The Alcohol Service Request (ASR) is the online form users submit via this website in order to determine the type of license or permit necessary to provide alcohol at an event. The form was previously known as the Banquet Permit request form.
However, because not all events require a state banquet permit, the Office of Special Programs now refers to this process as the ‘Alcohol Service Request’ to more accurately represent the nature of the request.
Unfortunately our office cannot guarantee that a UUF or Alcohol Service Request will be processed before the event date. We suggest that applicants directly contact the University sponsor and venue operator to inform them of the pending request. This may help expedite the approval process.
A UW facility is defined as an on-campus space or an off-site location that is owned by the University of Washington. Space leased by the University in an off-campus building does not qualify as a University facility.
This means that if an event is to be held in a space leased by the university, there is no need to submit a UUF or Alcohol Service Request. Also, there is no need to submit a UUF or Alcohol Service Request for a personal residence, church or any other facility not owned by the university.
Please review each of the following items first.
Otherwise, please email Office of Special Programs with the official name of the building, UW abbreviation, room number, venue operator name and UW email address.
We standardized some venue locations to correspond with their official building location, campus map abbreviation, or grouped them in ways to facilitate processing the new UUF and Alcohol Service form. Please review the following changes:
Events that occur in buildings that are not owned by the University of Washington do not require review by the Office of Special Programs. Here is a list of some, but not all, buildings that DO NOT require OSP/UUFC review.
To get clarification about other venues, please email Office of Special Programs.
The UUF request itself is submitted online. The review and approval process is a step-by-step process that includes the UUF sponsor, Venue Operator, and Special Programs coordinator. Our office asks that the request be submitted AT LEAST three (3) weeks prior to event date. Please note that the venue operator may require this form be submitted at an earlier time. Please contact the venue operator directly to determine what their requirements are.
Yes, multiple event dates and locations can be indicated in one UUF request. Click on ‘Add Location’ to enter the details for the event location.
Please include a detailed timeline of activities that will be taking place at the event. Any information that is provided here is helpful and will streamline the approval process.
No. The Office of Special Programs allows applicants to cancel their own UUF request when it is determined a UUF is not actually needed or an event will be cancelled. If a UUF is mistakenly cancelled by the applicant, OSP will direct the applicant to submit a new UUF request.
Sponsorship of an event by any UW-Seattle academic or administrative unit ensures that the University of Washington “facilities are reserved primarily for education use including, but not limited to, instruction, research, public assembly, student activities, and recreational activities related to educational use,” in accordance with WAC 478-136-010.
According to WAC 478-136-015 a UUF sponsor must fit within the following definition:
“The individual who provides preliminary approval must either have the authority to act on behalf of their academic or administrative unit, or obtain that authority in the form of written delegation from the person who has it.”
STUDENTS CANNOT BE LISTED AS A SPONSOR
SAO ADVISORS CANNOT BE LISTED AS A SPONSOR
UW-BOTHELL OR UW-TACOMA STAFF CANNOT BE LISTED AS A SPONSOR
It is the applicant’s responsibility to reach out to UW-Seattle departments or administrative units believed to be related to the event. It is important that both the applicant and university sponsor understand that UUF sponsorship does not entail any financial support.
Because there is such a large number of potential sponsors on campus, the Office of Special Programs does not maintain a list of sponsors on file.
STUDENTS CANNOT BE LISTED AS A SPONSOR
Student Organizations & Government must choose RSO/ASUW/GPSS as their affiliation.
Option 1. The Student Activities Office (SAO) often serves as UUF sponsor for student organization or student government events. The applicant may choose SAO sponsorship on the UUF application. In this case, the UUF request will automatically be forwarded to Rene Singleton, Associate Director of Student Activities, to review the UUF request for sponsorship.
Option 2. Student organizations, however, may choose an alternate UUF sponsor. It is the applicant’s responsibility to reach out and secure sponsorship. In this case, the applicant will need to provide the name and UW email of the alternate UUF sponsor on the application.
STUDENTS CANNOT BE LISTED AS A SPONSOR
SAO ADVISORS CANNOT BE LISTED AS A SPONSOR
The University’s catering company is Bay Laurel (206-685-2051). A list of the University’s preferred caterers are listed here. Please contact the venue directly to inquire about using an alternate catering method.
Please refer to the Alcohol Services Request page for more information about this topic.
Please contact the venue operator for assistance in understanding the policies for serving food in their facility. Additionally, UW Environmental Health & Safety can provide policy and safety information for selling or serving food on campus. 206-543-7262.
Please contact Conference Housing (206-543-7636) regarding the availability of overnight accommodations.
Classroom Support Services (CSS)
206-543-9900
CSS provides support for events in Johnson, Kane, and Mary Gates Halls.
Health Sciences Classroom Services
206-543-6729
This office provides support for events in Foege South, Health Sciences Building, South Campus Center, and the Vista Court Café/Terrace.
HUB Event and Information Services
206-543-8191
This office provides support for events that take place in the Husky Union Building (HUB).
If an event venue is NOT listed above please contact the venue operator directly regarding audiovisual equipment and/or staffing.
The UW office of Facilities Services no longer approves Lawn Signs using the UUF request process. For all questions regarding lawn signs, please contact the Facilities Services Care Team at careteam@uw.edu or 206-685-1900 or visit UW Facilities Services: Signs and Banners.
Any non-UW activity, event or program held on UW property in which youth (individuals under age 18) are a primary audience must meet University requirements for third party youth programs. UW departments hosting an outside group must register the event in the Youth Program Registration System.
For events being hosted under COVID-19 restrictions, please visit the Office for Youth Programs Development and Support website for additional requirements and resources.
Applicants must be at least 21 years of age and associated with the University in one of the following ways:
A University Sponsor for an Alcohol Service Request must be a Dean, Director, or Chair of a UW-Seattle department or administrative unit. Alternatively, an individual may sponsor the Alcohol Service Request if they fall within the following description: Authority has been delegated to a UW staff or faculty member who has authority to sign contracts and obligate funds for the department/administrative unit.
NOTE: Only UW Students, Student Organizations (RSOs), Student Government entities (ASUW & GPSS) are required to obtain a University Sponsor for Alcohol Service Requests.
UW-Seattle departments and off-campus applicants are not required to have a University Sponsor.
RSOs/ASUW/GPSS: The Student Activities Office often serves as the University Sponsor for student organization or student government alcohol service requests. The applicant may choose SAO sponsorship on the Alcohol Service Request. In this case, the request will automatically be forwarded to Rene Singleton, Associate Director of Student Activities, to review the request for University Sponsorship.
UW students and RSOs: May choose an alternate University Sponsor. It is the applicant’s responsibility to reach out and secure sponsorship. In this case, the applicant will need to provide the name and UW email of the alternate University Sponsor on the alcohol service request.
STUDENTS CANNOT BE LISTED AS A SPONSOR
SAO ADVISORS CANNOT BE LISTED AS A SPONSOR
The Alcohol Service Request (ASR) is submitted online. The review and approval process is a step-by-step process that includes a University Sponsor (if applicable), Venue Operator, and Special Programs coordinator. Therefore the request must be submitted AT LEAST two (2) weeks prior to the event date.
Additionally, the following factors affect the approval process:
No. Unfortunately applicants are not able to list multiple dates/locations on one Alcohol Service request. A separate WA State alcohol permit or license may need to be purchased for each event date and location. Please submit an individual request for each date and location.
No. Guests are not allowed to bring their own alcohol.
Yes. People under the age of 21 may attend the function if there are effective safeguards to prevent the consumption of alcohol by minors. These safeguards should include entry control, guest/parental control, identification of minors by host organization and supervision of the bar.
Yes, but a Special Occasion License and a UW Alcohol Gift/Contribution form will be required.
To determine if an event is receiving alcohol sponsorship, please answer the following questions:
If the answer to either of these questions is YES, please indicate this and provide the name of the manufacturer, distributor, or retailer on the alcohol request form.
A WA State Special Occasion License is required if alcohol is being donated or sold at a discounted price to the host organization. Donated or discounted alcohol CANNOT be advertised or sold below cost (i.e, alcohol cannot be provided free of charge to guests).
The laws of the state of Washington, Chapter 66.28 RCW, prohibit liquor manufacturers, importers, wholesalers, retailers, or agents or campus representatives thereof from conducting promotional activities on college and university campuses and engaging in activities that facilitate or promote the consumption of alcoholic beverages by the students of those colleges and universities. The statute does allow these entities to provide financial assistance to an activity, and the colleges and universities to acknowledge its source, if the assistance, activity and acknowledgment are each approved by the administration of the colleges or universities. It is the policy of the University of Washington that gifts of funds or services – including the donation of alcoholic beverages – in support of campus activities may be accepted from marketers, distributors or producers of alcoholic beverages under the following conditions.
It is possible for a caterer to contract out liquor service to a separate caterer that holds the appropriate liquor endorsement on their business license. In this case, it is the applicant’s responsibility to provide the name of the caterer that holds the Business License with Liquor Endorsement on the ASR and provide a copy of that business license to the Office of Special Programs.
Donated alcohol must be sold at cost to event attendees.
Applicants will need to complete 1 additional form in order to obtain a Special Occasion License.
Additional requirements regarding the sale of alcohol have been listed below.
As of July 2012, these requirements are as follows:
That depends on the type of permit required for each event and how quickly the Alcohol Service Request moves through the approval process.
Only after the Alcohol Service Request has been approved by the UUFC, can an applicant purchase either a WA State Banquet Permit or Special Occasion License from the WA State Liquor and Cannabis Board. A Banquet Permit may be purchased online. A Special Occasion License application and fee must be sent to the WA State Liquor and Cannabis Board forty-five (45) days in advance of the function.
The WA State Liquor and Cannabis Board charges $10 per banquet permit, per day.
The WA State Liquor and Cannabis Board charges $60 per special occasion license, per day.
A copy of the UUFC approval email and either the approved Banquet Permit or Special Occasion License, or a copy of the Caterer’s Business License with Liquor Endorsement must be posted at each alcohol service location (bar) in the designated event space for the duration of the event.