Forms

EVENT FORMS

Solicitation on Campus

To obtain permission to hold any activity or event on campus which may involve or include representatives (or materials, supplies, publications or advertisements) from commercial entities (vendors, publishers, drug companies, medical equipment and device manufacturers, recruiters, etc.), submit this online form to Auxiliary Enterprises. Such activities ("solicitations") may not take place unless they comply with University rules and are approved in advance by the Vice President of Auxiliary Enterprises. For more information, see Handbook of Operating Procedures, Policy 165, Solicitation on Campus.

Request for Permission to Serve Alcoholic Beverages

To obtain permission to serve alcoholic beverages at any event on campus, submit this form to Auxiliary Enterprises at least 10 business days prior to the event. This form must be signed by the appropriate school Dean and the Chief Financial Officer. For more information, see Handbook of Operating Procedures, Policy 9, Alcoholic Beverages.

Webber Plaza Reservation Application

Before requesting the use of Webber Plaza, please read the Webber Plaza Rules & Regulations.  To request a reservation, send the Webber Plaza Reservation Application form to Auxiliary Enterprises at least 10 business days before the event. Use of Webber Plaza is reserved for students and employees of registered organizations within UTHealth, The Texas Medical Center, and The Houston Academy of Medicine.

Prior Approval Form for Official Functions

To obtain approval for events which will cost more than $2,500, submit this form to the President's Office.

STUDENT FORMS

Guidelines for the Use of Student Government Funds

These guidelines explain how to obtain approval to use student government funds and how to apply for reimbursement for approved student government expenditures.

Request to Use Student Government Funds (Encumbrance)

To get approval to use student government funds, send this form to Auxiliary Enterprises at least 10 business days before funds are needed. This form must be signed by an officer of the student government and the appropriate school Dean.

Request for Reimbursement for Approved Use of Student Government Funds

To be reimbursed for approved student government activities, send this form to Auxiliary Enterprises within 30 days after the event/use of the funds and with original receipts. This form must be signed by an officer of the student government and the appropriate school Dean.

Request for Waiver of Student Fees

To request a waiver of student service fees, fill in this online form.  To be considered, this form and supporting documentation must be submitted to Auxiliary Enterprises by the 12th day of the fall/spring term or the 4th day of the summer term.

Requirements & Procedures for Ordering Promotional Merchandise

Effective November 1, 2013, all promotional items and apparel produced for UTHealth-related clubs, groups, activities, fundraisers and events -- whether the items are for sale or to give away -- must be purchased through Matthews UTHealth Bookstores.  This document outlines the ordering procedures.