Summer Conference Center

Host your summer 2025 conference at UW

Plan your conference at UW today! Conference season begins Sunday, June 22 and runs through early September.

How great would it be for your conference guests to meet, eat and stay at one of the top universities in the country, in one of America’s most vibrant and exciting cities? Find out by planning your conference with us at the University of Washington in Seattle. UW is perfect for hosting conferences, meetings and sessions, with dining, accommodations and amenities all conveniently co-located.

Learn more—watch our video

Decades of experience

The UW hosts conferences of all shapes and sizes, from academic and organization conferences to youth camps and UW-affiliated programs to one-day meetings. We have decades of experience hosting conferences and we’ll work with you every step of the way to make sure your conference is a great experience for you and your attendees.

Plan ahead

Start planning your event with us several months ahead of your desired dates to ensure you have a wide range of choices and can meet UW submission deadlines. Here is the timeline that we recommend:

12–9 months ahead:

• Contact us and tell us about your event including dates, guest count, housing, dining and meeting space needs.
• Our Conference Coordinator will contact you and provide on-going support throughout the planning process.

4–6 months ahead:

• Submit the Use of University Facilities (UUF) request form if your event includes guests from off campus
• UW department sponsorship is confirmed
• Arrangements, including payment plans, are finalized and agreed to in a Letter of Agreement

60–30 days ahead:

• Guest lists are finalized and attendees are assigned to rooms
• Catering menus and counts are finalized
• Meeting facilities are confirmed and diagrams are created
• Parking needs are finalized

Off-campus guests require UW approval

Events involving guests from off campus require sponsorship by a UW department. The approval process begins when you submit the online, Use of University Facilities form (UUF).

We encourage all planners who are considering the use of UW facilities to review the Office of Special Programs (OSP) website. The OSP administers the UUF and sets approval requirements for off-campus guests.

THE APPROVAL PROCESS

Conference planners will need to submit a Use of University Facilities form for approval. The form is then sent to the venue operator(s) and the Use of University Facilities Committee for final approval.

All UUF forms must be approved before we can finalize your reservations. The review and approval process can take several weeks so please plan ahead.

Our staff members are available for assistance throughout the UUF approval process.

UW policies

Along with quality, convenience and affordability come a few policies that conference and camp organizers are responsible for.

• Our youth group policies outline what you need to know if you host persons younger than 18 at UW.
• The Office for Youth Programs Development and Support establishes guidelines and best practices that promote the safety and well-being of youth engaged in UW’s programs, activities and events.
• How to meet the UW standards of accessibility and accommodation for your conference or camp.

Resources for planners

• Please read our Financial Information so you understand when to make deposits and payments, how we organize billing, when cancellations can be made and insurance requirements.
• Visitors often have questions about transportation to and from SeaTac airport and parking on campus. Please visit the UW Transportation Services website to read more.
• If this is your first time working with us, please see our Event Checklist. It will help you navigate the necessary steps for a successful and enjoyable event at the University of Washington.

Stay at UW—play in Seattle.

Host your event at an amazing location with modern facilities at an affordable price in a world-class city!

Summer conference season begins Sunday, June 22, 2025 and runs through early September. Get started now!