Planning an event for the School of Architecture community? This is your one-stop-shop for all things events, including instructions for securing space, staff, and resources, as well as recommendations for vendors, promotion, and beyond. 

Please note that this is a living document that will be updated regularly. Please get in touch with the Dean's Office if you notice any errors or emissions. 

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 byeond. In order to secure support from the Business Office, Dean's Office, 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. 

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. Please note that 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, Development events, Career Services events, committee meetings, school and program-specific events, 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. The Events Request Survey is primarily intended for larger events or those involving an open audience. 

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.

ON-SITE RESOURCES AND FACILITIES SUPPORT

In-House Items Available at UTSOA

The School of Architecture has an inventory of items that are available for SOA-related events. Some of these items include but are not limited to:  

• Tablecloths and linens (black and various colors)
• Easels
• Vases
• Kitchen utensils
• Foldable tables and cocktail tables. 

Facilities Support

For more extensive event support and set-up, a Facilities Services Work Order will be required. Event Support & Moving Services provides event-related support and equipment for university events of all sizes. Event support is provided by a collaborative team, including EMS, the Facilities Service Center, the Custodial Services Division, the Zero Waste Program, and the Solid Waste & Recycling Team.  

The following are the services and inventory available for special events on a first-come, first-served basis: 

• Cleaning
• Carpentry
• Electrical
• Set-up and take-down of event inventory
• Refuse collection

Facilities Services' event inventory includes banners, chairs, coat racks, easels, lecterns/podiums, silk plants, privacy screens, staging/risers, tables, table cloths/skirts, and waste containers. Here is a photo gallery.

To request services or inventory, please complete an online Event Planning Request form. Requests should be submitted as early as possible in the event planning process because services are available on a first-come basis, and event inventory quantities are limited.

Please Note: Once you submit the work order, don't be alarmed if it is not approved right away. Facilities approves orders based on the date of the event, not on how early you submitted your work order. However, you must submit a request a minimum of 2 weeks ahead of the event date to avoid late fees and penalties. If you need to email them for an update, email facilities@austin.utexas.edu or fs-events@austin.utexas.edu 

University Guidance for On-Campus Food & Beverage Considerations

Food

Planning on having food at your event? Along with a Facilities Work order, you must also submit a Food Distribution Form to Environmental Health & Safety 7 days prior to the event. 

Note: If your event is intended only for the members of your group/organization, then a Food Distribution Form is not required. A form is required anytime an event is planned where Time/Temperature Controlled Foods are going to be distributed to the public. Some examples of TCS foods are cooked meats, hamburgers/hotdogs, breakfast tacos, fajitas, sliced melon, sliced tomato, leafy greens. Click here for more information.

Alcoholic Beverages

Per Board of Regents' Rule 80102 (Alcoholic Beverages), the use of alcoholic beverages is prohibited on property and in buildings owned or controlled by The University of Texas System of UT Austin unless an exception has been requested from the sponsoring unit and approved by the appropriate delegate PRIOR to the event. 

• Read UT's Guidelines to Request Exception to Serve Alcohol on Campus
• Submit an Online Form to Request Exception to Serve Alcohol on Campus

PAPERWORK & PAYMENTS