Events Checklist Form


🔵 Important:  A Room Confirmation Number is required to complete this form.  If you do not have one, please contact Tetyana Quiles:
📧 tquiles@tamuct.edu | 📞 254-501-5820
 
  • Your request must be submitted at least 15 business days before the event.
  • Cancellations must be emailed at least 5 business days in advance

Event Information

If you DO NOT have a confirmation number, you MUST contact Tetyana Quiles with University Events Management to get room approval.
Name of Event
Please provide as close of an estimated number of attendees as possible. This is important for logistical purposes.
Is the event open to the public?
Is the event open to the public?Required
Will there be a public figure present?
Examples: Congressman, Senator, Governor, etc
Will there be a public figure present?Required
What is the purpose of the event? How does this event support the mission of Texas A&M University - Central Texas? Please provide a brief description of the event.
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Description

Invite the President of Texas A&M University - Central Texas to Your Event

If you would like to invite the TAMUCT President to your event hosted on our campus, please submit an invitation (this link will open in a new window to an external website).  Please note that correspondence and updates on this invite will be handled outside of this event request.  For questions or more information, please contact the Office of the President at president@tamuct.edu or 254-519-5765.
 

Event Point of Contact Information

Are you a university employee?
Are you a university employee?Required
Which TAMUCT Department or Division is sponsoring your event?
Contact number, including area code.
Include the full email address.

Requested Facilities and Spaces

  • Select the location(s) needed for your event.  
  • The locations are listed in the following format:
    Building Name - Room Number - Capacity
You can select as many locations as needed by adding them one-by-one to the request line.
  • No matches found

Catering Information

Bill Yowell Conference Center - Catering Room
Will the Bill Yowell Conference Center Catering Room be needed?
Bill Yowell Conference Center - Catering RoomRequired
Bill Yowell Conference Center - Ice Machine
Will the ice machine in the Bill Yowell Conference Center Catering Room be needed?
Bill Yowell Conference Center - Ice MachineRequired
If you have catering services scheduled for your event, please list the name(s) of the catering service and approximate time of arrival. This will help us better accommodate your event by knowing who to expect.

Event Layout

  • If you are only requesting one facility or space, select the appropriate layout option in the 'Event Layout' section.
    • 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.
    • It is important to specify the layout for each space.
Note:  Last minute changes to the layout will be the event requestor's responsibility.
Event Layout
Event Layout
File attachments associated with the event layout.
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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.
Request Custodial Service: (please check all that apply)
Request Custodial Service: (please check all that apply)Required

Technology and A/V Needs

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.
Technology and A/V NeedsRequired

Wi-Fi Access

  • Only select 'Yes' if you have attendees that do not have TAMUCT accounts and need them to access our guest wi-fi.
  • If this is an internal TAMUCT event, guest wifi is not needed as all employees have access to the University wi-fi.
  • ​​​​​​​Event Services will send Wi-Fi information to the event point of contact within 3 to 5 business days prior to the event date.
Do you require Wi-Fi access?
Do you require Wi-Fi access?Required

Safety & Security

Is this an internal or external event?
Internal - TAMUCT function or event
External - Community or government function
Is this an internal or external event?Required
If your event will have attendees who do not have a TAMUCT-issued parking permit, you are required to request parking passes.  (21.99.99.D0.01 Parking and Traffic Procedure)
  • Event Services will send parking permits to the event point of contact within 5 to 10 business days. 
Do you require guest parking permits?
Do you require guest parking permits?Required
If you have any other information or requests, include them below.
🔵 Remember:
  • Your request must be submitted at least 15 business days before the event.
  • Cancellations must be emailed at least 5 business days in advance.
Please contact Tetyana Quiles with any questions:
📧 tquiles@tamuct.edu | 📞 254-501-5820

✅ Review & Submit

Before submitting:

  • 📥 Save or print a copy of your completed form (use your browser’s "Print" > "Save as PDF" option or print a physical copy).
  • 🔍 Review all information carefully. Incomplete forms may delay setup.
  • ❗  You will no longer be able to see the completed form once it has been submitted.
Your name
Verification Code