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Development Guide:
University Events

Giving News

University Events is responsible for developing, planning and executing events for the University Development Office and the Office of the President.

University Events, in conjunction with other areas within Development, produces over 250 events per year including Littlefield Society, the Endowed Presidential Scholarship Dinner, Development Board meetings, building dedications, press conferences, check presentations, pre-game receptions, events held within the Office of the President, the Academy of Distinguished Teachers Dinner, the pre-commencement dinner, the Newly Promoted Faculty Dinner, and student events hosted by the president.

University Events also produces ceremonial and University-wide events including Commencement, Explore UT, Gone to Texas, Longhorn Halloween, Orange Santa, UT Remembers, and Honors Day.

Event Planning Information

Event Venues on Campus
The University has many spaces available for event venues, including:

  • The Littlefield Home
    Contact: Joshua Green, 512-475-6066
    Capacity: 50 seated, 75 reception
  • Texas Union
    Contact: 512-475-6632
    Capacity: Various event spaces
  • Texas Memorial Museum Great Hall/Patio
    Contact: Margaret Fischer, 512-471-1145
    Capacity: 180 seated, 220 reception
  • AT&T Executive Education and Conference Center
    Contact: Dana Andrae, 512-404-3631
    Capacity: Various event spaces
  • The University of Texas Club
    Contact: 512-477-8439
    Capacity: Various event spaces
  • Main Building Academic Room, Suite 212
    Contact: 512-471-4363
    Capacity: 150 seated, 200 reception
  • San Jacinto Residence Hall
    Contact: Sarah Key, 512-475-8889
    Capacity: 200 seated, 250 reception
  • Alumni Center
    Contact: 512-471-0789
    Capacity: Various event spaces
  • LBJ Library and Museum
    Contact: Judy Allen, 512-721-0183
    Capacity: 200 seated
  • J.J. “Jake” Pickle Research Campus Commons
    Contact: 512-471-5898
    Capacity: Various event spaces
  • O’s Campus Cafe at ACES Building
    Contact: 512-292-9060
    Capacity: 150 seated at Connector Lobby
  • Frank Erwin Center
    Contact: Jimmy Earl, 512-471-4716
    Capacity: Various event spaces
  • Thompson Conference Center
    Contact: 512-471-3121
    Capacity: Various event spaces

On Campus Caterers and Contact Information

FLIK Catering (AT&T Conference Center) Dana Andrae 512-404-3631
The University of Texas Club 512-477-8439
Rosemary’s 512-471-0789
O’s Campus Cafe 512-292-9060
Texas Union Catering 512-475-6505
Pickle Research Campus Commons 512-471-5898

Guidelines for Using the Littlefield Home
The Littlefield Home is a beautiful setting in which to hold events; however, space is limited. The Littlefield Home can accommodate 50 for a seated dinner and 75 for a reception. Since demand for the Home is great, we ask that all requests come from an Executive Officer or Academic Dean. Requests should be directed to Kristin Baker at 512-475-6333.

All events in the Littlefield Home must adhere to the following guidelines:

  • Logistics for all events at the Littlefield Home, including table placement, menus, catering, flowers, and linens, must be approved by Joshua Green prior to the event. Plans for the event should be submitted via e-mail to jgreen@austin.utexas.edu for approval at least two weeks in advance of the event.
  • Capacity of the Littlefield Home is strictly limited (see above). Any event exceeding the capacity must be relocated to a different venue. Events that are held at the dining room table of the Littlefield Home must not exceed 20 persons.
  • Joshua Green will be present at all events held in the Littlefield Home. That staff person has final say on any logistical issue that may arise during or prior to an event.

Procedures

Assistance with Event Planning
University Events is available to offer guidance and advice for event planners across campus. Since University Events is asked to assist with many functions, the scope of work shall be determined prior to any event consultation. Contacted our office at 512-475-7753 for questions or assistance.

Invitation List Submission
University Events frequently mails invitations to lists supplied by other offices. The guidelines listed below should be followed when submitting an invitation list. Following these guidelines ensures that the guest list reflects the most accurate information. Additionally, the large volume of invitations mailed by University Events requires that the lists be submitted in the most complete form possible.

  • The list must be in electronic form and formatted in FileMaker Pro, MS Word or MS Excel.
  • The list must include name, UT EID, and/or VIP ID.
  • All of those on the submitted list must be on the *VIP system prior to the list being submitted to University Events.

Invitation lists to all major events produced by University Events can be viewed online. Contact David Shankle at 512-475-9639 for more information.

Useful Links
Events Calendar
(EID required)
Events Checklist (EID required)
Facilities Services Work Request Form

Parking and Transportation Events Parking Request Form

Environmental Health and Safety Food Distribution Form

ITS
(event audio/visual support and equipment rental)
Mail Services
(prepare and mail outgoing invitation mailings):
UT Printing
UT Design Center (graphic design services)
Outdoor Space Reservations

Alcohol Use Authorization
Purchasing (rules and regulations, bidding information)

Primary Contact

Katie Coughlin
512-232-6596
kcoughlin@austin.utexas.edu

For questions regarding ceremonial and University-wide events, please call 512-471-7753.

Updated Sept 20, 2016

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