How to Host an Event

To reserve space in a Recreational Sports Facility for an event, complete the Special Event Form in a timely manner.

If you believe the space is already confirmed, double check your reservation here.

Determine if your event needs certified Athletic Trainer(s). Please contact your Sport Club Advisor 6 weeks before to request Athletic Trainers.

• Include the number of Athletic Trainers and the timeframe you need coverage for.

• Ensure you include pre and post time for this request.

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 one month in advance. 

Determine if you need to reserve parking spaces or passes via Parking and Transportation Services for visiting participants/teams/officials (Wright-Whitaker Fields/Courts Lots, Brazos Garage chaser tickets, etc.).

Create a plan for registrations and entry fees

• To collect entry fees online via credit cards, please submit the Online Store Product Request form to get your event registration.

  • If you collect fees through your governing body, make Sport Club staff aware to ensure you are being compliant with University policies and procedures. Third-party registration vendors must be approved in advance.

• A Sample Invoice can be obtained from Sport Club staff for visiting teams requesting.

• Ensure any checks are made out to “The University of Texas at Austin” with memo including your Club Name and mailed to our Gregory Gym mailing address.

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. Sport Club Staff is required to be onsite for CC Terminals and clubs must request them at least a month prior to the event.

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

  • Confirm directions to event and parking information 

• Media/Promotion & Awards/Merchandise

• Promote via social media

• 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

Confirm any necessary officials for event

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

• Confirm driving/parking directions for officials

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. 

If serving temperature controlled food to people outside of your organization, submit Environmental Health & Safety - Food Distribution Form

• 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

• Create contingency plan in case of a withdrawal

• Confirm time for rest/meals between competition for participants

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

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 Facility Supervisor for assistance if needed

Club cleans up all trash

Club takes down and returns all equipment

Notify Sport Club staff of results and event recap

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