Department Event Checklist

Department Event Checklist

Venue Reservation

Both classroom space and non-academic venues may be requested through the UD Venue Reservation System (VRS). Please submit at least three (3) business days prior to the activity.

Less than three (3) business days? Contact the Conference & Event Services Office on 972.721.5123 or 


To start a catering order use

UD Catering

or contact ARAMARK's Catering Manager by phone 972.721.5190 or email

If you would like to serve alcohol at your event, you MUST fill out the online Alcohol Event Permit Form. Alcohol events may require the presence of at least one University of Dallas Police Department Officer. Your department will be responsible for the University of Dallas Police Department Officer fee. For more information, contact University of Dallas Police Department on 972.721.5305.

Work Orders

To request room and/or event setup (chairs, tables, podium, tents, etc) complete the Facilities Work Request.

Audio Visual Requests

Audio/visual requests may be submitted with venue reservations via VRS and will require at least three (3) business day notice. If less than three (3) day notice is given, use A/V Equipment Request Form or call 972.265.5983.

Sound Equipment

Contact Conference and Event Services for a recommendation at or extension 5123.

Advertising and Publicity

Activity and event information may be posted to the UD website calendar via VRS; information is required at least four (4) business days. If less than four (4) days, use Post an Event.

Does you event require a contract?

Speak with the chair of your department, who can direct you to the appropriate administrator to sign your contract. Never sign contracts with outside vendors yourself, with the exception of Aramark Catering Services.

Banner Requests

If you would like a banner to hang in Haggar for your event, put in your banner request to Haggar Advertising.                         Please allow for a minimum of 5 days for the completion of your request.

Student-related Events

Department events open to students can be directed to the Student Activities Office at

Be sure to get started early. Many of these reservations have a minimum one to two week time frame!