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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 byeondbeyond. In order to secure support from the Business Office, Dean's OfficeSuite, 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 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, Development CAAD and Career Services events, Career Services Development events, and committee meetings, school and program-specific events, as well as holidays and other events in Austin that might affect scheduling. 

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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  The following are the services and inventory available for special events on a first-come, first-served basis: 

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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 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 process because services are available on a first-come basis, and event inventory quantities are limited.

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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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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. 

Events involving alcohol, therefore, require advanced approval (request form) and involve additional paperwork and costs (including the cost of alcohol and hiring a TABC-certified bartender). 

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

PAPERWORK & PAYMENTS

Participant Payments

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.

• Please be aware that honoraria, especially when extended to non-U.S. citizens/residents, requires a substantial amount of paperwork both for us and the visitor.
• For non-U.S. citizens, certain visa requirements will apply, and the payment may be subject to a 30% tax. The school’s general practice is to “gross up” the honorarium to make up for this withholding using the formula: desired payment to speaker divided by 0.7 (e.g. $3,500 honorarium grossed up would cost you $5,000). Please keep this in mind when planning your budget. Please also be aware that honoraria cannot be extended to UT faculty members.
• It is also possible to reimburse participants for direct travel costs (airfare, lodging) when an honorarium is not involved.

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.

Participant 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.

• 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.

Contracts

Some vendors require a contract. Intra-university contracts are usually executed at the unit level (if renting a space at LBJ Auditorium, for example), and outside contracts require UT Business Contracts Office approval via the SOA Business Office. You will need to fill out this form, and send it as a PDF along with your contract to vpcfo.contracts@austin.utexas.edu 

• 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.

Broadcasting/Recording/Talent Release

Historically, the University used a “Talent Release Form” that guests would sign to authorize the recording of their participation in an event. This language is now worked into both POs and Contracts, so a Talent Release form is only needed if a speaker is not receiving payment. If the speaker does not want to be recorded, broadcast, or published, we respect their wishes. This should be discussed at the beginning of your engagement with this person to avoid last-minute surprises.

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.

Important things to Note:

• When you check out the Procard, you will need to provide the account number that should be charged
• Receipts must be provided when the card is returned and no Texas state sales tax can be shown on the receipt
• If Texas state sales tax is shown on a Procard receipt, the user is required to return to the vendor and have it removed.
• If a disallowed item is purchased using the Procard, the user is responsible for paying out of pocket to reimburse the school.

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

• Please also be aware that the SOA owns a limited number of event items such as cocktail tables, tablecloths, and sign stands; see the "On-Site Resources" section above for details about inventory available and policies for their use.
• Some items, like tables, linens, and chairs, can be rented through a UT Facilities Work Order, also explained above. 

Official Occasions and Entertainment Expenses Policy (OOEF)

An "official occasion" is defined as a reception, luncheon, dinner, or similar event that is sponsored and funded by The University of Texas at Austin. These functions are normally associated with special programs, university guests, and faculty and staff recruitment. Examples include conferences, workshops, seminars, development events, planned retreats, and staff meetings.

OOEFs must be completed after the purchase of any food, beverage, flowers, invitations, or similar expenses: 

Use of the OOEF–Dean is required if: 

• The primary expenditure is alcohol (that is, greater than the total food expense)
• The average cost per person exceeds $100
• The cost of flowers or other perishable items exceeds $200, or
• The total cost is over $5,000

Use the regular OOEF if none of the above apply.

Important Things to Note:

• Itemized, zero-balance receipts must be electronically attached to the OOEFl a credit card receipt alone is not sufficient unless it also includes itemization
• Texas state sales tax is okay to pay at restaurants ONLY; nowhere else
• Catering payments can be processed with an invoice and OOEF (submitted via one of the OOEF links above); NO Texas state sales tax on the invoice
• Max reimbursement for tips is 20% of pre-tax bill amount
• Not all UT accounts allow for official occasions and/or entertainment expenditures. If in doubt, contact the Business Office.