Campus Event Services

External CLIENT EVENT FAQ

Can I have an event on campus if I'm not affiliated with Texas A&M University in Galveston?: Can I have an event on campus if I'm not affiliated with Texas A&M University in Galveston?
If your group is an external client (not a Texas A&M University departmental office, administrative unit, recognized university group, or Texas A&M System agency), your event must have a University sponsor. Begin by submitting a Request for Proposal (RFP) for your event. Once received, Campus Event Services will seek a department or student organization to sponsor your event. Once the sponsor has committed to support the event, the venue(s) can be reserved.

No guarantee can be made that a University department or student organization will accept the sponsorship responsibilities for your event. While sponsorship is required for an external client event, all costs incurred for the event will be the responsibility of the external client. Please allow 1-3 days for a response to your request.
How much does it cost to rent the Aggies Special Events Center, Business Center or Waterfront Pavilion?: How much does it cost to rent the Aggies Special Events Center, Business Center or Waterfront Pavilion?
Please see our CURRENT RATES.
Why is event registration important?: Why is event registration important?
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.
When do we meet to go over the details?: When do we meet to go over the details?
Once your event has been approved and the Facilities Use Agreement and deposit have been received, Campus Event Services will set up a walk-through to go over all pertinent details of your event such as catering, room setup, timeline, AV, parking, campus activities and more. Once we have discussed all the aspects, Campus Event Services will begin the logistical process.
Can we bring our own food or beverages?: Can we bring our own food or beverages?
Texas A&M University's exclusive catering partner, Chartwells, must provide all food and beverages. They offer a variety of menu selections and packages designed to accommodate any event. Chartwells believes in serving healthy and delicious food. They are proud of their sustainability initiatives and are committed to responsible sourcing. Chartwells will customize every element for your dining experience. Start your order HERE. Chartwells provides several options on campus for dining: Pasta at Mess Deck, Captains Landing, Cabo Grill, Mess Deck Store, Mugdown Coffee House, Pelican Island On The Go, and Seawolf Subs. Everyone is welcome. Learn more HERE.
What is included in the venue rental costs?: What is included in the venue rental costs?
When renting space in the Aggie Special Events Center the following venue assets are available:

(1320) Banquet style chairs

(78) 6' round tables

(104) 6' banquets - 30" wide

,(12) 2' round, high-top cabaret tables

(11) 4'x8' stage decks with grey carpet and (2) sets of stairs and handicapable access ramp

(5) Podiums with microphones (lapel and hand-held)

(14) Trash cans

(1) Set of stanchions

USA and Texas flags

The Aggie Special Events Center's Business Center has been designed and equipped with unique meeting furniture. The following venue assets are available:

(13) 30' w X 5' l flip-top conference room tables

(17) 24' w X 6' l flip-top conference room tables

(96) conference style chairs

(1) Set of stanchions

USA and Texas flags

The Waterfront Pavilion and Amphitheater has the following venue assets:

(180) Banquet chairs

(18) 5' round tables

(23) 6' banquet tables

(1) Podium with microphones (lapel and hand-held)

(14) Trash cans

(1) Set of stanchions

USA and Texas flags

The Texas A&M University at Galveston's exclusive caterer, Chartwells, provides linens for all catering displays, buffets, beverage tables etc at no charge if using their services. All other linens can be rented for an additional cost from Chartwell's.

If the event dates and times fall under normal business hours, set up and teardown of the event as well as custodial service and AV assistance may be included in the price. Any services occurring outside of normal business hours may incur an overtime fee.
What time can we and our vendors/sponsors arrive for set up?: What time can we and our vendors/sponsors arrive for set up?
You will have the space for the time block you have chosen. Make sure to allow enough time for set up and breakdown and don't forget to include it in your RFP. If you need the day before or after for set up and breakdown this can be accommodated if the space is not booked on the front or back end. Our event services team will have your event tables, chairs, staging, podium, etc. set up upon your arrival. Please convey our exclusivity agreement with Chartwells to your vendors/sponsors and ask them not to bring in any outside food and beverages.
After our event, can we and our vendors/sponsors leave items in the venue space overnight?: After our event, can we and our vendors/sponsors leave items in the venue space overnight?
All personal items that were brought to the venue space that you or your vendor/sponsor wish to keep need to be removed from the property at the end of your event unless arrangements have been made to break down the following day with Campus Event Services. Texas A&M University at Galveston is NOT RESPONSIBLE for items left after your event concludes.
Who will be running our event?: Who will be running our event?
Chartwells has a Catering Manager who will oversee the food and beverage team during your event. The Catering Manager will be your point of contact for menu selection and will work closely with Campus Event Services, who will create your floor plan. Your Campus Event Services contact is the liaison between you and the University. This person will assist you with introductions to each of our special event teams, such as parking, AV, etc. to help you plan your event. You will need someone on your team to coordinate logistics and direct your run-of-show as well as being present at the event.
Minors will be attending/volunteering/participating in our event. Are there any requirements for brining minors onto campus?: Minors will be attending/volunteering/participating in our event. Are there any requirements for brining minors onto campus?
Third-Party Programs follow the same University requirements as programs hosted by Texas A&M colleges, departments, and student organizations, with a few additions and exceptions.

Definition:

Third-Party Campus Program for Minors (CPM) – Programs of an individual or entity not affiliated with or under administrative control of Texas A&M University that have a participant group made up, in whole or in part, of individuals under the age of 18. These programs complete all or part of their educational and/or business purpose on Texas A&M property, and the third-party individual or entity assumes care, custody, and/or control of the minors. These programs may or may not collect fees from participants.

If you’d like to get a head start on the conversation, we encourage you to visit our website, especially the Third Party tab, and/or read through University Rule 24.01.06.M1. Please try not to be overwhelmed with all the information you find on our site, because not all requirements may apply to your program. During a scheduled Zoom meeting we’ll determine which requirements best fit your specific situation.
How far in advance should I plan aspects of my event?: How far in advance should I plan aspects of my event?
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.
How can I help my event run smoothly?: How can I help my event run smoothly?
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.