The University of Texas at Austin

ROOM RESERVATIONS AND EVENT PLANNING

How the Special Events Office Can Help You
The Special Events Office is available to assist in planning all details of your event. The staff will guide you in coordinating room reservations, catering, budgeting, ordering and arranging furniture, and all other aspects of event planning. Contact the Special Events Office at (512) 232-1223, or in room 3.109 of Townes Hall, or at The Special Events Office is committed to ensuring a successful event.

Room Reservations
Event rooms in the Law School are available for use by officially registered University student organizations, faculty and staff. To request use of a room at the Law School, email All rooms are reserved on a space-available basis. Event rooms include:

*Use limited to regular business hours without special approval

To reserve classrooms in the Law School, contact the Student Affairs Office in room 2.117 in Townes Hall, 232-1140.

Student Event Planning Guide
Immediately upon deciding to host an event, reserve a room for the desired date(s). The Special Events Office can assist in determining the best location for your event, whether it is on campus or off. (see Room Reservations) After confirming event space, you are ready to plan the details of your event. Following is a short guide to get you started.

Budget - The amount of money you will need will be determined by the type of event planned (symposium, reception, meal, etc), the number of people expected to attend, and add-ons such as gifts for speakers, programs or other printed materials. If your group has a predetermined budget, the event can be planned to meet the amount.

Fundraising - Before conducting fundraising activities, your organization must seek approval from the Law School Assistant Dean for Business Affairs.

Catering - The caterer should match the available budget, the amount of service needed, and the menu desired. The Special Events Office is available to make recommendations to select the appropriate caterer.

Event Room Set-up - Some rooms will require additional furniture not regularly available in the Law School. The Special Events Office will make arrangements for delivery and set-up of all extra furniture needs. A charge may be assessed for this service.

Set-up and Clean-up - The furniture in the room will be set to meet the approved request at least 15 minutes before the scheduled start time of your event. At the conclusion of each event, all trash must be placed in appropriate recepticles and set outside the event space for custodial attention. The room will be scheduled to be locked at the end of the day. The Special Events Office must be notified in advance and approve of all outside service companies scheduled to provide services in Law School facilities, such as caterers, decorating companies, furniture rental companies, etc. Serving equipment such as plates, cups, forks, serving spoons, is the responsibility of the organization or the contracted catering company.

Maps and Parking for Special Events
Building and location maps can be found at https://www.utexas.edu/law/about/maps Special parking accommodations may be available. Special requests might include non-permit parking, close-in parking for visitors, covered parking, large group or bus parking. Contact the Special Events Office to dicuss your parking needs. The Special Events staff will submit the appropriate forms to obtain approval.

Additional Information
See the Student Organization Handbook at http://www.utexas.edu/law/students/handbook.pdf for more detailed rules and regulations.