REVIEWED How to Host an Event

Reserving Facility Space

• To reserve space in a Recreational Sports Facility for an event, complete the UTSCA Special Event Form on Recreational Sport Internal Services in a timely manner.

  • Receive confirmation for approval

    • For large-scale events that require multiple outdoor fields or indoor courts/rooms, the recommended deadline is our typical semesterly request timeline: September 15 for the next spring, February 15 for the next fall/summer.

    • Any/all special events should be requested at least 6 weeks in advance of requested date(s)

  • Meet with Sport Club Directors to discuss details of the event prior to making arrangements with visiting teams and other entities 

    • We prefer to review any communications before they go out to ensure compliance with UT policies and procedures 

Pre-Event Planning

• Determine if your event needs certified Athletic Trainers and when prepared, please contact your Sport Club Advisor 6 weeks before.

• If hosting an outdoor event, determine if you need to get painted field lines down and when prepared, submit file to Sport Club Office at least 2 months in advance. 

• Determine if the organization wants to/is able to reserve parking spaces or passes via Parking and Transportation Services for visiting participants/teams/officials (Wright-Whitaker Fields, Caven-Clark Fields, Recreational Sports Center, etc.).

• Collect registration/event fees

  • Arrangements made for collection of entry fees before or at event. Submit the RecSports Online Store Product Request form on HornsLink to get your event registration 

    • If you collect fees through your governing body, make Sport Club staff aware

    • Third-party registration vendors must be approved before collecting any more (we prefer to collect it ourselves - no fees!)

  • Sample Invoice can be obtained from Sport Club staff for visiting teams requesting. This is common for universities to issue payment. 

  • Ensure University checks are made out to your organization i.e. “University of Texas – Memo: Your Club Name” and mailed to our Gregory Gym mailing address.

• Create communications plan for visiting teams/participants/spectators/officials:

  • Create contact list for visiting competitors to send information about event

  • Send a message informing:

    • Confirm event date(s)/start time(s) with visiting teams

    • Confirm event time length

    • Confirm uniform colors in case of conflict, if needed

    • Payment/Registration information

    • Consider sending this UTSCA Visiting Guide to teams to provide information about campus policies and procedures

      • Request visiting teams to submit their visiting participant log prior to arriving to campus. If not completed prior to arriving, they will need to complete it immediately when they arrive on site.

    • Confirm directions to event and parking information 

  • Media/Promotion & Awards/Merchandise

  • Develop flyers and receive approval from Sport Club staff prior to publishing

  • Promote via social media (Facebook, IG, Twitter)

  • Request photo/film approval from RecSports if you plan to shoot your own photos/videos.

  • Trophies, t-shirts, etc. designed and made before event

    • All materials printed on wearable/useable items must be approved by RecSports and Trademarks and Licensing

  • Determine sales plan with Sport Club staff

    • Collecting cash on-site requires compliance training and an approved cash box

    • Collecting credit cards on-site must be done through RecSports Online Store (see above) or approved CC Terminal machines.

      • NO VENMO OR OTHER THIRD PARTY COLLECTORS!

• Referees/officials arrangements

  • Hire any necessary officials for event - some national governing bodies contract officials for you

    • Make sure officials information and paperwork is submitted to the Sport Club Office prior to event to arrange for payment

  • Confirm driving/parking directions for officials

  • Can send them UTSCA Visiting Guide as well

• Confirm set-up needs, start time and duration of event with Sport Club staff
  

  • Confirm with Sport Club staff for time for the club to set up materials/equipment - setup should only happen day of or night before. If in Recreational Sports Facilities, this should be included in your reservation and event sheet.

  • Confirm details from original request: tables, chairs, trash, layout, electricity, A/V, internet, etc.

  • Organize volunteers from your club to assist with set-up/strike needs

  • Prepare an on-site registration/check-in procedure. 

• Serving Food

  • Submit Environmental Health & Safety - Food Distribution Form if food will be sold and/or served during the event
    

    • EHS form will walk you through what you need to do to serve food

  • Submit purchase requests to use club funds to purchase refreshments

• Event Schedule!

  • Create your tournament bracket/format, if needed. When preparing a bracket, allow for buffer time for competitions that go over the originally allotted amount

  • Send bracket/format out to all participants prior to the day of the event - Have copies available at event

  • Create contingency plan in case of a withdrawal

  • Confirm time for rest/meals between competition for participants

Day of Event Checklist

• Organization volunteers prepped for set-up/strike

• Set-up is completed (including tables, chairs, goals, water coolers, etc.)

• All teams have completed and submitted their visiting team log

• UTRS Facility Operations and/or facility host will assist with water cooler, benches, etc., if reserved

• Review ground rules, facility guidelines, event format, etc. with all participants

• Club enforces facility rules for both participants and spectators – Contact Building Supervisor for assistance if needed

Post Event Checklist

• Club cleans up all trash

• Club takes down and returns all equipment

• Notify Sport Club staff of results and event recap

• Turn in Visiting Team Log

• Take down notes of what went well and what can be improved for the next event.