Event Support
ABOUT EVENTS
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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-served basis. Upon submission of this form, you will receive a detailed email of your request. Please retain it for your records.
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 will include you on the confirmation email.
If you are not the main point of contact under “Event Contact Same as Requestor?” select “No” and then enter the main contact’s information in this field. An accurate cell phone number is very important for the day-of-event contact. 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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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 required to create an action-ready work order, 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. This is a requirement of Business and Financial Services.
Terms & Conditions
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.
Instructions for Event Planning