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Reservation Policies and Procedures

  • Board of Regents
  • Handbook of Operating Procedures
  • Student Activities
  • Alcohol

    In order to serve alcohol on campus the school requires that the following alcohol waiver be filled out and strict guidelines be followed. The form must be turned in to the Events Management Office in order to gain approval for the event. If you have any questions please feel free to contact the Events Management office at (210)-458-4155.

  • Catering

    Please note that a catering commission of 10% will be assessed when utilizing one of the UTSA approved caterers listed at the auxillary services website's list of approved caterers: http://www.utsa.edu/auxiliary.

  • Food

    In order to serve food on campus the school requires that the following food service waiver be filled out and strict guidelines be followed. The form must be turned in to the Events Management Office in order to gain approval for the event. If you have any questions please feel free to contact the Events Management office at (210)-458-4155.

  • San Antonio Metro Health Department

    For events where you plan on setting up a table or booth for a temporary food establishment (any food, cold or frozen items, or a BBQ) you are required to file for a temporary food establishment license and adhere to all San Antonio Metropolitan Health District rules and regulations. You must call the Food Sanitation Division at (210) 207-8853 for an appointment. The form is no longer available online and you must visit their offices. Visit their website at to familiarize yourself with the Food Tips, Temporary Food Establishment forms.

    After you have paid and received your temporary food inspection license you will need to bring a receipt to UCEM.

  • Guest Speakers

    In order to have a guest speaker on campus the school requires that the following guest speaker waiver be filled out and strict guidelines be followed. The form must be turned in to the Events Management Office in order to gain approval for the event. If you have any questions please feel free to contact the Events Management & Conference Services office at (210)-458-4155.

  • Movies and Public Viewings

    Any student or faculty organization, joint sponsored entity, or department wanting to screen a movie must obtain screening rights and written permission before reserving a room. It is against Copyright Law to screen a movie, video in a public or semi-public venue without permission. This includes personally owned and commercially rented films. UTSA is committed to supporting and enforcing the U.S. Copyright Law.

    Obtain Rights to for Public Viewings

    To obtain license for public viewing you must obtain rights from one of five sources.

  • Priority Users
  • Cancelling Events