Reservations and Publicity

Last updated 02/03/2021

Student Activities facilitates the reservation of outdoor space and general-purpose classrooms for student organizations. We also coordinate the reservation of publicity spaces, such as a-frames and banners, as well as approval of events in HornsLink. All reservation requests should be submitted at least ten (10) calendar days in advance.

COVID-19 Updates
The University has released guidance for campus events. Campus events are currently limited to 10 participants. Student organizations interested in hosting a campus event should review the Student Organization Responsibilities for Meetings, Events and Mass Gatherings (pdf) for guidance and important information.

It is recommended that student organizations explore online options for their events and meetings instead of in-person. Student organization may visit Longhorn Connection for virtual event ideas and our Education and Training page for resources for operating virtually.
If your organization needs assistance transitioning to virtual operations, email Student Activities at studentactivities@austin.utexas.edu.

Reservations

General-Purpose Classroom Reservations

Student Activities is currently accepting reservation requests for spring 2021 between January 19th and May 12th.  To request space, an officer from a student organization must complete the room application form.  Requests must adhere to the following guidelines:

• Requests with less than 10 participants must be submitted at least ten (10) days in advance and complete and event consultation at least seven (7) days in advance unless otherwise directed by Student Activities.
• Requests with 11+ participants must be submitted at least twenty-one (21) days in advance and complete an event consultation at least fourteen (14) days in advance unless otherwise directed by Student Activities.
• Number of participants can be no more than 40% of the classroom capacity
• Reservations may only take place from 8:00 a.m. to 8:00 p.m. Monday through Saturday. No event may go past 8 p.m. or occur on a Sunday.
• Approved event must be listed in HornsLink and all attendees should be logged
• Event attendees must adhere to university safety guidance including but not limited to:
  • Maintain at least 6 feet of social distance from others
  • Wear recommended protective face masks when social distancing is not possible
  • Use hand sanitizers and handwashing to manage hygiene

Requests that do not adhere to the above guidelines, may be denied. Student organization may submit a new request if needed.

If you have questions about reserving General Purpose Classroom space, please contact studentorganizationrooms@austin.utexas.edu.

Reserving Outdoor Space on Campus

Student Activities is currently accepting outdoor space requests. To reserve a space, an officer from a student organization must complete the Outdoor Space Request (RSO) through the University Unions event space reservations system. Requests must adhere to the following guidelines:

• Tabling: Requests to for tabling must be submitted at least ten (10) days in advance and complete an event consultation at least seven (7) days in advance unless otherwise directed by Student Activities.
• All other outdoor requests must be submitted at least twenty-one (21) days in advance and complete an event consultation at least fourteen (14) days in advance unless otherwise directed by Student Activities.
• Event must be listed in HornsLink and all attendees should be logged
• Event attendees must adhere to university safety guidance including but not limited to:
  • Maintaining social distancing and density guidelines
  • Wear recommended protective face masks at all times
  • Use hand sanitizers and handwashing to manage hygiene

Requests submitted that do not adhere to the above guidelines, may be denied. Student organization may submit a new request if needed. If you have questions about reserving outdoor space, please contact studentactivities@austin.utexas.edu.

Event Work Orders (currently unavailable)

Student organizations may request an event work order for tables, chairs, trash receptacles, stages and other resources they need for an event on campus. To create a work order, an officer is required to meet with a Student Activities staff member at least 14 days prior to the event. To schedule an appointment, contact the Student Organization Center (SOC) at 512-471-3065. Additional information about work order requests is available on the Work Order Request FAQ's page.

Event Planning Consultations

All General Purpose Classrooms and outdoor reservation requests must complete a required event consultation with Student Activities at least fourteen (14) days prior to the event date. Thus, the reservation request should be submitted prior to that time. If a consultation is not completed at least fourteen (14) days in advance, the request may be cancelled and/or rescheduled for an alternative date. If your proposed event will have food, guest speakers and/or more than 10 attendees, we recommend completing a consultation at least twenty-one (21) days in advance.

During event consultations, Student Activities staff members draw upon their knowledge of the Institutional Rules, university policies and best practices in event planning. Event consultations can lead to referrals to other departments on campus. Possible referrals include, but are not limited to:

• University of Texas Police Department for event security
• Parking and Transportation Services for parking permits
• Environmental Health and Safety for food distribution and live animal permits
• Fire Prevention Services for approval for use of open flames and tents
• Office of Emergency Preparedness

Tabling

The purpose of tabling is to display literature and distribute information in order to recruit new members or raise awareness about an event, activity or topic that is important to the organization. At this time, student organizations are encouraged to avoid tabling and explore virtual options to connect with their members and the UT community.

General Guidelines for Tabling on Campus

• Only UT students, faculty and staff are permitted to table. Non-UT community members are not permitted to table or occupy a student organization table.
• Any outdoor location (except for the Main Mall) can be appropriate for tables, provided that the tables do not disrupt other University functions, impede on existing reservations, or interfere with pedestrian and/or vehicular traffic.
• Tabling inside a building is not permitted unless permission is granted from the building manager in advance.
• Student organizations can supply their own tables or use University Tables (if available).
• An outdoor reservation is not required to table but is recommended should desired space be a popular outdoor area (i.e. West Mall Rally Space). All outdoor reservations require an event consultation.
• Adhere to University Safety Guidance
  • Maintain social distancing of at least six feet when possible (tables can serve as a natural barrier)
  • Wearing recommended protective face masks
  • Using hand sanitizers and handwashing to manage hygiene
• Avoid person to person distribution of materials including flyers and other items. Wear masks and gloves if distribution is necessary.
• Consider using QR Codes to help community members learn more about your organization safely.
• The distribution of food, using of amplified sound, selling items and setting up equipment/exhibits are not permitted without an outdoor reservation and additional approval.

Guidelines for Using University Tables on Campus

• Currently, University Tables are not available for general check out from the FAC or Gregory Gym by Student Organizations.

Jester Concourse Tables

Jeter Concourse Tables reservations are currently unavailable. Student organization are not permitted to supply their own tables for this area.

Publicity

Promoting on HornsLink

HornsLink has several tools and features that student organizations can use to help promote its events and activities including the events submission and news functions.

Event Submissions

Whether you are hosting an online meeting or an in-person event on campus, you can submit your student organizations event to be listed on the HornsLink events board. Visit the Creating a New Event for Your Organization to learn how to add your event.

All event submissions and updates must be submitted at least 3-5 business days in advance of the proposed event. Event submissions are reviewed during normal business hours from 8 a.m. CST to 5 p.m. CST Monday through Friday to ensure that events and listings are in adherence withInstitutional Rules and policies.

If you have questions regarding using HornsLink, please RSVP to attend one of our Discover HornsLink workshops or visit our virtual office hours.

Publish a News Story

Rather you want to highlight organization accomplishments, an outstanding member or promote an application to join your organization, you can use the News Tool to share any of these important updates.

Literature

Student organizations have the ability to distribute literature on campus. Literature can be used to advertise the organization, share information or promote an idea. Student organizations may sell, distribute, or display literature on campus in accordance with the following guidelines:

• The literature does not promote a for-profit business, organization, agency, or national association.
• The literature is not distributed by hawking, shouting, or accosting individuals.
• Literature that is dropped on the ground in the area where it was distributed must be picked up by the student organization.

Literature is defined as any printed material that is produced in multiple copies for distribution to potential readers.

A-Frame Reservations

An a-frame is a temporary structure built and used by student organizations to advertise events and other information about their organization. A-frames are generally made of 2X4's and pieces of plywood. A-frames may not be larger than 5' x 5'.

A student organization must submit an A-Frame Reservation Request and have that request confirmed by Student Activities before placing an A-frame on campus. The A-frame locations can be found on the West Mall Map (pdf).

Rules for A-Frame Space Reservations:

• A-frames must be put out by the student organization no more than 12 hours before the start of their reservation and removed no later than 12 hours after their reservation ends.
• If an a-frame is not removed at the appropriate time, it will be removed and a bar will be placed on the student organization.

For the fall semesters, a-frame reservation requests may be submitted beginning at 10 a.m. on the first Tuesday in May. For the spring and summer semester, requests may be submitted beginning at 10 a.m. on the first Tuesday in November.

Banner Reservations (currently unavailable)

Student Activities reserves the West Mall and Jester banner spaces for student organizations on a Monday to Sunday basis. To apply for banner space, an authorized representative must complete the Banner Space Request.

Reservations are assigned according to a priority system, which includes the date of the request, size and longevity of the event, and availability of space. For the fall semester, banner space reservation requests may be submitted beginning at 10 a.m. on the first Tuesday in May. For the spring and summer semesters, requests may be submitted beginning at 10 a.m. on the first Tuesday in November.

Once your organization is assigned a banner space, you will be notified via email. Banners must be dropped off at the SOC by Noon the Thursday before the banner is to be hung. Banners must include the appropriate length of rope already attached in order to be accepted. The length of rope needed depends upon the banner size. Details about rope are available in the Banner Space Request.

If the student organization has confirmed banner space in Jester, the group is able to set up the banner on their own. Organizations are responsible for removing their banner on the last day of the reservation. Student Activities is not responsible for any lost, damaged or stolen banners.

Banners Must:

• Not exceed: 20' x 3' in size (West Mall banner space is 40 feet wide)
• Have slits in banner for wind resistance
• Have grommets for rope

Student Organizations must not have had the same banner space the previous week. No consecutive requests for the same space will be approved.

Banner space is also available at the following location:

• The McCombs School of Business has banner space on the bridge over 21st Street, between the McCombs School of Business and the UTC. To hang a banner in this location, go to the Dean's Office at GSB 2.102 (512-471-5921) to fill out an application.

Flyers

Flyers may be distributed as literature or posted with prior approval inside of buildings. Indoor location policies and restrictions occur building by building. Contact the specific building manager prior to posting flyers in any interior area.