Quick answers about when to contact UTPD, how staffing is determined, costs, and what happens after your submit a request.
Need Immediate Help? Call 911 for emergencies. For planning or request-status questions, e-mail utpdspecialevents@austin.utexas.edu
Does my event require UTPD support?
Submit a request, or ask UTPD for a consultation, when your event includes one or more of the following:
- A large or complex event, with an expected attendance of 500 or more or use of multiple campus facilities.
- Controlled access such as ticketing, registration, invitations, credentialing, or security screening.
- A dignitary, VIP, or high-profile speaker or guest.
- Alcohol service, ticket sales, or significant cash handling.
- Traffic control, pedestrian movement, crowd management, or restricted-area security.
- Known or credible safety concerns, anticipated protest activity, or possible disruptions.
- Media activity or regulated elements such as drones, animals, pyrotechnics, flame effects, or open flames.
- A request from the venue, event scheduler, or another University office for UTPD review.
How far in advance should I submit a request?
To ensure proper planning, submit a request at least two weeks in advance. Requests made with less than two weeks' notice may not guarantee officer availability.
Will additional time be required for the arrival and departure of UTPD personnel?
Yes. Pre-event briefings may be required based on staffing levels and event complexity. Any work beyond the scheduled service period, including arrests, investigations, report writing, or other event-related law enforcement activities, will be billed to the event organizer.
Can I notify UTPD even if I am not requesting on-site staff?
Yes. The request form may be used to notify UTPD about an event or to request a staffing recommendation without selecting a specific personnel type.
How does UTPD determine staffing?
UTPD reviews event-specific factors such as attendance, event type, venue, access, traffic and pedestrian movement, crowd needs, VIPs, restricted areas, known concerns, and other operational needs. Staffing and enforcement decisions are made without regard to the viewpoint expressed at the event.
Is support guaranteed when I submit the form?
No. Submission confirms only that UTPD received the request. Support is confirmed after UTPD provides formal acknowledgment, staffing information, and applicable cost information.
Can the number or type of personnel differ from my request?
Yes. You may request a specific service or staffing level, but UTPD is responsible for determining the personnel and public safety measures required for your event. UTPD will work with organizers to develop an appropriate staffing plan; however, any modifications to required staffing or safety measures must be approved by UTPD.
Does UTPD review or approve my overall event or reserve a location?
No. UTPD reviews and confirms police and public safety support. You are still responsible for venue reservations, permits, alcohol requirements, fire and life-safety requirements, parking, and other University requirements.
What should I do if my event changes or is canceled?
Notify UTPD as soon as possible. Changes to the schedule, venue, attendance, access, or safety considerations may require a revised plan.
UTPD must be notified of cancellations at least 24 hours before the scheduled event. Late cancellations or cancellations not reported to UTPD may be billed the minimum charge for each requested officer.
What is the difference between a Police Officer and a Public Safety Officer?
Police Officer: Commissioned UTPD peace officers or UTPD-approved contracted peace officers provide professional law enforcement support, including incident response, crowd management, traffic control, criminal activity response, and other situations requiring police intervention.
Public Safety Officer: A Public Safety Officer (PSO) provides a visible, unarmed UTPD presence to support event operations, assist attendees, and help maintain a welcoming environment. PSOs are not commissioned peace officers, do not provide a law enforcement response, and are not assigned to manage disruptions, disturbances, or demonstrations.
What if I am planning a speaker, protest, march, or demonstration?
Review Chapter 13 and the Dean of Students' Supporting Campus Free Speech resources. Use the UTPD request form when you need public safety services or a consultation. The UTPD form does not replace or alter separate rights, reservations, notice, or other procedures that may apply.
Who should I contact with questions?
For planning or request-status questions, contact utpdspecialevents@austin.utexas.edu . For emergencies, call 911.