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TABLE OF CONTENTS

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EVENT SCHEDULING AND PLANNING TIMELINES

Events Request Survey

The first step in planning for ANY School of Architecture event should be the completion of the Events Request Survey. This short survey helps SOA staff coordinate schedules, timing, space reservations, and necessary event support. 

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ON-SITE RESOURCES AND FACILITIES SUPPORT

In-House Items Available at UTSOA

The School of Architecture has an inventory of items that are available for SOA-related events. Some of these items include but are not limited to:  

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

Facilities Support

For more extensive event support and set-up, a Facilities Services Work Order will be required. Event Support & Moving Services provides event-related support and equipment for university events of all sizes. Event support is provided by a collaborative team, including EMS, the Facilities Service Center, the Custodial Services Division, the Zero Waste Program, and the Solid Waste & Recycling Team.  

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.

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 process because 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 

University Guidance for On-Campus Food & Beverage Considerations

Food:

Planning on having food at your event? Along with a Facilities Work order, you must also submit a Food Distribution Form to Environmental Health & Safety 7 days prior to the event. 

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, leafy greens. Click here for more information.

Alcoholic Beverages:

Per Board of Regents' Rule 80102 (Alcoholic Beverages), the use of alcoholic beverages is prohibited on property and in buildings owned or controlled by The University of Texas System of UT Austin unless an exception has been requested from the sponsoring unit and approved by the appropriate delegate PRIOR to the event. 

• Read UT's Guidelines to Request Exception to Serve Alcohol on Campus
• Submit an Online Form to Request Exception to Serve Alcohol on Campus