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Student Events

Student Event Planning

This guide is for MBA students when planning program or club-related events.
Select the headings below to learn more regarding student events.

To assist you with event planning here are tools former students and the Programs Office have created:

You can also find resources for club events via the UW’s Student Activities Office and Student Organization Resource Center.

Questions? Contact the MBA Program Office at 206-543-4661 or mbaweb@uw.edu.

Foster Buildings

PACCAR Hall

Building hours
Monday-Thursday: 7:00 am-11:00 pm
Friday: 7:00 am-6:00 pm
Saturday: 8:00 am-5:00 pm
Sunday: 1:00 pm-10:00 pm

Currently enrolled MBA students may access PACCAR hall after-hours with their Husky Cards.

Dempsey Hall

Building hours
Monday-Thursday: 7:00 am-11:00 pm
Friday: 7:00 am-6:00 pm
Saturday: 8:00 am-5:00 pm
Sunday: 1:00 pm-10:00 pm

Bank of America Executive Education Center

Building hours
Monday-Thursday: 7:00 am-11:00 pm
Friday: 7:00 am-6:00 pm
Saturday: 8:00 am-5:00 pm
Sunday: 1:00 pm-10:00 pm

After-hours events require special accommodations

Space Available

Foster Priority Rooms

There are seven Foster Priority classrooms in PACCAR Hall (six tiered, one flat). These are reserved for Foster school classes and events only. All rooms, except as noted, have built in projectors, computers, and screens.

  • PACCAR 292 (tiered) – Capacity 85 people
  • PACCAR 294 (tiered) – Capacity 85 people
  • PACCAR 390 (tiered) – Capacity 75 people
  • PACCAR 392 (tiered) – Capacity 75 people
  • PACCAR 393 (tiered) – Capacity 50 people
  • PACCAR 394 (tiered) – Capacity 75 people
  • PACCAR 490* (flat) – Capacity 40 people

*The furniture in this room may be rearranged. This room has no built in computer.

Students may request these rooms using the MBA Event Room Request.

Self-service rooms

Every quarter the MBA Programs Office reserves several classrooms from 12:30-1:20 pm and 5:00-5:50 pm in PACCAR Hall. These classrooms are self-service and change every quarter.

Students may request these using the self-service google doc.

Public Spaces

Some of the public spaces in PACCAR Hall may be reserved for student events, though special rules apply.

  • Orin’s Cafe (outside of business hours only) – Capacity 50 people
  • Dempsey Gallery* (3rd Floor) – Capacity 50 people
  • Garvey Family Atrium* (2nd Floor) – Capacity 100 people
  • Hogan Terrace** (4th Floor) – Capacity 50 people
  • Jiambalvo Hearth (3rd Floor, fireplace) – Capacity 50 people
  • The Overlook* (3rd Floor, balcony) – Capacity 50 people
  • Shansby Lobby* (1st Floor) – Capacity 50 people

Please note that no amplified sounds may be played in public spaces during academic hours.
See alcohol tab for special rules regarding alcohol in public areas.

*These spaces are walk-through areas. Events during regular class periods may not block access.
**This space is outside with partial rain-coverage.

Students may request these rooms using the The MBA Event Room Request.

Students may receive funding for events from Clubs, the MBAA, or in rare cases the MBA Programs Office.

Club Funding

Students should contact club leadership directly to request event funding from individual clubs. Each club is structured differently and may have different rules and regulations.

MBAA

Students may request ad-hoc funds from the MBAA VP of Finance using the Ad-hoc Funding and Reimbursement Request forms.

MBA Programs Office

Under rare circumstances the MBA Programs Office may provide funding, with approval from the MBAA VP of Finance, for certain payments. There are special rules governing these funds, please contact the MBAA VP of Finance for more information.

We recommend that you do not make any purchases expecting reimbursement without speaking with the MBA Programs Office directly. Reimbursement rules change without notice.

Catering

Housing and Food Services

Housing and Food Services (HFS) is responsible for most cafeterias, restaurants, and coffee shops on campus. They have a number of options available to students:

*Please note special rules apply to UW campus locations.

MBAA

The MBAA has started a google doc to share their experiences with local caterers.
Feel free to add to it.

Event Clean-up

If you have food at your event, 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. It is not the responsibility of Foster Custodians to clean up after events.

Alcohol Service

If you plan to serve alcohol at your event, some special restrictions apply.

Requesting Permission

STEP 1: Request Permission to Serve Alcohol
The University of Washington is a dry campus. Alcohol permits must be obtained in order to serve alcohol. Permits must be requested through the Student Activities Office (SAO).

  • Request permission online.
  • On the second page, your UW affiliation should be UW Student not RSO/ASUW/GPSS (Student Orgs/Govt).
  • Select Assistant Dean, Dan Poston, as your sponsor.
  • The submitted form will be reviewed by Dan Poston, then the corresponding Facilities manager, before being sent to SAO for review.
  • You will be notified if and when your request is approved. Note that the Program Office and Facilities department will only approve requests from Foster MBA students.

SPECIAL NOTES

  • 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
  • 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.
  • Do not begin to service alcohol until the start time specified on the permit.

Advertise Your Event

There are several ways you can notify Foster MBA students and alumni about your event.

Event Calendars

  • Submit your event to the MBAA Calendar well in advance.
  • Keep the MBAA calendar up to date. Delete canceled events and make sure event locations and times are indicated.
  • 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 MBAA calendar in advance for conflicts. In addition, you may want to check with other clubs, the Programs Office, MBA Career Management, the Buerk Center, and the Global Business Center.

MBAA Club Newsletter
The Full-time MBAA produces a weekly club newsletter every Friday. All events on the MBAA calendar will be included. If you would like to include something last minute, email the EVP of Communications.

Club Listservs
Use a designated club listserv to notify all club members of your events. Please note that the MBA Programs Office listservs do not send out club information without approval from the EVP of Communications.

Guest Parking

The MBA Programs Office is willing to cover the parking expenses for external guest speakers to the Foster School. These guests cannot be students.

Parking in N5

N5 is the parking lot across NE Stevens Way from the northern entrance of PACCAR Hall*. Parking in N5 is by reservation only. Please use the Event Request Form, or contact mbaweb@uw.edu to request this lot. Reservations must be made two weeks in advance. We cannot guarantee last minute parking in N5

*Lot N5 is a reservation lot. Lot N4, directly adjacent, uses electronic parking meters. Guests who use these meters cannot be reimbursed. Please give clear instructions to guests of this distinction.

Parking in Central Garage or Padelford

The Central Parking Garage is located under Red Square. Padelford Parking Garage is located off Pend Oreille Rd. Guests may park in Central or Padelford at any time by stopping at the corresponding gate house and requesting a pass. Guest passes are reimbursed using validation tags available in the MBA Programs Office.

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 from the MBA Programs Office, MBA Career Management, or the Dean’s Office. These gifts change annually. Please inquire for more details.