Reservations
Every student organization must submit an event request for any type of event, whether it is as small as a general meeting or something bigger like a fundraiser. Event requests are looked into on a case-by-case basis and are first-come, first-serve.
Important
- When student organizations make events without a request, it affects its awareness and engagement potential (not posted on V Link) and it also inhibits our ability to provide support in the form of equipment, guidance, procedural compliance, and more.
- Ad Astra is the name of the web software used by our office to entry event requests and make location reservations.
- Advisors cannot use Ad Astra to make requests on behalf of a student organization.
- Students cannot use Ad Astra directly to reserve a location. Only student organizations designated officers can make a request through V Link. Designated officers must have also attended at least one reservations training before making a request.
- Submit requests at least 10 business days in advance. Requests submitted with between 5 to 10 days of anticipation may still be accepted but it's not guaranteed. These type of events are labeled Ad Hoc (unplanned).
- Student organizations can only have 5 Ad Hocs events per semester. Ad Hocs limits not roll over.
- Request with less than 5 business days of anticipation are automatically denied.
Reasons why event requests may be denied
Below is a list of common reasons why an event request may have been denied:
Request was not submitted by designated officers
Each organization was informed to choose two designated officers that can request events on V Link. These officers are the only two that submit event requests on V Link. If you did not submit two designated officers during the reregistration process, your official president for your organization must send a separate email with the full names and emails of each of the two students that are designated to submit event requests on V Link.
Reservations training required
Student organization designated officers must attend the event reservations training on V Link. A common mistake is that an event is not approved because the reservations training has not been completed by designated officers.
Request submitted with less than five business days of anticipation
The event reservation software won't allow in-person events to be registered with less than five days of anticipation.
Request submitted with more than 90 days of anticipation
The event reservation software won't allow in-person events to be registered with more than 90 days of anticipation.
Inaccurate information
To ensure that the proper date(s) and time(s) will be reflected on V Link, event requests that show inaccurate information pertaining to their event will have to resubmit a whole new request or submit a change request from the same submission.
To submit a change request, go to the email of your event approval/denial and click the link provided. Once there, make the necessary changes and resubmit.
Event image(s) not compliant with UTRGV identity guidelines
Student organizations are not directly affiliated with the university. Thus, student organizations are not allowed to use UTRGV trademarks or assets such as the name "University of Texas Rio Grande Valley," the UTRGV logo, or the UTRGV mascot, among others. If the request is not compliant with UTRGV identity guidelines, the request will be automatically denied. if this is the case, make sure to edit the event image accordingly and resubmit the event request.
Your student organization ran out of Ad Hoc events
In-person events must be submitted at least 10 business days in advance to allow for processing time, and if not, the event requests will be considered ad hoc events. Ad hoc events are events that are less than 10 business days in advance, but still more than 5 business days in advance. Student organizations only have five ad hoc events per semester, and they do not roll over from semester to semester.
Failed to submit Off-Campus Speakers Request
If your event is going to have a guest speaker, please submit the form entitled "Request for Off-Campus Speaker.pdf" under forms on V Link under "Center for Student Involvement." We do require the form to be submitted at least 5 business days before the event. Once those days have passed, we will not be able to approve the speaker for the event.
Making an event request
Please make sure to have attended a reservations training, otherwise, your event will be automatically denied.
- Go to your organization
- Click on manage organization
- Click on the image of the org on the left-hand side
- Click on Events
- Click on the event that you want to edit
- Edit what is necessary to edit and save
Events offering food
All student organizations are required to attend a food handling & safety workshop, which is valid for two years if they are planning to sell or give away food on campus.All members of each organization must receive their certification prior to handling food. Members must display their Food Safety Training Certificate with them at the food handling site throughout the event.
If an organization is not able to display its Food Safety Training Certificate, food service will not be permitted during the event.
Students must upload a screenshot of their food handler training, which can be found on Blackboard. This is for all students that will be serving food and/or around the area where the food is being served.
How to complete the UTRGV Food Handler Training
- Log on to myUTRGV.
- Click on the Blackboard icon.
- Select the organization Environmental Health, Safety and Risk Management - 2021.
- If the EHSRM link does not appear, follow instructions below on “How to Self-Enroll”.
- Click on “Food Handler Training”.
- View the presentation entitled “UTRGV Food Handler Training Presentation”.
- Take the corresponding Food Handler Training Exam until you have earned an 80% or better.
Movie Showings Events
Student organizations cannot show movies unless they have purchased the movie rights for any/all movies they will be showing. The reservations team would need to see proof of the purchase of the movie rights before submitting a location request or approving your event submission.
Please email studentorgreservations@utrgv.edu with confirmation of the purchase of the movie rights and then attach the proof in the comments section of your event submission, as well.