Student Organizations: Resources

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Rules & Regulations

UTMB's student organizations are governed by the University of Texas System Board of Regents' Rules and Regulations. The following policies are provided for reference.

Organization Handbook/Resource Guide

While this handbook/resource guide is intended to be a summary of certain matters of interest to student organizations, its readers should be aware that:

  • It is not a complete statement of all procedures, rules, and regulations of the University;
  • The University reserves the right to change without notice any procedure, policy, and/or program which appears in this handbook;
  • Divisions and departments may have their own procedures and policies, which apply to student organizations.
Student Organization Handbook & Resource Guide
Social Media & Web Guidelines for RSOs and RCOs

Event & Room Reservation General Guidelines

The Office of Student Life is committed to supporting your events; however, proper advance notice is essential to ensure timely review and approval. Timely submissions help us avoid denials due to space limitations or processing constraints.

Student organizations are encouraged to host a variety of events throughout the year. Most events require an Event Proposal/Notification Form, and all campus space use requires a Room Reservation.

Event Classifications

  • No Proposal Required: General Meetings, Special Meetings, Speaker Meetings (Virtual)
  • Proposal Required: Speaker Events (in-person guest), Conferences/Symposiums
  • Additional Approval Required: Fundraisers, Collections, SGA-Sponsored Events
  • Off-Campus Events: Submit the same Event Proposal form

Submission Timeline

  • 7–10 business days (minimum): general and special meetings
  • 2–4 weeks: Medium events (workshops, room setups, equipment)
  • 1–3 months: Large events (banquets, conferences, festivals)
  • NOTE: Requests submitted less than 15 business days before large/special events may be denied.

 Room Reservations

  • Only authorized officers may submit requests (not faculty advisors)
  • Some events may need VP/Provost approval
  • Event Proposals can take 1–4 weeks for approval
  • A confirmation email from Classroom Services is required before using space

Begin promotions only after approval/confirmation

 Alcohol at Events If alcohol is served, the request will be reviewed by:

  • Student Life Program Specialist
  • Director of Student Life and Additional Leadership
  • Additional details may be requested before approval.

 How to Submit

Student Organization Handbook & Resource Guide: https://utmb.us/e3g

Thank you for following these guidelines to help your events run smoothly.

For support and questions, please reach out to Noelle (Nikki) Hargis-Milford, Student Life Program Specialist. She serves as the Student Organization Advisor in the Office of Student Life and is your primary point of contact for all matters related to student organizations. Nikki has a wealth of experience and knowledge.

You can contact Student Life at studentlife@utmb.edu for assistance.

Officer Update Form
Submit an Announcement
Room Reservation Request Form
Event Proposal Form

Reservations - Rooms and Capacities

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  • Basic Sciences Building
    • BSA 2.212 | Theater Seating | Capacity 106
  • Clinical Sciences Building
    • CSA 3.362 | Theater Seating | Capacity 330
  • Health Education Center
    • HEC 1.200 | Classroom | Capacity 160
    • HEC 1.202 | Classroom | Capacity 160
    • HEC 2.206 | Classroom | Capacity 144
    • HEC 2.220 | Classroom | Capacity 144
    • HEC 3.200 | Classroom | Capacity 60
    • HEC 3.201 | Classroom | Capacity 60
    • HEC 3.206 | Classroom | Capacity 136
    • HEC 3.222 | Classroom | Capacity 152
    • HEC 5.400 | Conference | Capacity 8
  • Levin Hall
    • Levin 3.320 | Classroom | Capacity 49
    • Levin 3.324 | Classroom | Capacity 60
    • Levin Full Auditorium | Theater | Capacity 486
    • Levin North Auditorium | Theater | Capacity 250
    • Levin South Auditorium | Theater | Capacity 250
    • Levin Main Auditorium | Theater | Capacity 986
  • Research Building #6
    • RB6 1.102 | Conference | Capacity 22
    • RB6 1.108 | Conference | Capacity 24
    • RB6 1.206 | Theater | Capacity 163
  • SHP/SON Building
    • SHP/SON 1.202 (Quad) | Theater | Capacity 79
    • SHP/SON 1.304 (Quad) | Theater | Capacity 98
    • SHP/SON 1.102 (Quad) | Theater | Capacity 101
    • SHP/SON 1.104 (Quad) | Theater | Capacity 79
    • SHP/SON 1.402 | Classroom | Capacity 60
    • SHP/SON 1.408 | Classroom | Capacity 51
    • SHP/SON 1.406 | Conference | Capacity 18
    • SHP/SON 1.418 | Classroom | Capacity 21
    • SHP/SON 1.420 | Conference | Capacity 10
    • SHP/SON 1.424 | Conference | Capacity 12
    • SHP/SON 1.442 | Classroom | Capacity 42
    • SHP/SON 1.444 | Classroom | Capacity 40
    • SHP/SON Lobby | Lobby/Lounge | Capacity 10
  • Old Red (Ashbel Smith)
    • Old Red Amphitheater | Theater | Capacity 243
  • Jamail Student Center
    • Jamail Cafeteria | Cafeteria | Capacity 100
    • Jamail 2.124 | Conference | Capacity 20
    • Jamail 2.132 | Conference | Capacity 40
    • Jamail 2.110 | Conference | Capacity 8

Advertising for your Organization

We want to help you get the word out about your organization! We have three ways to help you reach other students and the UTMB community.

News & Notes: Your Weekly Student Newsletter

Stay in the loop! News & Notes is emailed to all UTMB students every Thursday morning, packed with updates, events, and opportunities.

Want to be featured? Submit your content by Wednesday at noon to be included in that week’s edition.

Submit
Social Media Promotions

Want to Be Featured on Student Life Social Media?

Share your content with us! Whether it's a blurb, flyer, or video, we’d love to help spread the word by posting it on our social media.

Already have a post on Facebook or Instagram? Just send us the link, and we’ll gladly share it to help amplify your message.

Share
Bulletin Boards

Looking to promote your event or organization? Physical flyers can be posted on designated bulletin boards around campus. Before posting, all flyers must be approved and stamped by the Office of Student Life.

Visit us on the 2nd Floor of the Jamail Student Center and connect with a Student Life Program Specialist to get your flyer stamped and ready to go!

Download: UTMB Campus Bulletin Board Locations.pdf

Equipment Checkout

Need to borrow some supplies? We have everything from games to tech to tables. Read the full list below.

Equipment List:

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  • Sports & Games
    • Corn Hole - Large (2)
    • Corn Hole - Small (2)
    • Bocce Ball
    • Spike Ball Sets (4)
    • Giant Jenga
    • Giant Connect Four (2)
    • Giant Checkers
    • Ladder Ball (2)
    • Tug-o-War Rope
    • Board Games
    • Playing Cards
  • Event Set-Up
    • Tables - 6ft (12)
    • Chairs (14)
    • Coolers (6)
    • Decorations 
  • Technology
    • Projector & Screen
    • Presentation Clicker
    • USB/HDMI Converters

Printing & Copies

Student Organizations are can print/copy up to 250 pages each year. The pages must relate to organization business - we can't print any personal pages.

To get your pages printed: Email student.life@utmb.edu with at least 24 business hours notice.

Risk Management

You can review and download the Risk Management presentation and additional Information here. This is what will be covered in the Risk Management Training.

View Presentation

If you have any questions, please email student.life@utmb.edu.

Premium Zoom Account

Looking to host a virtual meeting or event? We've got you covered! Student organizations can request use of our account to hold meetings or webinars that will last more than 40 minutes. To reserve the Zoom Account, check out the link below.

https://utmb.us/aov
Our new form makes it easier than ever to book a Zoom Meeting!

Office of Student Life

Office of Student Life Phone Directory
(409) 772-1996
Please visit the "Meet the Team" section to find the office phone numbers of individual staff members.

Email: student.life@utmb.edu

Physical Address:
Lee Hage Jamail Student Center, 2nd Floor
920 Strand Street | Galveston, TX 77555
Building #14 on campus map: Link to campus map

Mailing Address:
Office of Student Life
University of Texas Medical Branch at Galveston
301 University Boulevard | Galveston, TX 77555-1316