2008 Planning Guide for Guest and Event Parking

What Can the Commuter Services Special Events Office Do For You?

The Commuter Services Special Events Office handles "Arranged Parking" needs for UW and off-campus groups who are hosting a guest(s) or planning a Seattle campus event. The Special Events Office can assist your department or organization with the closest available parking and best payment option for your guests and events. We will guide you through this process which generally involves collaboration between our office and the person coordinating your event.

What To Consider When Planning Your Event

Contact the Special Events Office early so that we can help you plan and coordinate your event with other campus activities. Parking is limited. We specialize in personalizing parking for your VIPs, donors, dignitaries and guests with special needs. We can help you decide whether you or your guest will pay for parking. Whether one guest speaker or a large public event, we will create a plan and work with you for a successful event.

Notify The Special Events Office When...

1. You will be hosting donors, VIPs, dignitaries, or other high profile individuals or organizations, or when your guest(s) have special needs.
2. Your event requires any type of special arrangements such as reserved spaces, traffic directing, signs, etc.
3. Your event involves more than 10 people attending an event anywhere on the Seattle Campus on a WEEKDAY.
4. You are planning a WEEKEND event anywhere on the Seattle campus involving more than 300 people.
5. Your event will be held during a large campus event such as commencement or a home football game day.
6. Whenever you have questions about the best parking options for your guest(s) or events.

General Information To Consider When Planning Your Event

Campus Impacts
Large events impact campus and the surrounding area. Additionally, the types of vehicles your event brings to campus add to the event's impact. Find out about the limitations or availability of a parking area you are considering for your event by contacting the Commuter Services Special Events Office. See our list of campus events to see if other events may impact your event.

Parking Lot Availability
Between 8 a.m. and 4 p.m. Monday-Friday most campus lots are in use by faculty and staff who have regular permits. Portions of some lots may be used for event parking but space is limited and not always guaranteed. More parking spaces are available during evenings and weekends. The Special Events Office will let you know about lot availability and locations in relation to your needs.

Where To Find Husky Football & Basketball Parking Information
Go to http://www.washington.edu/commuterservices/get_to_uw/football/ for Husky parking information which also includes disability parking info.

When Your Plans Include Large Vehicles
There are limitations associated with large vehicles, RVs and vehicles with trailers because they require a large turning radius and are unable to get in or out of some parking areas. If a vehicle occupies two parking spaces the parking fee is doubled. For height limitations of campus garages see http://www.washington.edu/commuterservices/parking/unusual.php. There is no campus overnight motorhome/RV parking. For Seattle area RV Parks, see http://www.washington.edu/commuterservices/parking/rvlist.php.

How To Handle School Bus Parking
School buses are not charged a parking fee, but they must stop at a gatehouse upon arrival. Buses should enter campus at 17th Avenue NE and NE 45th Street. School buses are not allowed to unload/load on Stevens Way. For specific information about school bus parking you must contact the Commuter Services Special Events Office at (206) 616-8710. Also, a transportation plan must be developed prior to the event for large numbers of buses arriving together.

South Campus Center And UW Medical Center (UWMC) Events Events planned for the South Campus Center or the UWMC must receive a parking assignment from the Commuter Services Special Events Office before a room reservation can be confirmed. Call (206) 616-8710. For room reservations see depts.washington.edu/sauf/scc/sccres/terms-of-use.php.

Who Can Use Campus Facilities & Grounds? Campus, non-UW and various affiliated organizations and individuals may use UW facilities if their event is associated with a UW organization or individual, and it is consistent with UW's mission. For events that include general public attendees, a "Request for Use of University Facilities" form (see www.washington.edu/univrel/uuf), must be submitted at least three weeks prior to the event.

If you are not an UW organization or representative with a UW budget number you must prepay for parking by cash or check or arrange a payment option. Please call (206) 616-8710 for more information.

Who do I contact about using sandwich boards, signs or banners on campus for my event? Contact Facilities Services Maintenance and Alterations through their website: http://depts.washington.edu/czone/permits.htm

Parking Products For Guests

Prepay your guest or off-campus employee parking fee by ordering Departmental Transportation and Parking Products from the Permit Issuance Office. Products include:

• Bus Tickets - booklet/20. Requires UW Budget # payment.
• Validation Coupons - minimim/10, exp. date - 6 mo. Best for visits shorter than 4 hrs.; when given out on the day of the visit rather than in advance and when the gatehouses are open upon departure from campus.
• Departmental Commuter Tickets (DCTs) - Day DCTs, Night and VIP DCTs sold in increments of 5. Best for visits over 4 hrs/day or 1 hr. Sat.; when there is time to mail them in advance to the user; when used outside gatehouse access or when gatehouses are closed.
• Night DCTs - After 4 p.m. and Saturday.
• VIP Special DCTs - For high profile guests.
• Short Term Permits - For consecutive, specific days. Day and evening available. Download the order form at: http://www.washington.edu/commuterservices/parking/order.doc or call the Permit Issuance Office at 206-221-3701 for details.