registered Student organizations) or an outside vendor) as well as any food or fire permits required for the event or activity. Information on these permits can be found on the  Environmental Health and Safety (EH&S) page.

Tabling / Fundraisers

Providing activity is only a single table set-up with no sound equipment or food services requiring a permit, Registered Student Organizations (RSO) groups are permitted to table just in front of Kane Hall without completing a reservation or UUF. Fundraising permits may be obtained through the HUB Office.

UW affiliated events (fairs, receptions, student run activities, annual events)

Events can be planned in The Quad providing they follow the UW mission and Washington Administrative Code All outdoor events or activities must complete a use of space reservation which includes a use of University Facilities request. Care of the surrounding Cherry trees must be taken into account. Because the Quad is centered in the center of multiple buildings, additional approvals may be needed to assess if there will be any conflict with activities or noise levels in the surrounding buildings.

Concerts

Free concerts may be permitted in the Quad, which requires a space reservation and UUF. It’s recommended that the reservation process be started at a minimum of three (3) months prior to the date of event.

Vehicles in the Quad

No vehicles are allowed in the Quad other than UW work vehicles.

5K and other races across campus

5k marathons are permitted on UW Campus. UW Facilities can provide pre-approved 5k routes and guidance for routes requiring special accommodation. Organizations planning 5k’s are to adhere to the following guidelines for routes:

• Participants must stay on sidewalks or designated walking paths and are encouraged to wear visible bib or other reflective clothing.
• Race routes should avoid running directly through foot traffic on Red Square.
• UWPD reviews for larger routes or those what cross intersections outside UW Campus prior to the day of event.
• Volunteer flaggers are encouraged for larger groups to direct participants across intersections on campus to avoid traffic congestion.