Student Activity Center Event Planning Checklist

When Planning Your Next Even in the Student Activity Center, Keep in Mind the Following:


Check room availability and submit your reservation request here.

You will receive a request receipt indicating that your request has been submitted successfully through the system.

A Reservations Office Event Host will be in contact with you once you receive your tentative confirmation to go over the details of your event. Please note that an on-site event meeting with the Reservations Office may be required. If you have any immediate questions before we contact you, please reach the SAC Reservations Office at 512.475.6628.


Unsure of how you’d like your room to be set up?

Check out the many set up possibilities for each of our rooms and their corresponding maximum capacities here. If you’d like your room to set up in a particular way, let our office know the details.

Keep in mind that if your event room is set up for the maximum capacity that is the number of guests that the room will be able to hold without violating fire code.


Are you planning on having a slideshow presentation during your event? Need microphones? Bringing in a band? Need any other audiovisual capabilities for your event plans?

Be sure to let us know on your request or when calling us to confirm your event.


Planning on serving food at your event? Be sure to submit the appropriate food waiver:

Serving pizza or store bought food? Submit an SAC Food Waiver at least two days prior to your event.

Utilizing a caterer? You’ll need to submit an approved Environmental Health (EHS) and Safety Food Distribution Form at least two days prior to your event. E-mail the approval to sacreservations@universityunions.utexas.edu.

Showing a film at your event?

Make sure to obtain the rights for the film that you are showing and submit proof via e-mail to sacreservations@universityunions.utexas.edu.


Planning to make any deliveries the day of your event?

There is no parking available in the SAC but events do have temporary access to the loading zone (though strictly for only loading and unloading). Please let us know the estimated time of arrival for deliveries that will take place during your event.


Need to advertise your event?

Submit a DigiKnow Screen Application.

To post on the SAC bulletin board, you must have your poster approved first at the SAC Hospitality Desk.


Already confirmed your event and your plans have changed?

Let us know of any changes to your set-up or A/V needs at least 48 hours prior to your event. If you need to cancel your reservation.Please complete an SAC Cancellation Form.

If you reserved a standard room, submit a cancellation form at least 72 hours in advance o If you reserved a specialty room, submit a cancellation form at least 30 days in advance.


For all other questions, please contact us. Thank you.