Planning an Event at the Downtown Campus

Report
PLANNING Events at the Downtown Campus
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Contact Information
Downtown Campus Events
Gina Mendez, Ph.D.
Director, Community Relations
[email protected]
Phone: 210-458-2700 Fax: 210-458-2424
Room FS4.450
DT Special Events
Frank Salazar
Director, Extended Education
[email protected]
Phone: 210-458-2411 Fax: 210-458-2410
Room BVB 1.320
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Policies and Procedures
UT System Board of Regents, Rules and
Regulations
http://www.utsystem.edu/bor/rules/80000series/80105.pdf
UTSA Handbook of Operating Procedures
http://www.utsa.edu/hop/chapter8/8-5.cfm
UTSA Downtown Campus, Joint Sponsorship
Procedures
https://www.utsa.edu/dtcamp/jointsponsorships.html
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The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Clients
There are three types of clients:
• Internal UTSA Departments, Programs, Centers
• Registered Student Organizations (RSOs)
• External/Business, Community and Non-Profit
Organizations
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The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Special UTSA Venues
• The Downtown Campus is not classified as a
Special Use Facility.
• The HEB University Center at the Recreational
Center at the Main Campus and the Institute of
Texan Cultures are Special Use Facilities where
non-UTSA organizations or individuals can host
events without the need for joint sponsorship.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint Sponsorship Requirements
•
A joint sponsorship is any event, conference, meeting, or
program that takes place at any UTSA facility after UTSA
extends an invitation and is hosted by a UTSA department
with an outside entity.
•
A non-UTSA group (i.e., a community organization) must be
joint sponsored by a University department.
•
The educational implications of the program or activity must
be self-evident and must directly supplement the educational
purposes of UTSA.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint Sponsorship Requirements
(continued)
•
A jointly sponsored program or activity may not result in
financial gain for the invited individual, group, association or
corporation (the “Invited External Host”).
•
UTSA, a public institution established without regard to
political affiliation or religious faith, cannot be a joint sponsor
for political or sectarian activities, programs or gatherings.
•
UTSA department sponsoring the program or activity will be
ultimately responsible for all details of the jointly sponsored
program or activity.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint Sponsorship Requirements
(continued)
•
The scheduling of property, buildings, or facilities for UTSA’s
programs or activities, especially for UTSA academic or
academically related programs or activities, shall always have
priority over the scheduling of jointly sponsored
programs/activities.
•
The fees to be paid by the Invited/External Host will be
referenced in the Invitation Letter.
The fees must ensure
recovery of all costs incurred by UTSA that relate to the jointly
sponsored activity or program.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint-Sponsorships NOT ALLOWED
• Registered student organizations may not hold a
joint-sponsored event at any UTSA Campus
except in Special Use Facilities.
• Individual faculty or staff may not hold a jointsponsored event at any UTSA Campus except in
Special Use Facilities.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint-Sponsorship Planning Process
•
Check space availability at http://www.utsa.edu/calendar prior to
requesting room(s)/space. Click on Plan an Event and check
availability.
•
The UTSA department sponsoring an event must complete and
submit a Room Reservation Request preferably 60 days in
advance http://www.utsa.edu/calendar/request.cfm.
•
The joint-sponsorship application form http://utsa.edu/dtcamp/
must be completed and signed by both the external organization
and the UTSA Department sponsoring the event.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint Sponsorship Planning Process
(continued)
•
The completed application can then be submitted to the
appropriate special event coordinator:
Director of Community Relations (Assists with the
planning process)
fax: 210-458-2424
OR
Director DT Special Events (Full service operation:
completes all forms, makes all arrangements, etc.)
fax: 210-458-2410
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The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint Sponsorship Planning Process
(continued)
•
Once the event has been approved, a UTSA invitation will be
sent to the outside organization (Invited/External Host) with a
copy to the UTSA department sponsoring the event. The fees
to be paid by the Invited/External Host will be referenced in the
Invitation Letter.
•
The Invited/External Host must coordinate with the UTSA
sponsoring department.
•
A representative from the UTSA department sponsoring the
event must be present at the event in its entirety.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint-Sponsorship Planning Process
(continued)
•
If any publicity is planned, it has to be reviewed and approved by
the UTSA Communications Department (fax: 210-458-4552).
•
Departments will not receive an event confirmation until the Joint
Sponsored Application has been completed and approved.
•
Please make certain the following information is correct on the
application form:
Space assignment
Event date and time
Set up
AV Equipment
Parking
Catering
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint-Sponsorship Planning Process
(continued)
Alcohol
If alcohol is being served, a Permission to Serve Alcohol form must be
signed by the President of UTSA and submitted (30) days prior to
event to the appropriate UTSA Event Office, which will provide
assistance to joint sponsoring organizations to ensure each event
meets all university policies, procedures and guidelines. On-site
security staff is more likely to be required for events with alcohol, in
which case additional fees will be assessed for these services.
Guests must remain in the event facility if consuming any alcoholic
beverages.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Joint-Sponsorship Planning Process
(continued)
Cancellation of Event
UTSA space is in high demand, therefore the University requests that
any event cancellations be submitted a minimum of thirty (30) days
prior to the event. Failure to cancel an event by this time may result in
a cancellation fee or loss of your deposit based on policies in place in
the facility being used for your event.
Equipment Needs:
Audio-Visual: www.oitconnect.com
Facilities: www.facilities.utsa.edu/WC.htm
(Housekeeping, staging, set-ups, etc. should be scheduled
through Facilities i-request)
Media: https://utsa.edu/ucomm/
(If Media is to be invited to the event)
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Changes, Additions, Cancellations
Email [email protected]
•
Include the Event Reference Number in subject
line.
•
If a reservation cancellation is a series, please
indicate if the entire series or a specific date (s)
is cancelled.
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The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Downtown Campus Space Capacities
Large outdoor space:
• Bill Miller Plaza (200)
• FS Commons Terrace (150)
• DB Student Center DB1.116 (80)
• FS Portal (150)
• FS 3rd Floor Terrace (200)
• FS 4th Floor Terrace (75)
• Monterrey Lobby MNT 1.100 (25)
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The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Downtown Campus Space Capacities
(continued)
•
3/19/2013
Indoor space:
- Buena Vista Theater (293)
- Meeting Assembly Room BV 1.338 (104)
- Community Room BV 1.322 (25)
- Meeting Room BV 4.301B (28)
- Southwest Room DB 1.124 (153)
- Durango Conference Room DB 4.112 (12)
- Durango Conference Room DB 4.211A (12)
- Conference Seminar Room DB 2.208 (16)
- Multi-Purpose Room FS 1.402 (75)
- Executive Conference Room FS 4.450A (25)
- Riklin Auditorium (200)
- Aula Canaria (184)
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Types of Set-Ups
Banquet (Rounds)
Conference
Square
Conference
U-Shape
Conference
Rectangle
Classroom
Style
Executive
Conference
Room
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Dates for Requesting Event Facilities
The DTC Events Office cannot approve any facilities reservations
(including the Buena Vista Theater) prior to these dates:
Academic Space
• Academic space is first scheduled for academic and classroom
needs. Classroom space is not available to be scheduled for
non-classroom use until after the semester census date (12th
day of classes).
Non-Academic Space
• UTSA departments and organizations may begin requesting
space for the semester on these dates:
Spring - October 8
Summer - February 8
Fall - April 8
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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Summer Requests at
The Downtown Campus
Due to summer programming needs and limited space any office
or program needing space for the summer must:
•Submit memo (due Feb. 1) to Vice Provost Office.
•Information regarding nature of the program
•Type of space needed
•Number of participants expected
•Dates/Times space is needed
•Submit reservation request via on-line form (beginning Feb. 8)
•Priority scheduling is given to those who have submitted their
summer programming needs memo by the deadline.
3/19/2013
The University of Texas at San Antonio, 501 West César E. Chávez Boulevard, San Antonio, TX 78207
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