Special Event Requirements Guide
The Special Event Requirements Guide details safety considerations and requirements established by Texas A&M rules and SAPs to support the success of events on campus. Click on the checkboxes on the left sidebar applicable to your event and the requirements needed to apply for a Special Event Permit will be displayed.
Important Things to Note
Event Planning Checklist
Select the details that are applicable and relevant to your event.
Food and Non-alcoholic Beverage Distribution
EHS Food Distribution Permit
All events where food or non-alcoholic beverages will be distributed or sold to the public must follow University SAP 24.01.01.M4.02: Food Safety and Sanitation. You may need to submit a Food Permit Request to Environmental Health & Safety (EHS), dependent on the type of food or non-alcoholic beverage and how it is being distributed. Visit EHS’s Food Safety Program website for more information regarding which food and non-alcoholic beverages require permitting. Any food or non-alcoholic beverages not fully prepared by a Brazos County permitted commercial food vendor prior to distribution will need a Temporary Food Permit that must be obtained in person from Brazos County Health District 72 hours in advance of the event. Some food items, such as brownies, cookies and other items that do not require temperature control for food safety, may be exempt from needing a Temporary Food Permit. For more information regarding exemptions, contact the Brazos County Health District.Helpful Links
Sales/Solicitations
Sales and solicitations on Texas A&M campus are regulated by University SAP 21.99.09.M0.03. If the Host Organization is a Texas A&M academic unit, administrative unit, or affiliate, a permit can be requested by contacting the Department of Student Activities Student Organization Leadership and Development office directly. Recognized student organizations can request a permit through the Get Involved system on the Student Activities website. Any unaffiliated third-party vendor wishing to conduct sales on campus will need to have their eligible sponsor submit a contract request through Aggie Buy. Unaffiliated third-parties will not be permitted to solicit donations.Helpful Links
Sponsorship
Texas A&M has contracts with certain vendors that guarantee contractual exclusivity with their products and/or services. If any brand or business external to Texas A&M plans to sponsor the event, verification is needed to determine that these contracts are adhered to and that no additional contracts are required.Helpful Links
- Office of Business Development
Licensing
The Office of Business Development promotes and protects the Texas A&M University brand by regulating the use of the university’s trademarks, names and logos. The procedure that governs the use of Texas A&M Intellectual Property can be found in University SAP 09.02.99.M0.03. If any Texas A&M licensed merchandise is to be sold or distributed at the event, you must contact the Office of Business Development to verify any and all licensing requirements are met. Any use of Texas A&M’s intellectual property (text and design) must adhere to the University’s Brand Guide and be approved by the Office of Business Development.Helpful Links
Alcohol Service
If alcohol will be served at the event, a contracted vendor properly licensed by the Texas Alcohol Beverage Commission must be used to serve in accordance with University SAP 34.03.99.M0.01. All requests for alcohol on campus must be approved in advance by the Vice President or Dean (or designee) with oversight of the event using the Alcohol Service Request Form. Possession or consumption of alcoholic beverages is only permitted in locations designated by the Texas A&M President and approved by the Texas A&M System Chancellor. Events involving alcohol on campus may be required to have security present. You are encouraged to consult with the University Police Department (UPD) for advice on when and how much security is advisable.Helpful Links
Animals
Any official activity on the Texas A&M campus that involves animals must be compliant with local, state, and federal regulatory requirements, be attentive to animal and human health, safety, and wellbeing, and be held at an approved location. Requests to bring animals onto campus must be submitted to the appropriate Facility Coordinator at least two weeks prior to the date of the event using the Animal Activities Form. The Office of the University Attending Veterinarian must, at all reasonable times, be permitted full access to examine any/all animals to be used in and/or kept on the premises during the event. Texas A&M reserves the right to ask for the removal of any animal deemed aggressive or a potential danger to themselves, humans, or other animals.Helpful Links
Tickets
Tickets for Special Events held at Texas A&M athletic facilities must be exclusively sold through the 12th Man Foundation and must conform to all requirements outlined in ticketing services software contracts. If the event is being held in a Texas A&M athletic facility, you are responsible for submitting the Special Events Ticketing Worksheet and coordinating with the 12th Man Foundation for any ticket sales. Exceptions may be considered but will require written approval from the 12th Man Foundation and the software provider.Helpful Links
Commercial Filming/Photography
Commercial Filming, Videotaping, and Photography by Non-University Groups
Texas A&M will not permit the unrestricted use of commercial filming, videotaping, embedded augmented reality, graphical interchange format (GIF), or any other visuals of any of its facilities by non-University groups. Anyone external to Texas A&M must execute the University’s Location Agreement prior to filming or photographing on campus and execute the University’s Image & Video License Agreement prior to using University-owned images and/or videos. More information regarding commercial filming and/or photography by non-University groups can be found by contacting the Office of Business Development.Commercial Filming, Videotaping, and Photography by Faculty, Staff, and Students
Anyone internal to Texas A&M must follow the Photo & Video Brand Guide, and all identifiable individuals in videos and/or photographs must sign a Media Release Form before that media can be used.Helpful Links
Minors
Pursuant to University Rule 24.01.06.M1: Campus Programs for Minors, all events that allow the attendance or participation of individuals under the age of 18 have specific requirements they must adhere to. More information about the requirements of events involving minors can be found at the University Youth Programs website or by emailing [email protected].Reporting Incidents with Minors
Should an incident involving a minor occur during the event, the Incident Report Form must be submitted within 24 hours of the incident. Incidents can include, but are not limited to, verbal or physical altercations, physical harm or injury, etc. See the University Youth Programs: Incident Report webpage for further information on what constitutes an incident and the Incident Report Form.Helpful Links
Static Display
Static Display
A static display at Texas A&M is a stationary exhibit, typically featuring military equipment, vehicles, or aircraft, made available for public viewing and interaction over a designated period. Planning a static display requires detailed information to guarantee visitor safety and determine the most suitable location to prevent damage to campus property. You will need to provide an estimation of the overall component dimensions and if road closures or security will be required.Landing Aircraft
If the display involves landing aircraft, the College Station Fire Department (CSFD) must be on scene to establish a landing zone. CSFD will be notified of the request, and approval will be dependent on their availability.Fencing/Barriers
All fencing and barriers must be identified on the site plan. Individual occupancy capacities and exiting requirements may be established for each delineated area and on-site inspections may be required by Environmental Health and Safety. All enclosed areas require submission of a fully dimensional diagram with measurements that will be reviewed for exiting and capacity requirements. The fully dimensional diagram(s) must be included with the site plan.Generators
Generators should always be kept a safe distance (5 feet) from buildings, exits, and anything that could easily catch fire, per the National Fire Protection Association code (NFPA 37), Per the International Fire Code 3107.16, generators and other internal combustion power sources shall be separated from tents or membrane structures by not less than 20 feet and shall be isolated from contact with the public by fencing, enclosure or other approved means. This helps prevent accidental fires and makes sure that emergency exits are never blocked by equipment. Any fuel used for these machines—like gasoline or diesel—must be stored securely and away from both people and ignition sources. Only small amounts of fuel should be kept on-site unless special permission is given, and there must always be fire extinguishers nearby, just in case. Generators should also face away from where people are gathered to prevent harmful fumes from drifting into the crowd. Environmental Health & Safety staff will conduct inspections to make sure every setup follows these rules before an event starts. By following these guidelines, event organizers help ensure everyone’s safety, keep the event running smoothly, and avoid any interruptions caused by accidents or code violations.Tents/Temporary Membrane Structures
All tent or temporary membrane structures must comply with University SAP 21.99.09.M0.01 and the Texas A&M Tent General Guidelines established by Environmental Health & Safety (EHS). Tents and temporary membrane structures having an area in excess of 400 square feet or tents/temporary membrane structures open on all sides, having an excess in area of 700 square feet without a minimum clearance of 12 feet to all structures and other tents shall not be erected, operated, or maintained without first obtaining a permit and approval from EHS using the Tents and Temporary Membrane Structure Permit Request. The aggregate area of multiple tents placed side by side without a fire break clearance of 12 feet shall be calculated as a single tent for square footage calculations. If any tent is anchored with stakes 12 inches or greater in length, the University Utility Locate Procedure must also be followed. More information about the Utility Locate Procedure can be found on the Utilities & Energy Services Digging Procedures webpage.Helpful Links
Temporary Stages/Support Structures
Texas A&M requires a separate permit, issued by Environmental Health & Safety (EHS), for the use of any temporary stage, platform, bleacher system, truss structure, scaffolding, or other similar temporary facility not rented from or provided by the university. EHS must conduct a site inspection prior to the use of any permitted structure. Events planning to use any temporary stage, platform, bleacher system, truss structure, scaffolding, or other similar temporary facility must also maintain minimum insurance coverage to operate on the Texas A&M campus.Helpful Links
Drones
Before any UAS operation on or above Texas A&M property, approval must be obtained from the Texas A&M UAS Supervising Authority. If the event involves UAS operations, the UAS Flight Authorization application must be completed prior to the event. These requirements apply to all contractors, vendors, employees, and students. The flight(s) must also comply with all Federal Aviation Administration (FAA) rules and regulations and provide a copy of the drone operator’s FAA Part 107 License.Helpful Links
Pyrotechnics/Flame Effects/Entertainment Lasers/Fireworks
Pyrotechnics, Flame Effects, and Entertainment Lasers
The use of pyrotechnics, flame effects, and/or entertainment lasers on the Texas A&M campus is regulated and requires an operator licensed to operate in the state of Texas. A separate permit application, maintained by Environmental Health & Safety (EHS), must be submitted for review and approval. Once received, a site inspection will be conducted, and a product demonstration of any pyrotechnics or flame effects prior to the actual production will be requested. If approved, a permit for the use of the pyrotechnics, flame effects, and/or entertainment lasers will be issued specific to the location, approved date(s) and time(s), and any special restrictions. EHS will provide copies of permits to the local fire and police departments. Events planning to include pyrotechnics, flame effects, and/or entertainment lasers as a part of the event must also maintain minimum insurance coverage to operate on the Texas A&M campus.Fireworks
The use of consumer fireworks by the public on campus is prohibited. An exception request for University approved/sponsored events may be considered by EHS and can be submitted using the Fire and Life Safety Information Request form.Helpful Links
Amusement Rides
All events involving amusement rides must comply with the requirements of the Fire and Life Safety - Amusement Ride Program maintained by Environmental Health & Safety (EHS). Examples of amusement rides include trackless trains, rock climbing walls, mechanical bulls, and continuous air-flow inflatable rides/devices (bounce houses, inflatable slides). A separate Amusement Ride Permit, issued by EHS, must be obtained for each ride and all amusement rides must be included on the site plan. The owner of the amusement ride must maintain and provide documentation of required insurance coverage in accordance with the Texas Department of Insurance (TDI) and Texas A&M in order to operate on campus. The owner must also provide the current Amusement Ride Certificate of Inspection/Reinspection from TDI and possess the amusement ride compliance sticker on site of the event.Helpful Links
Run/Walk/Bike Race
Fun Runs
A fun run is a recreational footrace that prioritizes participation and enjoyment over competition. To schedule a fun run on Texas A&M campus, you must coordinate with Transportation Services to determine the route and date. Fun runs may only be scheduled on non-holiday and non-home football game weekends. To make an appointment with Transportation Services, call 979.862.7943 or visit their Fun Run page for more information.Helpful Links
Contracts with External Vendors/Individuals
Host Organizations Internal to Texas A&M
If the Host Organization of the event is an academic/administrative unit or student organization and plans to work with an external vendor/individual, additional steps will be necessary. A contract request should be submitted in AggieBuy if the agreement involves receiving funds from an external vendor/individual, such as through a sponsorship, or does not involve the exchange of funds. A Requisition will need to be initiated in AggieBuy if funds will be disbursed to the external vendor/individual.Host Organizations External to Texas A&M
Per University SAP 24.99.99.M0.02: External Client Events, events organized by an external party but held on the Texas A&M campus must be sponsored by a Texas A&M academic or administrative unit, recognized student organization, or a Texas A&M System member, known as the Eligible Sponsor. The Eligible Sponsor will need to coordinate with Host Organization to start the contracting process and complete the External Client Sponsorship Form.Helpful Links
Street/Sidewalk/Parking Lot Closures
If street, sidewalk, or parking lot closures will be requested for the event, you must contact Transportation Services at 979-862-7943 to schedule a meeting to discuss the details of the event. All proposed street closures must also be included on the proposed site plan/route map. The Host Organization is responsible for ensuring traffic/safety equipment and signage is provided, by either Transportation Services or an outside company, for the safe closure of streets and proper detour and parking information.Security
The University Police Department (UPD) is responsible for the protections of persons and property at Texas A&M, including at special events and, after a review of all event plans, has final authority to require a minimum number of police officers and licensed private security guards necessary to staff the event. UPD can be requested to staff security at the event using a Police Service Request. If you would like to hire private security for the event, you are required to consult with and receive approval from UPD before contracting outside security or personnel. All private security must also coordinate with UPD to complete any required training and certifications before working an event on Texas A&M campus.Helpful Links
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Select details from the left to see the information required for each.
