Events Portal FAQs
The Events Portal registration process was created to assist with event planning, with the hopes to ensure safe and successful events on campus. The registration process ensures that all stakeholders in the event are informed about the event and can provide the organization/department with the adequate support to make the event both safe and successful.
Because all events held on campus must be sponsored by a Texas A&M University departmental office, administrative unit, recognized university group or Texas A&M University System agency, the sponsoring department must complete the TAMUG Affiliated Events Registration Form.
If your group is not affiliated with the University and seeks a sponsor for your event, complete the External Client Seeking a University Sponsor form at https://tamug.campuslabs.com/engage/submitter/form/start/125327. Please allow 10-14 days for a response to your request. While sponsorship is required for an external client event, all costs incurred for the event will be the responsibility of the external client. No guarantee can be made that a University department will accept the sponsorship responsibilities for your event.
Each event is different and has risks associated with it like large crowds, the potential for food‐borne illness, injury, financial risks, etc. The Events Portal process allows you to work with campus partners which can assist you in limiting risk involved with your events.
For Recognized Student Organizations, create an event through your Collegiate Link page.
For TAMUG departments, after receiving approval to sponsor an event, document the approval using the TAMUG Affiliated Events Portal Department/Administrative Unit Head Approval to Sponsor Event form and then complete the TAMUG Affiliated Events Portal Registration Form at https://tamug.campuslabs.com/engage/submitter/form/start/125286.
An TAMUG Affiliated Events Registration Form should be submitted as soon as approval is granted by the appropriate department or administrative unit head. Event forms for small events should be submitted at least ten (10) business days in advance of your event. Events requiring a contract for services or rentals, should have an TAMUG Affiliated Events Registration Form submitted at least thirty (30) business days in advance of your event to meet Contract Administration deadlines. Events involving programs for minors should allow a minimum of three (3) months to allow for all required reviews and approvals to be received through College Station.
Because activities can have a variety of characteristics (size, minors, contracts, media to name a few), developing a website that answers all of the “what-if” scenarios is very difficult. Therefore, the event coordinator and his/her Department/Administrative Unit head have the primary responsibility to determine whether the event process needs to be followed. As an example, a department may have a staff meeting involving 20 employees that may not require the appropriate forms. However, if that same meeting also had a very controversial speaker scheduled to attend, the TAMUG Affiliated Events Registration Form and TAMUG Affiliated Events Portal Department/Administrative Unit Head Approval to Sponsor Event forms would be required. When in doubt, always fill out the Events Portal forms. Some factors that may assist a department in determining whether the event needs to be registered include, but are not limited to:
Will the event
- involve an external client
- be held outside
- be co-sponsored by Texas A&M University at Galveston
- serve food to the general public
- attract large crowds
- include the service of alcohol
- involve amplified sound (like DJs or bands)
- involve performers, speakers, or other acts
- involve one or more contracts or rentals
- include fundraising or an activity where money exchanges hands
- involve minors on campus
- include controversial and/or emotionally charged content
- invite national, state, or local appointed or elected officials or candidates to be present
- invite or attract media to be on campus
- include rallies/demonstrations
- include the use of copyrighted material (motion picture, background music, etc.)
The event contact list will assist you in obtaining information and services to help make your event a success.
Once sponsorship of an event has been approved by the appropriate department or administrative unit head and the TAMUG Affiliated Events Registration Form has been submitted, the event coordinator should begin making arrangements immediately while the registration form routes through the review process.
Each event is different and may require different arrangements or approvals throughout the University. Most often, groups will contact offices like Dining Services for catering, Campus Police for open door requests and building access, Auxiliary Services for parking, Facility Services for logistics like tables and chairs, and Environmental Health and Safety. Specific arrangements will be depend on the details of your event. You should be prepared to be flexible and work closely with university staff as they help to make your event a success.
Each event is different. Small, simple events can be coordinated within 10 days. Larger events could take a few months or even a year depending on the size and type of activity.
A week or two in advance of your event, you should start making lists of items you need to gather for the event. It may also be helpful to make a “day of” schedule that outlines times that items should be started (like setup, what times vendors will arrive, facility setup) and who will be responsible for each item. This schedule can help outline the day and allow for the wisest use of time. Remember, flexibility is critical to properly address the unanticipated issues that may arise. Utilize the organization members and delegate tasks.
Publicity is important to the making sure have a successful turnout at the event. Prepare a publicity plan in advance to make sure proper time is allotted to get the word out. The event coordinator should also think about the audience the event is trying to reach and use that to guide the publicity plan.
Contact the Marketing and Communications office at 409-740-4840
There are several methods to publicizing an event. The best bet is to use a combination of methods tailored to the event’s audience. Here are some ideas.
PRINT PUBLICITY
- Postcards, Posters and Flyers
- Departmental Mailings
- Student Mailboxes in the SAGC
- Campus Buildings/Residence Halls
Campus Bulletin Boards
- Table Tents
Dining Services locations
request through Dining Services, 409-740-4508)
- Special Invitations – Direct Mail
ELECTRONIC PUBLICITY
- Aggnews
- Sea Aggie Daily
- Facebook Event
PERSONAL PUBLICITY
- Promotional Table in Flag Room
- Word of Mouth
OTHER PUBLICITY
- Sidewalk Chalk
- T‐Shirts