Steps to organize your event

Event Details

• Determine location, date and time

• Anticipated Guest Number

• Refreshments/Entertainment

• Funding/Budget

Winship Space Reservation – 4 weeks in advance

External Venue – need at least 6-8 weeks for the contract process

• David Thomases – Winship Space Reservations

• Erik Felthauser – Contract Policies/Budget

Event Furniture Inventory

• T&D Tables, Chairs and/or Linens (limited number)

• Additional event furniture – contact Tori Marshall to submit an Event Planning Request through UT Facilities Services.

T&D furniture reservation – 4 weeks in advance.

Facilities Services – at least 10-14 business days in advance for a quote. Preferred 4 weeks in advance (There is a fee included).

• Tori Marshall

Official Occasion Expense Form

• OOEF is needed if serving refreshments

• Include a detailed event sheet of all information with OOEF submission

• Catering – confer with Erik Felthauser (T&D cannot sign off on contracts)

• Once OOEF is submitted, reserve the department Pro-card for approved purchases

Purchasing refreshments using Pro-card - OOEF submitted 1 week in advance

Using catering company - need at least 6-8 weeks for contract process

Tori Marshall (advise on OOEF process)

Erik Felthauser (advise on contract process)

Finance Office (reserve department pro-card)

Event Student Assistance

• Tori Marshall manages a team of students to assist with events. The event student rate is $20/hr per student. A minimum of two students are required to work an event.

• Hiring additional help? Contact Caleb Solberg

T&D Event Student Team – 2 weeks in advance

Hiring additional help? – 4 weeks in advance

Tori Marshall (supervisor)

Caleb Solberg (Guest Artist Liaison)

Event Promotion and Marketing

• Refer to Departmental Promotion Policies

4-6 weeks in advance

Megan Bommarito

Filming/Photography

• UT Theatre and Dance follows the University's policies and guidelines.

• Photography Notice will need to be displayed

Megan Bommarito/Sydney Pattillo to reserve Photography notice

Attend Staff Meetings

• Attend at least 2 T&D staff meetings

At least 2 weeks in advance

Tori Marshall