Event Information, Policies & FAQs

Most venues can be reserved up to six months out from the event date. Classroom reservations are confirmed quarterly after the academic schedule has been finalized.

Yes, though certain restrictions apply. As a 501(c)(3) nonprofit university, Seattle University must follow regulations regarding use of campus facilities. While many meeting rooms and event venues are available for rent by for-profit companies, there are certain campus facilities that may only be reserved by other 501(c)(3) nonprofit or government organizations. Further, due to the university's tax-exempt status, for-profit organizations are restricted in their activities that may result in commercial gain. Please contact Event Sales for more information. 

Event Sales does not manage reservations for Sullivan Hall, home of the School of Law. Please contact the law school Event Administration office directly for reservation inquiries.

Event Sales does not directly manage reservations within our athletic facilities, but we will route your request to the correct team for review. 

You can reserve multiple dates for recurring meetings. Please include all known dates in your request, and we will check availability. If an appropriate space is available, we are only able to reserve spaces for those dates that occur within the next six months. For dates beyond six months, we may be able to tentatively reserve space until we are within the confirmation window.

All non-university events, regardless of size or space used, will have an event coordinator. Your coordinator is available for questions, advice, and any other support you may need. 

Your event coordinator is your partner throughout the entire event planning process, from the initial scheduling of the event through to the final billing stages. We know how difficult it is to plan events, and having to manage contracts and arrangements with multiple service providers (e.g. event technology, custodial, parking) on top of planning your catering menu only makes it more difficult.

You will therefore work with your Event Sales partner for scheduling, contracting, paperwork, and billing; your Event Sales partner will introduce you to an Event Logistics Coordinator and the catering team. The Event Logistics Coordinator will help you determine the best setup for your space with scale diagrams and other information, and will manage all of the vendor relationships to ensure the room is set up as you need, you have technical equipment that is best for your program, and will arrange other logistical matters so you can focus on planning a successful program. 

We require a 25% reservation deposit based on the total estimated charges listed within your contract. The deposit is due at the same time as the contract.

You will receive an invoice listing all final charges for rentals, services, and other arrangements within 45 days after your event. The invoice will be sent via email. Any remaining balance is due within 30 days of receipt of the invoice.

We accept checks, credit cards (MasterCard and Visa), and wire transfers. Please contact Event Sales for check payment and wire transfer information; there is a convenience fee for using credit cards.

Our rates are calculated specifically with nonprofits in mind since the vast majority of our external clients are nonprofit organizations, just as we are.

Please check with your Event Coordinator if you will be serving alcohol at any of your events.

General Policies for Alcohol:

• No open containers of alcohol are permitted on University property at any time, except within an area covered by a valid alcohol permit.
• The University reserves the right to deny or limit consumption of alcohol beverages on campus.
• If permission is granted for the consumption of alcoholic beverages, the Client assumes sole responsibility for compliance with all applicable laws, ordinances, University policies and any fees associated with such permits.
• “BYOB” events, kegs, and hard liquor are prohibited on the University campus.
• Alcohol may not be served before 3:30 p.m.
• Alcohol servers are required for events that are serving/selling alcohol. The organization is responsible for paying for alcohol servers who are employees of the Emerald Plate Catering, the University’s food services vendor

A number of campus buildings were built with public tax bonds and, as such, can only be used by certified 501(c)(3) nonprofit or government organizations. These are known as “bonded” buildings. A copy of an organization’s exemption letter from the IRS or proof of being a government agency is required for any event scheduled in a bonded building which includes the following buildings:

• Advancement and Alumni Building
• Chardin Hall
• Harding Building
• Lemieux Library and McGoldrick Learning Commons
• Murphy Apartments
• Sullivan Hall 

For any event to be successful, following a timeline and meeting key deadlines is critical. To ensure that we have all the information available to support your program and we have ample time to coordinate logistics, we have created the following timeline and list of deadlines for reference.

• 6 Months Out – This is the earliest an academic year event can be confirmed and a contract signed. Overnight summer programs may be confirmed earlier.
• At least 30 Days Out - Sign contract, provide reservation deposit and requested documents. Submit initial day-of-event support needs
• At least 20 Days Out - Submit initial catering requests to Emerald Plate Catering
• At least 10 Days Out - Confirm event technology requirements. Confirm venue setup requirements. Confirm parking arrangements. Submit order for on-campus print jobs (e.g., directional signage)
• At least 5 Days Out - Submit final written agenda or program for the event 

All decorations must have prior approval from Seattle University. The program is responsible for removal and disposal of all decorations immediately after the event. See Campus Decoration Policy in the “links” section for details.

Prohibited Items:

• Helium balloons
• Confetti and glitter
• Open flames and fog/smoke machines
• Any object that may puncture walls, woodwork, tables, chairs or staging (e.g. staples, nails, tacks)
• Any tape or adhesive that may cause damage to walls, windows, or flooring
• Decorations suspended from ceilings, light fixtures or curtains 

Permitted Items:

• Blue painter's tape to affix decorations to walls or windows.
• Stand up decorations
• Balloons filled with air (not helium)
• Battery-operated candles
• Fresh flowers or similar centerpieces

All external clients must carry a general liability insurance policy with a minimum coverage of $1,000,000 per occurrence and name Seattle University as an additional insured. A copy of the certificate of coverage will be required prior to the event.

Seattle University has partnered with University Risk Management and Insurance Association (URMIA) to supply TULIP coverage, which is commonly known as "events coverage." This low-cost option meets our requirements and can be purchased in a few short steps. Event Liability Insurance Information is in the “links” section.

As an arm of Chartwells, The Emerald Plate is the exclusive caterer at Seattle University. All food provided for your group must be served by Chartwells and/or The Emerald Plate. Outside food, beverage, and potlucks are strictly forbidden. For catering questions please reach out to The Emerald Plate at SUDiningServices@seattleu.edu

Seattle University fully complies with Washington State tax statutes regarding private colleges and universities. Because of this, certain programs may be prohibited from using space on campus, or requirements may be in place that a booking organization must be a registered 501(c)(3) charitable institution or government agency. A copy of the exemption letter from the Internal Revenue Service proving 501(c)(3) status, or proof of being a government agency, may be required in some instances.  

Seattle University uses a smartphone app as well as campus kiosks to offer parking permits to guests. With several different options to pay for permits, event organizers and attendees alike can look forward to an efficient event parking experience at Seattle University. There are three options for payment: the organization may pre-pay for their guests; the guests may pay individually for their own parking permits; or we can arrange for some of each. Please see your Event Coordinator for more details.

Note that parking is regulated at all times and availability is limited during business hours in the academic year from 9 a.m. until 4:30 p.m. from Monday through Friday. During these times, reservations for parking may not be possible and event guests may be required to find parking in surrounding neighborhoods. In summer, ample parking is available all day for programs. 

From the Seattle University Policy on Political Campaign Activities: It is the policy of Seattle University to comply with Internal Revenue Service (IRS) regulations that prohibit the use of University resources in connection with political campaign activities on behalf of, or in opposition to, any candidate for public office or any ballot initiative.

Please visit the full Political Campaign Activities Policy page in the “links” section for more information. Events that do not meet the criteria outlined in this policy may not be held at Seattle University. It is the responsibility of the client to disclose if their event violates the guidelines outlined in this policy. Event Sales may cancel any event or conference at any point in the event coordination process if it is determined that the event is in violation of this policy.

The name of Seattle University or its insignia is not allowed in any publication, except to state as a location where the conference will be held.

Sponsorship or endorsement by Seattle University may not be implied without advance permission by Seattle University officials.

All publications and advertisements using the Seattle University name or insignia must be reviewed and approved by the Event Sales office prior to posting, distribution, and/or publishing.

From the Seattle University Policy on Raffles: It is the policy of Seattle University to comply with the Washington State Gambling Act of 1973 (RCW 9.46) and the Washington State Gambling Commission (“WSGC”) rules (WAC 230-11) governing raffles.

Please visit the full Raffles Policy and Resources page in the “links” section for more information. 

When you are reserving outdoor space, Event Sales requires that you also schedule a rain site in case there is inclement weather on the day of your event. (This is even true in the summer – there is a reason we are “The Evergreen State”!)

When we send you a confirmation of your space reservation, the rain site will be listed along with your intended event site. Which space you actually use will be decided on the day before or the day of the event, based on the weather of that day; in some cases (for example, for an early morning outdoor activity), we may make the call a day ahead.

In the event that there is no rain site available on the date/time you wish to hold your event, you will have two options:

1. Choose another date, then see whether we can reserve your preferred space on that day, along with a rain site;
2. Agree to book your event, understanding that if it rains that day, and we do not have a rain site, that Event Sales will cancel your event.

Please note further that because of Seattle University’s contract with The Emerald Plate, all food service must be provided by The Emerald Plate in "schedulable" spaces (meaning: all spaces that Event Sales can support). This includes outdoor locations. This is to promote the safety and well-being of all participants, by ensuring that all current required food handling guidelines are followed.  

Finally: many outdoor setups require rentals from one of our partner vendors. Rental arrangements can not usually be canceled closer in than three business days, so your organization may be required to pay for equipment rentals even if an outdoor location does not end up being used.

External event clients are subject to the standard room rental and audiovisual rental rates. Prices reflect current applicable taxes and are subject to change. Total charges (not including catering) are estimated prior to the event and a deposit is required in advance. Additional charges may include parking, permit fees, signage, rental items, technical equipment and support, and/or other miscellaneous charges may be calculated after the event and added to the final invoice.

Event equipment inventory includes A-frame (sandwich board) signs to help your event attendees navigate to and around your event. Ask your Event Coordinator to help you determine the best signage plan for your event. Directional signage will only be arranged by request. Requests must be for signage that is directional in nature, and coordination of such signage is at the discretion of Event Sales. We will set up directional signs no earlier than the night prior to an event and will strike the signs immediately following the event. Charges may apply for additional signage, coordination of signage, and for printing of signage not within Seattle University inventory. Lamination of all A-Frame signs is highly recommended. Seattle University's Reprographics department can produce signs for your program and the charges may be added to your master bill.

Client Signage

Clients shall not post signs on walls, doors, glass, trees, vehicles or railings

Events without an overnight component, including weddings and receptions, can only be confirmed 6 months prior to the event date. Seattle University Alumni may be eligible for earlier scheduling confirmation; please inquire for more information.

Catering Requirement: All catering must be done through The Emerald Plate, Seattle University’s exclusive caterer.

Sacred Spaces: All weddings must take place in official campus sacred spaces. Weddings for current Seattle University students, staff, and faculty can be celebrated in the Chapel of St. Ignatius or Campion Chapel under certain circumstances. For more information visit the Seattle University Campus Ministry website. Receptions are not required to be in sacred spaces.

Dance Floor: Seattle University does not own a dance floor. If you wish to have a dance floor in your reception space, please inquire about special event equipment rentals through approved vendors. Many spaces (e.g., Campion Ballroom) should not need a special dance floor to be brought in.

Alcohol at Events: "BYOB" events, kegs and hard liquor are prohibited on the University campus. See “Alcohol” policy for more details.