Planning Process

So you’re ready to begin planning your event.

First Steps

First, fill out the pre-planning checklist and have it ready when you begin to make your preparations. With your checklist handy, go down the following list to see what you need to do next.

The very first thing you should do is check room availability and reserve the space for your event.

Read the publicity tip sheet prepared by the Office of Communications.

It is a good idea to consult with Facilities Management’s Custodial department prior to your event.

Submit the Special Events Risk Assessment Form (SERA) prior to your event.

Register your event with the UT Dallas Police to ensure that the event space will be accessible. You should also hire security guards if your event is in the evening or high risk (e.g. money will be collected).

Notify the Office of Institutional Risk & Safety Programs about your event, especially if you are hosting a large group of people who are unfamiliar with campus.

What if….?

After that, there are a series of ‘ifs’ to consider:

• If you need an event setup/breakdown, restrooms serviced or restocked, trash/recycle bins provided, on-hand staffing, pre- or post-event cleaning, or are serving food for your event, submit a work request to Facilities Management.
• If you need catering, submit a request to Dining Services.
• If you need audio/visual equipment, submit an equipment request to Media Services.
  • If you are teleconferencing or need video taping/editing, contact Media Services.
• If you need invitations, fliers, or name tags printed up, contact Print and Copy Services.
• If your guests will be parking on campus, you may need to make special arrangements to accommodate them.

Planning Quick Links

• Pre-Planning Checklist
• Building Liaisons
• Catering
• Catering Process and Policy
• Cocktail Tables & Staging
• Equal Access & ADA Accommodations
• Events Equipment Inventory – NEW
• Facilities Management
• Media/Video Services
• OIRSP and Emergency Management
• Parking and Transportation Services
• Police, Campus
• Risk Assessment
• Room Reservation