Event Planning 101
An "RTF event" is defined as activity that occurs outside the classroom that involves requesting additional Department or College resources (funding, space, staff, purchasing, compensation, marketing, etc.). To host an event outside of your class, follow the Events Checklist & Timeline, starting with getting approval from the Chair. Because funding is limited and distributed on a first come, first served basis, submit your proposals before the end of the first week of classes for priority consideration.
If you are just wanting to invite a guest speaker to talk to your class, please refer to the the classroom guest lecture guidance on the Compensation page.
Page Navigation
The items listed on this page are organized on a six-phase timeline for event planning. Click on links in table below to jump to that section of the page.
General Resources | |
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Phase 1 (2 to 6 months out) | |
Phase 2 (1 to 2 months out) | |
Phase 3 (3 weeks out) | |
Phase 4 (2 weeks out) | Create & Disseminate Run of Show (see sample, coming soon)
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Phase 5 (Event Day) | |
Phase 6 (Post-Event) | Send Thank yous to Vendors, Event Staff, and GuestsPost Pics on Social MediaTurn in outstanding receipts to accountingEvent Review: Notes for FutureMake notes for future; send survey?
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Request Event Approval from RTF Chair
Directions on getting approval to host an event.
Checklist/Timeline for Event Planning & Coordination
Starting from 2-6 months out until after the event has concluded, follow these steps for a successful event.
Phases of Event Planning
Phase I:
2–6 months prior to event date...- Because funding is limited and distributed on a first come, first served basis, submit your proposals before the end of the first week of classes for priority consideration.
- Figure out a rough budget and whether you might need to find additional sponsorship across other areas of UT. You may need to draft an event title and abstract/description before approaching collaborators. You can always request a meeting with RTF leadership to brainstorm about your options. Do not approach the Moody College dean for funding; instead, set up a meeting with the RTF Chair.
Chair Approval - Receive Written Approval Fill out the Chair Approval form to receive written approval from the Chair for the Event, Event Date, and Department Funding. WRITTEN CHAIR APPROVAL IS REQUIRED BEFORE YOU GO ANY FURTHER. Submit appropriate request forms to secure support from RTF staff and initiate UT protocols. - Contact Elana Wakeman for Event Promotion.
Inform Colleagues - Add your event (once approved) to the internal calendars. We don't want others to plan events at the same time as yours!
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Phase 2:
1–2 months prior to event date...address the following applicable tasks:
Order Catering. - Send invitations.
- Plan for alcohol service. Work with Milaka if you plan to have alcoholat your event.
- Need chairs, tables, trash cans, waters set up...? Place Facilities Requests through Milaka.
- Request A/V support.
- Request on-site coordination support. You may need to hire a student worker as additional support or find volunteers.
- Make arrangements for Event Photography.
- Make arrangements for Event Videography and/or Audio Recording.
- If you wish the dean to speak or attend, follow protocols for requesting the dean's attendance.
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Phase 3:
3 weeks prior to event date...address the following applicable tasks:- Prepare for VIP needs.
- Continue working with Elana Wakeman on event promotion.
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Phase 4:
2–1 week prior to eventCheck on RSVPs if applicable. Confirm all details. Continue to promote and send reminders. ADA Accommodation: If needed,contact the UT office of Disability and Access to request accommodations.
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Phase 5:
Event Day
- Coordinate activities. Enjoy!
- Make sure you collect any invoices and turn them in to Milaka.
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Phase 6:
Post-Event- Post-event coverage if agreed to by MarCom team/Elana.
- Full video posted to YouTube by Tech Services team, if relevant.
- Follow up and thank you to VIPs.
- Event evaluation: assess successes/learnings, send attendee surveys, record notes for future similar events.
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Community Resources for Event Planning
Request Staff Support & Initiate UT Protocols
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funding | funding | Funding/BudgetYou will need to create a budget and have estimated funding support approved before you start planning event logistics.
Major items to consider when creating your budget are:
Source of funds and amount You will need to create a budget and have estimated funding support approved before you start planning event logistics.
Major items to consider when creating your budget are:
Source of funds and amount available – think about whether you will be requesting co-sponsorship from other campus units. Review this list of recommended partnership options and funding sources.
Funding account number/s (for help, check with rtf-accounting@austin.utexas.edu)
Estimated costs for event and creation of draft budget, considering factors that may be applicable, such as:
the number of people
and/or setup/facilitation costs
catering costs (including tips / service fees, if applicable)
travel/accommodations
honoraria
decorations
photographer/videographer and any other vendors
Note: For any events $10,000 or over, we will need to request the Dean’s approval at least two weeks prior to the event.
Special Events Speakers - Stipend & Travel
Below are directions for compensating and/or arranging travel or travel reimbursement for visiting speakers who will participate in public events outside of the classroom.
Send Invitations / Request RSVPs
Your event may not need invitations. Typically we send invitations when we need a headcount or a certain minimum number of attendees. If your event does require invitations, work with both Elana (design) and Milaka (managing invitations & RSVPs). You may need to provide a guest list.
If you need any of these services for on-campus events, contact Milaka to submit an event planning request them:
- Cleaning
- Carpentry
- Electrical
- Set-up and tear-down
- Trash collection
- Furniture (e.g., cocktail tables, chairs)
Note: These services are available on a first-come, first-served basis, and there may be associated fees, including overtime for after-hours services.
Technology & A/V Services & Considerations | Anchor |
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| eventdaysupport |
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| eventdaysupport |
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Arrange On-Site Coordination / Support
You may need greeters, runners, set-up/tear-down help, etc. Contact Milaka to request support. If the event falls outside of business hours, you may need to solicit volunteers or hire support, such as student workers. To request hiring services/student workers, fill out this form.
If you need a still photographer at your event, please contact the Marketing and Communications Team. If they are unavailable to help, you can hire Texas Student Media.
Determine:
- What specific photos need to be taken?
- Candid or formal?
- When to take? Before, during or after the event?
- How will the photos be placed or distributed after the event?
Ask your guests to sign release forms.
Request Event Videography and/or Audio Recording
If your event involves serving alcohol...
- Note: Expenses for alcohol may not be the primary expenditure submitted for reimbursement. Spending on alcohol MUST be equal to or less than the subtotal (pre-tax/pre-tip) of total food cost. See UT policies.
- To manage alcohol consumption and orders, consider offering a specified number of drink tickets (e.g., 1–2 per guest) and stationing a greeter at the door to hand them out to guests who have RSVP’ed.
- On-campus events (see all UT alcohol policies)
- UT prohibits the service of alcohol in many university locations. To be granted an exception to this policy, contact Milaka at least 3 weeks in advance of your event to submit the form to request permission to serve alcohol.
- You will need to hire TABC-licensed bartender/s.
Work with Milaka and work out plans for what your VIP will need during their visit, such as:
- Parking pass or swipe card for a garage
- Quiet room
- Signing a release form for photos and/or video/audio recording
- Set up time for mics
- Car service
- Water bottles
- Seats saved?
- Security
If needed, contact the UT office of Disability and Access to request accommodations.
ADA Accommodations language to include in event promotion: To request accommodations such as captioning or American Sign Language services for this event, please email [RTF point of contact] at least two weeks (or 10 business days) before the event date. We will make every effort to provide services for requests made with less notice, but there is no guarantee.
check Check in with venues and guest speakers
make Make sure any deliverables (screener, catering, A/V, etc.) is on target to make the event date. make . If a film/TV Q&A, the facilitator may need an advanced screener.
Make sure everyone involved in the production of the event knows the Run of Schedule Show (ROS), including times and who is in charge of different phases, if applicable (include contact info).
- If you have guest speakers,
- Ask Milaka for water bottles. Make sure there’s a surface to put them on during the event.
- Depending on the venue and recording needs, guests might need time to be mic’ed.
- Prepare talking points, including potential acknowledgments for event sponsors, contributors, vendors, and organizers.
If you need to cancel an event, the event organizer should:
- Consider/craft the cancellation messaging (e.g., “This event has been canceled and will be rescheduled for a time later in this semester. Please stay tuned for further details.”)
- Email all staff involved, so that they can proceed to instigate cancellation protocols….
- Office Manager (Milaka Falk) and ask her to cancel room reservations and any services ordered (catering, facilities, etc.)
- Accounting Team to check in whether to update or cancel any POs
- Communications/Marketing (Elana Wakeman) and ask her to
- Notify Moody Marcom to remove/update graphics on Moody College digital monitors, kiosks, social media channels, calendars, and other planned communications
- Update CMA 6 slides
- Email the community
- Update social media posts
- If applicable, the Moody production tech team or others who may have been asked to support the event
- Notify co-sponsors so that they can proceed with cancellation protocols in their community
