Event Coordination

Welcome to the Event Coordination Website

We’re here to help you through all the steps of coordinating a successful event on campus. Information located throughout this website will provide you resources on how to plan an event and address event risk management.

The Event Coordinating process was created to assist campus and non campus organizations with event planning, with the hopes to ensure safe and successful events on campus. Once the event form is submitted, it is sent out to various campus departments for review. The coordinating 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.

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:

  • Events held outdoors
  • Events in which food is served to the general public
  • Events in which large crowds are anticipated
  • Events that involve physical activity
  • Events that require a liability waiver
  • Events involving amplified sound (like DJs or bands)     
  • Events that involve performers, speakers, or other acts
  • Events that involve one or more contracts or rentals  
  • Fundraisers or events where money exchanges hands
  • Events that involve minors on campus
  • Events in which controversial and/or emotionally charged content may be involved
  • Events in which national, state, or local appointed or elected officials or candidates will be present
  • Events in which media will be on campus
  • Rallies/demonstrations
  • Events in which a motion picture is being shown

Have questions about event coordinating? Feel free to schedule a meeting with Carmel Julian at 409-741-4064 or julianc@tamug.edu to help begin the process

Event Planning Form