Event Planning Guide

Everything you need to know (and more) about campus event planning at The University of Texas at Dallas.


Be aware of UT Dallas’ policies regarding event procedures and event space before you get started.

Planning Process

A step-by-step guide to everything you need to do (and think about) to prepare for a successful event on campus – from reserving a room to hiring security.

Publicity Tips

Think about publicity at the start of your planning. You have many options available to you, such as adding your event to the Comet Calendar, running an ad in the UTD Mercury or submitting your information to the News Center.


Uh-oh. Misfortune struck and you need to undo months of planning and cancel your event. Follow this guide to ensure that all the proper people are aware of the change.

What’s New

As of March 1, 2018, an updated catering process and policy went into effect. Click here to view.

Also, University Events has created a private discussion board for UT Dallas event planners to collaborate. If you would like to request access, please contact Rena Piper.


Did you know…

You can request UT Dallas’ Student Ambassadors to engage with guests and initiate positive dialogue about the University. Additionally, Ambassadors will assist event coordinators in tasks such as helping with registration, welcoming guests, and introducing featured speakers.

If you have any questions or ideas about utilizing Ambassadors for your events, please email Ana Lemons.