Organization Handbook/Resource Guide
While this handbook/resource guide is intended to be a summary of certain matters of interest to student organizations, its readers should be aware that:
- It is not a complete statement of all procedures, rules, and regulations of the University;
- The University reserves the right to change without notice any procedure, policy, and/or program which appears in this handbook;
- Divisions and departments may have their own procedures and policies, which apply to student organizations.
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Event & Room Reservation General Guidelines
The Office of Student Life is committed to supporting your events; however, proper advance notice is essential to ensure timely review and approval. Timely submissions help us avoid denials due to space limitations or processing constraints.
Student organizations are encouraged to host a variety of events throughout the year. Most events require an Event Proposal/Notification Form, and all campus space use requires a Room Reservation.
Event Classifications
- No Proposal Required: General Meetings, Special Meetings, Speaker Meetings (Virtual)
- Proposal Required: Speaker Events (in-person guest), Conferences/Symposiums
- Additional Approval Required: Fundraisers, Collections, SGA-Sponsored Events
- Off-Campus Events: Submit the same Event Proposal form
Submission Timeline
- 7–10 business days (minimum): general and special meetings
- 2–4 weeks: Medium events (workshops, room setups, equipment)
- 1–3 months: Large events (banquets, conferences, festivals)
- NOTE: Requests submitted less than 15 business days before large/special events may be denied.
Room Reservations
- Only authorized officers may submit requests (not faculty advisors)
- Some events may need VP/Provost approval
- Event Proposals can take 1–4 weeks for approval
- A confirmation email from Classroom Services is required before using space
Begin promotions only after approval/confirmation
Alcohol at Events If alcohol is served, the request will be reviewed by:
- Student Life Program Specialist
- Director of Student Life and Additional Leadership
- Additional details may be requested before approval.
How to Submit
Student Organization Handbook & Resource Guide: https://utmb.us/e3g
Thank you for following these guidelines to help your events run smoothly.
For support and questions, please reach out to Noelle (Nikki) Hargis-Milford, Student Life Program Specialist. She serves as the Student Organization Advisor in the Office of Student Life and is your primary point of contact for all matters related to student organizations. Nikki has a wealth of experience and knowledge.
You can contact Student Life at studentlife@utmb.edu for assistance.
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Reservations - Rooms and Capacities
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Advertising for your Organization
We want to help you get the word out about your organization! We have three ways to help you reach other students and the UTMB community.
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Equipment Checkout
Need to borrow some supplies? We have everything from games to tech to tables. Read the full list below.
Equipment List:
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Printing & Copies
Student Organizations are can print/copy up to 250 pages each year. The pages must relate to organization business - we can't print any personal pages.
To get your pages printed: Email student.life@utmb.edu with at least 24 business hours notice.
Risk Management Presentation Review
You can review and download the Risk Management presentation and additional Information here.
View Presentation
If you have any questions, please email student.life@utmb.edu.
Premium Zoom Account
Looking to host a virtual meeting or event? We've got you covered! Student organizations can request use of our account to hold meetings or webinars that will last more than 40 minutes. To reserve the Zoom Account, check out the link below.
https://utmb.us/aov
Our new form makes it easier than ever to book a Zoom Meeting!