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Student Organization Event Process

Submitting your Student Organization Event

Each meeting, event, fundraiser, and or community service occurrence requires submission of an event request form to the OSL via Presence for review and approval before the activity can take place. The OSL is available to assist organizations with planning events held on campus.

Please submit this form AT LEAST TWO WEEKS PRIOR to your event to allow for form review and approval time.

How to Submit an Event Registration Form:
  1. Go to uthealthsa.presence.io
  2. Log in using your UTHSA credentials
  3. Click on the Forms tab
  4. Click on “Event Registration”
  5. Fill out the form and click “Submit”

After completing the form, it will be sent to your faculty advisor for approval and then to Analisa Davila, Program Coordinator, Student Engagement for OSL approval. Once those two approvals take place, you are now able to begin any actions necessary to make your event happen, such as room reservations, promotions, equipment requests from the OSL, etc.

NOTE: If alcohol will be served or available for purchase at your event, your form will also be sent to Director of the Office of Student Life, Le’Keisha Johnson for approval following the approval of Program Coordinator, Student Engagement, Analisa Davila.

This includes any establishment that has the ability to serve alcohol, whether your student organization is providing it or not. Please note, you may be contacted for additional information needed before final approval if your event is being held where alcohol is accessible.

Reserving a Room on Campus for a Student Org Event

Use of rooms and space is subject to policies and procedures. A student organization’s Event Registration Form must be approved by the OSL before a room reservation request can be submitted.

A student organization must have a room reservation confirmation e-mail from the Scheduling Office in order to officially use space on campus for events or meetings.

NOTE: If a student organization would like to use on-campus facilities for events that host minors, the event will need to be sponsored by a UT Health San Antonio department and will need to include approval from Dr. Irene Chapa.

How to make a Room Reservation on Campus
  1. Submit an Event Registration form for your event/meeting/gathering via Presence.
  2. Form must receive approval from your faculty advisor and then, the Office of Student Life.
  3. Once approved, export the PDF version of your approved form.
  4. Only after your event has been fully approved, you may complete a Room Reservation Request Form and email the form and the PDF of your approved Event Registration form to scheduling@uthscsa.edu. Please also CC Analisa Davila (davilaa6@uthscsa.edu) on those emails.

For reservations on volleyball courts, softball fields, upper/lower fields, and track, contact Ben Rivers in the Office of Student Life at 210-567-5220 or email riversw@uthscsa.edu.

For School of Nursing atrium and lobby reservations, contact the Nursing Student Success Center team at 210-567-5892.

NOTE: If a student organization would like to use on-campus facilities for events that host minors, the event will need to be sponsored by a UT Health San Antonio department and will need to include approval from Dr. Irene Chapa.