Event Permits
Special Event Permit Guidelines
Overview
A Special Event Permit is required for events that involve significant coordination, resources, or impact on campus operations. Examples of events that typically require a Special Event Permit include:
Determining whether your event requires a Special Event Permit is based on specific criteria established by University SAP 34.01.99.M0.01: Special Event Permit Requirement.
Special Event Permit Criteria
These criteria apply to all events on Texas A&M – Main Campus, excluding NCAA sporting events and expressive activities. If you believe your event meets any of the criteria below, we recommend submitting a Special Event Proposal to determine whether a permit is required.
Scale and Scope
Events with a large audience impact, campus-wide participation, external stakeholder involvement, or cross-departmental coordination.
Uniqueness
One-time occurrences such as high-profile speakers or major festivals, excluding routine activities unless they involve special circumstances.
Complexity
Events that require multiple specific departmental permits, additional security measures, specialized equipment, venue modifications, or extensive logistical planning.
Regulatory Compliance
Events subject to Texas A&M University rules and Standard Administrative Procedures (SAPs), The Texas A&M University System policies and regulations, or legal requirements.
The Special Event Permit Process
The Special Event Permit process is managed through the online Texas A&M Special Event Permit system. The process consists of two main steps: submitting a Special Event Proposal and then completing the Special Event Permit application. These steps help ensure your event is reviewed for safety, compliance, and proper coordination with all applicable departments across campus. You can access the system at eventpermit.tamu.edu or by using the button below.
The Special Event Proposal
Once your event is determined to require a Special Event Permit and your venue is reserved, you must submit a Special Event Proposal. This proposal provides initial details about your event, allowing the Permit Administrator to assess its scope, requirements, and potential impacts.
You have seven days from reserving your venue to complete this step. To complete the proposal application, you will need to provide documentation that your venue reservation is confirmed, such as a reservation receipt or confirmation email. Additionally, if you are an external party, you must also include your Eligible Sponsor Form, though it does not need to have final signatures at this stage.
Once you have submitted the application, the proposal will be reviewed by the relevant parties. If for some reason it is determined you do not need a Special Event Permit based on the information provided, you may still hold your event, but it is essential to ensure your event complies with all applicable university rules and procedures.
The Special Event Permit Application
If after review your Special Event Proposal is accepted, you will be invited to complete the Special Event Permit application. The Special Event Permit application must be submitted within the following parameters:
Application Review
Once you have submitted your Special Event Permit Application, the applicable university departments will review submissions for feasibility and compliance. Organizers will be notified promptly if additional information is required and will work collaboratively with university departments to identify solutions or modifications necessary to ensure all event components meet required safety and compliance standards.
Upon confirmation of review by all applicable university departments and verification of all required departmental approvals, the Special Event Permit application will be approved and a Special Event Permit will be issued.
