TAMUG Internal Event FAQ    

The TAMUG Internal 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.

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 Wheelhouse link page.

For TAMUG departments, after receiving approval to sponsor an event, document the approval using the TAMU Departmental Office/Administrative Unit Head Approval to Sponsor Event form and then complete the TAMUG Affiliated Events Portal Registration Form

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 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 30 business days in advance of your event to meet Contract Administration deadlines.  Events involving programs for minors should allow a minimum of three months to allow for all required reviews and approvals to be received through the University.

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 Faculty & Staff Event Planning Workbook will assist you in obtaining information and services to help make your event a success.

All programs are expected to have Check-in/Check-out procedures, have at least two staff members signed up for Sea Aggie Alert, a medical response plan, and are required to submit incident reports within 24 hours of an incident.

Background checks are required annually for all authorized adults who exercise care, custody, and/or control of minors in program activities. This includes, but is not limited to, faculty, staff, volunteers, coaches, instructors, TAMUG students, etc. 

Child Protection Training is a requirement under the Texas Education Code § 51.976, all individuals in a position involving interaction with youth must complete a training and examination program on sexual abuse and child molestation. The Texas A&M University System created an online training that meets the requirements of the Education Code and has been approved by the Texas Department of State Health Services. All Texas A&M University CPM program staff members must complete this training.

All Campus Programs for Minors must submit the Texas Department of State Health Services (TDSHS) Form to the University Youth Programs office to uyp@tamu.edu no later than five (5) business days before the first day of the program. Our office will then submit the information to the State of Texas. This document provides a summary of the staff members for your program who have completed child protection training. 

The full requirements for hosting Campus Programs for Minors are detailed HERE as well as other forms such as talent release, liability waivers, incident reporting, minors in lab, and more.

Determine if your event will or will not need Special Events Insurance by using this flow chart. If necessary complete the Special Events Risk Assessment Form and follow the instructions.

If alcohol will be served, you must first get approval. Please submit your request to the COO using this form: Alcohol Request Form. Alcohol must be provided by Chartwell's and served by their staff. Please speak to Chartwell's about this service.

Police presence is required for all events that serve alcohol. Once your event has been vetted, please email the TAMUG Campus Police Chief your event details to receive requirements for your event (revillan@tamug.edu).

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 ten 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

• Email
• Aggnews
• Facebook Event
• Twitter

PERSONAL PUBLICITY

• Promotional Table in Flag Room
• Word of Mouth

OTHER PUBLICITY

• T‐Shirts