Events and Entertainment
Event Planning 101
An "RTF event" is defined as an activity that occurs outside the classroom that involves requesting additional Department or College resources (funding, space, staff, purchasing, compensation, marketing, etc.). To host an event outside of your class, follow the Events Checklist & Timeline, starting with reaching out to Milaka Falk and submitting the event request form. Because funding is limited and distributed on a first come, first served basis, submit your proposals before the end of the first week of classes for priority consideration.
If you are just wanting to invite a guest speaker to talk to your class, please refer to the classroom guest lecture guidance on the Compensation page.
Page Navigation
The items listed on this page are organized on a six-phase timeline for event planning. Click on links in table below to jump to that section of the page.
General Resources | |
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Phase 1 (2 to 6 months out) |
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Phase 2 (1 to 2 months out) |
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Phase 3 (3 weeks out) | |
Phase 4 (2 weeks out) |
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Phase 5 (Event Day) |
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Phase 6 (Post-Event) |
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Directions on getting approval to host an event.
Policies
Before contacting staff and at least 2-6 months prior to the event, submit event request form. If you attempt to schedule an event with less than a 2-months heads up, there may be fewer resources available. Because funding is limited and distributed on a first come, first served basis, submit your proposals before the end of the first week of classes for priority consideration.
Procedures & Timelines
2–6 months prior to the event, submit the Request Event Approval formto request approval of funds and the use of department resources (including marketing).
The form will ask you the following information about the event:
Proposed title of event
Brief description
Type of event (e.g., screening, guest lecture, panel discussion, reception, etc.)
Purpose and benefit to the department
Target audience
Whether it can fit into an existing series/initiative or paired with a class
Location: On campus or off campus? And If there is an online component (e.g., Zoom)
Budget info and scope, including thoughts about partnering with other units for funding and cross-promotion, and if you need support in finding funding. Here are potential partnership options / funding sources.
Potential date/dates. First, be sure to consult internal planning calendars to avoid conflicts with other events with similar audiences:
Moody’s internal special event spreadsheet
if you are working with another unit on co-sponsorship, check in with their event planning internal calendars.
Phases of Event Planning
Phase I: |
Phase 2: |
Phase 3: |
Phase 4: |
Phase 5: |
Phase 6: |
Resources
UT Handbook of Business Procedures – Entertainment and Official Occasion Expenses
Join Moody Events Forum (Email Sara Abrams)
Contact for Mariana Medina for PR
Longhorn Planners Listserv
There is a listserv for event staff campus-wide. This is an email you can send event related questions to and get advice from other planners on campus. The link to self-subscribe is: https://utlists.utexas.edu/sympa/subscribe/longhorn_planners
Moody Events Forum
This is a group for Moody staff that works with events that meets monthly on the second Wednesday of the month at 1 PM via Zoom. If you would like to be added contact Sara Abrams: sara.abrams@austin.utexas.edu.
Submit appropriate forms to secure support from RTF staff and initiate UT protocols:
For any event that includes food, submit Request for Food. Reimbursement (OOEF), which will initiate steps towards the following:
Arranging event-related travel
UT approvals for future reimbursement, event purchases such as catering, and vendor contracts, if applicable
Securing an off campus venue
For an on-campus room reservation, email milaka.falk@austin.utexas.edu
Moody Dean's attendance
To request the dean to SPEAK, please use this form. If you have any questions about events or the form, please contact Carrie Stephens or Kasey Holt.
If you would like the dean to ATTEND ONLY, please send invitations as early as possible to moody.dean@austin.utexas.edu.
You will need to create a budget and have estimated funding support approved before you start planning event logistics.
Major items to consider when creating your budget are:
Source of funds and amount available – think about whether you will be requesting co-sponsorship from other campus units. Review this list of recommended partnership options and funding sources.
Funding account number/s (for help, check with rtf-accounting@austin.utexas.edu)
Estimated costs for event and creation of draft budget, considering factors that may be applicable, such as:
the number of people
and/or setup/facilitation costs
catering costs (including tips / service fees, if applicable)
travel/accommodations
honoraria
decorations
photographer/videographer and any other vendors
Note: For any events $10,000 or over, we will need to request the Dean’s approval at least two weeks prior to the event.
Policies
If a contract is needed...
Faculty/staff members are not permitted to sign contracts on behalf of the University.
The contract approval process usually takes 3-4 weeks.
Considerations for selecting a venue
Procedures
Off campus venues and vendors
Contact Milaka for reaching out to vendors.
Contract needed? Once you choose your vendors and negotiate your event prices, vendors may ask you to sign their contracts. Faculty/staff members are not permitted to sign contracts on behalf of the University. You will need to submit the contract and a filled-out Business Contracts Review Checklist to rtf-accounting@austin.utexas.edu to start the contract signature process through the central business office. This process usually takes 3-4 weeks.
Moody College Rooms & Spaces
Submit your reservation requests to milaka.falk@austin.utexas.edu.
To learn more about room capacity and A/V options, see Moody Facilities Room Overview pages.
UT (Non-Moody) Venues
To review other campus venues, use this Find a Space tool.
Note for screening at the Texas Union Theatre, McCullough Theatre, and other theatrical screening spaces on campus, please know that there are fairly steep rental fees.
Note: Permits are required for special events that feature any of the following:
tents
temporary cooking equipment
open flames
temporary decorative lighting
food trucks
pyrotechnics (fireworks) or flame effects
Below are directions for compensating and/or arranging travel or travel reimbursement for visiting speakers who will participate in public events outside of the classroom.
Request Forms
Resources
Policies
Since this event speaker is connected to an event, submit the event request first before proceeding.
Because funding is limited, there is no guarantee of approval.
UT does not allow the department to reimburse faculty or staff for paid professional services (because the University is responsible to fulfill IRS requirements for year-end reporting of non-employee compensation); instead, we will need to pay the professional/s directly.
*Note: If you fail to notify us until after the services have been performed, you will be required to submit an exception letter to the Dean’s office and the AVP of Purchasing for approval. There is no guarantee these exceptions will be approved, meaning that your business associates and students would be at risk of not being paid.
Procedures & Timelines
If you have not already done so, submit the Event Approval Form .
Note the timeline:
If no travel is needed:
at least 30 days prior to the visit/service
at least 60 days in advance for International non-employees
If travel is needed:
at least 45 days in advance for domestic travel
at least 60 days in advance for international travel
If the event and request to compensate the speaker are both approved, the RTF Accounting team will follow up with directions for you to notify the event speaker about what is needed for compensation, and then they will follow up with the professional in order to process the payment.
Request Forms
Resources
UT Handbook of Business Procedures – Entertainment and Official Occasion Expenses
On-campus Catering. UT has a few on campus catering options, including: