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.
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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. Never sign a contract of any kind - The University's Business Contracts Office is the only entity on campus authorized to sign contacts.
As a courtesy to the Business Office, please let them know of any contracts being signed by UT Contracts. If the contract is related to catering, the signed contract will 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 above, 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.
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Some items, like tables, linens, and chairs, can be rented through a UT Facilities Work Order, also explained above.
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As noted in the Participant Payment 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:
- AT&T Hotel (an 8-minute/0.4-mile walk to the SOA)
- AC Hotel and Otis (a 6-minute/0.3-mile walk), and the
- Hampton Inn (a 10-minute/0.5-mile walk).
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