Howdy Week Events

A Howdy Week event is hosted in a virtual and/or reserved space with a designated start and end time throughout the designated Howdy Week dates and has received approval from the Howdy Week Committee.

Approved Howdy Week events are listed on the Howdy Week schedule of events and in the Texas A&M mobile app.

Tabling is not considered an event and will not be included in the Howdy Week schedule of events.

Howdy Week events must be sponsored by a University office, department, or registered student organization as defined by Student Activities. External parties of Texas A&M interested in participating in Howdy Week must seek sponsorship from a University office, department, or recognized student organization.

In order to create a full, comprehensive schedule, Howdy Week programs will be spread out throughout the designated dates of Howdy Week. General Events take place around Featured Events and cannot overlap a Featured Event by more than 30 minutes.

General Event time blocks have been created to aid you in planning your event and are posted each year in late April. We recommend reviewing the time blocks to ensure you are not planning your event for a time that a Featured Event is taking place.

Howdy Week events can be hosted in person, virtually, or in a hybrid format. All in-person events must take place on Texas A&M's College Station campus. Few exceptions will be made.

Additionally, all reservation requests must be approved and follow university event guidelines. Event Coordinators will be asked to submit a confirmation of space with their event proposal.

The Howdy Week Committee will not reserve spaces.

Event Space:

• University Center & Special Events
• Rec Sports
• Athletic Facilities
• Corps of Cadets Facilities
• Space in Academic Buildings

Virtual Platforms available to Texas A&M University:

• Zoom
• Canvas
• Google Classroom

All offices, departments, and student organizations will be limited to a maximum of five (5) event proposals.

To have your event listed on the Howdy Week schedule, you must first reserve your space on campus and have documentation confirming your reservation from UCEN or the respective building proctor to host your Howdy Week event in that space. Once you’ve received confirmation of your space reservation, you can submit a General Event proposal.

All proposals will be reviewed by the Howdy Week Committee and New Student and Family Programs following the submission deadline.

The Howdy Week Event Planners Guide has several resources related to in-person programs. Contact the facility manager for additional information.

Student Organizations 

• Event Planning: studentactivities.tamu.edu/manage-your-organization/event-planning
• Maroon Link: maroonlink.tamu.edu
• Organization Manual: studentactivities.tamu.edu/resources/organization-manual

Virtual Resources

• keeplearning.tamu.edu
• keepteaching.tamu.edu
• tamu.zoom.us

All Event Coordinators must:

• Submit a General Event proposal by the designated deadline.
• If approved, submit all event details to the LiveWhale calendar by the designated deadline.
• Market your event. New Student and Family Programs is responsible for promoting Howdy Week as a whole and will ensure your event is on the schedule of events; however, Event Coordinators are responsible for any additional marketing they would like to do.
• Consider accommodations for those with varying abilities.
• Gather a general estimate of the number of event attendees.
• Complete the Howdy Week Event Coordinator survey following the completion of Howdy Week.

For in-person events:

• Reserve a space and work with the building proctor for any additional steps and/or forms that are required.
• Save the building proctor's contact information in the event you need to contact them on the day of your event.
• Coordinate all logistics associated with the event including reservations, costs, insurance, waivers, contracts, permits, etc. that may be associated.
• If the event is outdoors, develop a contingency plan in case of inclement weather or extreme temperatures.

For virtual events:

• Provide an online registration link and/or link to access your event in the proposal.
• Schedule time to practice with the technology prior to the event and contact the appropriate tech support if any questions or concerns arise when practicing.
• Designate somebody to assist with any technology issues that may arise on the day of your event.

Tabling is an opportunity for a University office, department, or registered student organization as defined by Student Activities to share more information on what you do and who you are. While the Howdy Week schedule will not include individual tables in the schedule of events, you are welcome to table during the designated dates of Howdy Week. However, you will not be permitted to use the Howdy Week name, logo, or branding.

Here are some things to do and consider: 

• Review the Event Planners page on the Howdy Week website.
• Think about the purpose of the event you are interested in hosting.
• Think about the timing of the event: does it need to happen prior to the start of classes or would it be better to host an event during the first few weeks of the semester?
• Will the event be virtual or in-person?

In-Person 

• Where will you host the event?
• Do you have the resources to host the event? (i.e. funding, human resources, equipment, etc.)

Virtual Programs 

• What platform will you use for delivery?
• How will you engage the participants?
• Do you have the resources to host the event? (i.e. funding, human resources, equipment, etc.)

You can still host your intended event; however, it will not be published in the Howdy Week schedule and you are not permitted to use the Howdy Week name, logo, and branding.

All decisions are final regarding the Howdy Week program.

Please review Texas A&M's Environmental Health & Safety website for a step-by-step guide for events with food. Follow the steps to determine whether you need to complete a Food Distribution Form.