How to Host an Event

Reserving Facility Space

• To reserve space in a Recreational Sports Facility for an event, complete the UTSCA Special Event Form on Recreational Sport Internal Services in a timely manner.

  • Receive confirmation for approval

    • For large-scale events that require multiple outdoor fields or indoor courts/rooms, the recommended deadline is our typical semesterly request timeline: September 15 for the next spring, February 15 for the next fall/summer.

    • Any/all special events should be requested at least 6 weeks in advance of requested date(s)

  • Meet with Sport Club Directors to discuss details of the event prior to making arrangements with visiting teams and other entities 

    • We prefer to review any communications before they go out to ensure compliance with UT policies and procedures 

Pre-Event Planning

• Determine if your event needs certified Athletic Trainers and when prepared, please contact your Sport Club Advisor 6 weeks before.

• If hosting an outdoor event, determine if you need to get painted field lines down and when prepared, submit file to Sport Club Office at least 2 months in advance. 

• Determine if the organization wants to/is able to reserve parking spaces or passes via Parking and Transportation Services for visiting participants/teams/officials (Wright-Whitaker Fields, Caven-Clark Fields, Recreational Sports Center, etc.).

• Collect registration/event fees

  • Arrangements made for collection of entry fees before or at event. Submit the RecSports Online Store Product Request form on HornsLink to get your event registration 

    • If you collect fees through your governing body, make Sport Club staff aware

    • Third-party registration vendors must be approved before collecting any more (we prefer to collect it ourselves - no fees!)

  • Sample Invoice can be obtained from Sport Club staff for visiting teams requesting. This is common for universities to issue payment. 

  • Ensure University checks are made out to your organization i.e. “University of Texas – Memo: Your Club Name” and mailed to our Gregory Gym mailing address.

• Create communications plan for visiting teams/participants/spectators/officials:

  • Create contact list for visiting competitors to send information about event

  • Send a message informing:

    • Confirm event date(s)/start time(s) with visiting teams

    • Confirm event time length

    • Confirm uniform colors in case of conflict, if needed

    • Payment/Registration information

    • Confirm directions to event and parking information 

  • Media/Promotion & Awards/Merchandise

  • Develop flyers and receive approval from Sport Club staff prior to publishing

  • Promote via social media (Facebook, IG, Twitter)

  • Trophies, t-shirts, etc. designed and made before event

    • All materials printed on wearable/useable items must be approved by RecSports and Trademarks and Licensing

  • Determine sales plan with Sport Club staff

    • Collecting cash on-site requires compliance training and an approved cash box

    • Collecting credit cards on-site must be done through RecSports Online Store (see above) or approved CC Terminal machines.

      • NO VENMO OR OTHER THIRD PARTY COLLECTORS!

• Referees/officials arrangements

  • Hire any necessary officials for event - some national governing bodies contract officials for you

    • Make sure officials information and paperwork is submitted to the Sport Club Office prior to event to arrange for payment

  • Confirm driving/parking directions for officials

• Confirm set-up needs, start time and duration of event with Sport Club staff
  
  

  • Confirm with Sport Club staff for time for the club to set up materials/equipment - setup should only happen day of or night before. If in Recreational Sports Facilities, this should be included in your reservation and event sheet.

  • Confirm details from original request: tables, chairs, trash, layout, electricity, A/V, internet, etc.

  • Organize volunteers from your club to assist with set-up/strike needs

  • Prepare an on-site registration/check-in procedure. 

• Serving Food

  • Submit Environmental Health & Safety - Food Distribution Form if food will be sold and/or served during the event
    
    

    • EHS form will walk you through what you need to do to serve food

  • Submit purchase requests to use club funds to purchase refreshments

• Event Schedule!

  • Create your tournament bracket/format, if needed. When preparing a bracket, allow for buffer time for competitions that go over the originally allotted amount

  • Send bracket/format out to all participants prior to the day of the event - Have copies available at event

  • Create contingency plan in case of a withdrawal

  • Confirm time for rest/meals between competition for participants

Day of Event Checklist

• Organization volunteers prepped for set-up/strike

• Set-up is completed (including tables, chairs, goals, water coolers, etc.)

• All teams have completed and submitted their visiting team log

• UTRS Facility Operations and/or facility host will assist with water cooler, benches, etc., if reserved

• Review ground rules, facility guidelines, event format, etc. with all participants

• Club enforces facility rules for both participants and spectators – Contact Building Supervisor for assistance if needed

Post Event Checklist

• Club cleans up all trash

• Club takes down and returns all equipment

• Notify Sport Club staff of results and event recap

• Turn in Visiting Team Log

• Take down notes of what went well and what can be improved for the next event.