Event Toolkit
Find the right starting point for your event.
Use the table below to identify where to begin and how much lead time you will need.
| If you need… | Start here | Lead time needed |
|---|---|---|
| To add your event to the TTU calendar (if taking place on campus) | Submit event | 8+ weeks recommended |
| Event planning guidance | Event Consultation Request | 8+ weeks recommended |
| Anthology / supporter paperwork | Internal Resources | 8+ weeks; required for any event receiving payment/gifts, or will have financial supporters |
| RSVP or registration setup | Free vs. paid | 4–6 weeks out |
| Photography or video coverage | Photo/Video Request Form | 4–6 weeks out |
| Dean attendance or remarks | Dean Attendance Request Form | 8+ weeks minimum |
| Dean's Office funding | Funding Request Application | 8+ weeks; discuss with department chair first |
| Decor items | Decor Request Form | 4–6 weeks out |
Event Consultation Meeting
To request an event consultation meeting with the Assistant Director of Events, submit the form below. Our team will follow up with a brief 15-minute meeting invitation to discuss your event vision.
Best for any event where you want guidance on logistics, timeline, vendors, or budget; especially if this is your first time planning a CHHS event.
Note: If you would like to request the Dean’s attendance or speaking remarks at your event, submit the Dean Attendance Request separately. Both forms can be submitted at the same time.
Dean’s Office Event Funding Request
The Dean’s Office has limited funding available to support college events. Follow these steps to apply:
- Discuss with your department chair first. All funding requests must be discussed and approved by your department chair before submission. Applications submitted without prior chair approval will not be reviewed.
- Complete the application. Required attachments may include your completed budget worksheet, event planning brief, and written chair approval. Contact hs.er@ttu.edu with questions about what to include.
- Email your completed packet to hs.er@ttu.edu. Submit at least 8 weeks before your event. Allow adequate time for review and approval before committing to vendors or venues.
Eligible expenses may include venue costs, catering, speaker fees, and event supplies. Contact hs.er@ttu.edu with questions about whether a specific expense qualifies.
When is Anthology paperwork required?
Anthology paperwork is required any time your event receives an external payment, sponsorship, or in-kind gift to cover event expenses. This includes:
- Cash or check payments from a corporate or individual sponsor
- Vendor-donated goods or services with a monetary value
- External grants or awards designated for a specific event
Note: When in doubt, email hs.er@ttu.edu before your event.
All Anthology-related paperwork must be coordinated with the Advancement Office at least 8 weeks before your event.
Event Planning Tools
Download and use these tools throughout your planning process. Refer to the timeline above for when each one applies.
- Event Flowchart — Not sure where to start? Begin here.
- Event Planning Brief — Worksheet to take to your next planning meeting
- Event Checklist — Use throughout planning; review closely 2–3 weeks out
- Budget Planning Worksheet — Start early; required for funding applications
- Internal Employee Resources — Contact list template, scripts, and more (restricted to CHHS staff)
Decor and Branding
The CHHS Events team maintains a library of decor items available to reserve for your event. A $25 fee per reserved item (via FOP transfer) is charged to the requesting department.
- Review the Decor Menu List to see all available items before submitting a request.
- Submit your Decor Request Form at least 4–6 weeks before your event to ensure availability.
- Confirm your department’s budget source before reserving items.
Photo and Video Coverage
Photography and videography coverage is available for CHHS events at no charge. To request coverage:
- Submit your request at least 4–6 weeks before your event. Last-minute requests may not be accommodated.
- Coverage availability depends on our team’s schedule. You will be notified once your request is reviewed.
- If coverage is unavailable through our team, we can provide guidance on approved external vendors.
Photography/Videography Request Form
Note: Photos and video from your event may be shared on CHHS social media channels and the college website. Please communicate this to your event attendees as appropriate.
RSVPs and Registration
Texas Tech offers several options for event RSVPs, ticketing, and registration. Use the guide below to find the right fit for your event.
| Free Internal or External Event | Ticketed or Paid Registration | Sponsored Event |
|---|---|---|
|
Free event with a straightforward headcount. No payment or ticketing needed. Use: Microsoft Forms — Watch the how-to video |
Event with ticket sales or paid registration. Requires platform setup at least 6 weeks out. Use: Contact cash.credit.services@ttu.edu to set up your paid registration platform. |
Event receiving external funding, sponsorship, or in-kind gifts. Requires Anthology paperwork and Advancement Office coordination at least 8 weeks out. This allows gifts to be properly tracked and stewarded. |
Day-of Event Templates
Use these templates to prepare your event-day team and keep things running smoothly. Share all documents with volunteers at least 3 days before the event.
- Show Flow Template — Minute-by-minute run of show for you and your volunteers
- Volunteer Job Descriptions — Role outlines for event-day volunteer briefings
- Agenda Template — Attendee-facing event schedule
Questions? Contact Our Team
CHHS Marketing & External Relations — Events Team
Email: hs.er@ttu.edu
For time-sensitive event questions, include your event date in the subject line for faster response.
College of Health & Human Sciences
-
Address
College of Health & Human Sciences, Texas Tech University, P.O. Box 41162, Lubbock, TX 79409-1162 -
Phone
(806) 742-3031 -
Email
hs.webmaster@ttu.edu