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Office of Special Programs

Alcohol Service

University meetings or other functions in UW facilities may include alcoholic beverages with approval from the appropriate venue operator and the UUF Committee Chair (or his/her designee). Additionally, alcohol service may also require the appropriate WA State alcohol permit or license. All University policies, WA State laws, and Washington State Liquor and Cannabis Board regulations must be adhered to.

Who may Submit an Alcohol Service Request:

Applicants must be at least 21 years of age and associated with the University in one of the following ways:

  • A duly elected or hired student of the Associated Students of the University of Washington (ASUW) or Graduate and Professional Student Senate (GPSS)
  • An officer of a Registered Student Organization (RSO) with the Student Activities Office
  • A faculty or staff member representing a university unit
  • A participant in University-sponsored campus events (e.g. conferences, seminars) if representing such events
  • An individual or organization authorized to use University facilities through the Use of University Facilities request process

When an Alcohol Service Request is required:

An individual and/or organization intends to serve or sell alcohol in a UW facility. Note: Only a registered nonprofit organization (NPO) (as defined in RCW 66.24.375, except as permitted in RCW 66.24.800 (3)(b) (effective until December 31, 2027)), can get a Special Occasion License (SOL) to sell alcohol at an event open to the public.

Most events with alcohol service will require either a WA state issued Banquet Permit or a Caterer’s Business License with Liquor Endorsement. Under special circumstances, a Special Occasion License will be required. Each permit/license type is described below.

Definitions:

  • Permits are for private, invitation-only events.
  • Licenses are for public businesses and public events

Types of Permits/Licenses & Required Forms

Banquet Permit

Banquet Permit

A WA State Banquet Permit is required when:

  • Alcohol will be SERVED and not sold to event attendees.
  • The event is NOT open to the public.
  • Alcohol is PURCHASED by the host organization.

Requirements

  1. Submit an Alcohol Service Request [online]
  2. Purchase a Washington State Banquet Permit following UUFC approval

Special Occ. License

Special Occasion License

A WA State Special Occasion License is required when:

  • Event IS open to the general public.
  • Or, alcohol will be SOLD and the proceeds will be returned to the host organization.
  • **Or, alcohol is DONATED or SOLD at a DISCOUNT, an Alcohol Sponsorship/Gift/Contribution is being received from a liquor manufacturer, importer, wholesaler, retailer, agent or campus representative to the host organization.

Requirements

  1. Submit an Alcohol Service Request [online]
  2. **Submit a UW Alcohol Gift/Contribution Form [pdf] to the Office of Special Programs, if Alcohol is DONATED or SOLD at a DISCOUNTED PRICE to the host organization.
  3. Apply for a Special Occasion License on the WSLCB website.
  4. The applicant will receive a venue authorization form that needs to be signed by OSP, then the applicant will submit it on the WSLCB portal.
  5. A significant amount of time is needed to obtain a Special Occasion License due to the WA State Liquor and Cannabis Board’s 45-day deadline (60 days for all-ages events). It is extremely important to plan weeks, if not months, in advance for a Special Occasion License.
  6. If you have specific questions about what you need and can or cannot do, please contact WSLCB: specialoccasions@lcb.wa.gov or call 360-664-1600 option 1.

Caterer License

Caterer’s Liquor License

A Caterer may already have the authority to serve or sell alcoholic beverages based on the type of business license they have. In order to use a Caterer’s business license, the following must be true:

  • The caterer has a business license with liquor endorsement.
  • Alcohol is provided by the licensed caterer.
  • The caterer retains the proceeds from the alcohol sales, if any.

Requirements

  1. Submit an Alcohol Service Request [online]
  2. Provide a copy of the caterer’s business license with liquor endorsement to the Office of Special Programs. (Required before UUFC can approve request)

ASR Considerations – Before Submitting

Location

Reserve a Campus Location

  • Contact the UW facility regarding your alcohol service plan BEFORE submitting an Alcohol Service Request. Venues may also have additional guidelines regarding alcohol service.
  • Venue approval is a step in the Alcohol Service approval process. The venue may deny an Alcohol Service Request if a reservation request has not been submitted to them beforehand.
  • The room number where alcohol will be served is important to note. Alcohol service will be limited to the specific room number indicated on the Alcohol Service Request.

Sponsor

Obtain University Sponsorship – UW Students/RSOs/Student Gov’t Only

It is the applicant’s responsibility to contact a Dean, Director, or Chair of a University department or administrative unit to discuss and obtain University Sponsorship. Alternatively, an individual may sponsor the Alcohol Service Request if they fall within the following description: Authority has been delegated to a UW staff or faculty member who has authority to sign contracts and obligate funds for the department/administrative unit.

UW staff, departments, and off-campus entities do not need University Sponsorship for alcohol service.

The Student Activities Office (SAO) often serves as University Sponsor for RSO and student government alcohol service requests. RSO & student government applicants may choose SAO as their sponsor on the request form; they will be asked to identify their advisor and meet with them.

UW students and RSOs may choose an alternate University Sponsor. It is the applicant’s responsibility to reach out and secure sponsorship.

Deadlines

Timeliness Matters

NOTE: Alcohol Service Requests must be submitted at least two (2) weeks prior to the event. Much sooner for a Special Occasion License.
Any requests submitted after that date may not be fully processed or approved in time for the event.

Request

Submit an Alcohol Service Request

An Alcohol Service Request should be submitted once a reservation has been made and a University Sponsor has been identified. Please note that additional forms may be necessary. All forms must be completed and reviewed by the UUFC before alcohol service can be approved. The applicant will be notified if additional forms will be necessary.

On Approval

Permit Visibility

The WA State approved permit or license and a copy of the final UUFC approval email must be posted at each alcohol service location in the designated event space for the duration of the event.