FAQs

Below is a list of our most frequently asked questions. If you can’t find the information you need, please contact us.

What is an event?

A planned gathering or activity that includes pre-planning that is being hosted by/on Texas Tech University campus. This event can be open to the community, campus community, or a selected group. Events include conferences, fundraisers, workshops, training programs, as well as cultural, sporting and social functions.

What is a tabling?

Setting up a table for recruiting or cause awareness purposes. This may include distributing flyers or brochures. There are no additional elements associated.

I am having an event/tabling on campus what forms do I need to fill out?

All indoor, outdoor, virtual, and hybrid events and tablings need to fill out an Event Request form located on the Campus Events website.

You will also need to fill out any location reservation forms to ensure space is available for your event/tabling.

Do I need marketing/imagery for my event to submit?

Yes, we ask that all events have marketing/imagery prior to submitting. The imagery will be used for our calendar and will help guests identify your event.

How far in advance do I need to submit the Event Request form?

At least two weeks (10 business days) prior to the event or tabling date.

What do I need to complete the Event Request form?

Knowledge of event date, time, and location

A description of what will occur at the event and any elements associated

Event imagery for the calendar, one headliner (2500px x 731px), and one thumbnail (820px x 410px) in the dimensions provided. Files must be in JPEG or PNG formats.

For a signage request, a map of sign locations.

For more specification on signage requests please email campusevents@ttu.edu

How do I reserve my event location?

UREC

University Recreation reservations need to be made before you submit your Event Request form.

Student Union Building

Reservations for areas outside the Student Union Building are established after completing the Event Request form and receiving your Letter of Approval. Please specify your specific event location at the SUB on your Event Request form. Locations outside the SUB include West Plaza, Red Raider Plaza, and the Gazebo at Student Union. For clarification on outdoor spaces at the SUB, please refer to the Student Union Building website or contact sub.reservations@ttu.edu.

Indoor Events

All indoor events need to establish reservations with the respective building manager. Reservation of academic spaces is scheduled by Operations Division: Planning and Administration via Ad Astra.

What is the approval process for my event?

Outdoor

After submitting the Event Request form, your event will enter the evaluation process. Depending on the logistics of your event, you may be required to attend an Outdoor Events Coordinating Committee meeting to receive approval. Upon approval, event requestors will receive a Letter of Approval granting them the ability to have their event on campus. You will then need to complete any additional requests imposed by the committee such as location reservation, obtain necessary permits, provide proof of insurance, etc.

Indoor & Hybrid

Upon completion of the Event Request form, you will need to ensure you have received location approval from the appropriate building manager. You can find the appropriate contact details on the Operations Division: Planning and Administration website or on the respective location’s webpage. You are required to follow any additional conditions the location may impose on your event.

Virtual

After completing the Event Request form, no additional measures need to be addressed.

What is the Outdoor Events Coordinating Committee (OECC)?

A committee made up of 13 departments across the campus that can assist in making sure that the interests of the requesting group and the interests of the university are met in a manner which makes the most efficient use of the requestor’s time. The task of the OECC is to research requests, determine if the use of the facilities is in accordance with university policy, and coordinate campus resources required for the requested activity.

When do Outdoor Event Coordinating Meetings occur?

Mondays from 10:30am-12:00pm, via Teams. Meetings do not occur on University Holidays. Outdoor Event Coordinating Committee Meetings are subject to cancellation due to inclement weather or University Emergency.

What is required of me if I want food at my event?

Events where you distribute or sell food items are evaluated on a case-by-case basis. Depending on the type of food, there are different requirements imposed by Environmental Health & Safety. If requested, you may be required to obtain a Temporary Food Permit.

Are there any days I cannot hold an event on campus?

Events are prohibited from occurring on University Holidays as well as the week of finals. We ask that you be mindful of other events occurring to help minimize conflicting event schedules. To inquire about specific dates, please contact campusevents@ttu.edu.

What are the required imagery specifications for an event posting on the Campus Calendar?

The required imagery specifications for the Campus Calendar include two images, each with specific dimensions and format requirements.

Headliner Image: 2500px x 731px
Thumbnail Image: 820px x 410px

Both images must be uploaded in either JPEG or PNG file format to be accepted.

Campus Events

Address

1701 Indiana Ave. Room 2119
Phone
806-742-3352
Email
campusevents@ttu.edu