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Policies & Procedures

The primary purpose of the Special Events Office is to plan events for faculty, staff, students and alumni at the law school. The parameters below are designed to ensure the resources of the Special Events Office are utilized as efficiently as possible.

Deadlines

The Special Events Office requests that online event forms be submitted seven business days prior to the day of the event. Our office is staffed Monday through Friday, 8 a.m. to 5 p.m. All orders and event details must be finalized five business days before the event. This is to ensure availability of all requested items and services. Requests for exceptions may be submitted to Natzyeli Leugers, Special Events program director, and must be approved by Becky Melton, director of Alumni Relations and Development, or Angela Krause, assistant director of Alumni Relations and Development.

Limitations on Special Events Assistance

Special Events support is usually limited to events held at the law school. Support of UT Law events held offsite or after normal business hours (8 a.m. to 5 p.m. Monday through Friday) will be considered on a case-by-case basis, taking into account available resources. Special Events cannot normally staff events held offsite or after normal business hours because of resource limitations.

Please check with Special Events for date availability before planning your event. In order to provide the highest quality of service, the Special Events Office will be able to execute two morning, three lunch and three afternoon events per day. Requests will be accommodated based on the date the online event form is submitted. At times of major law school events, or when multiple events are already scheduled, services other than room reservation may not be available.

Forms of Payment

All orders for catering, furniture, flowers, etc. are made using a direct bill house account. The Special Events office cannot make purchases with the Procard. If a vendor does not have a house account with UT Law Special Events, we are unable to request their services.

Printed Materials

Design, printing, publication and distribution of invitations, posters, programs and/or any type of printed materials may be obtained through UT Copy Services. Gary Cass is the law school contact and can be reached through email at gary.cass@austin.utexas.edu or phone at 512-471-1919. Due to limited resources, Special Events cannot provide this support.

Questions?

Please contact Becky Melton, director of Alumni Relations, at 512-232-1112 with questions regarding these policies and procedures. For questions regarding event arrangements, please contact Special Events staff members.