Non-WSU Use of WSU Facilities – (FAQs)

Frequently Asked Questions

1. Who can request to use university facilities?

Individuals, groups, or entities not affiliated with the university may request to use university facilities for a fee on a short-term basis, but their request must comply with university rules and receive approval from the designated approving authority for the university facility.

2. What qualifies as “university facilities?”

“University facilities” include all buildings and grounds owned or controlled by the university—this includes classrooms, auditoriums, athletic fields, malls, streets, sidewalks, and parking lots across all WSU campuses and locations. Not all university facilities are available for short-term use by outside parties.

3. What is considered “short-term use?”

Short-term use is defined as:

• Daily or hourly use not to exceed five consecutive days, or
• No more than 10 calendar days within any 30-day period.

Sporadic use of up to one year may be authorized under certain conditions.

4. What is “long-term use,” and how is it approved?

Long-term use is anything that does not meet the definition of short-term use. All requests for long-term use must be submitted to the Executive Vice President for Finance and Administration, the University President, or their designee.

5. How do I request short-term use of a facility?

Submit your request to the approving authority for the specific facility or through the campus’s designated routing process. A current list of approving authorities and facilities available for short-term use is available on:

• Each campus’s website, and
• Risk Management website

6. Who is the “approving authority?”

An approving authority is a university employee authorized to approve or deny facility use requests. In some cases, the approving authority may also have delegated signature authority to sign facility use agreements. In other cases, the approving authority will need to forward the agreement to a university employee with delegated signature authority for final approval. Only university employees with delegated signature authority from the WSU President may sign facility use agreements.

7. What activities require additional review by Compliance and Risk Management?

The approving authority must notify Compliance and Risk Management at least 14 days before approving requests that involve:

• Events open to the public or non-university participants with 100+ attendees
• Amplified sound outdoors
• Serving alcohol
• Minors participating in or attending
• Use of airspace above university property (excluding drones governed by UPPM 50.37)
• Animals, other than trained service animals
• Hazardous activities or potential for property damage
• Events needing coordination with non-university law enforcement

Email compliance.risk@wsu.edu and copy your campus safety or police department.

8. Can facility use be denied?

Yes. Requests can be denied if they:

• Conflict with university operations
• Violate university policies
• Pose safety or reputational risks
• Involve unwillingness to meet university terms (e.g., insurance, indemnification, etc.)

9. Are there additional requirements for events involving minors or youth programs?

Yes. Any activity involving minors requires additional risk review and must comply with the university’s Youth Programs policy and procedures. Early coordination with risk management is strongly advised. See Executive Policy 14 for more information.

10. Are there rules for charitable use of facilities?

Yes. Charitable use requests must follow Executive Policy 45 and may have additional approval steps outlined in WAC 504-35-050.

11. What forms or agreements are required for third-party use?

All external users must sign a facility use agreement, using a template approved by the WSU Office of Finance and Administration. Only employees with delegated signature authority are allowed to sign on behalf of the university.

12. Do I need insurance to use a university facility?

In most cases, yes. External users must provide proof of insurance, with the university named as an additional insured. Specific requirements will be outlined in the facility use agreement.

13. Where can I find the facility use request form or agreement?

Forms and agreements are available from the approving authority for the specific facility.

14. Can I hold an event tomorrow?

Probably not. Requests must typically be submitted at least 14 days in advance. For larger or more complex events, 30 days’ notice is recommended to allow for proper review and coordination.