TAMUG Internal Events Portal    

If you are not affiliated with Texas A&M University please go to External Events!

Welcome to the affiliated internal event portal! This internal event portal is for use by Texas A&M University departmental offices, administrative units, recognized university groups or Texas A&M University System agencies. Each year, Texas A&M University at Galveston hosts a number of different events on campus. Each event has its own characteristics whether a small student group meeting, a large activity like Sea Aggie Preview and New Student Conferences, or an individual or group sponsored by a campus department. This website has been developed to provide the event coordinator a number of contacts and other resources that can be used as an event is planned to ensure that any risks (safety, insurance, financial, etc.) are properly addressed.  Most importantly, the website provides access to the required forms that must be submitted in order to receive proper permission from the campus.

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

Is my activity an event?

Often, departments may wonder whether a planned activity constitutes an event. Because activities can have a variety of characteristics (size, involve 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 event forms would be required. When in doubt, always fill out the form. 

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
• include the service of alcohol (click here for further information)
• attract large crowds
• 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.)

Sponsorship

No matter the activity or event on campus, an individual or group cannot use campus facilities without being properly sponsored by a Texas A&M University departmental office, administrative unit, recognized university group or Texas A&M University System agency.

For internal events, the department hosting the event is considered the sponsor. Sponsorship has very important responsibilities. First, the responsibility to coordinate all of the logistics (parking, catering, tables and chairs, open door requests, etc.) for the event. Second, the sponsor bears the burden of paying all costs associated with a University event.

Start Here

Because all events held on campus must be sponsored by a University affiliated department, the sponsoring department must first complete the Department/Administrative Unit Head Approval to Sponsor Event Form and second complete the TAMUG Affiliated Events Portal Registration Form. 

Upon submission, several actions will be initiated:

1.  The Vice President and COO office will be alerted and will consider event issues including, but not limited to:

• sensitive material
• VIP

2.  The Compliance office will be alerted and will consider event issues including, but not limited to:

• risk and liability
• insurance
• cash handling

3.  The Environmental Health and Safety office will be alerted and will consider event issues including, but not limited to:

• life safety
• weather
• food safety

4.  Events Portal personnel will be alerted and will make contact with the sponsor/event coordinator to facilitate room reservation and other services that may be required by your event.

Once approved complete the checklist provided in the FS Event Planning Workbook to begin logistical coordination of your event.

Spaces available for reservations and event priorities

1. Vice President and Chief Operating Officer
2. Academic or administrative departments of Texas A&M University
3. Recognized  student organizations of Texas A&M University
4. Agencies within the Texas A&M University System
5. Affiliated Texas A&M University organizations (e.g., the Association of Former Students, Federation of Texas A&M Mothers’ Clubs, Texas A&M University Development Foundation and Research Foundation)
6. Non-University  Affiliates (Approved by the Vice President and Chief Operating Officer)