Schedule a Room at the Tacoma Program Center

Schedule a Room at the Tacoma Program Center

Instructions for leaders on how to reserve a room at the Tacoma Program Center and our Irish Cabin Property for courses, activities, committee meetings and public events, and add an offsite event to the Tacoma Branch Calendar.


If you already know what to do... Reserve a Room

For more information on renting our Tacoma Program Center for non-Mountaineers events, please download the Tacoma Program Center Information Sheet. If you're interested in booking space with us, fill out the Rental Application. For rental questions, call Sarah Holt at 253-566-6965, or email

Read on to learn what you need to do to schedule a room at the Tacoma Program Center or Irish Cabin Property for Mountaineers courses, activities, meetings and public events or to add an offsite event to the Tacoma Branch calendar.


Step 1 View the Tacoma Program Center calendar. Note: If you're already on the Tacoma Program Center page, click on "All Events" in the left sidebar. This view includes all events at the Tacoma Program Center including public events, private events, committee meetings, courses and activities.

Step 2 Navigate to your desired event date and check availability. All events confirmed and tentative are included on the calendar.  

Step 3 Choose "Event" from the "Add new..." menu in the orange admin panel at the top of the screen. Please note: you must be logged in with leader or admin permissions to access the admin panel.

Step 4 Enter your event details for all tabs and fields designated with a small red square.

Default Tab

  • Event Location: Choose "Tacoma Program Center - 2302 N 30th St, WA 98403."
  • Event Starts/Ends: This is the information the public sees and does not include setup and break down time. Please make sure these are accurate.
  • Event Body Text: Enter any text you wish to promote your event. Please refer to our Publications Style Guide for proper formatting.
  • Event URL: This can be the link to the course, activity, blog, etc. If this is a public event it can link to a ticketing site.
  • Event Contact: The contact listed should be the one leading the event, course, or activity.
  • Lead Image: Add an image that will appear at the top of the page if you wish. Refer to our Publications Style Guide for help with images.

Details Tab

  • Setup/Departure Time: This is the time that you plan to arrive to begin setup, and when you plan to depart after the event is over and you have cleaned up.
  • Expected Attendance: Enter the number of people you expect to attend this event.
  • RSVP Tickets: Check this box if you are hosting a seminar or public event and either want assistance setting up an RSVP system, or selling tickets.
  • Marketing Support: Check this box if it’s a public event that requires additional marketing support via social media.
  • Open to Public: Check this box if you are scheduling a public event (i.e., seminar, skill clinic, film festival, etc).
  • Alcohol: There are restrictions with providing alcohol for Mountaineers sponsored activities. Checking this box if you plan to and it will result in a follow up from staff with additional questions.

Room Info Tab

  • Room Selection: Check the box for all rooms and facilities needed.

Categorization Tab

These tags tell the calendar how to display your event. It automatically defaults to "Programs & Meetings" and "Tacoma Branch," but feel free to change it if you feel one of the below tags represents your event better. Note that the tags are case sensitive.

  • Public Events: Events open to the public that don’t require registration through the Mountaineers website. For example, film festivals and public speakers.
  • Irish Cabin Events: Any events or activities held at our Irish Cabin Property.
  • Tacoma Branch: For events sponsored by the Tacoma Branch and its committees. The "Tacoma Branch" tag may be removed and other branch or Outdoor Center tags may be used here if  the event should be displayed those calendars.
  • Private Events: Non-Mountaineers events held at the Tacoma Program Center.

Step 5 Click the "Save" button at the bottom of the page.  Note that the "Save" button appears at the bottom of the page on all ta

Step 6 Submit your event for publication. Once the event is submitted for publication you cannot edit it. If you have more information to add then leave it in “Private” status until it’s finished. Please note, it will not be confirmed until it’s submitted for publication, but it will appear on the calendar.

Step 7 Wait for email confirmation that your reservation has been approved. Requests will be reviewed within 3 business days.

cloning Events

If you want to schedule multiple versions of the same event you can make it easier by cloning that event. Please follow these instructions:

Step 1 Click on the event you want to clone from the calendar.

Step 2 Click on "Actions"  in the yellow admin bar just below the header and choose "Clone."

Step 3 Complete the fields on the clone form.

Step 4 Click the "Add Another" button to add another clone. Repeat Steps 3 and 4 to add as many clones as needed.

Step 5 Click the "Clone"  button to create the clones.

Step 6 Update the newly added events if needed.

Step 7 Submit the cloned events for publication.

Reserve the Irish Cabin Property

Follow the steps to reserve a room at the Tacoma Program Center (above), and

  • Check the "Irish Cabin Property" box in the "Room Info" tab.
  • Add the "Irish Cabin Events" and "Tacoma Branch" tags in the "Categorization" tab.

Add an Offsite Event to the Tacoma Branch Calendar

Read through this page and realize you aren't reserving a room and just want to add a branch to the Tacoma Branch calendar page? Learn how to schedule your branch event here.