Planning an event for the School of Architecture community? This is your one-stop-shop for all things events, including instructions for securing space, staff, and resources, as well as recommendations for vendors, promotion, and beyond. Anchor top top
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ROOM | DESCRIPTION | CAPACITY |
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BTL 101 | Reading Room | 20 |
GOL 2.110 | Main Jury Room | 49 |
GOL SOUTH LOBBY | Outside 2.110 | |
GOL 2.105 | Mebane Gallery | 100 |
GOL NORTH LOBBY | Off West Mall | |
GOL COURTYARD & LOGGIA | Courtyard & Loggia | 100 |
GOL SW PATIO | Patio Space Outside 2.110 Facing Guadalupe | |
GOL 3.100 | 3rd Floor Hallway | |
GOL 3.118 | Review Room | 20 |
GOL 3.120 | Lecture Hall | 98 |
GOL 4.100 | Hallway | |
GOL 4.120 | Review Room | 25 |
HRH 2.104 | Jessen Auditorium | 300 |
SUT 2.110 | Green Chair Room | 16 |
SUT 2.112 | Red Chair Room | 44 |
SUT 2.114 | Oak Chair Room | 40 |
SUT 3.100 | 3rd Floor Hallway | |
SUT 3.112 | Blue Chair Room | 14 |
SUT 4.100 | 4th Floor Hallway | |
SUT 4.118 | Review Room | 25 |
WMB 1.110 | Small Computer Classroom | 30 |
WMB 1.114 | Large Computer Classroom | 30 |
WMB 3.108 | East Side of the Materials Lab | |
WMB 3.116 | South Side of the Materials Lab | |
WMB 4.118 | 4th Floor Classroom | 25 |
WMB 5.102 | Classroom | 30 |
WMB 5.112 | Classroom | 34 |
WMB 5.114 | Classroom | 40 |
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ON-SITE RESOURCES AND FACILITIES SUPPORT
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- Tablecloths and linens (black and various colors)
- Easels
- Vases
- Kitchen utensils
- Foldable tables and cocktail tables
- A large cooler/ice chest
For a full list, reach out to staff in the Dean's Office.
Facilities Support
For more extensive event support and set-up, a Facilities Services Work Order will be required. The Any event requiring custodial services or delivery/set up/break down of event equipment like tables and chairs will require a Facilities Work Order and associated fees. The university's Event Support & Moving Services Office provides event-related assistance and equipment for university events of all sizes. The following are the services and inventory available for special events on a first-come, first-served basis:
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- Please be aware that we cannot provide parking arrangements for event speakers or other attendees. These participants should be advised to use public transit or park in one of the university's parking garages. The garage nearest to the School of Architecture's buildings is the San Antonio Garage.
- If your budget allows, you can purchase Event Garage QR Code Permits from Parking and Transportation Services for about $12 / vehicle by filling out the Event Parking Request Form.
- If a visitor requests ADA parking accommodations, a permit for one of our nearby ADA spaces may be requested through the university at least two weeks in advance by completing the form at https://parking.utexas.edu/parking/ada-parking-map
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PAPERWORK & PAYMENTS
Participant Payments
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- Step 1: School sends “Payee Information Form” (PIF) to the individual via DocuSign, which they will fill out accordingly, and return with a copy of their driver’s license or passport (if being paid as an individual. If paying the company, ID is not required).
- Step 2:
- If the payee is a U.S. citizen/permanent resident: SOA Business Office sends purchase order information to UT Accounting for approval based on the agreed-upon honorarium amount. Turnaround time from receipt of PIF: allow 1 week.
- If the payee is not a U.S. citizen/permanent resident: SOA Business Office sends contract information to UT Business Contracts Office (BCO) for approval based on the agreed-upon honorarium. Upon approval, the contract is sent to the individual for signature and is then countersigned by BCO. Copy is sent to individual for their records. Turnaround time from receipt of PIF: at least 2 weeks; allow more if possible. This is also the stage when the Business Office determines any visa requirements that may apply, and whether the 30% nonresident tax will be assessed.
- Step 3: After service is performed, SOA Business Office sends an invoice to UT Accounting for payment processing, and a check is mailed to the address on the PIF.
Contracts
Some vendors require a contract. Intra-university contracts are usually executed at the unit level (if renting a space at LBJ Auditorium, for example), and outside contracts require UT Business Contracts Office approval via the SOA Business Office. Never sign a contract of any kind - The University's Business Contracts Office is the only entity on campus authorized to sign contacts.
As a courtesy to the Business Office, please let them know of any contracts being signed by UT Contracts. If the contract is related to catering, the signed contract will need to be included with the OOEF after the event.
Material Purchases
Small materials for events can be purchased using the Procurement Card (the school's "credit card"), which can be checked out from the Dean's Suite and/or Business Office.
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As noted in the Participant Payment section above, out-of-town event participants typically make their own hotel reservations using their SOA honorarium to self-reimburse for hotel expenses. In this case, the participant may select their own lodging based on their personal preferences. Hotels that are closest to the School of Architecture are the:
- AT&T Hotel (an 8-minute/0.4-mile walk to the SOA)
- AC Hotel and Otis (a 6-minute/0.3-mile walk), and the
- Hampton Inn (a 10-minute/0.5-mile walk).
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- Hotel contacts and rate information can be found here. (see "Hotel Contact Sheet")
- When making a reservation, be sure to let the hotel know that SOA is part of The University of Texas at Austin, and as such is exempt from the state hotel occupancy tax. It is also important to let them know that the school is ONLY covering lodging and not incidentals.
- You will need to complete and submit the Texas Hotel Occupancy Tax Exemption Certificate, and be sure to ask for any relevant UT Austin rates/discounts.
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TECHNOLOGY
Important Links
- Texas Architecture YouTube Channel
- School of Architecture Digital Technologies Wiki
- Technology Resources and Integration Group Email Address: trig@utexas.edu
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The TRIG Team will help event planners determine the best method and approach for a live-stream. For more detailed instructions for each method please visit this page.
Livestreaming via OWLs
The Meeting Owl camera is equipped with a 360-degree lens that captures a panoramic view of your meeting room. This creates a more immersive experience, and remote team members can see all the participants and present during the meeting or event. The owl streams its audio and video to your computer via USB, and the video conferencing platform (ie Zoom) streams the audio and video over the internet to your remote participants.
The TRIG team is available to support OWL setup and troubleshooting with advance notice. For more information about the OWL's capabilities, click here.
Broadcasting/Recording/Talent Release
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General accommodation or accessibility questions can be directed to SSD at (512) 471-6259 or ssd@austin.utexas.edu. For more information about the university's Disability and Access office, visit their website: https://diversity.utexas.edu/disability/
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PROMOTION
As you plan for your event and think through attendance, it is important to consider several aspects of marketing and communications to help get the word out. The best option for advertising a campus event will vary depending on the target audience.
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*Keep geography in mind when going outside of Central Texas. Only send to non-Texas outlets if there is a virtual component to the event.