Reservations
Before you host an event, make sure your organization is prepared. All student org events must be submitted through V Link, and officers submitting reservations requests must complete CSI's Event Request Training beforehand.
Event Planning Timeline:
|
Type of Event |
Submit in V Link by |
|
Tabling / Meetings |
At least 7 business days |
|
Large Events |
At least 10 business days |
|
Ad Hoc (5-7 days) |
Up to 5 per org per semester |
|
Same-day needs |
Contact Student Union directly |
CSI submits all reservations through Ad Astra. Students should not request rooms on their own.
Helpful Tips for a Successful Reservation
Avoid delays or event denials by reviewing these quick tips before submitting your event request in V Link:
- Complete Required Trainings First
- Make sure you've completed Event Request Training before submitting anything in V Link.
- Only trained officers can submit event requests. If your name isn't listed or the training isn't complete, the event will be automatically denied.
Link TBD
- Respect Submission Deadlines
- Submit tabling/meetings at least 7 business days before the event.
- Submit large events (like fundraisers, ceremonies, or speaker events) at least 10 business days before.
- No late exceptions will be made.
Double-Check Required Forms
Depending on your event type, you may need to attach one or more of the following:
- Off-Campus Speaker Request Form
- Food Handler Certificates (for any event serving food)
- Contact Enviromental Health, Safety & Risk Management (EHSRM) at EHSRM@utrgv.edu to access the training.
- Movie License Documentation (if screening a film)
Events without proper documentation will be denied.