Event Portal

Affiliated Portal

 

Event sponsored by a Texas A&M University departmental office, administrative unit, recognized university group or, System agency.

If your group is an external client (not a Texas A&M University departmental office, administrative unit, recognized university group or Texas A&M University System agency), your event must have a University sponsor.  Click here for more information.

Each year, Texas A&M University at Galveston hosts a number of different events on campus. Each event has its own characteristics whether a small student group meeting, a large activity like Sea Aggie Preview and New Student Conferences, or an individual or group sponsored by a campus department.  This website has been developed to provide the event coordinator a number of contacts and other resources that can be used as an event is planned to ensure that any risks (safety, insurance, financial, etc.) are properly addressed.  Most importantly, the website provides access to the required forms that must be submitted in order to receive proper permission from the campus.

SPONSORSHIP

No matter the activity or event on campus, an individual or group cannot use campus facilities without being properly sponsored by a Texas A&M University departmental office, administrative unit, recognized university group or Texas A&M University System agency.  Sponsorship has very important responsibilities.  First, the sponsor has the responsibility to coordinate all of the logistics (parking, catering, tables and chairs, open door requests, etc.) for the event.  Second, the sponsor bears the burden of paying all costs associated with a University event and, when sponsoring an external client, the sponsor is responsible for backstopping any costs not paid by the external client.

Because all events held on campus must be sponsored by a University affiliated department, the sponsoring department must complete the TAMUG Affiliated Events Portal Registration Form.

IS MY ACTIVITY AN EVENT?

Often, departments may wonder whether a planned activity constitutes an event.  Because activities can have a variety of characteristics (size, involve minors, contracts, media to name a few), developing a website that answers all of the “what-if” scenarios is very difficult.  Therefore, the event coordinator and his/her department/administrative unit head have the primary responsibility to determine whether the event process needs to be followed.  As an example, a department may have a staff meeting involving 20 employees that may not require the appropriate forms.  However, if that same meeting also had a very controversial speaker scheduled to attend, the event forms would be required.  When in doubt, always fill out the form. 

Some factors that may assist a department in determining whether the event needs to be registered include, but are not limited to:

Will the event

  • involve an external client
  • be held outside
  • be co-sponsored by Texas A&M University at Galveston
  • serve food to the general public
  • include the service of alcohol (click here for further information)
  • attract large crowds
  • involve amplified sound (like DJs or bands)     
  • involve performers, speakers, or other acts
  • involve one or more contracts or rentals  
  • include fundraising or an activity where money exchanges hands
  • involve minors on campus
  • include controversial and/or emotionally charged content
  • invite national, state, or local appointed or elected officials or candidates to be present
  • invite or attract media to be on campus
  • include rallies/demonstrations
  • include the use of copyrighted material (motion picture, background music, etc.)

 

SPACES AVAILABLE FOR RESERVATION AND EVENT PRIORITIES

The campus has two primary locations available for reservation.  Building 3035 has four seminar rooms on the first floor and the Lyceum, a pre-function area and catering space on the second floor.  These spaces may be reserved individually or all together, depending upon the needs of the event.  The Waterfront Events Pavilion is located on the waterfront and also has a warming area for catering.

For scheduling events at either location, the following priorities shall apply. (It should be recognized that the establishment of priorities for facility usage is a necessity, but past experience has indicated that there will always be the need to make exceptions on certain occasions.)

Order of Priority:

  1. Vice President and Chief Operating Officer
  2. Academic or administrative departments of Texas A&M University
  3. Recognized  student organizations of Texas A&M University
  4. Agencies within the Texas A&M University System
  5. Affiliated Texas A&M University organizations (e.g., the Association of Former Students, Federation of Texas A&M Mothers’ Clubs, Texas A&M University Development Foundation and Research Foundation)
  6. Non-University  Affiliates (Approved by the Vice President and Chief Operating Officer)

EVENTS PORTAL PROCESS

The Events Portal process begins with the event coordinator gaining approval from the appropriate department or administrative unit head using the Events Portal Department/Administrative Unit Head Approval to Sponsor Event form.  Once approval is received, the event coordinator should complete the Events Portal Registration Form found at https://tamug.campuslabs.com/engage/submitter/form/start/125286, being sure to attach the completed approval form.  Upon submission, several actions will be initiated:

1.  the Vice President and COO office will be alerted and will consider event issues including, but not limited to

  • sensitive material
  • VIP

2.  the Compliance office will be alerted and will consider event issues including, but not limited to

  • risk and liability
  • insurance
  • cash handling

2.  the Environmental Health and Safety office will be alerted and will consider event issues including, but not limited to

  • life safety
  • weather
  • food safety

3.  Events Portal personnel will be alerted and will make contact with the sponsor/event coordinator to facilitate room reservation and other services that may be required by your event

Have more questions about the Events Portal? Feel free to schedule a meeting with a staff member by contacting Carmel Julian at 409-741-4064 or julianc@tamug.edu.