Support Services

Event Resources that Must be Reserve Through Astra
All items associated with an event are requested through Astra.
Contact Scheduling & Conference Services (SCS) with any questions.

• Audio Visual Equipment - Note any additional A/V equipment needs on the Astra event form.  The event A/V coordinator will be notified.
• Blocked Parkin for Events - Indicate the number of spaces needed and the parking lot number when submitting your room request, or complete the online Parking Request Form.  For large groups, you may request that "citations be waived" for a designated timeframe in specific parking lot(s).
  
• Door Unlock Assistance - Door unlocks are provided by The University of Texas at Tyler Police Department (UTPD). Indicate on the Astra request form if the room door needs to be unlocked.  If specific building entrance doors also need to be unlocked, include this information in the Setup Details section. A minimum of one (1) day notice is required.
• Porter (Housekeeping) Services - Events that include food will automatically have porter services assigned
• Room, Setup, and Furniture - tables, chairs, podiums, sprinkler shut-offs are requested through Astra.
• Zoom/Teams Assistance - Technology Support (TS) provides assistance for virtual meeting support.  Indicate this on need on the Astra request form.  A mandatory five-day lead time is required.  TS may decline the requests submitted with few than five days' notice.

A list of contact information is available on the Support-Services Information webpage.  

Event Setup
For questions, please contact Event Management.

• Event Setup Teams
  • The Facilities Setup Team is responsible for managing and completing all event setups at the Main Campus locations, except the University Center.
  • UC Operations Team will coordinate all setups within the University Center.
  • Sodexo Housekeeping oversees and completes setups at the School of Medicine and Health Science Center locations.
• Large Scale Events
  • In the case of a large-scale event (i.e., 500+ attendees) an Operational Plan must be completed by the hosting department and logistic meetings must be scheduled for all departments involved.
  • Environmental Health & Safety (EH&S), SCS, UTPD, Risk Management, Purchasing, Facilities, and any other department needed for the event’s success (e.g., HPC, Cowan Center) are a few.
  • Please contact Vicky Bond for an Operational Plan template at least two (2) months prior to your event along with a list of individuals who need a copy of the Operational Plan.
• For Deliveries Inside of Campus (e.g., furniture delivery to the Plaza, food truck on The Met Patio), it is mandatory that someone from Facilities be onsite as a “walker” to safeguard pedestrians.
• Non-UT Tyler Events that require setup/teardown outside of normal business hours (before 7:00 a.m. and after 3:00 p.m.) and on the weekends, an overtime fee may be charged to cover associated costs. To obtain a quote, contact Event Management.
• Nonstandard Setups should be coordinated with SCS. All setups must comply with fire code room capacity and egress requirements. All events must meet the Americans with Disabilities Act (ADA) accessibility guidelines.
• An Off-Campus Rental Company’s Name and date/time of delivery/pickup must be provided to the specific event setup team.

It is a violation of the Fire Code to add chairs or to stand in any room with fixed seating. Doing so endangers attendees and puts your event at risk of being canceled  immediately without being rescheduled.

Porter/Housekeeping Services
The Facilities Department provides event porter/housekeeping services on the Main Campus. Sodexo Enviromental provides event porter/housekeeping services at the Health Science Center and the School of Medicine. The number of porters to work an event and the number of hours worked is at their discretion.

• Faculty/Staff/Student Organizations: To safeguard UT Tyler’s facilities, Event Management will request an onsite porter for all events serving food, events with 50+ people, or events occurring outside of normal business hours.
• Cowan Center: Porter services are mandatory for any event held in the Vaughn Auditorium, White Lobby, or Green Room.
• External Client: Event porter services may be charged for a joint-sponsored or external-client event. A quote can be obtained by contacting Scheduling & Conference Services.

Feel free to contact Event Management to obtain a quote for any additional required services.