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Policies and Procedures

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Purpose

The Office of Special Events (OSE) is a client service department which provides a centralized standard of excellence, quality and protocol to the UHCL community. Our clients include internal and external partners such as the Office of the President, Provost, Vice Presidents, Office of Alumni Relations, Colleges, Development Officers, Centers, Institutes and Community Partners.

Office of Special Events 

The Office of Special Events is located in the Bayou Building, Office of University Advancement, 2nd Floor, Room 2508.

What We Do

The Office of Special Events strives to produce high-quality events that impact the image of University of Houston-Clear Lake and will advance the institution's mission by having one central office that can design, consult, manage and execute events within your budgetary parameters. We will follow up with trackable activity reports that illustrate success and identify areas of improvement. These services will be budgeted and designed to keep your event on track. Please keep in mind, any last minute changes may result in additional fees.

We are committed to:

  • Help develop high-profile, high-impact events for university and community members
  • Produce special events and initiatives for the President, Administration, Colleges, and Centers
  • Serve as a resource regarding university protocol and for all things associated with special events 

Types of Events and Services

Internal Events

An internal event is an event or conference that is organized by the Office of Special Events on behalf of another university office, college, department or institute for the benefit and support of the mission of the university.

External Events

An external event is an event or conference that is organized by the Office of Special Events on behalf of any community partner or company that would like to utilize space on campus for their company meeting, employee gathering or event. An external client would reach out for support from the Office of Special Events via this form to help facilitate their event.

Required Fees:

  • A $200 daily flat fee is required for all OSE supported events. 
  • Additional charges will apply for parking costs associated per amount of guests in attendance.
  • Linens available at request with a fee associated.
  • Auxiliary facilities requested may require an additional charge. 

Required Documentation:

Types of Event Services with Request of Office of Special Events

  • Reservation of Space/Event Diagram Set Up
  • Event Logistics Support
  • General Safety Precautions per University Policies and Procedures
  • Communications/Media Assistance
  • Signage Support
  • Police Coverage
  • Greeter/Volunteer Support
  • Catering Consulting
  • Rehearsal Scheduling
  • Meeting Scheduling to Move Event from Start to Finish
  • Debriefing to review event and discuss areas of improvement

Formally Requesting Event Assistance

Requesting Event Assistance from the Office of Special Events

Please submit an online Special Events Form four to six weeks prior to the day of the event. A 30-minute initial meeting will be requested after submission of event form for a global overview of outcomes of events.

Advance Timing to Request Event Assistance

The Office of Special Events would prefer four to six weeks in advance from the date of the event for services. *If there is a rush of less than four weeks of time to prepare, there could be an additional charge or our team may not be able to provide services. All rushes and approvals will require signatures for agreement. 

Spaces to Host Events on Campus

  • Bayou Theater (may have cost associated)
  • Bayou, Atrium I
  • Bayou, Atrium II
  • Bayou, Garden Room
  • Bayou, Forest Room
  • SSCB Lecture Hall
  • STEM Lecture Hall
  • Campus Recreation Center (may have cost associated)
  • Campus Recreation Center (Outdoors) (may have cost associated)
  • Classrooms
  • Bayou Patio (Outdoors)
  • Alumni Plaza (Outdoors)
  • Potter Pond (Outdoors)
  • UHCL at Pearland - Conference Room
  • UHCL at Pearland - Lecture Hall

Event Costs

The Office of Special Events can assist you in lining up an event budget that will support all your needs and costs to host the event considering space rentals, catering, printing, parking, photography, video, decor and more. External clients will be required to pay a $200 daily flat fee that does not include parking or auxiliary facility charges. Internal clients will be required to give a cost center from the requesting department in advance of the event. 

Other Campus Event Resources

Scheduling Office

You are welcome to reserve a space on your own through the Scheduling Office if you are an internal client or the Office of Special Events can handle reserving the facility request as a service to your event. If you are interested in utilizing our services, please complete our online Special Events Form.

Campus Catering

The University of Houston-Clear Lake has an agreement that gives exclusive rights to Chartwells to operate their on-campus food service operation. The Office of Procurement & Payables serves as the liaison between Chartwells and UHCL. The Office of Special Events can provide UHCL's catering as a service to your event.

Marketing Office

The Office of Special Events can assist you with marketing, photography and or digital support.

Campus Police

University police can help support security at most events. For more information on Police services, please visit the University Police website or the Office of Special Events can provide security as a service to your event.

Parking 

Parking rules and regulations can be found here or the Office of Special Events can provide parking coordination as a service to your event.

Bayou Theater 

For information on booking the Theater, please visit the Bayou Theater section or contact Eric Despard, Director of Theater & Cultural Arts, via email at despard@uhcl.edu. The Office of Special Events can inquire booking the theater as a service to your event. Additional costs will be associated with booking this venue. 

Accessibility Support Center/ADA Compliance 

For information on providing accessibility support or making sure your event is ADA compliant, visit the Accessibility Support Center or the Office of Special Events can make these accommodation for you.

Office of Information Technology

For technology and equipment event support, visit OIT or the Office of Special Events can provide this support to your event.

Event Support Contacts

Contact

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