Online Solicitation/Event Request Form
Please read this page carefully as information has changed.
(Updated March 2008)
An approved Solicitation/Event Request is required for all student sponsored events or events which use facilities and/or outdoor spaces coordinated by units in the Division of Student Affairs. This request must be made seven (7) working days in advance of the event or it will not be approved. Notification of the Dean of Student’s approval or rejection of the request will be sent to the requestor via email.
Note on Reservations:
The Solicitation/Event Request is NOT A RESERVATION FOR FACILITIES OR OUTDOOR SPACE.* A reservation request must be made with the appropriate department/unit prior to completing a solicitation/event form.
- Building Representative
- Residence Hall Courtyards Reservations
- University Center Reservations
- Black Cultural Center Reservations
- * The Office of the Dean of Students reserves Circle Park, Figi Island, the Pedestrian Mall, and Humanities Plaza. A Solicitation/Event Request is the only form required to request the use of these four spaces. You may call (865) 974-3179 to check availability of these spaces, however we cannot make reservations or place holds over the phone.
Please be aware that no vehicles are allowed to be driven on the Circle Park or the Joe Johnson Pedestrian Mall.
Please read the information below and proceed on to the Event/Solicitation Request Form.
Required information for the Event/Solicitation Form:
- Name of organization
- Title of event
- Date of event
- Location of event
- Main contact person (i.e. President or Social Chair)
- Contact Information for that person including phone number and email
- Advisors name and contact information including phone number and email
- Description of event
- Estimated Attendance
Information Distribution: Describe the type of information being distributed.
Sales: List of items to be sold and cost. If using an outside vendor, give contact information (name, phone number, etc.). Anything with a UT logo must be approved through the licensing department, Michael Keener 974-1444.
Food: List types of food items. All food items supplied on or off campus must have Campus Dining's approval.
Tables/Chairs: Must specify who is supplying tables and chairs. (Facility Services, University Center, Organization, Outside Vendor, etc.)
The Facilities Services Department will only provide specified services at no cost to registered student organizations. Students participating in activities with non-registered organizations will be charged for all services.
Services provided to registered student organizations at no cost Monday-Friday
- Set up, use, and break down of tables, chairs, and risers
- Trash boxes and recycling services
- Access to electrical power and outlets
Services provided to registered student organizations at no cost Saturday and Sunday from 8:00am-5:00pm
- Set up, use, and break down of tables, chairs, and risers
- Trash boxes and recycling services
- Access to electrical power and outlets
Registered student organizations can reserve up to 30 tables per event on football Saturdays. Organizations needing more than 30 tables will need to rent all tables from an outside organization.
For more information contact Facility Services.
UT Police: The UT Police will be involved in anything considered a dance or major event. Click here for the Major Event Policy.
Parking Services: For any major event where parking will be an issue, Parking Services must be notified.
Knoxville Police Department: For Parade Permits and Road Races, KPD must be notified. Parade permits will need to be completed well in advance of the actual event. Click here for the City of Knoxville Parade Request Form.