UTSA’s event planning initiative


Gabriella Villanueva

At the start of the semester, UTSA introduced a new way to streamline event planning across the university. This initiative features the use of 25Live and RowdyLink to plan all event needs in one place and improve communication between all campuses including Main, Downtown and Hemisfair Park.

“The new planning process provides a one-stop tool for event planners, promoting student leadership development and an ease of use of university facilities,” said by Nikki Lee, UTSA Senior Associate Director of Student Union Events Management and Conference Services.

This new centralized process allows students to navigate a single website to plan events. Event planners, event schedulers and campus service providers such as Safety, Learning Technologies, Facilities, The Student Union and the Police Department, have to follow three steps to plan their events.

The event processes begins with 25Live. Event planners will be able to see room availability hosted by Events Management and Conference Services (EMCS). Event planners will then be designated an event reference number which will be used for the next step.

Secondly, all event requestors will submit event details through RowdyLink and can request services such as faculty, technologies and campus services if needed. Requesters will need their reference number at this step and their events will take about five businesses days to be approved.

Lastly, if necessary, plan a meeting to confirm event details with a space scheduler or event manager.

“The centralized process makes planning easier for event planners, event schedulers and campus service providers by recording all event-related information into one platform,” Lee said.