Steps to organize your event

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

·      Include detailed event sheet of all information with OOEF submission

·      Catering – confer with Lizeth Salinas (T&D cannot sign off on contracts)

·      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