The Event Coordinating process was created to assist with event planning, with the hopes to ensure safe and successful events on campus. The permitting process ensures that all stakeholders in the event are informed about the event and can provide the organization/department with the adequate support to make the event both safe and successful.
Each event is different and has risks associated with it like large crowds, the potential for food‐borne illness, injury, financial risks, etc. The Event Permit process allows you to work with campus partners which can assist you in limiting risk involved with your events. Where do I submit an Event Permit request?
For Recognized Student Organizations, create an Event through your Collegiate Link page.
For TAMUG departments or outside organizations, fill out the online event request form at https://tamug.collegiatelink.net/form/start/63109
Most events can be approved within 10 business days. However, more complex events may take longer to approve. Please keep this time frame in mind when you are planning events. Plan in advance and be sure to incorporate approval processing time.
This process only applies to events in which greater than 15 non-student, non-faculty or non-staff attendees will be present. (i.e. the public) and/or for any event which involves one or more of the following:
The event contact list will assist you in obtaining information and services to help make your event a success
You should start contacting people and completing paperwork immediately. It takes a while for offices to make arrangements for your event such as staffing, approving a food permit, process an entertainer contract, etc. You should contact offices and submit contracts and paperwork at least ten (10) business days in advance of your event; thirty (30) business days in advance for any contracts. If your event involves programs for minors please plan at least three (3) months in advance.
Each event is different and requires different arrangements or clearances across campus. Most often, groups will contact offices like Chartwells Catering, Student Life, TAMUG PD, Facility Services, and Environmental Health and Safety. Specific arrangements will be depend on the details of your event. You should be prepared to be flexible and work closely with university staff as they help to make your event a success.
Each event is different, of course, but you should start planning a few months in advance if possible.
A week or two in advance of your event, you should start making lists of items you need to gather for the event. It may also be helpful to make a “day of” schedule that outlines times that items should be started (like setup, what times vendors will arrive, facility setup) and who will be responsible for each item. This can help you to outline your day and use your time wisely so you aren’t rushed. But remember that you will need to be flexible because unanticipated issues will probably come up. Utilize your other organization members and delegate tasks.
Publicity is important to the making sure you get the turnout you want at your event. Prepare your publicity plan in advance to make sure you have time to get the word out. You should also think about the audience you are trying to reach with your program and use that to guide your publicity plan.
Contact the Marketing and Communications office at 409-740-4840
There are several methods to publicizing your event. The best bet is to use a combination of methods tailored to your audience. Here are some ideas.
Posters (11” x 17”) and Flyers (8.5” x 11”)
Table Tents (Request through Chartwells Dining, 409-740-4508)
Special Invitations – Direct Mail
Promotional Table in Flag Room
Word of Mouth