All registered student organizations in good standing have the privilege of holding events on campus. Depending on the kind of event, you may need to complete Event Registration.
All events* that require Event Registration in Get Involved are required to be submitted at least 5 business days before the event in order to be considered for approval. RSO regular meetings are not required to register their event through this process.
*Events that require additional approvals (food, tents, open flame, etc.)
- Food is being served
- Alcohol is being served
- Audience includes minors or off-campus guests
- Attendance of 200 or more
- Social in Nature
- Charging Admission or Collecting Money
- High Risk Activities (potential for injury, harm, damage, etc.)
- Receiving funding (AFB or CCA)
- Funded by Student Services Fee
- Held on-campus
- Other special circumstances
Student Organizations can complete Event Registration exclusively online! Additionally, student leaders need to also submit their reservations online.
- One of the top 3 student leaders should log on to their Get Involved account. *Must be currently registered and listed as a primary, secondary or financial officer*
- Go to your organization’s Get Involved page and click Events.
- Next Click Create an Event.
Fill out the information requested. As you answer questions about your event the system will generate your necessary forms. That’s right all required forms are embedded in the online Event Registration process! To ensure approval make sure you answer all questions completely.
Students must include their Conference and Reservation Services (CARS) Reservation ID number or the contact information building coordinator who made the reservation.
- Be specific about the event’s actual location in the form (Room Number or Table Number)
- Make sure the date(s) and time(s) in the form coincide with your reservation(s)
- Be sure you have your notifications “ON” in Get Involved so you can make any updates to your event registration.
- Once you have completed the event registration form you will be taken to the “Thank You” page. Please note, at this point you have only completed the first step. Click the link that says, “Make your online space reservation request.”
- To reserve space online, you will need an EMS login. (If you have not been contacted about this account, contact email@example.com)
- Complete your online space request.
- You will be notified within 7 business days of your reservation submission by Conference and Reservation Services (CARS) on the status of your reservation.
- Large scale events, may take longer than 7 days. Please plan accordingly.
- If you make any changes to your reservation, please contact Student Center CARS immediately.
- Have a great Event!
Advanced reservations for weekly/bi-weekly/monthly meetings in the Student Center open on November 15th (for Spring Semester) and April 15th (for Summer Term and Fall Semester). Other reservations for events will be accepted up to 6 months ahead of the event date. Spaces fill up quickly.
Effective Date – October 1, 2020
Event Planning for Student Organizations
The Center for Student Involvement wants to help you and your student organization plan successful meetings and events this Fall by keeping you informed of UH’s current guidelines and safety measures. As we receive guidelines related to campus meetings and events, we will keep you updated.
Update! Is your student organization meeting in person? Are you planning to have in-person events again? Please review this information about COVID-19, Vaccinations, and Student Organizations. For most up-to-date information please visit the UH COVID-19 Response Page.
Will I be required to get a COVID-19 vaccination?
According to Governor Abbott’s Executive Order, any organization receiving state funds cannot require a COVID-19 vaccination. However, the University strongly encourages all students, faculty and staff to get a COVID-19 vaccination, which is readily available at multiple sites throughout the region.
Will I not be able to participate in student organization activities or suffer any consequences if I do not get a COVID-19 vaccination?
You will not be banned from participating in student organization activities from not being vaccinated. However, to protect yourself and those around you, we strongly encourage you to consider being vaccinated.
Can a student organization officer ask if I have been vaccinated? Can they ask if I have had COVID-19?
Student officers should not ask whether any student has received the vaccine or contracted COVID-19. However, if you test positive for COVID-19, it is your responsibility to report your diagnosis via the COVID-19 Report Forms.
Can I as a student officer ask if my members have been vaccinated? Can vaccination be a requirement for membership or participating in activities?
Student organizations and officers should not ask whether any student has received the vaccine or contracted COVID-19. This cannot be a requirement for membership or a requirement to participate in activities. However, if your members test positive for COVID-19, please share information and resources with them from the university's UH Responds to COVID-19 page.
Can I as a student officer ask or require my members to wear masks? Do we have to wear masks to participate in event or organization activities?
As of May 18, 2021, the University of Houston continues to encourage the wearing of face coverings, especially for individuals who are not fully vaccinated, but following Governor Abbott’s Executive Order and effective immediately, face coverings will no longer be required on campus. Student organizations and officers should not require any to wear face coverings. However, you can highly encourage face coverings for your events. For more information about this update, visit UH Responds to COVID-19.
The Center for Student Involvement encourages all Registered Student Organizations to register their virtual meeting and events in Get Involved. This is in an effort to ensure UH students can discover meetings, events and activities that are open to them.
The Center for Student Involvement can help you set up:
- Virtual member and executive board meetings (can be managed via Microsoft Teams )
- Officer elections via Get Involved
- Events in a virtual environment
We are also available via online meetings or phone calls for support and assistance with your student organization.
As you consider hosting virtual meetings and events, please be sure to take the following steps:
- Place meeting and events in Get Involved for approval as you normally would do for on-campus events
- Under Event Details, when asked “Show To,” please select the most appropriate for your organization
- If this is a meeting or an event that is open UH students, then select “students and staff at University of Houston.”
- If this is a closed meeting or event that is only open to the organization, then select “organization members.”
- Public and Invited Users are other options you could choose if appropriate
- When selecting, “Who can attend this event,” mark the box that says “open to UH community” as many students are looking for ways to engage with other students during this time
- Add the virtual location (the Zoom link or other link) to this event – this is a new feature that Get Involved offers
We encourage you to continue to meet during your normal day/time for meetings by using an online video conferencing system such as Microsoft Teams
Microsoft Teams (AKA Teams) is a workspace for real-time collaboration and communication, meetings, file and app sharing, and more. Students, faculty, and staff can create virtual meetings that can be joined by anyone in the world with a simple link.
- There is a screen-sharing feature that would allow a PowerPoint or documents to be displayed and discussed as well as a recording option if content would like to be recorded in advance and distributed to organization members.
- Teams may be helpful for: full organization meetings, executive board meetings, committee meetings, interviews, one on one conversations, and more.
Microsoft Teams Resources:
Your organization's Get Involved page has the capability to facilitate many things online that organizations may have initially scheduled for in-person meetings during the next few weeks into the remainder of the semester. The organization tools available for your organizations may be very helpful for this. Log on to the CSI On Demand page and get all the information on:
- Creating a Virtual Election
- Office Change Requests
- Event Registrations
- Get Involved Overview of all Features
Email firstname.lastname@example.org if you have any questions.