UW Events

To host an event at the UW with off-campus visitors, the team must submit a 'Use of University Facilities' form. Two weeks of advance notice are necessary.

= Recommended Process =

1. What
Either an opportunity comes to us via e-mail, or we reach out to another group. Usually, we are either showing off our rover to students or prospective sponsors, or inviting industry representatives (Blue Origin, Tesla, etc) to stop by.

2. Where
Do we want to be at the annex, or 238, or somewhere else? Costs may be involved, and certainly scheduling. You also need to go to the UUF page for Venue Operators (Link) and get the correct one notified. THE MEB AND ANNEX HAVE DIFFERENT SUPERVISORS.

3. When
Not just convenience for the visitors, but we have to have presenters enough to manage it. 2-3 is a usual minimum.

4. Who
Is this for HRT members, or for a larger audience of UW students? How many do we expect to have turn up? Are we working with other groups who need to have extra

5. How
Arrival time, parking, door holding (as the MEB doors lock on Saturdays)

6. Create a folder for the event to hold all forms and paperwork
Business drive or folder should have an event planning section for holding paperwork templates and then folders with Date-Description titles, such as: Apr5-HSOutreach Feb28-HAMLicensing

The Use of University Facilities Form (UUF)
Again, this form takes two weeks to process. Get started EARLY.

Link to UUF Form, (3/18/2022)

COVID-19 In-Person Prevention Plan
Search up the most recent guidelines for COVID at the UW. There is a form (currently under business drive, event planning) for In-person prevention, with a checklist of precautions for events. As of 3/20/2022, This boils down to 'Masks must be worn indoors, and no proof of vaccination needs to be presented'. But still, it may make people feel better if you check vaccinations as part of it. Having a box of masks to provide to visitors is not a bad idea.

Meet with RSO Advisor
As we are an RSO, we have to meet with our SAO advisor. Currently (March 2022), Our advisor is Gabrielle Hickok, hickok4@uw.edu For most events, a zoom or email-only meeting is probably good enough if your plan is sound. This meeting is intended to kick the tires on your idea and point out issues.

Youth at UW paperwork
As part of having minors come to the UW, the Youth at UW office needs to be notified of the event at least 10 business days in advance, with a simple form/checklist to identify risks and have a risk management plan. Gabrielle might provide this, but the form is in Business, Event Paperwork.

Get permission from the MEB supervisor
Send your plans to an administrator (jsnider@uw.edu) and/or Teri Lazzara (Assistant to the chair, tlazz@uw.edu) so they know what we want to do. This may become unnecessary if COVID fades to the point that the university drops masking policy all together.

Stay in touch with your partners
Keep your visitors and other parties (other RSOs, professors, etc) informed of your progress, and update them if anything changes.