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Student Affairs

Student Organizations Event Process

Steps to Submit Your Student Organization Event

All student organization events, fundraisers, and community service activities must be submitted through an Event Request Form for review and approval before the event can take place.

Please submit your Event Request Form at least two weeks prior to your event to ensure adequate time for review and approval.

How to Submit an Event Request Form:
  1. Submit an Event Request Form
  2. Must be approved by advisor and your School’s Student Affairs Office
  3. Following both approvals, you may proceed with necessary planning:

    Campus Room Reservations for Student Organization Events

    All room and space usage on campus is subject to university policies and procedures. Before a room reservation request can be submitted, a student organization must first receive approval of their Event Request Form.

    To officially secure space on campus for an event, student organizations must receive a confirmation email from the Scheduler. Verbal or informal approvals do not guarantee space availability.

    How to make a Campus Room Reservation

    1. Submit a Solicitation Request Form (Use of University Facilities)
    2. You will receive an email notification that your request has been submitted
    3. Your request will then be reviewed by UTHealth's Special Building Usage Approval Team
    4. If approved (with or without applicable fees), your request will be forwarded to the appropriate building scheduler for final review.
    5. Your room reservation is not confirmed until your student organization receives a final confirmation email from the building scheduler.

    Please plan accordingly and allow sufficient time for each step in the approval process.

    Events Involving Alcohol or Minors

    • If alcohol will be served or available for purchase at your event—regardless of whether your student organization is providing it—your request will require additional approval.
      • To obtain permission to serve alcoholic beverages at any event on campus, submit this form to Auxiliary Enterprises at least 10 business days prior to the event. This form must be signed by the appropriate school Dean and the Chief Financial Officer. For more information, see Handbook of Operating Procedures, Policy 9, Alcoholic Beverages.
    • Per HOOP 164, minors may be present on campus for visits or other activities that are not part of a Youth Program (e.g. campus tours for prospective students’ families, visits by local school district classes, etc.) where custody, control, and care of a minor is not the responsibility of the institution but instead held by non-University teachers, official chaperones, parents, or legal guardians.  In such cases, the project or visit organizer representing the University should contact UTHealth Houston Student Affairs to initiate a request.