***The first step in planning for ANY School of Architecture event should be the completion of the EVENTS REQUEST SURVEY. ***

This short survey helps SOA staff coordinate schedules, timing, space reservations, and necessary event support. Read on for more detail and guidelines. This is a living document that will be updated regularly. 

TABLE OF CONTENTS

EVENT SCHEDULING AND PLANNING TIMELINES

Events Request Survey

The first step in planning for ANY School of Architecture event should be the completion of the Events Request Survey. This short survey helps SOA staff coordinate schedules, timing, space reservations, and necessary event support. 

Lead Time

For most events, significant staff support is needed at all stages of an event, from the Business Office processing vendor payments to IT set-up, and beyond. In order to secure assistance from the Business Office, Dean's Suite, IT team, and Communications, event planners should complete this Events Request Survey at the earliest stage in the planning process, as soon as a date has been proposed or solidified.

• A minimum of two weeks' notice is required for all small events with minimal IT needs and no facilities or staff support. 

• At least one month of lead time is required for events that need facilities prep, space allocation, IT support, food, and/or other on-site staff assistance. 

• ***Ideally, event planners would let SOA staff know about your event as soon as you are starting to plan for it.

Master Calendar

As you're considering dates for your event, please consult the Master Calendar.  The Master Calendar is managed by the Dean's Office and can be a great reference for planning. The Master Calendar is different than the more public-facing calendar on the School of Architecture website but does include events and information relevant to School of Architecture students, faculty, and staff. This includes dates for the Lectures & Exhibitions Series, CAAD and Career Services events, Development events, and committee meetings, as well as holidays and other events in Austin that might affect scheduling. 

By submitting your event through the Events Request Survey, UTSOA staff will also add your event to the Master Calendar. You can also click here for additional guidance on requesting an update to the Master Calendar. 

Room Reservations

Room reservation requests are separate from Master Calendar requests. For some activities, such as an internal meeting or a small group gathering, you will only need to submit a room reservation request, and won't need to complete the Events Request Survey.  Below is a list of spaces that are available for reservation. Each room's calendar is hyperlinked. To make a room reservation request email arch-room-reservations@utlists.utexas.edu. If the request is urgent, please visit the Dean's Office Reception Desk or call 512-471-1922.