Events Checklist

Disability accommodation requests should be made through the Interpreter/CART Request Form:

• American Sign Language (ASL) interpreting services should be requested 48 hours prior to the event.
• Communication Access Real-Time Translation (CART) transcription services should be requested 48 hours prior to the event.

An alternate format for event content should be requested 5 days prior to the event through the Alternate Format Request.

Review the ACCOMMODATIONS FOR INDIVIDUALS WITH DISABILITIES ADM 03-200 POLICY.

Note: An accessibility notice statement should be identified and listed on marketing materials for all events, such as, “For questions or accommodations, contact [insert the organizing department’s name] at [insert phone number] or [insert email address].”

For questions, contact Student Accessibility Services.

If the event includes a formal speaking program, consider:

• having a podium or lectern – Request from Campus Facilities Operations when submitting the event’s TMA iServiceDesk (iSD) request.
• notifying each speaker how much time they will have to speak and include a deadline to email you the speech in advance before the event.
• having a master or mistress of ceremonies (MC) – Provide the MC with a script that includes:
  • acknowledgment of special guests
  • event-related housekeeping instructions, such as instructions to the nearest restrooms and exits in the case of an emergency
  • Place a bottle of water for each of the speakers near where they will be speaking or at their seats during the event. Make sure to remove the water bottle label if it is not Aquafina. UTRGV is a Pepsi institution.

Completion of the Alcoholic Beverages Authorization Form is required for consideration of serving alcohol at a University related event. This form is required if alcohol is going to be served at University related events held on or off campus.

A University event is one in which a budgeted office, department, or division of the University is responsible for organizing the event, inviting the attendees, and paying expenses related to the event, regardless of whether an outside entity pays for the food or beverages.

• ALCOHOLIC BEVERAGES ADM 10-103 POLICY

For questions, contact dining@UTRGV.edu.

Submit a TMA iServiceDesk (iSD) request to request a quote for assistance with the following logistics-related services:

• event set-up/tear down
• equipment (lectern/tables/chairs/stage/pipe & drape/carpet/power access/other)
• installing signage (from indoor walls or outside of buildings)
• custodial services – Custodial services must be requested for events with catering.
  • post-event clean-up

Consider creating a layout that indicates the event set-up. Then, share the layout with and communicate updates to Campus Facilities Operations and Environmental Health, Safety & Risk Management (EHSRM) leading up to the event.

For questions, contact Campus Facilities Operations.

Note: Logistics-related services for Edinburg Student Union spaces (Ballroom, Cenizo Room, Bronc Room, and others) should be arranged directly with Conference and Events Services. Services provided by the Student Union will be processed through an Interdepartmental Transfer (IDT) only for staffing needed after hours, not via iShop UTRGV.

As you plan your event, consider the following questions:

• Does my event promote UTRGV to prospective students?
• Does my event help promote student retention and success?
• Does my event advance the university’s brand reputation?
• In what way(s) is my event serving the UTRGV community (students, faculty, and staff)?
• How will I measure event success? Identify baseline indicators and target attendance numbers prior to an event.
• Am I on track to stay within my budget and therefore protect the university’s investment of resources while achieving the intended event’s intended goal(s)?
• Does my event involve activities in which someone can be injured?
• Does my event have the potential to impact the environment?

Consider conducting a post-event debriefing to evaluate if your event goals were met and identify recommendations/learnings for future implementation.

The University’s Dining Service partner is Chartwells, a Division of the Compass Group.

To review the catering menu or to submit an order online, visit: http://utrgv.catertrax.com.

Payment methods accepted include a university-issued procurement card or departmental cost center (with billing performed via IDT).

For assistance with menu planning, guidance on catering order submission, payment method, or other catering related questions, contact Catering Director, Maxine Plancarte, at Maxine.plancarte@compass-usa.com.

Using an academic space for your next meeting? Survey the classroom prior to your event using the Classroom Technology Equipment Inventory.

All university contracts, honorariums, and travel for speakers are processed through iShopUTRGV via PeopleSoft.

Your guest speaker or performer (representative or agency) must be set up in the university's iShopUTRGV before an honorarium or travel can be processed. The Travel Office offers training for processing travel through iShopUTRGV.

Contact the Contracts Office when a contract is required. They must review and approve. Do not sign a contract.

Review the Expense Resource Guide for Travel Expenses.

All travel reservations that UTRGV will pay must be reserved through iTravel.

Please note that any upcoming changes will affect how travel encumbrances and expenses are processed. Review the following Handbook of Operating Procedures that guide contracts, honorariums, and travel for a guest speaker or performer:

• FACILITY USE ADM 10-301 POLICY
• TRAVEL POLICY ADM 10-602 POLICY

For questions, contact Travel Office.

Prior to reaching out to an external entity to solicit donations (either cash or in-kind), contact the following offices for approval and guidance on the appropriate process. Unapproved solicitations could place current or potential university-wide partnerships and sponsorships at risk.

Please reach out to these offices with ample time.

• For corporate sponsorships – Review the GIFTS - SOLICITATION, ACCEPTANCE, PROCESSING, AND ACKNOWLEDGEMENT ADM 10-803 POLICY for regulations regarding the process for soliciting, accepting, and processing all gifts from private philanthropic sources. For questions, contact the Division of Institutional Advancement.
• For governmental sponsorships (local, state, or federal government) – For questions, contact the Department of Sponsored Programs; and inform the Division of Governmental and Community Relations prior to your request.

Emergency Management provides guidance on natural (weather), technological or human-caused disasters that may impact an event.

Review the Emergency Procedures webpage for guidance on how to prepare in the event of an emergency (personal safety, severe weather, medical, or fire emergencies).

For questions, contact Office of Emergency Management.

Environmental Health, Safety & Risk Management (EHSRM) provides training and guidance on compliance with regulations pertaining to occupational health and safety and the environment and protecting the university’s resources through sound administration of the university’s insurance coverage.

Upon request, EHSRM may assist with:

• Crowd Manager Training (when an event has more than 50 persons)
• Fire Evacuation / Fire Extinguisher Training
• Life safety evaluation (when the number of occupants exceeds 6,000 persons)
• Personal Protective Equipment
• Event participant waivers
• Event insurance coverage – In some cases, insurance may or should be purchased to address any potential liabilities the institution may assume because of the event.

For questions, contact EHSRM.

Review the FACILITY USE ADM 10-301 POLICY for requirements related to joint sponsored events and facility use by non-university entities.

The Application for Joint Sponsored Events must be filled out and approved for any event co-hosted with an external entity, prior to advertising the joint sponsored event.

For a joint sponsorship to be appropriate, the implications of a program or activity must, in the determination of the President, directly supplement the educational purposes of UTRGV. Established as a public institution without regard to political affiliation or religious faith, UTRGV cannot be a joint sponsor for political or sectarian gatherings. The external entity’s fee will be negotiated on a case-by-case basis and specified in the joint sponsorship agreement.

Alternatively, an external entity has the option to request a UTRGV Facility Rental at a cost, without needing a UTRGV co-host.

For questions, contact Conference and Events Services.

Alumni Relations assists with identifying the appropriate alumni base, reaching out or inviting alumni, and recognizing alumni guests and speakers at your event.

For questions, contact Alumni Relations.

Prior to contacting any external guests to attend and/or speak at your event, contact the following offices for approval and guidance on the appropriate process:

For corporate representatives – For questions, contact the Division of Institutional Advancement.

For governmental dignitaries (elected or appointed; local, county, state, federal and international dignitaries) and candidates for elected office – For questions, contact the Division of Governmental and Community Relations and review the following links:

• UTRGV President Bailey’s Letter Regarding Connecting with an Elected Official
• 2022 UT System Memorandum regarding Political Activity on Campus
• Do's and Don'ts of Campus Political Activity
• UTRGV Campus Political Activity Guidance

For educational entities (administrators, superintendents, counselors) – For questions, contact the Division of Strategic Initiatives and Student Affairs.

Note: A UTRGV Police Service Request Form must be completed for an event where governmental dignitaries will attend. For questions, contact University Police.

UTRGV is committed to providing an enriching Vaquero experience for youth participating in any University sponsored program. All youth programs are required to officially register on the Youth Programs Ideal-Logic website at least 30 days prior to the start date of the program.

The Youth Program Support Manager is committed to providing university-wide support by:

• Equipping Program Directors with the necessary tools to successfully implement university-affiliated youth programs.
• Providing educational resources and training to ensure the safety of the youth participants.
• Providing guidance on compliance requirements for UTRGV-affiliated youth programs and assisting Directors in conducting internal monitoring activities to ensure compliance.
• Maintaining a directory of all Youth Programs offered at UTRGV.

Register your Youth Program using the following link: Ideal-Logic Compliance Portal Link.

Click on the following link to access a guide with instructions on how to register your Youth Program: Youth Program Staff Toolbox.

YOUTH PROGRAM PROTECTION STU 03-300 POLICY was approved in May 2022.

For questions, contact the Youth Programs Support Manager at 956-665-2522 or youthprogramprotection@utrgv.edu.

Budget

Developing an event budget is recommended to ensure you can fund all necessary items and services for your event (see sample budget).

Cash Handling

If cash handling will take place on-site, ensure that you have a designated payment contact who has completed the Cash Handling Training and is certified to receive payments.

Review the following Handbook of Operating Procedures that provide guidance on event accounting and cash handling:

• ACCOUNTING ADM-703 POLICY
• CASH AND CREDIT CARD HANDLING AND REPORTING ADM 10-701 POLICY
• CASH MANAGEMENT ADM 10-702 POLICY
• ENTERTAINMENT AND OFFICIAL FUNCTIONS ADM 10-408 POLICY
• GIFTS - SOLICITATION, ACCEPTANCE, PROCESSING, AND ACKNOWLEDGEMENT ADM 10-803 POLICY

For questions, contact the Bursar Office.

Note: A UTRGV Police Service Request Form must be completed for an event where cash will be handled.

Registration Fees

Review the NON-MANDATORY FEE APPROVAL STU 05-101 POLICY for procedures related to proposing and approving student fees and charges.

uPay Store is a web application used to facilitate the setup of events, conferences, courses, and the sale of items that will utilize online payments or registration for UTRGV departments. uPay Store provides a customizable user portal that interfaces with the University's current online payment processing software that is safe, compliant, and does not accrue additional fees.

Visit the uPay Store webpage for more information.

Promotional Giveaways (Swag)

Consider providing promotional giveaways for your event attendees. This practice is optional. Each host department is responsible for purchasing promotional items for its event.

When ordering promotional giveaways, members of the UTRGV community are required to work with licensed vendors from the UTRGV Vendor List. The vendor is responsible for ensuring that the artwork is approved by UTRGV University Marketing and Communications and the UT System Trademark and Licensing Office. These are two separate approvals required before a vendor can move forward with production. Plan to allow sufficient time, a minimum of 7-10 business days, for the artwork to be routed/reviewed/approved to avoid delays.

For assistance with the artwork or quotes, contact UMC Creative Services.

Additional guidance can be found in the sections "Marketing Your Event" and “Purchasing Practices.”

Gifts to Dignitaries or Special Guests

If you are presenting a gift to dignitaries or special guests, reference the UTRGV Vendor List to identify an approved vendor and check the funding source to ensure it allows the purchase of the gift expense. Reference the ENTERTAINMENT AND OFFICIAL FUNCTIONS ADM 10-408 POLICY.

For questions, contact the Procurement Office.

Equipment Giveaways

The state of Texas prohibits the giving away of controlled and capital assets purchased with the institution’s funds, regardless of the funding source.

Controlled Assets: Assets of the state (and university) identified by the Texas Comptroller of Public Accounts must be secured and tracked as these are considered high-risk items. Controlled assets must be reported following the rules promulgated through the State Property Accounting (SPA) guidelines. Examples include cameras, TVs, computers, projectors, tablets, other handheld devices, drones, robotics kits, radios, smart devices, etc.

Capital Assets: Items purchased, constructed, or donated to the university that meet or exceed the Texas Comptroller of Public Accounts established capitalization thresholds depending on the type of asset. Reporting requirements must be followed as outlined in the State Property Accounting guidelines. Capital assets include land, buildings, furniture and equipment, vehicles, infrastructure, computer software, and others that meet specific thresholds per item.

For questions, contact Assets Management.

Review the Event Planners Guide to Technology Resources at UTRGV for information and helpful links.

Submit a Service Request to request audiovisual (AV) equipment if your event takes place in an academic space.

Discuss your AV options with the venue coordinator if the event will take place in a non-academic space (outdoors, off campus, in a parking lot, etc.).

If the event is taking place at a non-academic venue that does not have AV capabilities, a university department may have to outsource an external AV vendor. Click here for a list of the UTRGV Preferred Vendors for Event Equipment Rental Services..

Request other Information Technology support services (guest accounts, network, etc.) by submitting a Service Request.

For questions, contact the IT Support Center.

To invite the UTRGV Spirit Program (UTRGV Mascot, Cheer, or Dance Team) to an event, submit the Spirit Program Request Form with as much notice as possible. A minimum of 2 weeks’ notice is required, but more advanced notice is greatly appreciated and recommended.

Consider supporting the UTRGV Spirit Program:

• Donate to the UTRGV Spirit Program.
• Contribute an appearance honorarium.

For questions, contact the UTRGV Spirit Program.

Consider inviting your divisional leadership (or designee) to speak at the event. Seek guidance from your supervisor.

To request the President’s participation at an event, submit the Request for President's Attendance or Participation with as much notice as possible (a minimum of two months’ notice is preferred).

Notify Distribution and Logistics if you will be sending or receiving a shipment related to an event.

For questions, contact Distribution and Logistics.

University Marketing & Communications

Notify University Marketing and Communications (UMC) regarding the event by submitting a Job Request Form and identifying the services being requested. Submit the request at least 6–8 weeks in advance. Once received, a UMC representative will contact you with guidance and information on available resources.

If you create your own marketing materials, you must email them to UMCreview@utrgv.edu for review and approval before distributing them. Reference the UTRGV Brand Center.

Review the UTRGV Brand Central for guidance on the university brand and visual identity, including:

• UTRGV Color Palette
• Logos (Primary and Secondary)
• Mascot – The mascot may not be altered in any way and may only be used with approval from UMCreview@utrgv.edu.
• Gonfalons – The use of gonfalons is reserved for special ceremonies such as Commencement. Gonfalon artwork and colors may not be used on marketing materials or as a branding scheme or unique color palette by individual colleges.
• UTRGV Seal – The official UTRGV seal is trademarked by the UT System and may be used only with the expressed permission of the UT System or the UTRGV Office of the President. Reference the Use of University Logo/Seal/Name ADM 10-502 Policy (PDF).

Contact UMCreview@utrgv.edu with questions regarding the UTRGV Brand Center or to request approval to use the mascot or gonfalons in event materials you create.

Canva

UTRGV employees are encouraged to use Canva to create official UTRGV-branded marketing materials using UMC-approved templates and brand assets. Canva also includes a built-in review process for submitting designs to UMC Brand Review before publishing. Visit the Canva webpage to request access and learn more.

Livestreaming Your Event

You may outsource live streaming services at a cost from one of the UTRGV Preferred Vendors for Event Equipment Rental Services, or utilize your own staffing and equipment to stream from a departmental social media account affiliated with UTRGV.

For guidance, contact University Marketing and Communications.

Social Media

Reach out to UMC Digital Marketing for guidance on promoting your event through social media.

Additionally, you may reach out to UMC Digital Marketing to be added to the social media administrators' listserv and receive email updates on best practices and upcoming trainings.

Website Support

Find out who the assigned webmaster is for your department. If there is no designated webmaster, submit a Job Request Form to request assistance with developing a webpage.

Webpages affiliated with UTRGV should follow the UTRGV Web Standards and Guidelines.

University Marketing and Communications (UMC) News and Media Relations (NMR) is the primary and official liaison to all media requests.

Media Inquiries

Authorization to speak on behalf of the university may only be given by a representative of UMC NMR. In addition, all inquiries seeking an official university response or a statement on behalf of the university should be directed to UMC NMR.

No faculty nor staff member may make official statements on behalf of the university without consultation with, and express authorization from UMC NMR.

Requests can be sent to:

Patrick Gonzales
Senior Vice President for Marketing and Communications
patrick.gonzales@utrgv.edu
Office: (956) 665-2741
Cell: (806) 441-8078

Melissa Vasquez
Director of External Communications and Media Relations
melissa.vasquez@utrgv.edu
Office: (956) 665-8926

Press Releases

All university press releases are distributed by UMC NMR, unless special authorization is granted.

Press releases written by other members of the university must be reviewed, approved, and distributed by UMC NMR. Requests can be sent to:

Melissa Vasquez
Director of External Communications and Media Relations
melissa.vasquez@utrgv.edu
Office: (956) 665-8926

All university press releases are reviewed by relevant personnel to ensure that the news releases are accurate and consistent.

Housing and Residence Life offers on-campus housing for camps/conferences and guests on the Edinburg and Brownsville campuses.

For questions, contact Housing and Residence Life.

All individuals parking on campus Monday-Friday must have a parking permit or a visitor parking permit. An individual may request a visitor/guest parking permit following these instructions.

You may request to block off parking spaces for an event. See the Event Parking Reservation Schedule for fees.

Visitors may use pay-by-space parking spaces by paying at the nearby pay station after parking in a numbered space. There is no permit required to park in these spaces. Pay-by-space fees are $0.50/hr. and can be paid with a credit card at the pay station.

Pay stations are located at our Edinburg Campus in Lot E4 and at our Brownsville Campus in Lot B1, south of Sabal Hall.

View map/parking zones: Edinburg | Brownsville.

When sending event instructions to your guests, consider including an event map to help them easily locate the venue on the day of the event.

For questions, contact Parking and Transportation Services.

• UTRGV Messenger – The university's daily internal bulletin. Create a bulletin and send it to students, faculty, and staff.
• University Calendar – Submit your event to notify the campus community about your event. The University Calendar is accessible from the UTRGV main webpage.
• UTRGV Announcements Teams – Hosted on Microsoft Teams, this digital "water cooler" is a space for UTRGV employees to share updates and other interests with colleagues across the university.
• vCast – Submit image/video bulletins for promotion on campus-wide TV monitors. For questions, contact campusnet@utrgv.edu.
• VLink – Portal for authorized student organizations to register, request meeting rooms, and promote their events. UTRGV departments may also promote their events to students via VLink.
• UTRGV and the Community – Portal where students, faculty, staff, and the community may explore the many ways UTRGV serves and learns from the community. If you would like to report a community engagement activity, please submit by logging into UTRGV and the Community.

Submit a Service Request Form to make University Police aware of your event and/or to request police services at your event.

Note: A UTRGV Police Service Request Form must be completed for an event where:

• alcohol will be served
• cash will be handled
• UTRGV Leadership will be present
• governmental dignitaries will be in attendance
• University Police offers Civilian Response to Active Shooter Event (CRASE) Training.
• Review the Emergency Procedures webpage for guidance on how to prepare in the event of an emergency.

For questions, contact University Police.

To print materials for your event (signage, invitations, flyers, and other pieces), email Print Services at print_svcs@utrgv.edu, including details/specs for your print request (for example, UMC job number, full color or black and white, single-sided or double-sided, size of the print, type of material, etc.).

Once Print Services sends the quote, fill out the Print Request Form (PDF), email it to print_svcs@utrgv.edu, and verify that Print Services receives the artwork file to print. Print Services will start on the print request once it receives the Print Request Form (PDF). Please plan accordingly with sufficient time for production.

Note: The printing of your job is handled by Print Services, separate from University Marketing and Communications production processes.

For questions, contact Print Services via email or at (956) 665-3207.

Use this Publicity Release (PDF) to document permission to use an individual's likeness, voice, or other form of their identity in any manner, including but not limited to video, audio, digital, and print formats.

When considering the purchase of goods or services, review the Procurement Office Procedures (PDF).

A Purchase Order must be fully executed and accepted by the vendor to procure goods and services. The department must ensure that the purchase is allowable under the applicable department's funding source.

For questions, contact the Procurement Office.

Review Chapter 47 of the Texas Penal Code, which prohibits various gambling activities, including activities related to "lotteries," a term that embraces raffles. Under Chapter 47 of the Texas Penal Code, "lottery" means "any scheme or procedure whereby one or more prizes are distributed by chance among persons who have paid or promised consideration for a chance to win anything of value, whether such scheme or procedure is called a pool, lottery, raffle, gift, gift enterprise, sale, policy game, or some other name." In simple terms, this means that if people pay (or promise to pay) for a chance to win a prize, or the winner is chosen by luck (not skill), the activity is generally considered illegal gambling under Texas law.

Events that have an entry fee

Facilitating a lottery or raffle is prohibited, including for the purpose of incentivizing event attendance. This includes activities that include randomly drawing a name or choosing a winner through a spin-the-wheel mechanism.

If you wish to selectively distribute door prizes or giveaways to attendees, you may do so by pre-determining the distribution process. For example, you are allowed to distribute a giveaway to every X person who completes an activity.

Events that do not have an entry fee

If your event has a random drawing where no one has to pay anything, and no one has to do anything (no survey, no purchase, no required activity) to be eligible, then it usually does not count as an illegal raffle under Chapter 47. In everyday terms: free, optional drawings with no strings attached are generally allowed; raffles where people pay or do something to get a chance to win are usually not.

Utilize Ad Astra to view the available spaces to host your event and make your space reservation. Make sure to select the unlocking/locking of doors feature.

Note:

If you are a student organization wanting to reserve a space, please review the "Student Organization-led Events - Center for Student Involvement."

Facility use by non-university entities is prohibited outside of the joint sponsorship event process. Do not submit a room reservation for a non-university event or on behalf of an off-campus organization or company.

Ensure that your signage is reviewed and approved by emailing UMC Creative Services. Allow up to 48 hours to receive feedback and plan accordingly to avoid delays. For questions, contact UMC Creative Services.

UTRGV-affiliated individuals and organizations are not required to request permission to post signage around campus but should review the Handbook of Operating Procedures and guidelines listed below to ensure compliance with university policy.

Signage should clearly indicate the:

• UTRGV-affiliated individual or organization hosting the event,
• date that the sign is being posted,
• an accessibility notice statement – For example: "For questions, or accommodations, contact [insert the organizing department] at [insert phone number] or [insert email address].",
• The person or organization that posts a sign must remove the sign no later than 72 hours after the event advertised or within one month of posting. Directional signage for an event may be posted up to one calendar day before the event and must be removed one calendar day after the event.

UTRGV-affiliated individuals and organizations may post a sign on a table or on a bulletin board, kiosk, A-frame, or other designated locations.

For additional signage guidance, review the following Handbook of Operating Procedures:

• Speech, Expression, and Assembly ADM 02-300 Policy (PDF)
• Appendix B – Signs and Banners ADM 02-300 Policy (PDF)
• Solicitation on Campus ADM 10-104 Policy (PDF)
• Facility Use ADM 10-301 Policy (PDF)
• Alcoholic Beverages ADM 10-103 Policy (PDF)

Student organizations may reference pages 45–47 of the Handbook for Student Organizations or contact the Center for Student Involvement for guidance for student groups to get approval to post signage.

Below is a suggested process for preparing your staffing plan:

• Pinpoint all the areas where you will need staffing support during your event. For example:
  • Set-up/break-down
  • Greeting guests/registration
  • Crowd control
  • Floaters, who can serve as runners assisting with miscellaneous activities or step in to assist if other event staff is not able to attend the day of the event
• Identify who might be able to help from your department (or other departments) who might want to support your event.
• Check with your supervisor to ensure that it is okay to reach out to these individuals for help.
• Reach out to the identified individuals to ask if they can help.
• Before the event, provide your staffing team with clear instructions on their expected duties and expectations (attire, additional training, emergency contact information).

The Center for Student Involvement oversee all authorized student organizations and assist them with meeting room requests and event planning needs.

Note: Student organization event requests must be submitted by a designated officer under the organization's VLink page at least 10 business days prior to the event start date.

For questions on student organization events, please contact studentorgreservations@utrgv.edu.

For all other student organization inquiries, please contact getinvolved@utrgv.edu.

All payments, including prizes, gift cards, awards, or items of monetary value, are subject to federal and state tax withholding and reporting, unless an exemption applies. When distributing prizes, gift cards, awards, or items of monetary value, departments will need to:

1. Include a tax liability disclosure statement on all communications, flyers, notices, etc. Please see below for recommended wording for the tax liability disclosure statement.

All payments, including prizes, gift cards, awards, or items of monetary value, are taxable income to the recipient and will be subject to all applicable federal and state tax withholding and reporting regulations in accordance with the Internal Revenue Service. By accepting this prize, gift card, award, or item, you understand that if the recipient is:

• A UTRGV employee, taxes will be collected on the next available payroll cycle.
• An international individual, 30% tax will be deducted upfront through Accounts Payable.
• A UTRGV student or non-UTRGV community member (U.S. Citizen/U.S. Permanent Resident), the prize value will be subject to 1099-MISC reporting guidelines.

For payment tax assessment, if you are not a U.S. Citizen or a U.S. Permanent Resident, please furnish a completed Form W-8BEN to the department distributing this prize, gift card, award, or item of value. Departments will be responsible for submitting the corresponding requisition number and completed Form W-8BEN to tax.compliance@utrgv.edu prior to distributing the prize, gift card, award, or item of value. Please be advised that additional information may be required from you to determine your U.S. tax residency status, tax withholding, and reporting requirements.

* Per Internal Revenue Code Section 1441, all payments made to, or on behalf of, a nonresident/international individual are subject to 30% federal income tax withholding, unless an exemption applies. The Tax Compliance Team will review and advise of any tax exemptions.

2. When distributing prizes, gift cards, awards, or items of monetary value, departments must furnish the information listed below to tax.compliance@utrgv.edu.

• If the recipient is a UTRGV student, provide the student's full name, student ID #, the amount/value of the prize, and the date the prize was distributed.
• If the recipient is a UTRGV employee (faculty or staff), provide the employee's full name, employee ID #, the amount/value of the prize, and the date the prize was distributed.
• If the recipient is a non-UTRGV community member (someone who is not a student or employee) and an international individual, provide the individual's Form W-8BEN, full name, contact method (phone or email), the amount/value of the prize, and the date the prize was distributed.

For questions, contact Tax Compliance.

If you are hosting an event that is by invitation-only:

• Finalize the details of your event, such as the name of your event, date, times, location (if in-person), and the name of the hosting department.
• Identify what platform you will be utilizing to monitor attendee RSVPs. Consider what questions you need to ask your guest on the RSVP, including a question about dietary requests (if food will be served) or a question regarding accommodations.
• Incorporate the event details into the invitation for your event, including instructions on how to RSVP.
• Build your guest list, keeping in mind the capacity of your venue. Make sure you seek guidance from the appropriate departments, based on the kind of guests you plan to invite (for example: dignitaries, donors, alumni, etc.).

For questions, contact Events@UTRGV.edu.

Translation and Interpreting Office aids with:

• Spanish to English and English to Spanish translation of UTRGV institutional material
• Writing, editing, and proofing services in Spanish
• Spanish to English and English to Spanish interpreting services for events, virtually through Zoom and in-person with interpreting equipment

For questions, contact the Translation and Interpreting Office.

Visit the Transportation Services page for the currently scheduled transportation routes.

Special trip requests from UTRGV departments to arrange transportation services using university-owned vehicles may be arranged. Visit the Special Trip Policy page for how to request.

For questions, contact Parking and Transportation Services.

Prior approval is required for non-UTRGV vehicles to enter Campus. Requests are submitted through the TMA iService Desk.

Once approved:

• Include in AdAstra Reservation
  • Resources: Vehicle
• Keep the following in mind:
  • Vehicles cannot block traffic or disturb egress.
  • Contact UPD the day of event: They will assist vehicles to get on campus.
  • Avoid driving on all grass (be mindful of recent rain).
  • Vehicles cannot drive over the bridge on Brownsville Campus.
• Regarding Food trucks: Additional prior approval is needed from Roberto Cantu (roberto.r.cantu@utrgv.edu).

All submissions to host a 5K run/walk (or similar event) are approved on a first-come, first-served basis and must be submitted 2 months in advance via University Recreation. There is a limit of 6 of these events per academic year (3 per fall/spring semester).

Guidelines and procedures may be requested by contacting University Recreation (UREC).

For questions, contact UREC.