PLANNING Events at the Downtown Campus

1. PLANNING Events at the Downtown Campus

2. Contact Information Downtown Campus Events Gina Mendez, Ph.D. Director, Community Relations Gina.Mendez@utsa.edu Phone: 210-458-2700 Fax: 210-458-2424 Room FS4.450 DT Special Events Frank Salazar Director, Extended Education Frank.Salazar@utsa.edu Phone: 210-458-2411 Fax: 210-458-2410 Room BVB 1.320

3. Policies and Procedures UT System Board of Regents, Rules and Regulations http://www.utsystem.edu/bor/rules/80000series/80105.pdf UTSA Handbook of Operating Procedures http://www.utsa.edu/hop/chapter8/8-5.cfm UTSA Downtown Campus, Joint Sponsorship Procedures https://www.utsa.edu/dtcamp/jointsponsorships.html

4. Clients • There are three types of clients: • Internal UTSA Departments, Programs, Centers • Registered Student Organizations (RSOs) • External/Business, Community and Non-Profit Organizations

5. Special UTSA Venues • The Downtown Campus is not classified as a Special Use Facility. • The HEB University Center at the Recreational Center at the Main Campus and the Institute of Texan Cultures are Special Use Facilities where non-UTSA organizations or individuals can host events without the need for joint sponsorship.

6. Joint Sponsorship Requirements • A joint sponsorship is any event, conference, meeting, or program that takes place at any UTSA facility after UTSA extends an invitation and is hosted by a UTSA department with an outside entity. • A non-UTSA group (i.e., a community organization) must be joint sponsored by a University department. • The educational implications of the program or activity must be self-evident and must directly supplement the educational purposes of UTSA.

7. Joint Sponsorship Requirements (continued) • A jointly sponsored program or activity may not result in financial gain for the invited individual, group, association or corporation (the “Invited External Host”). • UTSA, a public institution established without regard to political affiliation or religious faith, cannot be a joint sponsor for political or sectarian activities, programs or gatherings. • UTSA department sponsoring the program or activity will be ultimately responsible for all details of the jointly sponsored program or activity.

8. Joint Sponsorship Requirements (continued) • The scheduling of property, buildings, or facilities for UTSA’s programs or activities, especially for UTSA academic or academically related programs or activities, shall always have priority over the scheduling of jointly sponsored programs/activities. • The fees to be paid by the Invited/External Host will be referenced in the Invitation Letter. The fees must ensure recovery of all costs incurred by UTSA that relate to the jointly sponsored activity or program.

9. Joint-SponsorshipsNOT ALLOWED • Registered student organizations may not hold a joint-sponsored event at any UTSA Campus except in Special Use Facilities. • Individual faculty or staff may not hold a joint-sponsored event at any UTSA Campus except in Special Use Facilities.

10. Joint-Sponsorship Planning Process • Check space availability at http://www.utsa.edu/calendar prior to requesting room(s)/space. Click on Plan an Event and check availability. • The UTSA department sponsoring an event must complete and submit a Room Reservation Request preferably 60 days in advance http://www.utsa.edu/calendar/request.cfm. • The joint-sponsorship application form http://utsa.edu/dtcamp/must be completed and signed by both the external organization and the UTSA Department sponsoring the event.

11. Joint Sponsorship Planning Process (continued) • The completed application can then be submitted to the appropriate special event coordinator: • Director of Community Relations (Assists with the planning process) • fax: 210-458-2424 • OR • Director DT Special Events (Full service operation: completes all forms, makes all arrangements, etc.) • fax: 210-458-2410

12. Joint Sponsorship Planning Process (continued) • Once the event has been approved, a UTSA invitation will be sent to the outside organization (Invited/External Host) with a copy to the UTSA department sponsoring the event. The fees to be paid by the Invited/External Host will be referenced in the Invitation Letter. • The Invited/External Host must coordinate with the UTSA sponsoring department. • A representative from the UTSA department sponsoring the event must be present at the event in its entirety.

13. Joint-Sponsorship Planning Process (continued) • If any publicity is planned, it has to be reviewed and approved by the UTSA Communications Department (fax: 210-458-4552). • Departments will not receive an event confirmation until the Joint Sponsored Application has been completed and approved. • Please make certain the following information is correct on the application form: • Space assignment • Event date and time • Set up • AV Equipment • Parking • Catering

14. Joint-Sponsorship Planning Process (continued) Alcohol  If alcohol is being served, a Permission to Serve Alcohol form must be signed by the President of UTSA and submitted (30) days prior to event to the appropriate UTSA Event Office, which will provide assistance to joint sponsoring organizations to ensure each event meets all university policies, procedures and guidelines. On-site security staff is more likely to be required for events with alcohol, in which case additional fees will be assessed for these services. Guests must remain in the event facility if consuming any alcoholic beverages.

15. Joint-Sponsorship Planning Process (continued) • Cancellation of Event • UTSA space is in high demand, therefore the University requests that any event cancellations be submitted a minimum of thirty (30) days prior to the event.  Failure to cancel an event by this time may result in a cancellation fee or loss of your deposit based on policies in place in the facility being used for your event.  • Equipment Needs: • Audio-Visual: www.oitconnect.com • Facilities: www.facilities.utsa.edu/WC.htm • (Housekeeping, staging, set-ups, etc. should be scheduled through Facilities i-request) • Media: https://utsa.edu/ucomm/ • (If Media is to be invited to the event)

16. Changes, Additions, Cancellations • Email dtevents@utsa.edu • Include the Event Reference Number in subject line. • If a reservation cancellation is a series, please indicate if the entire series or a specific date (s) is cancelled.

17. Downtown Campus Space Capacities • Large outdoor space: • Bill Miller Plaza (200) • FS Commons Terrace (150) • DB Student Center DB1.116 (80) • FS Portal (150) • FS 3rd Floor Terrace (200) • FS 4th Floor Terrace (75) • Monterrey Lobby MNT 1.100 (25)

18. Downtown Campus Space Capacities (continued) • Indoor space: • Buena Vista Theater (293) • Meeting Assembly Room BV 1.338 (104) • Community Room BV 1.322 (25) • Meeting Room BV 4.301B (28) • Southwest Room DB 1.124 (153) • Durango Conference Room DB 4.112 (12) • Durango Conference Room DB 4.211A (12) • Conference Seminar Room DB 2.208 (16) • Multi-Purpose Room FS 1.402 (75) • Executive Conference Room FS 4.450A (25) • Riklin Auditorium (200) • Aula Canaria (184)

19. Types of Set-Ups Banquet (Rounds) Conference Square Conference U-Shape Classroom Style Conference Rectangle Executive Conference Room

20. Dates for Requesting Event Facilities • The DTC Events Office cannot approve any facilities reservations (including the Buena Vista Theater) prior to these dates: • Academic Space • Academic space is first scheduled for academic and classroom needs. Classroom space is not available to be scheduled for non-classroom use until after the semester census date (12th day of classes). • Non-Academic Space • UTSA departments and organizations may begin requesting space for the semester on these dates: • Spring - October 8 • Summer - February 8 • Fall - April 8

21. Summer Requests atThe Downtown Campus • Due to summer programming needs and limited space any office or program needing space for the summer must: • Submit memo (due Feb. 1) to Vice Provost Office. • Information regarding nature of the program • Type of space needed • Number of participants expected • Dates/Times space is needed • Submit reservation request via on-line form (beginning Feb. 8) • Priority scheduling is given to those who have submitted their summer programming needs memo by the deadline.