Solicitation/Event Guidelines on Campus
Please find below the UTHSC-H Solicitation/Event on Campus Policy & Procedure as outlined in the HOOP 2.05. Auxiliary Enterprises (AE) Division is responsible for coordinating this policy and procedure. The goal of UT-Houston is to eliminate non-sanctioned solicitation and provide a clear process for the administration of sanctioned efforts to facilitate sound administrative, accounting and business practices. All solicitations must seek AE approvals. Examples: drug companies, book fairs, vendor shows, equipment demonstrations, pharmaceutical and instrument demonstrations, craft fairs, job fairs, etc.
Procedure for external companies and/or internal organizations (including students, faculty, and staff) that wish to sponsor or coordinate events on campus:
1. External companies and/or internal organizations should download and print out this form in Microsoft Excel format. Those without Excel may call 713-500-8400 for a faxable copy of the form. Send the form to Auxiliary Enterprises by mail: 7779 Knight Road, Houston, Texas 77054; or by fax: 713-500-8409, a minimum of two (2) weeks prior to the event. For any questions please call 713-500-8400.
2. Auxiliary Enterprises will evaluate the request within three (3) days. If Auxiliary Enterprises authorizes the organization to conduct the event, an official permit will be mailed/emailed/faxed to the organization within three (3) workdays from the date the request was received. If declined, the organization will receive a letter/email/fax of explanation within three (3) workdays from the date of the request. Should you not receive the reply to your request in three workdays, you may call Auxiliary Enterprises at 713-500-8400 to verify status. The organization will be required to have the permit visibly displayed during the event.
3. All companies and organizations requesting an event at UTHSC-H will receive a copy of the UTHSC-H Solicitation/Event Guidelines on campus.
4. AE will notify the appropriate building steward, UT Police, and housekeeping.