What's on This Page
What should be included on event promotion and registration materials to ensure accessibility?
- All flyers, social media, websites, advertisements, registration and application materials associated with the event, should include the event coordinator’s contact information including name, phone number, and email address and provide appropriate space for attendees to request accommodations.
- Example: “For individuals requiring accommodations, please contact: name, phone number, email address at least one week prior to the event to help ensure availability.”
How can event organizers include requests for accommodations in their event registration/RSVP?
- Let us know if you need any of the following accommodations in order to participate:
- Assistive listening device
- Reserved front row seat Large print
- Advance copy of slides to be projected
- Wheelchair access
- Wheelchair access to working tables throughout the room
- Mother’s room/lactation room
- Gender neutral restroom
- Dietary restrictions:
Where can I post materials around campus to advertise an event?
- All event advertising and promotion must be in compliance with the University Posting of Materials policy.
What should I do if I am expecting news media to attend or cover my event?
- This information should be included in your RowdyLink event submission so that University Strategic Communications can be made aware of your event, review all event details and provide guidance.
Can the UTSA logo or branding by used on event invitations and marketing?
- Contact University Marketing to learn more about use of the UTSA logo and branding.
Is commercial filming permitted on campus?
- UTSA allows commercial filming on its campuses provided those creating the footage are compliant with UT System Board of Regents Rules and Regulations and the filming request adds value to the university’s mission and vision.
- Learn more about commercial filming and submit a commercial filming request.
Can my event be featured on the UTSA Today list of events?
- View the UTSA Today Event Submission Guidelines.
Where can I find a calendar of events happening on campus?
- View the UTSA Events Calendar to learn about events happening at UTSA.
- Submit your event in RowdyLink to have your event listed on this calendar.
How do I determine if I need audiovisual for my event?
- Consider your audience, the number of people, the room you are presenting, information you will be presenting to them, and how you will be presenting information. If you will have a guest speaker or performer at your event, ensure that they provide you their technical requirements in advance. Include this information in your RowdyLink event submission.
Who should I talk to regarding audiovisual needs for my event?
FAQ: Camps with Minors
What insurance is required for UTSA camps?
- The UT Systemwide Camp Program provides Excess Accident and General Liability coverage to participants and staff of enrolled, UT-owned and operated sports and educational (non-sports) camps held throughout the year.
- To enroll in the camp insurance program, notify the UT System Office of Risk Management at least 7 business days prior to the start of your camp if you desire to enroll in the Camp Program. It will take at least 5 business days to receive a certificate of insurance.
- For more information on camp requirements, contact YPP Coordinator Amanda.Swaney@utsa.edu.
FAQ: Food and Beverage
What are the food safety and handling guidelines on campus?
What are the catering options at UTSA?
- Learn more about UTSA catering options, including both UTSA Dining catering services and UTSA-approved caterers. Caterers can also find information about becoming a UTSA-approved caterer.
What are the UTSA Dining Locations?
- View all dining locations on campus at UTSA.
How should I prepare for serving food on campus?
- Prepare for clean-up and disposal of food trash before your event. Work with your event manager to make arrangements for trashcans and other clean-up services.
- A Facilities Work Order Request may be required, depending upon location. Requests must be completed at least 10 business days prior to event. Fees apply.
- Any cleanup or restoration to a space needed after the event will be charged to the hosting organization.
Can I serve food at my event held in an academic classroom?
- The Classroom Events Scheduling Policy does not permit food and drinks in any academic classrooms. Food and beverages may be served in lobby areas outside classrooms but may not be taken inside classrooms.
What are the food safety and handling guidelines on campus?
Where can Registered Student Organizations hold food fundraisers?
- There are 5 food fundraiser locations available in the Central Plaza. Reservation is required in advance.
- View the map of available food fundraiser locations in the Central Plaza.
Where can event organizers find information about event parking options?
- Campus Services provides event parking and transportation options for the Main and Downtown campuses.
- For large-scale events, Campus Services also offers services such as directional and parking signage, event maps and barricades. Submit an event request through RowdyLink, and they will help coordinate your special event parking options.
How do event organizers make a request for parking arrangements for event attendees?
- If you are hosting an on-campus event that requires parking, you must submit an event request through RowdyLink. Parking questions are included in the RowdyLink event request process.
- Parking lots used for event space can also be requested through your RowdyLink event submission.
- For questions or assistance, please email email@example.com.
Where are campus parking garages and lots located?
- View the campus map for locations of parking garages and lots.
FAQ: Risk Management
How do I develop a risk management plan for my event?
- Research event risk management plans to develop your own comprehensive plan. Some considerations may include:
- Crowd control
- Severe weather – indoor/outdoor events and monitoring weather from local news sources; develop a contingency plan
- Entrance/exits, fire extinguishers, exit strategies
- Volunteer assignments during emergencies
- Check in, door clickers, wristbands, etc. when seating is limited
- Review the UTSA Office of Risk & Emergency Management Special Events Planning Considerations guide to help create a plan for evacuations, severe weather, etc.
- Student Organizations can also review the Student Organization Handbook for risk management tips during events.
What questions should we consider in creating an event risk management plan?
- Many templates can be used to create a plan. It is important to consider all potential risk factors when creating a plan. Questions to get you started may include:
- Where do I start when it comes to risk management event planning?
- Who should I include in my risk management event plan?
- How do I execute on my event's risk management plan?
- What if something happens anyway during my event?
- How should I respond if there's a risk at my event?
How do I inform event participants of emergency alerts?
- Promote event participants to monitor their phones for UTSA Alerts via text, email, or voice message (for UTSA participants); non-UTSA guests can text “UTSAguest” to 226787 to receive temporary alerts. Additionally, the LiveSafe app allows students, faculty, staff and visitors to report suspicious activity, view safety resources, report incidents emergency options and safewalk. Click the LiveSafe app for download instructions.
What is the emergency response guide for UTSA?
- The guide highlights emergency procedures, important contact numbers, emergency guides, and quick inks are found on UTSA Alerts.
Does UTSA provide risk support for events?
- The Fire Prevention and Life Safety Team provides safety services to some special events, including cooking operations inspections, reviewing electrical usage, and monitoring event conditions to help ensure everyone enjoys a safe and successful event. Requests are made through the RowdyLink event submission.
When is a UTSA Release and Indemnification Form required?
- The use of a release and indemnification form may be required based on event participants and activity level. Based on event details submitted in the RowdyLink event form, this form will be required by your event manager, as recommended by the university.
- For more information visit:
- HOP 5.19 Mandatory Use of Release/Indemnification Forms
- Release and Indemnification Agreement for Participant (Office of Legal Affairs)
What is a Certificate of Insurance and why do we need one?
- A Certificate of Insurance is written proof that you have insurance for your event and that the Certificate Holder (i.e., The University of Texas at San Antonio and The UT System Board of Regents) can utilize your coverage in the event of a loss. This means the above must be listed as Additional Insured).
What is the minimum event policy required for my major event?
- A typical policy should include:
- The policy start and end date must encompass the date of your event.
- General Liability coverage up to $1,000,000
- Coverage for damage to rented premises up to $300,000
- Personal and Advertising Injury coverage (slander, libel, infringement of copyright, etc.) up to $1,000,000
- General Aggregate up to $2,000,000
- (If alcohol served) Liquor Liability
How are vendors (entertainers, caterers, service providers) covered?
- All service providers need to furnish UTSA with their own Certificate of Insurance prior to the event. UTSA requires a Certificate of Insurance from service providers that includes:
- The service provider must be listed as the Insured.
- UTSA, UT System Board of Regents must be listed as Additional Insured. If the event organizer is a student organization, the RSO name should also be listed as Additional Insured.
- The policy start and end date must encompass the date of your event.
- General Liability coverage at least $1,000,000 for each occurrence and $2,000,000 General Aggregate.
- The policy must include coverage of at least $300,000 for damage to rented premises.
- If the service provider is a caterer, the policy must include Products/Completed Operations Liability coverage of at least $2,000,000.
- If the service provider is bringing a vehicle onto campus, the policy must include Automobile Liability coverage of at least $1,000,000.
- If the service provider is bringing its employees onto campus, the policy must include evidence of Texas Workers’ Compensation coverage.
Who determines if my event requires security?
- The goal of the UTSA Police Department is to make every event on campus a safe environment for all those attending. UTSA Police Department is responsible for working with event organizers to determine the necessary or appropriate security measures for each event on a case-by-case basis.
- See the UTSA PD website for more information.
What criteria may determine if UTSA security will be needed at the event?
- UTSA Police Department reserves the right to use additional factors in determining the appropriate safety and security measures necessary at on campus events. Some criteria may include:
- Event type (concert, political event, festival, etc.)
- Projected attendance
- Off-campus speakers, dignitaries, celebrities, etc.
- Advertised to public
- Access level (ticketed, etc.)
- Prior history of an event
- Health and safety concerns
- Money collected at entrance
- Alcohol served
- Effect to normal campus operations and/or impact on the academic mission of UTSA
How does Campus Carry affect my event?
- Key areas where handguns are not permitted at UTSA are listed on the UTSA Campus Carry website.
- Campus Carry signs are required to be posted outside of event entrances at events:
- Where alcohol is being served
- Polling locations
- Facilities when serving/hosting summer or youth related camps/events
- Event organizers are required to post/remove Campus Carry signs and may be requested prior to the event from:
FAQ: Space Scheduling
Who approves space requests?
What are important things to take into consideration before booking an event?
- Building hours for the space you request
- Check the UTSA Holidays and Academic Calendar
- Consider annual University sanctioned events such as Roadrunner Days (August), Commencement (May/December), Homecoming (October/November), etc.
- Look for potential conflicts at Calendars | UTSA | University of Texas at San Antonio
When can I start making reservations for university spaces each semester?
- Academic spaces are not available for event requests until after the University Registrar’s census date each semester.
- Student Union priority dates
- Business Building University Room (doesn’t follow SU priority dates)
- Booking space/planning event is recommended in this timeframe prior to event date:
- Major events = 1 month
- Events requiring services = 3 weeks
- Meeting & Study Rooms = 1 week to Day Of
Are there any dates RSOs cannot make reservations or table?
- Study Days and Finals
- Tabling is also not available during BestFest, Fiesta UTSA, incoming student orientation, and Involvement Fairs.
- Find more information in the Student Organization Handbook.
Where can I learn more about the rules and policies for RSO’s regarding events?
Where can I set up a table?
Subject to the following, university persons and organizations may set up tables in any outdoor location on the campus and in any large, open location:
- Tables cannot disrupt university functions or interfere with vehicular and pedestrian traffic.
- Tables may not be set up inside any library, classroom, laboratory, performance hall, stadium, or office, or in any hallway less than ten feet wide, without permission from the academic or administrative unit that controls the space, or from the faculty member or staff member who controls the space at a particular time.
What if I am fundraising? Where can I set up a table?
- Registered student organizations are permitted to fundraise. Requirements are found in the Student Organization Handbook. Fundraising requires advanced permission and must have a reservation made through RowdyLink for one of the designated areas on campus. Food fundraisers require additional steps and fees.
Can other items be set up around a table?
- Items directly placed on the ground, not on tables are considered exhibits. And advanced permission is required. Items such as pop-up tents, organization letters, small lawn games, and any other items not on top of a table are considered exhibits and require advance reservation and approval. Submit details of any exhibit items in your RowdyLink event submission. Read more about the University’s exhibit policy.
Can I use my own table? What if I need to borrow one?
- Persons and organizations may supply their own tables. In addition, the Student Union on the Main Campus maintains a limited supply of tables that may be reserved and checked out for use on campus by university student organizations Monday through Friday 8:00 am to 4:45 pm. Existing university furniture on campus may not be used.
Can amplified sound/music be played at a table?
- With advanced permission and approval through your event submission in RowdyLink, amplified sound is permitted in several outdoor locations on both campuses. Read more about the Amplified Sound.
What is a Joint Sponsorship event?
At UTSA, a joint sponsored activity is any event, camp, conference, meeting or program that takes place on any of the UTSA campuses, that occurs only after UTSA extends an invitation, and that is hosted by an UTSA/Internal Host and an Invited/External Host unaffiliated with UTSA. UTSA/Internal Hosts will arrange for use of UTSA property associated with the event, will obtain all required UTSA authorization(s) and permission(s) and will serve as the primary point of contact for the event.
All joint sponsorships must be consistent with Series 80105 of the Rules and Regulations of the Board of Regents and UTSA's Handbook of Operating Procedures (Chapter 8, Section 5). Detailed rules, regulations and procedures may be found at:
To ensure UTSA meets each event's needs, Invited/External Hosts and UTSA/Internal Hosts are asked to initiate the approval process for joint sponsored events preferably sixty (60) days prior to the event. For activities beyond a simple meeting, more lead time may be required for approval. If in its sole discretion, UTSA determines the application is not timely, it will not be honored. For more information, visit https://www.utsa.edu/studentunion/events/cohost/.
What kind of items are prohibited?
- Mask, facial covering, or disguise that conceals the identity of the wearer that is calculated to obstruct the enforcement of these rules or the law, or to intimidate, hinder or interrupt a university official, UTSA Police Department officer or other person in the lawful performance of their duty.
- The possession, use, or display of firearms, facsimile firearms, ammunition, explosives, or other items that could be used as weapons, including but not limited to sticks, poles, clubs, swords, shields, or rigid signs that can be used as a shield, without written permission from the Dean of Students, unless authorized by federal, state or local laws.
- Body armor or makeshift body armor, helmets, and other garments, such as sporting protective gear, that alone or in combination could be reasonably construed as weapons or body armor, without written permission from the Dean of Students.
- Open flame, unless approved in advance by The University of Texas at San Antonio Fire Marshal.