UTSA >> Student Life >> Universtiy Center >> Events Management >> University Event Forms

University Event Forms

Based on your event requirements, multiple forms may be required for on-campus services on the main campus. Each service provider on campus requires a different submission deadline to provide for the best event service. It is imperative to allow for ample time when planning a large event.

  • A space reservation number must be assigned prior to submitting any forms on campus.
  • Events are not CONFIRMED until receipt of all forms with EMCS.
  • All forms must be signed, dated, and include an account number in order to be processed.
  • Room diagrams and paperwork are due in the EMCS at least two (2) weeks prior to event in order to adequately plan a major event.
  • Registered student organizations are encouraged to use EMCS as a one-stop shop for event service forms.
    The Events Management Office accepts these forms via:
  • Delivery or campus mail to UC 1.02.04 (across from University Bookstore)
  • Email to emcsevents@utsa.edu
  • Fax to 210.458.6271
    *Fees may apply.

University Event Forms
Academic Technology Special Event Form
Requesting A/V technology in facilities other than the UC, including computers, projectors, microphones, video conferencing, etc. Some services may need to be outsourced.
Campus Recreation Facility Request Form
*Requesting use of Campus Recreation meeting rooms and facilities. Day passes may also be coordinated.
Event Parking Request Form
*Requesting non-university guests to park any time on campus. Spaces are determined by university calendar of events.
Facilities Services Work Request
*Requesting event set-ups, furniture, grounds, grilling, plants, housekeeping in facilities other than the UC. Registered student organizations must complete this form with EMCS only.
Food Service Release and Information form
Bringing non-catered food items on campus. Signature is required of registered student organizations. These forms are filed with EMCS. All non-catered events preparing or distributing food on campus must comply with the San Antonio Metro Health Food Safety Guidelines.
Internet Access Request Form
Requesting guest access using the Air-Rowdy wireless internet.
On Campus Catering
*Requesting Aramark dining locations and catering services.
Permission to Serve Alcohol Request Form
Requesting permission to serve alcoholic beverages at UTSA sponsored events for faculty, staff and off-campus organization events not involving students
Permission to Publicly Screen Films
Must receive written permission from distributor.
Recycling Bins Request
Requesting additional recycling bins at event.
Request for Off-Campus Speaker Form
For Registered Student Organizations Only. Inviting an off-campus speaker to event.
Rowdy Mascot Appearance
Requesting Rowdy at event.
Telephone Service Request Form
*Requesting a phone for conference call, etc. at event.
UC Fee Waiver Request
Registered student organizations may apply for one waiver per year when charging for event.
UTSA Ambassadors
Requesting the UTSA student hosts for event.

Forms are completed by EMCS staff and should be completed at least thirty (30) days prior to event for adequate routing. Additional paperwork may apply

An EMCS events manager will determine the use and routing of the following forms:

Communications Video, Photo, Comment Release Form
Release form of event participants for the use in UTSA marketing materials. An EMCS events manager will determine the use and routing of this form.
Joint Sponsorship Application
Requesting to host an event with a non-UTSA/external host. Registered student organizations may not apply.
Peaceful Public Assembly Request Form
Requesting amplified sound, exhibits, etc. Form is completed by EMCS staff and should be completed at least thirty (30) days prior to event for adequate routing.
Police Department Special Event Form
*Requesting security at event based on event activity and needs.
An EMCS events manager will determine the use and routing of this form.
Release and Indemnification Form
Required based on activity of non-university minor and/or adult event participants. These forms are filed with the internal event sponsor.
Summer Conference Housing Application
*Requesting housing for event. An EMCS events manager will determine the use and routing of this form.