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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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- If your event has multiple components and/or purchasing needs, you are required to generate and attach a detailed event sheet with all essential information to your OOEF.
- If your event requires food orders and/or catering, please confer with the Finance Office if your event will require processing by the UT Business Contracts Office. The Department of Theatre and Dance cannot sign off on contracts.
- Both Events and the Finance Office are available to advise on forms.
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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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Action Steps | Timeline | Point of Contact |
|---|---|---|
Event Details
| Winship Space Reservation – 4 weeks in advance External Venue – need at least 6-8 weeks for the contract process |
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Event Furniture Inventory
| T&D furniture reservation – 4 weeks in advance. Facilities Services – at least 10-14 business days in advance for a quote. Preferred 4 weeks in advance (There is a fee included). | |
Official Occasion Expense Form
| 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) Cassie Gholston (advise on contract process) Finance Office (reserve department pro-card) |
Event Student Assistance
| T&D Event Student Team – 2 weeks in advance Hiring additional help? – 4 weeks in advance | David Thomases (supervisor) Caleb Solberg (Guest Artist Liaison) |
Event Promotion and Marketing
| 4-6 weeks in advance | |
Filming/Photography
| Sydney Pattillo to reserve Photography notice |