THE UNIVERSITY OF TEXAS AT EL PASO
Fall 2006
Dear Student Organization Members:
Student organizations provide a valuable service to the University of Texas at El Paso (UTEP) community by promoting leadership development, community spirit, activism, public service, and social and cultural interaction. The Student Development Center (SDC) works with over 180 student organizations on campus in different capacities, from advising to developing programs. Student organizations sponsor conferences, seminars, lectures, debates, cultural and social events, and fine arts programs for the campus population. These programs allow UTEP students to meet and interact with local, state, and nationally renowned scholars, artists, politicians, academicians, and other professionals.
The attached Activity Request Form is to be used by registered student organizations to reserve University venues and facilities. Certain programs will have specific needs that will necessitate the support of campus offices and/or departments. In order to assure your event is a success, turn in the Activity Request Form a minimum of two weeks prior to the event to ensure you have time to make all necessary arrangements. Remember you do not need an activity request form to schedule your organization’s meetings nor to have an information table at the Union (and most places on campus. If your event will require special services and/or labor, you will need to pay for those arrangements through the specific department or facility providing them.
The SDC staff is here to serve you. Therefore if you or your organization would like pre-program advice, please contact us at 747-5670 or stop by the SDC Office, Union West 106. The attached information sheet is provided to help you better understand the Activity Request Form process and includes helpful tips. Thank you for getting involved on the UTEP campus!
Sincerely,
The Student Development Center Staff
106 Union West
500 W. University Ave
El Paso, Texas
79968-0630
Phone: (915) 747-5670
Fax: (915) 747-7400
Student Activity Request Information Sheet
Getting Started
Step 1: Obtain an Activity Request Form in person at the Student Development Center (Room 106 Union West) or on line at http://studentaffairs.utep.edu/sdc at least 2 weeks prior to the event.
Step 2: Fill out the form in its entirety.
Step 3: Stop by the SDC Office to speak to an SDC Coordinator and/or Administrative Assistant to determine if
other department signatures are needed (e.g., Sodexho catering services, UTEP police, Dean of Students).
Step 4: Obtain the SDC’s Director’s signature
Step 5: If needed, obtain any other department signatures
Step 6: Once you have the necessary signatures, bring the completed form back to the SDC.
NOTE: You do not need an Activity Request Form to have organization meetings or to set up informational tables!
Helpful Tips
Fundraisers (for your organization or on behalf of another organization/ non-profit organization):
Items NOT permitted
§ Perishable food items
§ Coca-Cola products
§ Food prepared or cooked on campus (i.e. cookouts)
§ Merchandise sold on consignment (items sold from a 3rd party in which your organization receives a portion of the funds)
§ Fundraising for the same non-profit organization more than 14 days per calendar year
Permitted Items
ü Baked items, snacks
ü Merchandise sales
ü Publication sales
ü Non-Perishable food
ü Non-alcoholic beverages
ü Donation requests
ü Commercially prepared food such as pizza at any location except the Union and El Paso Natural Gas Conference Center
Popular Venues to Hold Events
The Union (includes various meeting rooms, Union Plaza, Conference Center, and Cinema)
To schedule: Union East, Room 307, 747-5177, http://studentaffairs.utep.edu/union.
Special notice: There is no charge for registered student organizations except for reopening outside of regular business hours and/or excessive untidiness or damage. Banners specifications are on-line.
Leech Grove/Geology Lawn/Dinner Theater Lawn
To schedule: Student Development Center Union West, Room 106, 747-5670, http://studentaffairs.utep.edu/sdc
Special notice: Great for fundraisers, information tables and live music. There is no cost for using these areas-if you bring all of your own supplies (tables, chairs, etc.).
Classrooms
To schedule: Registrar’s Office Academic Services Building, Room 103, 747-5550, .
Special notice: Great for organization meetings and presentations.
Magoffin Auditorium
To schedule: Don Haskins Center , 747-5265,
Special notice: Great for large performances, seats 1,166 people. There is a fee for sound and lighting usage.
Recreational Facilities
To schedule: Memorial Gym and Challenge Course call 747-5103. Swimming and Fitness Center and Room 103 call 747-8100
Special notice: Great for basketball, indoor or outdoor racquetball, volleyball, and tennis (equipment provided if needed); cardio, weight, and aquatic workout. The Challenge Course-one day event is designed developed for UTEP students, staff, and faculty.
Student Activity Request Form
Sponsoring Organization:
Event Name: Today’s Date:
Desired Date(s) of Event:
Event Location:
Type of Event:
Bake Sale Other Fundraiser :______
Performer(s):
Off Campus Speaker(s):
Amplified Sound Request: Leech Groove Union W. Lawn Geology Lawn
UGLC Amphitheater
Banners, Location Requested:______
Exhibit / A-Frames, Location Requested:
Other (Specify):
Starting Time of Event: Ending Time of Event: ______
Set-up Time: Take-down Time:
Expected Attendance:
Admission Charge (if any): Reason for Charge:
Equipment Needed: Sound System Stage Audio Visual Table(s)
Open to: University Community or University & Local Community
Will food be served / sold? No Yes-source
Will security be needed? No Yes-source
Contact Person (print):
Email Address:
Phone Number:
Signature:
Departmental Use OnlySignatures: (Will vary according to program / activity) Date:
/ Student Development Center (UW 106)
/ Event Location
/ Sodexho Catering Services (UE 207-A)
/ UTEP Police (Lot C-3, 340 Baltimore)
/ Dean of Students (UW 102)
Status: (SDC, UW 106) / Copy for Files
Copy for Sodexho
Form Completed
Form Incomplete
*The University of Texas at El Paso gives neither its approval nor disapproval to the content of the program. Turn in this form 2 weeks prior to your event.