How to Plan Campus Events
Event Procedure Manual 2025-2026
Complete Online Event Request Form in Astra
Faculty and staff will complete the appropriate online Event Request Form as soon
as possible to confirm a date.
- Academic space can only be requested a semester at a time (see Section 6 for scheduling priority)
- Event space may be requested up to one year in advance, depending on the location. There are some exceptions. For example, requests for space in the University Center will remain tentative until student organizations have had the opportunity to sumit their reservations.
Student Organizations will complete their event request through Patriots Engage at least two (2) weeks in advance and no later than the end of the semester.
Event Management Coordination Form (EMC)
For events (see description of an event below), an online questionnaire needs to be
completed and approved* by UT Tyler Police Department, Environmental Health & Safety,
and Facilities before your event is scheduled. Your event request will be placed
in a “pending” status to hold the requested space.
Your request is considered an event if it meets one (1) of the following criteria:
- More than 49 attendees OR
- Setup/Teardown is required OR
- Food/Beverages will be served OR
- Minors will be present OR
- Joint Sponsored/External Client event
Based on the answers to the questions on the Event Management Coordination form (EMC), you will receive and email of ACTION ITEMS and NOTIFICATIONS to help guide you with addtional planning. Scheduling & Conferences Services will help in the collaboration with other on-campus departments / partners to ensure events are of the highest quality.
*For events that include alcohol, involve food trucks, or are classified as external or joint-sponsored, additional approvals are required.
Estimated Attendance
You will be asked to consider the estimated attendance in relation to the room you
request. Each location has a maximum occupancy that cannot be exceeded.
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It is a violation of Fire Code 1004.7 to add chairs or to stand in any room with fixed
seating. Doing so endangers attendees and puts your event at risk of being cancelled
immediately |
Consider Your Catering Needs
What type of meal would you like to serve? Sodexo is UT Tyler’s contracted food vendor.
Homemade food and food or beverages from another caterer, restaurant, or grocery store
are allowed if NetHealth requirements are met. Refer to Section 12.
UT Tyler-Vetted Food Vendors are preferred. However, if you choose to use a new vendor, please allow 30 days and follow the Process for New Off-Campus Food Provider.
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Notify Scheduling & Conference Services if food will be served at your event. |