Student Organization Support

Fall Term Office Hours (August 25, 2025 - December 8, 2025)

Monday - Friday: 9 a.m. - 7 p.m.

Our office follows the university holiday and emergency closure schedule. If you need assistance while we are closed, please email us and we will respond as soon as we can.

Location

Phone
(512) 471-3065
When leaving a voicemail, please include your name, EID, phone number, student organization, and inquiry.

Email
soc@austin.utexas.edu
Please include your name, EID, phone number, student organization, and inquiry.

The following art materials are free for student organizations to use in the Student Organization Center:

• butcher paper
• paint and brushes
• markers, crayons, colored pencils
• rulers

Student organizations can request to print their digitally designed posters at the Student Organization Center.

• The poster printer paper is 36-inches wide and 48-inches long.
• Make sure the file is scaled appropriately. Stretching an image may result in blurred images, and refunds will not be given for this reason.

To have your poster printed:

• Email the file as a .pdf to soc@austin.utexas.edu.
• Cost: $12.00, which must be paid upon pickup. The Student Organization Center accepts payments in check, cash (exact change) or online at TXShop.

Your organization will be notified that your poster is ready for pick-up by email.

Student organizations may lease storage space in the Student Organization Center. The 2025-2026 locker lease term is August 26, 2025 – May 30, 2026. If the organization seeks to lease a locker mid semester, the cost amounts will be prorated. The Student Organization Center storage spaces are accessible during Student Organization Center business hours. Apply online for Student Organization Center storage space.

42" Lockers
Dimensions: 42" x 18" x 65"
Price per Semester: $35
Price per Year: $105

Seat Storage
Dimensions: 30" x 18"
Price per Semester: $15
Price per Year: $45

Make payments online at the Office of the Dean of Students TXShop page.

If your organization utilizes membership or other applications, the Student Organization Center can serve as your centralized application pick-up or drop-off location. This service can reduce the stress of collecting applications and managing deadlines. The Student Organization Center cannot accept any money that may accompany an application.

To use this service, complete the Centralized Application Drop-off form on HornsLink.

• Student Organization FAQ
  Registered and Sponsored Student Organization FAQ (pdf)
• Officer Updates
  A current officer of a student organization can update officers and members on HornsLink. Login to HornsLink, select your organization under "my memberships", then click the "manage organization" button on the right. Then click the "roster" link in the dropdown menu on the left of the screen.
• Employee Identification Number (EIN)
  An EIN is required for a registered student organization to open an off-campus bank account. It is also required for a payment to an organization from the university. These include, but are not limited to, payments for stadium clean up, ushering at the Frank Erwin Center, a Swing Out Award, etc.
• Organization Information Updates
  Update your organization's purpose, activities, etc. on HornsLink. Allow 2-3 business days for review.
• Organization Name Change Form
  Complete the Organization Name Change form if you wish to change your organization's name.
• Sponsorship Application
  Apply for sponsorship if you would like your student organization to be officially sponsored by an academic or administrative unit.

• Only current UT students, faculty, and staff are permitted to table on campus.
• Student organizations can supply their own tables or use University tables if available.
• Any outdoor location can be appropriate for tables, provided that the tables do not disrupt other University functions, impede other reservations, or interfere with pedestrian and/or vehicular traffic.
• Tabling on the Main Mall or the west side of any portion of Speedway is not permitted at any time.
• Tabling inside buildings is not permitted unless approved by the building manager in advance.
• Reservation requests for tabling should be submitted at least 21 days in advance. Your group should complete an Outdoor Event Consultation at least 14 days in advance, unless otherwise directed by Student Organizations. Outdoor Space Reservations are not required for tabling but may be helpful in securing a popular location.
• Consider using QR Codes to help students learn more about your organization.
• Distributing food, using amplified sound, selling items, setting up equipment and/or constructing temporary exhibits are not permitted without an outdoor space reservation and additional approval. Please review our event planning page for more details.

University tables may be used to distribute information in order to recruit new members or raise awareness about an event, activity or topic. There are a limited number of tables available for check out in the Flawn Academic Center (FAC) on a first-come, first-served basis to registered or sponsored student organizations. Departments, individual persons and the public are not permitted to check out university tables.

• Student organizations are permitted to check out one table at a time.
• The table must be staffed by a current UT student, faculty or staff member at all times.
• Student organizations must display a sign with their official name on the table.
• Use of amplified sound and distributing food is not permitted without prior approval from Student Organizations.
• University tables must remain on-campus in an outdoor area and may not interfere with any space reservations.
• The tabling area must be cleaned prior to returning the table.

If you have questions about university tables, please call Student Organizations at 512-471-3065.

• University tables can only be checked out from between Monday through Friday 8 a.m. and 4:30 p.m. Table check out is not available on Saturdays or Sundays.
• retrieve a table from the table cabinet (table dimensions are 6' x 2.5'). If you are uncertain of the location of the cabinet, visit the ID Center desk located in the FAC (2304 Whitis Ave, Austin, TX 78712).
• Once you are finished tabling, you must return table to the cabinet in the ID Center by 4:30 p.m.

• There are a limited number of tables available for check out in Jester Dormitory (JCD) and they are available on a first-come, first-served basis to registered or sponsored student organizations. Reservations are not required.
• Jester Mail Center is open from 8 a.m. - 5 p.m. Tables must be returned to the cabinet by 5 p.m. If you are running late, please contact Jester Mail Center at 512-471-5444 at least 30 minutes prior to 5 p.m.
• Outdoor use of University tables is preferred outside Jester Dormitory along Speedway.
• Student organizations must display a sign with their official name on the table.
• The table must be staffed by a current UT student, faculty or staff member at all times.
• Tabling is not permitted inside Jester Concourse.

Student Organizations has identified chapters within The University of Texas at Austin's Institutional Rules on Student Services and Activities and Information on Students' Rights and Responsibilities that are specifically relevant to registered student organization and sponsored student organization officers, members and advisors.

The relevant chapters are:

Chapter 6 - Student Organizations

Chapter 10 - Use of University Property, Rooms and Spaces

Chapter 11 - Student Discipline and Conduct

Chapter 13 - Speech, Expression and Assembly

Chapter 14 - Prohibition of Hazing

Appendix L - Student Policy Travel for Registered Student Organizations

The Institutional Rules of Student Services and Activities and Information on Students' Rights and Responsibilities guide and govern the interactions of the members of the University community.

Student Organizations staff members may address the following policies with officers:

• Invited Audience
• Amplified Sound
• Cosponsorship
• Distribution of Literature
• Exhibits
• Showing Films on Campus
• Filming on Campus
• Food Distribution
• Fundraising on Campus
• Guest Speakers on Campus
• Parking
• Public Assemblies
• Security
• Travel and Travel Insurance

Invited Audience

According to existing policy and the Regents' Rules and Regulations, student organizations may not invite the public at large or groups unaffiliated with the university to their on-campus events. This does not apply to academic or administrative units. With approval of the sponsoring academic or administrative unit, specific events of sponsored student organizations may be exempt. A registered student organization event co-sponsored by an academic or administrative unit may also be exempt.

Amplified Sound

Sound is considered amplified when the noise is produced or made louder by any electric, electronic, mechanical or motor-powered means. Amplified sound is permitted on weekdays in nine areas on campus, with approval from Student Organizations staff. The areas in which amplified sound may be used on weekdays include:

• The West Mall Amplified Sound Area (11:30 a.m.-1:30 p.m.)
• The Union Patio Amplified Sound Area (11:30 a.m.-1:30 p.m.)
• The Winship Circle Amplified Sound Area (8 a.m.-5 p.m.)
• The Battle Oaks Amplified Sound Area (8 a.m.-5 p.m.)
• The Mustangs Amplified Sound Area (8 a.m.-5 p.m.)
• The San Jacinto Amplified Sound Area (8 a.m.-5 p.m.)
• The LBJ Fountain Amplified Sound Area (8 a.m.-5 p.m.)
• The 2609 University Avenue courtyard (8 a.m. - 5 p.m.)
• The Creekside Residence Hall Lawn (8 a.m. - 5 p.m.)

Cosponsorship

The University of Texas at Austin seeks to preserve the limited space on campus for the use of students, faculty and staff. Therefore, student organizations may not cosponsor on-campus programs or events with off-campus persons or organizations.

Student Organizations encourages student organizations to work collaboratively with other organizations and university entities for events and programs.

Examples of prohibited cosponsorship activities include, but are not limited to:

• An event that substantially depends on an off-campus person or organization for planning, staffing or management of an event;
• An event that reserves a room or space for the use of an off-campus person or organization; and/or
• An event that operates for the benefit of an off-campus person or organization.

Distribution of Literature

Student organizations have the ability to distribute literature on campus.

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

Literature can be used to advertise student organization information, promote an idea or for a variety of other purposes. Student organizations may sell, distribute or display literature on campus in accordance with the following guidelines:

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

Literature distributed by student organizations on campus must contain a disclaimer that indicates that student organization literature is not official University literature and does not represent the views of the University or its officers. The disclaimer should read:

[Name of publication] is published by [name of student organization], a registered student organization. [Name of publication] is not an official publication of The University of Texas at Austin and does not represent the views of the University or its officers.

Exhibits

Student organizations may display exhibits on campus by reserving space through Student Organizations. An exhibit is an object or a collection of objects designed for temporary display and is not permanently attached to the ground. Examples of exhibits commonly displayed on campus include: a reflection wall, a sailboat, vehicle, a poster display, etc.

Student organizations may display exhibits in outdoor locations on campus designated by Student Organizations, as long as they do not impede pedestrian or vehicular traffic or pose a safety risk. No exhibits may be displayed on the Main Mall between 8 a.m.-5 p.m. on weekdays. Exhibit space may be approved for 14 consecutive days.

A student organization officer must submit a temporary exhibit form to Student Organizations and receive approval before the exhibit can be displayed.

Showing Films on Campus

Student organizations may sponsor slide shows or films on campus provided they comply with all copyright regulations. This policy means that student organizations must obtain permission from the individuals who own the rights to the film prior to showing the film. This also applies to virtual movie night events on campus. Student organizations should not utilize streaming platforms (Netflix, Hulu etc.) or video conferencing platforms (Zoom etc.) to show films on campus. For more information about obtaining rights to films, refer to www.mplc.com and www.swank.com.

Filming on Campus

Student organizations may film their on-campus events strictly for archival purposes. Film recordings may be used for: recruitment videos, videos used for the promotion of the student organization or videos used for the promotion of the student organization events. Film footage may be posted on the student organization's site and social media pages.

The filming of student organization events for archival purposes does not require a permit from the Office of Public Affairs. Information regarding filming procedures for other types of filming can be found at University Communications' Filming Guidelines web page.

If you have questions regarding student organization film policy on campus, please contact Student Organizations at 512-471-3065.

Food Distribution

The University follows all local and state health and sanitation regulations and guidelines with regard to food handling. Students must have a current food distribution permit to distribute or sell food and beverages on or in university properties, including off-campus preparation for distribution or sale on campus.

The site and facilities for on-campus preparation of food or beverages must have a permit issued by Environmental Health and Safety (EHS). Student organizations must obtain food permits from EHS seven days in advance of their event. For more information about the sale or distribution of food on campus or to download the necessary permits, please visit Environmental Health and Safety's Food Safety web page. You may also contact the Office of Environmental Health and Safety by telephoning 512-471-3511.

Fundraising on Campus

Fundraisers and the solicitation of funds may be conducted outside university buildings by student organizations. Prior to collecting money or fundraising in any on-campus building, student organizations must receive approval from that facility's building manager.

Student organizations may receive donations from non-university entities; however, non-university organizations may not cosponsor activities on campus. Organizations may thank their donors through public announcement or on a program for a performance (i.e., "Special Thanks to...") but may not advertise for companies or use corporate logos.

Fundraisers may not be conducted for private gain of individuals or for-profit businesses. Consult with Student Organizations staff early in the fundraising planning process to ensure compliance with applicable rules and policies.

Guest Speakers on Campus

Student organizations may present guest speakers who may make speeches, give performances or lead discussions in fixed indoor locations on campus with advance approval from Student Organizations. A guest speaker is not a student, faculty member or staff member.

Guest speakers may distribute literature to persons who attend the event, but not to others who have not chosen to attend the event. The guest speaker may not address potential listeners who have not chosen to attend the event. The guest speaker may not help staff a student organization's table or exhibit. Finally, a guest speaker may not solicit for her or his off-campus business, organization or service.

When presenting a guest speaker, the student organization must make clear that the organization, not the University, invited the speaker and that the views expressed by the speaker are her or his own and do not necessarily represent the views of the University. The student organization should make the following introductory comments:

"Tonight's event is being hosted by [name of student organization], a registered student organization. This is not an event sponsored by The University of Texas at Austin. The views expressed tonight are of the student organization/invited guest speaker and do not represent the views of the University or its officers."

Guest Speaker Request Form

Parking

Student organizations requesting parking spaces will be asked to pay for the use of those spaces. If other services are required, such as the use of a guard to reserve parking spaces, additional fees will apply.

To arrange for the use of parking spaces, complete the Event Parking Request Form online at Parking and Transportation Services' Event Parking Request web page. Student organization requests must be submitted at least 14 days prior to the event start date. A copy of an outdoor space / room reservation confirmation must be provided to Parking and Transportation Services when picking up permits from PTS.

Public Assemblies

The freedoms of speech, expression and assembly are fundamental rights of all persons and are central to the mission of the University. Students, faculty and staff have the right to assemble, to speak and to attempt to attract the attention of others and the corresponding rights to hear the speech of others when they choose to listen and to ignore the speech of others when they choose not to listen.

However, these activities are subject to the well-established right of colleges and universities to regulate time, place and manner so that the activities do not intrude upon or interfere with the academic programs and administrative processes of the University. The University shall not discriminate on the basis of the political, religious, philosophical, ideological or academic viewpoint expressed by any person.

University persons and organizations may publicly assemble on campus in any place where, at the time of the assembly, the persons assembling are permitted to be, without advance permission, as long as there is no disruption to other University activities.

Security

To ensure the safety of students, faculty and staff, student organizations may be required to hire The University of Texas Police Department (UTPD) for on-campus events. There will be a cost per hour per officer. Student organizations may not hire private security for an on-campus event.

To arrange for UTPD security at a student organization event, contact UTPD's Special Events Requests at 512-471-4441 extension 3 to arrange a meeting.

Travel and Travel Insurance

The UT Austin travel policies are designed to ensure that student organizations adequately consider and plan for the safety issues associated with an event or activity involving travel. Student organizations are required to register their travel with Student Organizations. Sponsored student organizations will also need to register their travel with their sponsoring department. All travelers are required to carry current medical insurance. Students who do not have health insurance will be required to purchase it either through Student Organizations or their sponsoring department.

• Designate a travel coordinator for your trip
• Complete the Student Organization Travel Request Form on HornsLink
  • You will be asked to submit a roster of travelers using this template.
• Collect the Release and Indemnification Agreement - Minor for each traveler under 18
• Collect the Release and Indemnification Agreement for each adult traveler
• Collect Authorization for Medical Treatment for each traveler
• Authorization for Emergency Medical Treatment - Minor
• Authorization for Emergency Medical Treatment - Adult
• (Sponsored Student Organizations ONLY) – work with your sponsoring department to file a Request for Travel Authorization and any other paperwork your department needs.

All student organizations must coordinate and obtain approval for international travel from Texas Global Risk and Safety to ensure compliance with the UT Austin Travel Policy. You are also advised to review the University's policy on Travel to Restricted Regions and check the Restricted Regions List. Travel to restricted regions requires special authorization.

• Designate a travel coordinator for your trip
• Complete the Travel Request Form
• Complete the Student Travel Authorization Request
• Complete the Safety Assessment for International Group Experiences (SAIGE)
• Collect Release and Indemnification Agreement for each traveler
• Collect Authorization for Medical Treatment for each traveler
• Authorization for Emergency Medical Treatment - Minor
• Authorization for Emergency Medical Treatment - Adult
• (Sponsored Student Organizations ONLY) – work with your sponsoring department to file a Request for Travel Authorization and any other paperwork your department needs

Every traveler is required to have medical coverage for the duration of their trip. For domestic travel, students may be covered under their own policy, but if not, they can purchase temporary coverage from Student Organizations for $4.00/day. All international travelers will automatically be enrolled in the international insurance plan through Texas Global Risk and Safety, which costs $19/week and is billed directly through your What I Owe page. If your student organization representative fails to pay for insurance within 15 business days of you returning to campus, your student organization may be frozen until payment is received.

Insurance payments can be made online at TXShop.

Student Organizations offers one-on-one travel consultations to help with planning a safe and successful trip. If your student organization is planning to travel and has questions or concerns about your trip, please schedule a meeting and choose a time to speak with a staff member or email us at studentorgtravel@austin.utexas.edu.

• Student Travel Policy for Registered Student Organizations (RSO Travel Policy)
• Student Travel Policy for University-Organized or Sponsored Events (SSO Travel Policy)
• Student Travel Policy for International Locations (RSO and SSO Travel Policy)
• Texas Education Code Section 51.950
• The Clery Act