Instructions for submitting the Events Checklist Form:
Room Confirmation Number: A room confirmation number is REQUIRED to proceed with this form. If you do not have that confirmation, please contact Tetyana Quiles at tquiles@tamuct.edu or at 254-501-5820.
Deadline: Your request must be received within 15 business days of the event date to ensure proper setup. Cancellation requests must be emailed 5 business days prior to the event.
Event Information: Fill out the Event Information section completely. Provide the event confirmation number if available. Select whether it is an internal or external event. Provide the event title, start and end date and time, and estimated attendance. Indicate whether the event is open to the public.
Event Point of Contact Information: Provide your name, department/division sponsoring the event, phone number, and email address. Indicate whether you are a university employee.
Requested Facilities and Spaces: Select the location(s) needed for your event. You can select as many locations as needed by adding them one-by-one to the request line.
Event Layout: Select the appropriate event layout option if you are only requesting one facility or space. If you select 'Other', provide a description in 'Event Layout Notes' or upload diagram in the 'Attachment' box. If you are requesting multiple facilities or spaces, select the 'Multiple Spaces' option in the 'Event Layout' section. In the 'Event Layout Notes' section, list the layouts needed for each space.
Custodial Services: Select all services that you require. If you will have food or a caterer at your event, you MUST select the 'Event Cleanup' service. Include how many trash cans are needed, how often and when the trash bags should be changed, and any other related custodial needs in the 'Custodial Notes' section.
Technology and A/V Needs: Check the items needed for technology and A/V. Include quantities and other requests in the 'Technology and A/V Needs Notes' box below.
Wi-Fi Access: Indicate whether you require Wi-Fi access. Event Services will send Wi-Fi information to the event point of contact within 3 to 5 business days prior to the event date.
Parking Permits: Indicate whether you require guest parking permits. If your event will have attendees who do not have a TAMUCT-issued parking permit, you are required to request parking passes. Event Services will send parking permits to the event point of contact within 3 to 5 business days.
Additional Notes/Requests: If you have any other information or requests, include them in this section.