How to Submit Special Event Request

Step-by-step guide

Go to Internal Services at https://secure.rs.utexas.edu/services/facilities/. 

1. Review "Policies and Procedures", "Registered Student Organizations", and "University Departments" section under "Reservation of University Physical Activity Facilities for Tournaments and Special Events".

2. After reviewing the information, click the "Submit Facility Reservation Request" button. 

3. On this home page, it explains the different "statuses".

   1. You can also see your pending requests.

   Open

   

4. Select "New Facility Reservation Request" button.
   
   

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   1. Select Student Organization.

5. Type in your Sport Club Name or select from list. 

   1. Then press the "Submit" button.

6. Enter Event Title. Hit "Submit".
   
   

7. Enter "Event Date", "Event Start Time", and "Event End Time".
   
   

8. You will be able to filter the spaces by type. If you are unsure about a facility space, you may view the layouts/diagrams. Once you find the space you would like, press "select".
   
   

9. The Facility Space page will show you current conflicts with the times and dates you selected. 

   1. Red will indicate facility space policies.

   2. Green will allow you additional items available for rental.

   3. NOTICE: The top section in blue reminds you to input the amount of fields needed later in the request.

10. Enter "Contact Information".
    
    
    

11. Explain your event in "Event Description". Try your best to estimate the amount of participants, spectators, and non-campus participants. 
    
    

12. Complete the rest of the event information: admission fees, youth protection program, and equipment/set-up.

    1. Sport Clubs will be responsible for their own set-up/tear down of each event. 

    2. Hit "Submit your request".

13. If your event takes place in multiple facilities or on multiple days, use the following steps:
    
    
    

    1. On Step 8: there is a button for "Adding Another Space" button.
       
       

    2. Underneath this option, select "Change Date".

    3. Then follow the steps above to completing the event information. 

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