Downtown Campus All Room Requests
for External Organizations

Event Coordination Check List and Links

Joint Sponsorship Overview

The joint sponsorship applies to events, camps, conferences, meetings or programs that take place at the Downtown Campus. These events occur only after UTSA extends an invitation and is hosted by a UTSA internal host and an external host.

A dedicated staff member will provide event planning and ensure your event complies with UT System Board of Regents (BOR) rules. In addition to rental fees, the Invited/External Host understands it will be financially responsible for all expenses related to this event. Some expenses include, but are not limited to, A/V rental and setup, room setup and housekeeping, event parking, event security, catering, and administration fees.

External Organization

  • Organizations unaffiliated with UTSA

  • Groups that are not registered student, faculty, or staff organizations, including outside organizations

Internal Host

The UTSA department/unit sponsoring a joint-sponsored program or activity.

Joint Sponsorship Application

  1. Fill out the joint sponsorship form - click here

  2. Email form to

  3. Upon receipt of your application, the DTC Events Manager will contact you and perform a needs analysis, e.g. types of rooms, ancillary support, technical support.

  4. Your event request will not be confirmed until the application has been signed by both parties. Upon approval, a UTSA invitation letter will be sent to the primary point of contact for the external organization, a copy of the invitation letter will also be sent to the internal UTSA host.

  5. The financial responsibility for the event falls strictly on the external organization, unless the UTSA internal host has agreed to fully or partially subsidize the expenses associated with the event.

Cancellation of Reservations

Cancellations must be submitted in writing to a minimum of 72 hours prior to the event. Any space that is reserved, confirmed, and not canceled in writing 72 hours prior to the event will be billed at full rates to the reserving client's on-campus account. All cancellations will be confirmed via e-mail.

If you have any questions or need assistance with the room reservation process, please contact or 210-458-2409.

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