Authorization to Apply for a Banquet Permit
Banquet Permit Form > (Opens in new window)
The "Banquet Permit Form" is an online-only form. If alcoholic beverages will be served - but not sold - at your event, then this is the only form you need to complete. If your event involves the sale of alcoholic beverages, or if your event is to be sponsored by a representative of the alcoholic beverages industry which plans to provide financial support or donate alcoholic beverages to the event at no charge, then please read the additional instructions listed separately below.
Like the online Request for Use of University Facilities form (RUUF), with which you may be familiar, this form is filled out online and processed through email. After the applicant pushes "Submit Request," the form is emailed to the Venue Operator (the person in charge of your event space) and then to the Use of University Facilities Committee for final approval. After UUFC approval, you receive an email notifying you that you are authorized to serve alcohol at your event. You also receive a copy of all the terms and conditions you agreed to when you filled out the form, as a reminder and for your files. The applicant is updated by email as your form moves through the process.
At the end of the process, take two copies of your authorization email to the Washington State Liquor Store to buy your $10 Washington State Liquor Control Board Banquet Permit. We assume that you keep one copy for your files.
Events Involving the Sale of Alcoholic Beverages
A " Special Occasion License" from the State of Washington is required for the sale of alcoholic beverages at a special occasion on a specified date and place. The applicant for a special occasion license must be a not-for-profit society or organization. The University and its component units are considered not-for-profit. The Special Occasion License is issued by the Washington State Liquor Control Board at any state liquor store. The applicant/licensee is responsible for obtaining current special occasion license requirements from the Washington State Liquor Control Board or the liquor store. As of October 2009, these requirements are as follows:
1. The Special Occasion License must be in the hands of the applicant before liquor can be purchased for resale or sold.
2. The alcoholic beverages must be purchased from a state liquor store or agency, retailer, or a distributor.
3. Advertisement or sale of alcoholic beverages below cost is prohibited. Awards or gifts of liquor are prohibited.
4. All proceeds from the sale of liquor must go directly back into the not-for-profit organization.
5. The Special Occasion License must be posted in a conspicuous place on the premises for the duration of the event.
6. Liquor must be purchased at retail, and must be consumed between the hours of 6:00 A.M. and 2:00 A.M.
7. Sale, service, and consumption of spirits, beer, and wine are to be confined to room(s) or area(s) specified on the special occasion license.
8. Liquor may not be served to or possessed or consumed by anyone who appears intoxicated or who is under 21 years of age.
9. No unopened containers may be sold or served.
The Committee on the Use of University Facilities, or its designee, is responsible for review and approving or denying all Special Occasion License applications. Therefore, in addition to completing the on-line Banquet Permit Form, applicants must complete the Authorization to Apply for a Special Occasion License to Sell Alcoholic Beverages Form. The completed form must be forwarded to the Office of Special Programs (206-543-9233, Box 351241, sprogram@uw.edu) no later than 6 weeks prior to the scheduled event in order to meet State of Washington requirements.
Events Sponsored by an Alcoholic Beverages Industry Representative
The laws of the state of Washington, Chapter 66.28 RCW, prohibit liquor manufacturers, importers, wholesalers, retailers, or agents or campus representatives thereof from conducting promotional activities on college and university campuses and engaging in activities that facilitate or promote the consumption of alcoholic beverages by the students of those colleges and universities. The statute does allow these entities to provide financial assistance to an activity, and the colleges and universities to acknowledge its source, if the assistance, activity and acknowledgment are each approved by the administration of the colleges or universities. It is the policy of the University of Washington that gifts of funds or services - including the donation of alcoholic beverages - in support of campus activities may be accepted from marketers, distributors or producers of alcoholic beverages under the following conditions:
1. The Committee on the Use of University Facilities, or its designee, is responsible for reviewing and approving or denying gifts, donations and related activities covered by this policy. Therefore, in addition to completing the on-line Banquet Permit Form, applicants must complete the UW Alcohol Gift/Contribution Review Form. Please forward a copy of the completed form to the Office of Special Programs (206-543-9233, Box 351241, sprogram@uw.edu). Acceptance of a gift/donation must be approved before the activity for which it is designated may be carried out.
2. Gifts/donations must not directly advertise a product. Identification of the source of the gift through the official corporate name, or a product logo when deemed appropriate, may be used in publicity.
3. Funds or services from each gift/donation must be directed toward a specific University department, organization or activity, and must be in accord with guidelines approved by the Washington State Liquor Control Board.
4. For gifts/donations that exceed $500 in value, five percent of the total value of the gift/donation must be given to the University for alcohol education or research. Checks should be made payable to the "University of Washington" and forwarded to:
Director of Administrative Services
Office of the Vice Provost for Student Life
University of Washington
P.O. Box 355831
Seattle, WA 98195-5831