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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. 

...

  • Please be aware that we cannot provide parking arrangements for event speakers or other attendees. These participants should be advised to use public transit or park in one of the university's parking garages. The garage nearest to the School of Architecture's buildings is the San Antonio Garage. 
  • If your budget allows, you can purchase Event Garage QR Code Permits from Parking and Transportation Services for about $12 / vehicle by filling out the Event Parking Request Form.
  • If a visitor requests ADA parking accommodations, a permit for one of our nearby ADA spaces may be requested through the university at least two weeks in advance by completing the form at  https://parking.utexas.edu/parking/ada-parking-map

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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.

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.

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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. 

...

  • 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. 

Hotels

As noted in the Participant Payment/Invitations sections 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:


In cases when SOA will be reserving and/or paying for the participant's room–-including events with multiple speakers, in which case a block of room reservations is most efficient-- the event contact can make the reservation by contacting the hotel on behalf of the participant(s).

  • Hotel contacts and rate information can be found here
    • : https://travel.utexas.edu/travelplanning/hotels (see
  • . (see "Hotel Contact Sheet")
  • When making a reservation, be sure to let the hotel know that SOA is part of The University of Texas at Austin, and as such is exempt from the state hotel occupancy tax.
  • If the hotel is set up for direct billing
    •  
  • (which is the case for the three listed above), you can make the reservation without a credit card, and the SOA will be invoiced following the guest's stay. When you receive the invoice, ensure that it does not include state occupancy tax.
    • (
  • If it does, request a revised invoice from the hotel, and resubmit the tax exemption certificate with your request.
    • ) 
  • If the hotel is not set up for direct
    • -
  • billing, you can request the use of the Hotel Conference Card from the SOA Business Office. 


TECHNOLOGY

IT Set-Up Needs

Presentation Preparation

To facilitate technology support, we strongly recommend speakers prepare their presentation(s) in PowerPoint. We will provide a PC laptop for the presentation. 

Lead Times:

  • If a speaker prefers another set-up, please let the Technology Resource and Technology Group (TRIG) know at least XXX days in advance.
  • We also request that they send their presentation at least 2-3 days in advance of the lecture so that we can test the file and any audio/video components. 
  • On the day of the lecture, we ask that the speaker be available 30 minutes prior to the lecture start time for tech set-up and that they bring their presentation file on a USB drive as a backup.

Livestreaming

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.

Accessibility

Building accessibility into the planning stages of an event can eliminate barriers to participation and create a more inclusive environment. Section 508 of the Rehabilitation Act requires all media used or purchased by public agencies receiving federal/state funds to be accessible. This also applies to online videos. We recommend that all event planners include an accommodation statement on materials, which allows you to make arrangements in advance: If you need accommodations for this event, please contact (name) at (email or phone) five business days in advance. 

Digital / Technology Accessibility: Does all video or audio material being used have captions?

Sign Language Interpreters: 

  • If a UT student is registered with Disability and Access (formerly Services for Students with Disabilities) and needs an interpreter, the student needs to make the request through the online Sign Language Interpreter Request for Students link. Be ready to work with the student to ensure that the seating and placement of the interpreter are conducive to effective communication. 
  • If a member of the public is requesting a sign language interpreter, the event planner needs to make the request via the online submission form on the SSD website. Funding sources for interpreters will vary depending on the type of event. 

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