ABOUT EVENTS

Use the Event Planning Request Form to request services for your event. Please provide as much information as you can. We are happy to assist you in determining the quantity or size of items requested. You can contact us by email at fs-events@austin.utexas.edu, or by phone at 512-471-2020. Submit your request as early as possible in the planning process, as all services are available on a first-come-first-service basis. Upon submission of this form, you will receive a detailed e-mail of your request upon submission of this form. Please retain it for your records.

As of September 1, 2019, all event requests must comply with our Terms & Conditions. Please read it carefully and confirm that you have read and accept it.

If we need clarification, we will contact you directly. Once your event has been scheduled, we will send you, any contact(s), and any account signer(s) a confirmation email with a work order number.

All student and student organization requests must be submitted through the Office of the Dean of Students at least 14 days prior to the event. Please contact 512-471-3065 to schedule an appointment with a staff member to submit your work order. We cannot process your request until we receive the proper form.

Requestor and Contact Information

Please fill out the “Requestor” fields using your name and contact information. We will reach out to you if we have any questions while processing your request and include you on the confirmation email from us.

If you are not the main point of contact under the “Event Contact Same as Requestor?” field, select “No” and then enter the main contact’s information. An accurate cell phone number is very important should someone need to be contacted on the day of the event. If there are multiple contact people, list them in the “Additional Contact Information” field. We will also reach out to the contact(s) if we have any questions while processing the request.

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Instructions for Event Planning 

Event Request Planning Form


Attendance: 

If your event will have 50 or more guests, Custodial Services requires overtime authorization. They do their best to avoid using it, but need overtime authorization just in case they have to clean more than anticipated.

Event Location: 

Please select if your event will be on campus, of campus, or both. 

Site: 

Please select your location, such as Main Campus, Pickle Research Center, etc.

Building: 

Please select the building your event will be in from the drop-down men. If it will be in multiple buildings, please list them all under “Additional Event Information”.

Room:

If your event will be indoors, under “Is your event indoors or outdoors?” select “indoors”. Please list all rooms in the building your event will be in. Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

Outdoor Events:

If your event will be outdoors, select “Outdoors” and specify your rain plan. This can be a location change, cancellation, or that your event will be rain or shine. Please also specify any other outdoor location information under “Additional Location Information”.

Event Start and End Times: 

Please set your event start time as the time guests will arrive, and your event end time as the time your guests will leave. If your event is for multiple days, feel free to explain the daily start & end times in any fill-in box as needed. We will reach out to you if we need more information. If you have a reservation for your event venue, feel free to include when your reservation begins and ends. 

Before Event Actions Needed: 

Selecting these fields will populate more specific questions later in the field. Please only check the boxes for what you need. If “Delivery”, “Set Up”, or “Move Existing” is selected, the following fields will be generated:

  • Please select the date you need support
  • The crews require a two hour time window for any action, please specify what times will work for you
    • Earliest Time is the earliest the crew can arrive, such as when your reservation begins
    • Preferred Time is the best time for the crew to arrive to begin
    • Complete By Time is when the work must be done

After Event Actions Needed: 

Similarly, selecting these fields will populate more specific questions later in the field. Please only check the boxes for what you need. If “Pick Up”, “Tear Down” or “Reset Furniture” is selected, the following fields will be generated:

  • Please select the date you need support
  • The crews require a two hour time window for any action, please specify what times will work for you
    • Earliest Time is the earliest the crew can arrive, such as when your event ends
    • Preferred Time is the best time for the crew to arrive to begin
    • Complete By Time is when the work must be complete, such as when your reservation ends

Diagrams: 

A diagram is required if your event is located outdoors, if electricity is requested, if a stage is requested, or if an estimate is requested. Feel free to hand-draw a simple map, or use can use the following resources. You may download standard campus maps for outdoor venues on campus here. You can find a diagram for MAI 212 here, and the CBA events spaces here. For a build-your-own-diagram tool, see this external link. You can also request additional diagrams by emailing lis@austin.utexas.edu.


Accounting & Billing Information


Overtime Authorization: 

Overtime authorization may or may not be required, depending on what you need. Please see page 10 of the Terms & Conditions for more information about each crew’s overtime hours.

Estimates: 

Once we have all the information we need, estimates take 10 business days to fully process. If you would like a revised estimate after making changes, it will take up to another 10 business days to provide an amended estimate. We will email your completed estimate to you and the authorized signer.

Preferred Method of Payment:

  • Account number: Please provide a valid account number and an authorized signer. We will reach out to you if we need more information. The authorized signer will be included on returned estimates and the confirmation email.
  • Letter Bill: If an account number is not available or applicable, please provide a name, email address, phone number, and physical address to be billed to. Business and Financial Services will primarily bill via email, but they need the physical address as well.


Unlock/Lock Buildings, Rooms, Elevators, or Escalators


Unlock/Lock Buildings, Rooms, Elevators, or Escalators:

  • Unlocking and locking General Purpose Classrooms (GPC) must be scheduled through the Registrar’s Office.
  • Unlocking Building Access Controlled Doors (BACS) must be scheduled through the building administrator. If you request a BACS door through this form, we will let you know and explain who you can contact for assistance.
  • Please select the building and door(s) you will unlocked/locked, and if you need elevator(s) or escalator(s) to run
  • Then specify the day and times you need them unlocked/locked
  • If you need them unlocked and/or locked on multiple days, please explain in the “Additional Unlock/Lock Information” field.


Event Cleaning


Event Cleaning: 

Routine cleaning does not cover the additional cleaning required during an event. If Custodial Services needs to clean after your event without cleaning on your work order, you are still liable for the associated costs. Post event cleaning is mandatory in some venues on campus. Overtime is required for any cleaning request with more than 50 people. Custodial Services’ regular hours are Monday – Friday, 7:00 am to 4:00 pm, and 5:30 pm to 2:00 am, anything outside these hours requires overtime authorization.

Before Event Cleaning: 

  • Standard Before Event Cleaning includes: spot cleaning spills and drips, wiping down surfaces, removing all trash, mopping / vacuuming floors, and clean and restock nearby restrooms.
  • Earliest Time is the earliest the crew can arrive, such as when your reservation begins
  • Preferred Time is the best time for the crew to arrive to begin
  • Complete By Time is when the work must be done
  • If you would like cleaning done on multiple days, please explain under “Additional Cleaning Information”

During Event Cleaning: 

  • Please specify if you would like custodians to stay onsite during your event, or if you would like someone to stop in at specific time(s), like cleaning after lunch is served.
  • If you would like someone to stay onsite during your event, we recommend requesting (1) male and (1) female attendant so the restrooms can be cleaned & restocked throughout your event.
  • Standard during event cleaning includes: spot cleaning spills and drips, removing all trash, and clean and restock nearby restrooms.
  • If you would like cleaning done on multiple days, please explain under “Additional Cleaning Information”

After Event Cleaning: 

  • Standard After Event Cleaning include: spot cleaning spills and drips, wiping down surfaces, removing all trash, mopping / vacuuming floors, and clean and restock nearby restrooms.
  • Earliest Time is the earliest the crew can arrive, such as when your reservation begins
  • Preferred Time is the best time for the crew to arrive to begin
  • Complete By Time is when the work must be done
  • If you would like cleaning done on multiple days, please explain under “Additional Cleaning Information”

Trash & Recycling Cans: 

As Events & Moving Services provides trash & recycle cans, you are responsible for making sure they are empty before your scheduled pickup. You can request Custodial Services to empty them for you, our team can empty them and take all bags to a dumpster. Cleaning up event trash is not covered with routine cleaning, you may be charged accordingly if Custodial Services are called to clean up after your event.


Furniture & Linens


Furniture & Linens: 

Pictures of all our inventory options are available here. All inventory must now be set up by the Event & Moving Services Crew. You will be asked to attach a diagram in the form.

  • 6’L x 30”W table is a standard 6’ rectangular table. It can comfortably seat 3 people on each side, and can fit one person on each end for a total of 6-8 people.
  • 6’L x 18”W table is a “skinny” 6’ table. They are usually used for serving food.
  • 8’L x 30”W table is a standard 8’ rectangular table. It can comfortably seat 4 people on each side, and can fit one person on each end for a total of 8-10 people.
  • 60” round tables seat 8-10 people.
  • 72” round tables seat 10-12 people.
  • Cocktail tables are 30” in diameter and 41” high, and used for standing guests.
  • All podiums are wired and compatible with microphones. All podiums can accommodate the UT Seal.
  • The UT seal is delivered by Custodial Services. It must be delivered to someone from your team, and must be stored in a secure location when not in use. We’re happy to deliver it directly to your office, you can easily bring it to your event location and hang it on the podium.
  • Folding screens/room dividers are 6 ½ ft. tall, and extended to about 12 ft. long. Special screens are available for use in MAI 212.
  • Stanchions are about 3 ½’ tall, and extend to about 8’ when fully extended.
  • A-frames are made of wood, and 5’ x 2 ½’ wide, and the sign holder fitting is 3’ tall x 2’ wide.

Tablecloths & Skirts: 

Linens are delivered by Custodial Services. Linens are available in black or white. 6’ and 8’ tables can have ¾ (front and sides) or full table skirts. Someone from your team must be onsite during delivery to sign for the linens.

Poster Stands: 

Poster stands are modular, with multiple configuration options. A single stand-alone poster stand requires (2) bases, (2) poles, and (2) horizontals. A single shared setup, to display two posters, requires (3) bases, (3) poles, and (4) horizontals. A common setup uses the shared stands to create a long unbroken row of poster stands. Feel free to call us at 512-471-2020 or email us at fs-events@austin.utexas.edu if you would like guidance on your setup. Some venues require carpet squares to protect the floor that we are happy to provide. You will be asked to attach a diagram on another page later in the form.

The support poles are placed 72” apart, so each poster can be up to 72” wide. The horizontal supports can be placed 36” or 42” apart, depending on your needs. The lower bar is 40” from the floor and not adjustable. Posters clip to the bars using binder clips, and can be displayed on both front and back. Posters smaller than the standard size can be clipped to only the top bar, or to a piece of foam board for stability. Larger posters can clip to the top bar and hang below the bottom bar if needed.

Stages: 

Stages are made up of 4’ x 8’ riser pieces, and available in 8", 16", or 24" heights. Please select your desired stage width, length, and height. We are pleased to assist you in determining the stage size you need. For a 16" or 24" stage, stairs are recommended. We can also provide safety railing for the back and sides of the stage. Carpeting for the stage is available, but only for indoor stages. Stage skirts are available in black or white, in full or ¾ (covering the front and sides only).

Move Exiting Furniture or Items: 

Please provide as much information as you can about the existing furniture you need moved. The crew needs to know how many of each kind of furniture will be moved (e.g. 4 rolling chairs, 3 couches, 1 coffee table), and where exactly they will be moved to. If you can attach pictures that would be great.

They can also help you move event supplies, such as boxes of programs. Please explain what will need to be moved (e.g. 2 banker boxes, 3 tote bags and one large plastic tub), where it will be picked up from, and if it needs to be returned after the event.


Miscellaneous Items & Services


Decorative Fountains: 

To request a fountain to run for your event, you must submit a letter from your Dean or Vice President requesting this. The letter can be attached to the form, or emailed to fs-events@austin.utexas.edu. The fountain will not be scheduled until we receive this letter. If fountains are under repair, they may be unable to run.

Electrical Support: 

For all electrical needs, please select what you need power for and provide the following information:

  • If you would like a standby electrician during your event
  • Who the Electric Shop should contact for more information
  • The name and contact information of external vendors (e.g., caterer, lighting provider, band)
  • If you would like a standby electrician on site during your event
  • What time you need the electrical support set up by, and what time you need it all removed

You will be asked to attach a diagram on another page later in the Event Planning Request Form.

Food Distribution: 

If you are planning to sell or give away Potentially Hazardous Food on campus, you must obtain approval from the office of Environmental Health and Safety by submitting their Food Distribution Request form. Please contact EH&S for more information.

Fire Alarm Panel Watch: 

The fire alarm will only need to be silenced if your event could trigger the alarm with smoke or a pyrotechnic demonstration. Most events do not need the fire alarm disabled.

Please specify the date and time you need the fire panels disabled, and the date and time you need them enabled. If you need service on multiple dates, please explain under “Additional Fire Panel Information”.

Live Animals: 

If you will have animals at your event, please submit the Live Animal Request Form to Environmental Health & Safety at least 10 business days before your event.

For more information, please contact Environmental Health & Safety at 512-471-2287.

Miscellaneous Items: 

  • Pressure washing can be provided to clean your outdoor are area before your event. Please specify where you need pressure washing, and what date(s) and time(s) work for your schedule
  • A wheelchair lift can be provided. Please explain where you would like it delivered, when you would like it delivered, and when you need it picked up
  • Landscape Services can take care of your outdoor area before your event, including mowing the lawn, leaf blowing, and trimming bushes. Please specify what area needs attention, what you would like done, and what date(s) and time(s) work for your schedule.

Multimedia: 

All multimedia requests are fulfilled by ITS. For more information, please see their event information page. For questions, you can reach the Audio Visual & Multimedia Group by email at multi-media@its.utexas.edu or phone at 512-471-9238. Our podiums are wired for microphone use, but we do not provide the microphone itself.

Parking & Transportation: 

If you need special accommodation for parking space, or for a guard or police officer to support your event, please submit the Event Parking Request Form two weeks prior to your event. For more information, please contact Parking & Transportation Services at 512-471-7275 or eparking@utexas.edu

Tents: 

We do not provide or set up tents, but you may work with an outside vendor. Tent stakes are not allowed on UT Property. Landscape Services can provide water for barrels to anchor the tent. The Fire Marshal must be notified of all tent locations, please email Jimmy Johnson.

Please include the following information:

  • Name and contact information for the tent vendor
  • Tent setup date and time
  • Tent teardown date and time
  • Where the tent will be set up

You will be asked to attach a diagram on another page later in the form.

Water & Irrigation: 

  • If you would like nearby irrigation turned off during your event, specify the date & time you would like it turned off and turned back on
  • Some tent vendors require water to fill water barrels that weigh down the tent. We can provide a hose for them to use.




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