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Planning an event for the School of Architecture community? This is your one-stop-shop for all things events, including instructions for securing space, staff, and resources, as well as recommendations for vendors, promotion, and beyond. 

The first step in planning for for ANY School  School of Architecture event should be the completion of the the Events Request Survey. This short survey helps SOA staff coordinate schedules, timing, space reservations, and necessary event support. Read on for more detail and guidelines. This is a living document that will be updated regularly. 

 

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TABLE OF CONTENTS

Table of Contents

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For most events, significant staff support is needed at all stages of an event, from the Business Office processing vendor payments to IT set-up, and beyond. In order to secure support assistance from the Business Office, Dean's Suite, IT team, and Communications, event planners should complete this Events Request Survey at the earliest stage in the planning process, as soon as a date has been proposed or solidified.

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As you're considering dates for your event, please consult the Master Calendar.  The Master Calendar is managed by the Dean's Office and can be a great reference for planning. Please note that the The Master Calendar is different than the more public-facing calendar on the School of Architecture website, but does include events and information relevant to School of Architecture students, faculty, and staff. This includes dates for the Lectures & Exhibitions Series, CAAD and Career Services events, Development events, and committee meetings, as well as holidays and other events in Austin that might affect scheduling. 

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Room reservation requests are separate from Master Calendar requests. For some activities, such as an internal meeting or a small group gathering, you will only need to submit a room reservation request, and won't need to complete the Events Request Survey. The Events Request Survey is primarily intended for larger events or those involving an open audience.  Below is a list of spaces that are available for reservation. Each room's calendar is hyperlinked. To make a room reservation request email arch-room-reservations@utlists.utexas.edu. If the request is urgent, please visit the Dean's Office Reception Desk or call 512-471-1922.

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  • Tablecloths and linens (black and various colors)
  • Easels
  • Vases
  • Kitchen utensils
  • Foldable tables and cocktail tablescocktail tables

For a full list, reach out to staff in the Dean's Office. 

Facilities Support

For more extensive event support and set-up, a Facilities Services Work Order will be required. The university's Event Support & Moving Services Office provides event-related support assistance and equipment for university events of all sizes.  The The following are the services and inventory available for special events on a first-come, first-served basis: 

  • Cleaning
  • Carpentry
  • Electrical
  • Set-up and take-down of event inventory
  • Refuse collection

Facilities Services' event inventory includes banners, chairs, coat racks, easels, lecterns/podiums, silk plants, privacy screens, staging/risers, tables, table cloths/skirts, and waste containers. Here is a photo gallery of Facilites Facilities Services' event inventory. To request services or inventory, please complete an online Event Planning Request form. Requests should be submitted as early as possible in the event planning processbecause services are available on a first-come basis, and event inventory quantities are limited.

Please Note: Once you submit the work order, don't be alarmed if it is not approved right away. Facilities approves orders based on the date of the event, not on how early you submitted your work order. However, you must submit a request a minimum of 2 weeks ahead of the event date to avoid late fees and penalties. If you need to email them for an update, email facilities@austin.utexas.edu or fs-events@austin.utexas.edu 

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Note: If your event is intended only for the members of your group/organization, then a Food Distribution Form is not required. A form is required anytime an event is planned where Time/Temperature Controlled Foods are going to be distributed to the public. Some examples of TCS foods are cooked meats, hamburgers/hotdogs, breakfast tacos, fajitas, sliced melon, sliced tomato, and leafy greens. Click here for more information.

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Flowers:

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When an honorarium is being extended to a speaker, the school’s policy is that honoraria should include the participant fee and travel funds for airfare, ground transportation, lodging, etc., with the participant making all travel arrangements for themselves and then self-reimbursing with the honorarium.

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Once you have determined the type of payment you would like to extend to your visitors and that your budget can support, contact the Business Office to check that your plans are appropriate and to confirm the paperwork required.

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Purchase Orders / Contracts

Anyone being paid for providing a good or service to the school, such as a lecture, participation in an event, or a vendor providing services for an event, must be entered into UT’s vendor system in order to be paid. A purchase order or contract outlining the terms of the agreement must also be processed and approved before the service is performed. 

The steps for this process are outlined below. Get the process started by completing the SOA Payment Request Form first.

  • Step 1: School sends “Payee Information Form” (PIF) to the individual via DocuSign, which they will fill out accordingly, and return with a copy of their driver’s license or passport (if being paid as an individual. If paying the company, ID is not required).
  • Step 2:
    • If the payee is a U.S. citizen/permanent resident: SOA Business Office sends purchase order information to UT Accounting for approval based on the agreed-upon honorarium amount. Turnaround time from receipt of PIF: allow 1 week.
    • If the payee is not a U.S. citizen/permanent resident: SOA Business Office sends contract information to UT Business Contracts Office (BCO) for approval based on the agreed-upon honorarium. Upon approval, the contract is sent to the individual for signature and is then countersigned by BCO. Copy is sent to individual for their records. Turnaround time from receipt of PIF: at least 2 weeks; allow more if possible. This is also the stage when the Business Office determines any visa requirements that may apply, and whether the 30% nonresident tax will be assessed.
  • Step 3: After service is performed, SOA Business Office sends an invoice to UT Accounting for payment processing, and a check is mailed to the address on the PIF.

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  • Do not email the above address when checking for an update on signature. It somehow moves your request to the end of the queue. The best contact to check on contracts is Lauren Cohen, Associate Business Contacts Administrator (512) 471-7400.
  • As a courtesy to the Business Office, please let Jeff or Josette know of any contracts being signed by UT Contracts. The signed contract will also need to be included with the OOEF after the event.

Material Purchases

Small materials for events can be purchased using the Procurement Card (the school's "credit card"), which can be checked out from the Dean's Suite and/or Business Office.

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Larger expenses such as equipment require purchase orders. See "Preferred Vendors" for tips belowabove, and contact the SOA business team for more information.

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As noted in the Participant Payment /Invitations sections section above, out-of-town event participants typically make their own hotel reservations , using their SOA honorarium to self-reimburse for hotel expenses. In this case, the participant may select their own lodging based on their personal preferences.  Hotels that are closest to the School of Architecture are the:

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General accommodation or accessibility questions can be directed to SSD at (512) 471-6259 or ssd@austin.utexas.edu. For more information about the university's Disability and Access office, visit their website: https://diversity.utexas.edu/disability/


PROMOTION

As you plan for your event and think through attendance, it is important to consider several aspects of marketing and communications to help get the word out. The best option for advertising a campus event will vary depending on the target audience. 

UT Austin Community

Event Calendars:

Events targeted toward members of the UT community can be promoted through the Texas Today events calendar. You can submit event information here (requires signing in with your UT EID)

The School of Architecture also maintains an event calendar on the School of Architecture website. Contact Kelsey.Stine@austin.utexas.edu to get your event added to the SOA website at least two weeks prior to the event. You’ll need to provide: Event Title, Event Description, Event Time, and Location, as well as at least one image to accompany the event.

Digital Signs:

University Unions provides the opportunity for university departments and registered student organizations to advertise events and activities on campus. there are 10 screens located throughout the Texas Union Building and the William C. Powers, Jr. Student Activity Center. Departments and registered student organizations can apply here to have their event displayed on these screens. Note that you must submit requests 1.5 weeks before you would like your slide to run.

Later this semester, the School of Architecture will roll out our own digital signage, which will be located in the North Lobby of Goldsmith Hall. More information about how to submit slides and the process will be added to this document as they are available.

HornsLink

HornsLink is the platform for student organizations and events at UT Austin, and all students, faculty, and staff can log in with their EID and advertise events to students.

Texas Student Media

Texas Student Media oversees The Daily Texan and other outlets with a wide reach on campus. To get the word out about events via a Daily Texan advertisement or proposed news story, or through another Texas Student Media outlet, call or email the Daily Texan or Texas Student Media.

Emailing the UT community

The School of Architecture maintains a weekly newsletter, distributed every Monday during the fall and spring semesters. If you wish for information about an event or opportunity to be included in the weekly newsletter, submit content here by Thursday at 5:00 p.m. to be included in the next week's newsletter. 

Depending on the event type and target audience, sometimes it is appropriate to share the event with others in the UT community directly. Think through the other units or departments that might be interested in your event contact. Research the appropriate contact and share a brief overview of the event and a link for more information. If they find it relevant, they might share it with others on a one-on-one basis, or forward it to appropriate listservs.

Social Media

The School of Architecture has a social media presence on Instagram, Facebook, Twitter, and LinkedIn. Each platform has its own distinct audience and focus, so contact Kelsey Stine to discuss social media promotion of your event. If you have your own social media platform, @UTSOA and the school can reshare your content, which is the easiest and most direct way. Note that for any type of social media promotion, you will need to provide a high-quality visual. 

Wider Off-Campus Audience 

Below are some free event calendars maintained by various local news outlets and online platforms that accept community-based event submissions. It is recommended that you submit online event calendars around a month in advance of the event.

For industry-related outreach, consider:

*Keep geography in mind when going outside of Central Texas. Only send to non-Texas outlets if there is a virtual component to the event event.