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Based on your event requirements, multiple forms may be required for on-campus services on the main campus. Each service provider on campus requires a different submission deadline to provide for the best event service. Always allow for ample time when planning a major event.

Planning Tips

A space reservation number must be assigned prior to submitting any forms on campus.

All forms must be signed, dated, and include an account number in order to be processed.

Room diagrams and additional required paperwork is due in the Events Management office at least two (2) weeks prior to event.

Events are not CONFIRMED until receipt of all forms with EMCS.

Registered student organizations are encouraged to stop by EMCS to get help in completing all event forms. The Events Management Office accepts these forms via:

Delivery or campus mail to UC 1.02.04 (across from University Bookstore)
Email to EMCSevents@utsa.edu
Fax to 210.458.6271


 

*Fees may apply for certain services.

Most non-Adobe PDF viewers (Apple Preview, Google Chrome PDF viewer, etc) do not fully implement the complete PDF form specification. Because of this, make sure to use Adobe Reader or Acrobat to fill out PDFs.

 

Form Name/Link

Description

Event Authorized Requestor Form

Registered Student Organizations requesting Main Campus space are required to submit up to three authorized members who have taken the RowdyPlan online workshop and quiz. Must be submitted via RowdyLink (under Forms on the Events Management & Conference Services page).

Learning Technologies Special Event Request

Requesting A/V technology in facilities other than the UC, including computers, projectors, microphones, video conferencing, etc. Some services may need to be outsourced.

Campus Recreation Facility Request Form

*Requesting use of Campus Recreation meeting rooms and facilities. Day passes may also be coordinated.

Communications Video, Photo, Comment Release Form

Release form of event participants for the use in UTSA marketing materials. An EMCS events manager will determine the use and routing of this form.

Food Service Release and Information Form

Bringing non-catered food items on campus. EMCS will keep these forms on file on behalf of the organization. All non-catered events preparing or distributing food on campus must comply with the San Antonio Metro Health Food Safety Guidelines. Online version now available on RowdyLink for UTSA departments and registered student organizations.

JPL Faculty Center Request Form

 

Joint Sponsorship Application

Requesting to host an event with a non-UTSA/external host. Registered student organizations may not apply.

UTSA ARAMARK Catering Services

*Requesting Aramark dining locations and catering services.

Peaceful Public Assembly Request

Requesting amplified sound, exhibits, etc. Form is completed by EMCS staff and should be completed at least ten (10) days prior to event for adequate routing. Policy: Handbook of Operating Procedures 9.37 Peaceful Public Assembly

Permission to Serve Alcohol Request Form

Requesting permission to serve alcoholic beverages at UTSA sponsored events for faculty, staff and off-campus organization events not involving students

Public Screening

Organizations/Departments that wish to screen copyrighted material must obtain screening rights from the film's distributor or through a licensing company. A copy of the screening rights must be submitted to EMCS. It is a violation of Copyright Law to screen a movie or video in a public or semi-public venue without permission. See the full policy here.

Police Department Special Event Form

*Requesting security at event based on event activity and needs. An EMCS events manager will determine the use and routing of this form.

Recycling Bins Request

Requesting additional recycling bins at event.

Release and Indemnification Form

Required based on activity of non-university minor and/or adult event participants. These forms are filed with the internal event sponsor.

(Main Campus Only)
Request for Off-Campus Speaker Form

Required for Registered Student Organizations inviting an off-campus speaker to event. Not required for UTSA student or faculty/staff speakers. Must be submitted via RowdyLink (under Forms on the Events Management & Conference Services page).

Rowdy Mascot Appearance

Requesting Rowdy at event.

Summer Conference Housing Application

*Requesting housing for event. An EMCS events manager will determine the use and routing of this form.

Telephone Service Request Form

*Requesting a phone for conference call, etc. at event.

Facilities Event Support Request

*Requesting event set-ups, furniture, grounds, grilling, plants, housekeeping in facilities other than the UC. Registered student organizations must complete this form with EMCS only.

RSO Fee Waiver Request

Registered student organizations may apply for one waiver per year when charging for event.

Peaceful Public Assembly Request Form

Requesting amplified sound, exhibits, etc. Form is completed by EMCS staff and should be completed at least thirty (30) days prior to event for adequate routing.

Special Event Parking Request Form

*Requesting non-university guests to park any time on campus. Spaces are determined by university calendar of events.

UTSA Ambassadors

Requesting the UTSA student hosts for event.