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- How many people are invited?
- Will you need to hire assistants to run the event? Or coordinate volunteers? Unless otherwise directed, faculty, staff, and students are responsible for managing their own events.
- What is the nature of your event? Is this only a gathering? Are you providing refreshments or entertainment?
- Do you have funding for this event? Please contact your Area head or the Finance Manager if you have questions about funding. The department-wide Events budgets are limited to events sanctioned as such by the Chair.
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- Make a space reservation through ArtsVision at least 72 hours in advance if you are looking to reserve space in Winship.
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- Contact Tori Marshall to reserve departmental tables, chairs and linens.
- If all tables/chairs/linens are reserved or your event requires additional items and services, contact Tori about submitting an Event Planning Request Form through Facilities Services. You can reserve tables, chairs, linens, other special assets (podiums, etc.) and schedule custodial services after your event. There is a fee to use Facilities Services, so please account for this in your budget.
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Action Steps | Timeline | Point of Contact |
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Event Details · Determine location, date and time · Anticipated Guest Number · Refreshments/Entertainment · Funding/Budget | Winship Space Reservation – 4 weeks in advance External Venue – need at least 6-8 weeks for the contract process | · Nathan Harper – Winship Space Reservations · Lizeth Salinas – Contract Policies/Budget |
Event Furniture Inventory · T&D Tables, Chairs and/or Linens (limited number) · Additional event furniture – contact Tori Marshall to submit Event Planning Request through UT Facilities Services. | T&D furniture reservation – 4 weeks in advance. Facilities Services – at least 10-14 business days in advance for quote. Preferred 4 weeks in advance (There is a fee included). | · Tori Marshall |
Official Occasion Expense Form (OOEF) · OOEF needed if serving refreshments |
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· Include detailed event sheet |
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of all |
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information |
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with OOEF |
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submission · Catering – confer with Lizeth Salinas (T&D cannot sign off on contracts |
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- Once OOEF is approved, you must work with Finance Office to reserve the departmental Procard to purchase your supplies.
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- Please refer to our Departmental Promotion Policies for more information.
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) · Once OOEF is submitted, reserve department Pro-card for approved purchases | Purchasing refreshments using Pro-card - OOEF submitted 1 week in advance Using catering company - need at least 6-8 weeks for contract process | Tori Marshall (advise on OOEF process) Lizeth Salinas (advise on contract process) Finance Office (reserve department pro-card) |
Event Student Assistance · Tori Marshall manages a team of students to assist with events. Event student rate is $20/hr per student. · Hiring additional help? Contact Liliana Zapatero | T&D Event Student Team – 2 weeks in advance Hiring additional help? – 4 weeks in advance | Tori Marshall (supervisor) Liliana Zapatero (Guest Artist Liaison) |
Event Promotion and Marketing · Refer to Departmental Promotion Policies | 4-6 weeks in advance | Megan Bommarito |
Filming/Photography · UT Theatre and Dance follows university policies · Link · Photography Notice will need to be displayed | Megan Bommarito/Sydney Pattillo to reserve Photography notice | |
Attend Staff Meetings · Attend at least 2 T&D staff meetings | At least 2 weeks in advance | Tori Marshall |