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Cassie Gholston

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  1. How many people are invited?
  2. Will you need to hire help to run the event? Or coordinate volunteers?
  3. What is the nature of your event? Gathering only, or will you provide refreshments/entertainment?
  4. Do you have funding for this event? Please contact your Area head or the Finance Manager if you have questions about funding.

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  1. Contact Building Manager if you are looking to reserve space in Winship.

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  1. Contact Building Manager to reserve departmental tables or chairs.
    1. If all tables/chairs/linens are reserved, you can submit an Event Planning Request Form with Facilities Services. They will deliver the desired number of tables, chairs, linens, and any other special needs (podium, etc.) on the dates requested. There is a fee to use Facilities Services, so please account for this in your budget.
  2. Contact Event Coordinator to reserve linens. If all linens are reserved, please complete the Event Planning Request Form to order linens.

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  1. Submit your complete OOEF for approval to Patricia Semenov.
  2. Once OOEF is approved, you may work with Patricia to reserve the departmental pro card to purchase your supplies.

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Action Steps

Timeline

Point of Contact

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

Event Furniture Inventory

  • T&D Tables, Chairs and/or Linens (limited number)

  • Additional event furniture – contact David Thomases to submit an 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 a quote. Preferred 4 weeks in advance (There is a fee included).

Official Occasion Expense Form

  • OOEF is needed if serving refreshments

  • Include a detailed event sheet of all information with OOEF submission

  • Catering – confer with Cassie Gholston (T&D cannot sign off on contracts)

  • Once OOEF is submitted, reserve the 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)

Cassie Gholston (advise on contract process)

Finance Office (reserve department pro-card)

Event Student Assistance

  • David Thomases manages a team of students to assist with events. The event student rate is $20/hr per student. A minimum of two students are required to work an event.

  • Hiring additional help? Contact Caleb Solberg

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

Sydney Pattillo

Filming/Photography

Sydney Pattillo to reserve Photography notice