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Zero Waste Events

Zero Waste Events is a program of UT Resource Recovery and was created to help further UT Austin's Zero Waste Goal as stated in the Sustainability Master Plan (PDF). 

Led by undergraduates committed to a Zero Waste campus and green planet, this group support faculty and staff event coordinators during the planning process to reduce waste.  Together, we can reduce a significant amount of avoidable waste at events.  

 

Requesting a Consultation 

To schedule a consultation or ask any questions you may have about hosting a zero waste event, reach out to RecoveryInterns@austin.utexas.edu at least two weeks in advance of your event.

 

Compliance & Purchasing

 

Compliance Forms

An event would not be complete without the required paperwork. Below are some forms that you may need to complete according to the scope of your event. Check out the Terminology section below for more details on each.

Tip: Risk Management Guidelines for Special Events provides specific details that should be considered before planning a large-scale, sponsored event.

 

CONTRACTS & Purchase orders

Contract: Use a contract for the procurement of services or deliverable goods when you have a complex scope of work with a multitude of deliverables.

Purchase Order: Use a Purchase Order (P.O.) for purchases of deliverable goods, continuing services (e.g., copy machine maintenance) and software licenses, wherein the P.O. Terms and Conditions of Orders will govern the procurement.

Tip: All contracts for hotels and catering with a value over $15,000 require Purchasing Office approval. Schools and departments must submit either three bids or an Exclusive Acquisition Justification (EAJ) request to their Purchasing Office buyer team. Once reviewed, the Purchasing Office will forward approval to the Business Contracts Office. This policy only applies to contracts with external providers. Internal University of Texas Austin units providing these services, such as AT&T Conference Center, Thompson Conference Center, Division of Housing and Foods, and others are exempt from procurement approval. The RFP and bidding process can take several months to complete, so make sure you are planning well in advance if you are working with a large budget.

Tip: The Handbook of Business Procedures is the definitive resource for your questions on University business procedures and fiscal oversight.

 

Planning Resources

Now that you've crafted a strategy for your event, and determined your basic timeline and budget, let's get into the nitty gritty details! Start by finding your perfect venue: many of the other choices you make will be determined by the location of your event. 

Use the rest of the planning resources on the left sidebar to fill in the details of your event after a consultation with us, or simply use the downloadable consultation form in conjunction with the resources on this site to plan your event.

Tip: Always customize planning materials to reflect the scale and purpose of your event. No two events are exactly alike!

Post-Event

What happens after an event is just as important as the initial planning and execution. When you reach the end of your event, ask yourself these key questions: Were the overarching goals of the event realized? Are your attendees looking forward to next year? If relevant, was the fundraising goal achieved?

If appropriate for your audience, sending a post-event survey can help you assess event outcomes. The university’s preferred survey tool is Qualtrics. For events specifically, Wufoo is also a great form builder. 

POST-EVENT SURVEY 

Tip: Sending a communication post-event is your guest’s final memory and a last opportunity to reinforce your event goals. Options include:

  • A personalized note or email from the event owner or host
  • A link to event photos or videos
  • A call to action 
  • A bulk post-card mailing 

 

  1. Communicating About Events
  2. Budget
  3. Timeline
  4. Parking