How do I organize an event?

Decide when and where you would like to host the event.
1. How many people are invited?
2. Will you need to hire help to run the event? Or coordinate volunteers? Unless otherwise directed, faculty, staff, and students are response for managing their own events.
3. What is the nature of your event? Is this only a gathering? Are you providing refreshments or entertainment?
4. 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.
Reserve your space.
1. Make a space reservation through ArtsVision at least 72 hours in advance if you are looking to reserve space in Winship.
Decide if you will need additional tables, chairs and/or linens.
1. Contact Averil Houston to reserve departmental tables, chairs and linens.
  1. If all tables/chairs/linens are reserved or your event requires additional items and services, you can submit an Event Planning Request Form with Facilities Services. They will deliver the desired number of tables, chairs, linens, other special assets (podium, etc.), as well as custodial services on the date(s) requested. There is a fee to use Facilities Services, so please account for this in your budget.
Fill out an Official Occasion Expense Form (OOEF) if refreshments will be served.
1. 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.
2. 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.
3. Both Events and the Finance Office are available to advise on forms.
Submit your complete OOEF for approval to the Finance Office.
1. Once OOEF is approved, you musy work with Finance Office to reserve the departmental Procard to purchase your supplies.
If you are hiring additional help for your event, work with Liliana Zapatero on the guest artist process. This needs to happen at least one month in advance if you are hiring student workers.
Marketing for your event.
1. Please refer to our Departmental Promotion Policies for more information.
Filming
(Theatre & Dance follows university policy (Go to following link for departmental policy)
https://ucomm.utexas.edu/resources/filming-guidelines
Attend at least two Staff meetings for discussion about event