Sul Ross State University
A Member of the Texas State University System

Scheduling an Event

Event coordinators who are using the University Center for the first time or who haven't planned an event in the past year should review the following:

• Facilities Use Policy
• Fee Schedule
• University Center Policy -- includes details about posting and decorating for an event

Scheduling

Before submitting a request to use university facilities, call to see if the desired dates are available. It's a good idea to have alternate dates in mind in case the first choice isn't available. Other than regularly-scheduled classes, all use of university facilities must go through Campus Activities.

Once the dates are tentatively confirmed, review the information on setup and logisitics, especially the Food and Refreshments and Parking for Events sections, as this information may be needed to complete forms.

Then complete and submit the Facility Use Request Form, Liability Waiver and Food and Beverage Statement. The paperwork may be mailed to Campus Activities, Box C-190, Alpine, TX 79832, faxed to (432) 837-8192 or delivered to Campus Activities, UC 108.

Be sure to review the forms carefully and complete all appropriate areas. Requests that are missing critical information, such as the name of the event or the sponsoring organization, will take longer to verify and process.

Once the forms are received and reviewed, a preliminary invoice for use of University Center rooms may be prepared

Forms

• Facility Use Request Form
• Liability Waiver
• Food and Beverage Statement
• Use of Kokernot Lodge form -- use this form to request the use of Kokernot Lodge.
• Message Board Form -- this optional form may be used to publicized an event on the university message board at Entrance 1 on U.S. 90 near the Gallego Center.
• Parking Permits Application -- the form is required only when a meeting will run two or more days with the same basic audience. See Parking for Events for details.

Post-Event Evaluation

An evaluation will be sent after the event for input on the facilities and amenities which scheduled for your event. The UC staff uses the evaluation responses to improve services and offer new ones.

For non-university clients, a self-addressed, postage-paid envelope will be included for returning the evaluation.