Student Event Planning
This guide is a resource for MBA students who are planning program or club-related event. Visit the Student Events Guide below to learn more about catering, payment, equipment rentals, and more. Click on the links below to find the answers to your event-planning questions. Select the headings below to learn more regarding student events.
MBA Programs Office Keys can be reserved by filling out the following form.
Event Planning Tools
To assist you with your event planning and evaluation, here are some tools former students and the Program Office have created for your use.
Questions? Contact the MBA Program Office at 206-543-4661 or email@example.com.
Paying for Your Event
Funding for your event may be available from several sources including club funds, MBAA membership funds, and MBA Program funds allotted to MBAA-related events that are managed by the MBAA Treasurer.
- Securing Funding for Your Event:
- If you are coordinating a club-related event, contact your club’s leadership to find out if club funding is available
- If no funds are available from your club or if you are planning an event not sponsored by a club, consider requesting funding from the MBAA. You can fill out an Ad Hoc Funding Request form or contact the MBAA Executive VPs of Finance:
- Direct Payments: In some cases, once an expense is approved by the MBAA Treasurer, the MBA Office can pay for items directly with their department credit card, such as venue or catering deposits. Contact Zane Wilson for more information.
- Eligible Parties: Payments/reimbursements can only be made to individuals or vendors, not to clubs (they are not tax-paying entities).
- Requesting a Reimbursement: To receive a reimbursement for an expense previously approved by the Executive VP of Finance, fill out the Reimbursement Request form here.
The Foster School has various venues available for events. You can also look for venues elsewhere on campus or off campus. When reserving a venue, consider your expected attendance, audiovisual needs and catering accommodations.
Designated MBAA Rooms
Some PACCAR classrooms are designated for MBAA use during the lunch hour and during the hour before evening classes. You can reserve these rooms on the MBAA Room Reservations Google document.
- Full-Time MBAA Priority Rooms:
- PACCAR 390 – M-F, 12:30-1:20 p.m.
- PACCAR 295 – M-F, 12:30-1:20 p.m.
- Evening MBAA Priority Room:
- PACCAR 392 – W, 5:00-5:50 p.m.
- PACCAR 394 – MTTh, 5:00-5:50 p.m.
Student Event Room Request Web Form
If there is no room available or you need different accommodations, please fill out the Student Event Room Request Web Form.
Foster School Buildings (PACCAR Hall, Dempsey Hall, and Bank of America Exec. Ed. Center)
- Regular Building Hours:
- PACCAR and Dempsey Hall: Monday – Thursday: 7 a.m.-11 p.m., Friday: 7 a.m.-6 p.m., Saturday: 8 a.m.-5 p.m. Sunday: 1 p.m.-10 p.m. (After-hours events require special accommodations)
- Bank of America Building: Monday – Thursday: 7 a.m.-11 p.m., Friday: 7 a.m.-6 p.m., Saturday: 8 a.m.-5 p.m., Sunday: 1 p.m.-10 p.m. (After-hours events require special accommodations)
- Notes about Public Space use:
- Note that there are restrictions on types of events allowed in these spaces when classes are in session and/or in conflict with another event in the building
- No amplification is to be used in open PACCAR spaces when classes are in session
- Clubs are responsible for checking for conflicts with other events. If you are planning a large event and expect a lot of student turnout, check the MBA and MBAA calendars for conflicts. In addition, you may want to check with other clubs, the Program Office (to see if admissions events, core exams or other special events are planned), Career Services, and CIE or GBC.
Other Venues – On and Off UW Campus
There are many other meeting rooms on and off campus that can be reserved. I’ve created a google doc that lists some of the venues we’ve used before. A full list created by the UW is available at here.
If your event is going to be held in a Foster School venue, some additional equipment is available. You can also record your event in certain rooms.
Tables, chairs, garbage cans, and stanchions are available to reserve. Ask for equipment when you reserve your room or send your requests to mbaweb.
- These items are stored in PACCAR 196; a key can be picked up at the MBA Program Office.
- All equipment should be returned in good condition. There are cleaning supplies in the MBA Lounge, PACCAR 196, and the Anthony’s Forum kitchen to wash tables, etc.
- If you are using the computer in a classroom for a presentation, you can either insert a flash drive directly on the side of the podium, or borrow a key from the MBA Program Office to access the room computer.
- If you would like someone from the Learning Spaces lab to help you set up, or if you have problems during your event, call them at 206-685-8294 or email firstname.lastname@example.org.
- The Learning Spaces lab in PCAR 193 has clickers, video adapters, and video cables that you can check out. Contact them at email@example.com.
- The UW’s STF Equipment Loan Program has an extensive list of equipment available to loan to students.
- If you are having a large event and anticipate having a lot of waste afterwards, you can request extra recycling, compost, and garbage bins from UW Facilities Services for a fee. Request bins.
Record Your Event
Most of the larger classrooms in PACCAR and Dempsey Halls feature the Panopto recording system. If you would like your event to be recorded, send the following information to the Instructional Media lab at firstname.lastname@example.org at least one day in advance of your event. Make sure you have permission from your speaker to record their presentation.
- Event Name
- Event Date
- Start and Finish Times
Problems? Contact the Instructional Media Lab at (206) 616-9049.
The MBAA has started a google doc to share their experiences with local caterers. Feel free to add to it.
- The UW has an in-house catering company, Bay Laurel, that does everything from boxed lunches to large receptions with alcohol. You can reach them at 206-685-2051 or order online. You can also order coffee and snacks at Orin’s Place in Paccar. Pick up a form at the café or request by email.
- Jet City Pizza offers a 20% discount on UW orders. To order from them, call 206. 525.2225 or email your order.
- There are a lot of other great caterers in the area. If you need some recommendations for your event, contact us at email@example.com.
If you have food at your event, please leave your venue and equipment in the same condition as you found it. Full garbage, recycling and compost bins should be emptied and relined. There are bins outside of both PACCAR and Dempsey Hall. Cleaning supplies are available in the MBA Lounge.
If you plan on serving alcohol at your event, some special restrictions apply
STEP 1: Request Permission to Serve Alcohol
You must request permission to serve alcohol at an event. You will submit your request to the UW Student Activities Office, and the request will be routed to the MBA Program Office and Foster School Facilities for approval before the SAO approves it. They will notify you if and when your request is approved. Note that the Program Office and Facilities department will only approve requests from Foster MBA students.
- UW Policies and Regulations: Please read the UW Student Activities Office’s policies on serving alcohol at student-arranged events
- Request your permit at least two weeks before the event
- MBAA Events: You must be a registered MBAA officer with the UW Student Activities Office in order to request a banquet permit in the MBAA’s name
- Department Approval: List Dan Poston, Assistant Dean, MBA Programs as the dean/director/chair person approver.
- Event Times: Make sure the event times on your request and the event times on your room reservation match or your request will not be approved.
STEP 2: Obtain a Banquet Permit (upon approval by SAO)
You must have a banquet permit from the State of Washington Liquor Control Board if you intend to serve alcohol at an event. Once you have received permission from SAO, you can obtain your banquet permit online here.
STEP 3:Restrict Access to Alcohol at Your Event / Post Your Permit
- If you are serving alcohol in a public space in the Foster School, you must take precautions to avoid serving minors. Use stanchions and signage to control access to alcohol, and have a system in place to allow servers to identify event attendees. For example, have someone check id’s at the entrance to the event and give them a wristband to wear.
- Post your Banquet Permit in a visible space within your venue.
- Be sure to provide some food to your event attendees if you’re serving alcohol.
Advertise Your Event
Get the word out about your event! There are several ways you can notify Foster MBA students and alums.
- Keep both the MBA AND MBAA calendars up to date, delete canceled events, and make sure event locations are included.
- Put events on the calendars well in advance.
- Complete this form to have your event added to the Full-time MBAA calendar or contact Sheena Seibert-Nelson (Evening MBAA Exec. VP of Communications) to have your event added to the Evening MBAA calendar.
The MBA Program Office sends a newsletter out every Monday to Full-time and Evening students. To include a short description of your event in the Full-time newsletter, email firstname.lastname@example.org.
The Evening MBAA Exec. VP of Communications April Munoz-Adock compiles a list of events relevant to Evening students to be included in the newsletter. Email April by Friday afternoon to include your event in this list.
Use the MBA listservs to let your class or other classes and alums about your events. Find a list of the available listservs here. If you want to email both full-time classes, please use the mbamail listserv. It goes to all enrolled full-time students.
There are many Facebook pages used by MBA students on which you may choose to post advertisements for your event:
- Full-time Class of 2015
- Full-time Class of 2016
- Evening Class of 2015
- Evening Class of 2016
- Evening Class of 2017
Interest Driven Pages
Individual Parking Validation Stickers are available at the front desk of the MBA Office. It is best to pick them up a day or two in advance. Advise your guests to pay when they arrive; they can then bring the parking sticker to the gatehouse for a full reimbursement when they leave.
There is a limit of two parking stickers per event. If you are planning an on-campus event that will have many outside visitors, please use arranged parking through Transportation Services. Your club or sponsor will be responsible for paying the parking charges after the event.
Please submit the following catalyst survey form to request parking validation stickers and speaker gifts.
Thank You Gifts
Gifts for speakers/important guests can be obtained at the MBA Office. Please come by the front desk in DEM 334 during office hours to pick them up. Currently we have Foster branded water bottles. Please pick one of these for each guest.
Thank You Notes
A supply of thank you cards, to be used by students thanking contacts, interviewers, mentors, etc., is available in the MBA Lounge (top drawer of the Student Mail filing cabinet)
You can also request a thank you letter for a guest from Orin and Janet Smith Dean Jim Jiambalvo. Contact his assistant, Corinne Goellnitz, to request a letter.