Button to scroll to the top of the page.

Updates

Campus health and safety are our top priorities. Get the latest from UT on COVID-19.

Get help with Zoom and more.

 

Compliance Forms

An event would not be complete without the required paperwork. Below are some forms that you may need to complete according to the scope of your event. Check out the Terminology section below for more details on each.

Tip: Risk Management Guidelines for Special Events provides specific risk management guidelines that should be considered before planning a sponsored event.

CONTRACTS 

For many event services, including venues, catering, and audio-visual, you will need to obtain a contract from the selected vendor. A Business Contract Review Form should be completed and submitted to the VPCFO’s office for review and signature. See Procedures for Submitting Business Contracts for Review, Approval and Execution for further details.

In addition, the University has specific agreements for the following:

Tip: All contracts for hotels and catering with a value over $15,000 require Purchasing Office approval. Schools and departments must submit either three bids or an Exclusive Acquisition Justification (EAJ) request to their Purchasing Office buyer team. Once reviewed, the Purchasing Office will forward approval to the Business Contracts Office. This policy only applies to contracts with external providers. Internal University of Texas Austin units providing these services, such as AT&T Conference Center, Thompson Conference Center, Division of Housing and Foods, and others are exempt from procurement approval. The RFP and bidding process can take several months to complete, so make sure you are planning well in advance if you are working with a large budget.

Tip: The Handbook of Business Procedures is the definitive resource for your questions on University business procedures and fiscal oversight.

 

Now that you've crafted a strategy for your event, and determined your basic timeline and budget, let's get into the nitty gritty details! Start by finding your perfect venue: many of the other choices you make will be determined by the location of your event. 

Use the rest of the planning resources on the left sidebar to fill in the details of your event after a consultation with us, or simply use the downloadable consultation form in conjunction with the resources on this site to plan your event.

Tip: Always customize planning materials to reflect the scale and purpose of your event. No two events are exactly alike!

What happens after an event is just as important as the initial planning and execution. When you reach the end of your event, ask yourself these key questions: Were the overarching goals of the event realized? Are your attendees looking forward to next year? If relevant, was the fundraising goal achieved?

If appropriate for your audience, sending a post-event survey can help you assess event outcomes. The university’s preferred survey tool is Qualtrics. For events specifically, Wufoo is also a great form builder. 

POST-EVENT SURVEY 

Tip: Sending a communication post-event is your guest’s final memory and a last opportunity to reinforce your event goals. Options include:

  • A personalized note or email from the event owner or host
  • A link to event photos or videos
  • A call to action 
  • A bulk post-card mailing 

 

As you plan for your event and think through the attendance, it’s important to consider several aspects of marketing and communications. The CNS Communications Office works closely with the Events team and has resources that can help you prepare to get out the word about your event: