This policy applies to UW FHL and all UW owned properties under the management of FHL, including Cedar Rock Preserve, and is adopted in conformance with Washington Administrative Code 478-136.

Policy

Weddings and other non-academic events require special permission of the Director of FHL.

Non-academic events include weddings, social gatherings, and other types of events not directly related to a teaching, research or public service program of the University.  Permission for non-academic events may be granted to current FHL students, faculty, researchers, and staff.  Permission may also be granted to other applicants provided they have a sponsor who is FHL faculty, research or staff (students cannot sponsor).  Permission is entirely at the discretion of the Director.

Purpose

The purpose of this policy is to ensure that all University facilities are reserved primarily for educational use including, but not limited to, instruction, research, public assembly, student activities, and recreational activities related to educational use.  Educational use takes priority over non-academic events.

FHL Use Restrictions

Non-academic events may not be permitted at FHL while classes are in session. Due to high demand for facilities for research use, non-academic events are unlikely to be approved during summer months. Non-academic events may be permitted to reserve/use the Commons or Dining Hall. Housing units may be reserved along with rental of the Commons or Dining Hall. FHL grounds are not available for use due to potential damage to the flora and fauna of the biological preserve.   In the Commons, food may be catered by FHL or other food service providers. In the Dining Hall, food must be provided/catered by FHL. In all cases, food services must follow UW Environmental Health and Safety criteria:

Alcohol may be served at events upon receipt of a Washington State banquet permit.

Authorization to Apply for a Banquet Permit,  form

After receipt of authorization from UW, the applicant must purchase the banquet permit through the State of Washington, form can be found here.

Cedar Rock Preserve Use Restrictions

Non-academic events may be held at Cedar Rock Preserve year-round.  The only site permissible for non-academic events is the campsite.  The Beach House may also be reserved for residential use. No other area at Cedar Rock Preserve may be used for non-academic events in order to prevent potential damage to the flora and fauna of the biological preserve.  There are no catering services available by FHL at Cedar Rock Preserve. It is the responsibility of the applicant for the non-academic event to follow criteria as specified by UW Environmental Health and Safety:

Process & Fees

To request permission to hold a non-academic event at FHL or Cedar Rock Preserve, please submit a conference application found on the FHL website.

Applications are accepted no more than one year prior to the requested date.

If the applicant is not a current FHL student, faculty, research or staff, a Use of University Facilities Request Form must be completed in addition to the conference application. This also requires an appropriate FHL sponsor. The UUF Request Form can be found here.

Fees for non-academic events at FHL are based on conference rates as set forth on the FHL website.

Fees for non-academic events and beach house rental at Cedar Rock Preserve are available by request.

Adopted: December, 2016

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