(Feb. 4, 2019) -- This semester, a new initiative has streamlined event planning across the university.
The new process features the use of 25Live and RowdyLink for more effective, transparent communication between event stakeholders. There is now no need to communicate separately with multiple campus partners to plan an event.
The new centralized event process includes three steps to receive a confirmed room reservation. First, event planners find room availability in real time using 25Live, hosted by Events Management and Conference Services. The event will be designated an event reference number which is needed for the next step. Second, event planners enter event details into a RowdyLink form, which will be viewed by campus event partners from different areas. The form automatically routes to campus partners to solidify technical and security assistance and monitor for risk management. After receiving a reservation for space, event planners will be able to share details and documents for review and comment by the appropriate offices. The third step is a planning meeting, if necessary, with a space scheduler/event manager to confirm details.
Detailed instructions for the new process can be found on the UTSA Events website.
Automation of event planning provides benefits to both the event planner and space custodian and streamlines the safe use of facilities in a way that complies with university safety regulations.
“Centralization of communication between UTSA event and meeting planners, schedulers of campus spaces, and campus partners via an online platform is a best practice resulting in greater accountability and improved troubleshooting where needed,” said Sam Gonzales, vice president for student affairs.
UTSA policies concerning major events are listed in the UTSA Handbook of Operating Procedures 9.50: Major Events Hosted by Non-University Users, developed to maintain the safety of the UTSA community and to further its mission of education, research and public service.
University partners are encouraged to provide feedback during this initial semester of implementation at EMCSevents@utsa.edu. The initiative team will regularly review feedback and provide updates on the UTSA Events website.
Celebrate UTSA’s 50th Anniversary and share social media posts about the 50th using the hashtag #UTSA50.
The events are a collaborative effort between student organizations, student led-groups, and campus departments.Various locations, Main and Downtown Campuses
The UTSA and San Antonio communities are invited to see the Roadrunners in action during this free game that marks the end of the spring workouts season.Dub Farris Athletic Complex, 8400 North Loop 1604 W), San Antonio
The UTSA Alumni Association and the San Antonio Parks Foundation will co-host the official Fiesta event. The outdoor event is family-friendly, with live music, lawn games, a free mechanical bull ride, photo fun, local food, fresh sips, local art and cowboy merch. Admission is free for those who RSVP online, however there will be a $10 entry charge at the gates on the day of the event, as capacity allows.UTSA Park West Athletics Complex
UTSA is a designated early voting site for the May 4 Joint, General and Special Election. Any registered Bexar County voter can skip the lines and cast a ballot at UTSA from Monday, April 22 to Tuesday, April 30.H-E-B Student Union Bexar Room (HSU 1.102), Main Campus
The Campus Master Plan task force and Page consultants will share the initial draft of the master plan.Student Union Retama Auditorium (SU 2.02.02), Main Campus
The Campus Master Plan task force and Page consultants will hold a series of meetings in late April and early May to share the initial draft of the master plan.Buena Vista Street Building Aula Canaria (BVB 1.328), Downtown Campus
In this UTSA 50th anniversary speaker series, Roger Enriquez, UTSA associate professor of criminal justice, explores how immigration past and present helps us understand its future.Casa Hernán, 411 Cevallos St., San Antonio
Grab a friend and sign up to bowl with fellow Roadrunners and raise money for scholarships.University Bowl, 12332 I-10 #10, San Antonio
The University of Texas at San Antonio is dedicated to the advancement of knowledge through research and discovery, teaching and learning, community engagement and public service. As an institution of access and excellence, UTSA embraces multicultural traditions and serves as a center for intellectual and creative resources as well as a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world.
To be a premier public research university, providing access to educational excellence and preparing citizen leaders for the global environment.
We encourage an environment of dialogue and discovery, where integrity, excellence, inclusiveness, respect, collaboration and innovation are fostered.