Special Events

Transportation Services

Transportation Services assists with off-campus charter transportation and arranges on-campus special event shuttles.

Arrange Off-Campus Charter Transportation for Your Special Event

Contact Transportation Services for help in arranging transportation for your local event, group travel, airport transfers, or mini-tours. Buses used for event transportation are not supplied by UT Dallas, but are chartered through University-approved vendors. We must approve all campus shuttle routes, charter bus pick-up and drop-off locations, and any bus parking on campus.

Arrange On-Campus Shuttle Services for Your Special Event

Your department must submit an Event Registration Form if you require shuttle services for a special event. These services can include shuttling guests from remote parking lots to your event location, conducting campus tours, and providing point-to-point transportation on campus. Our fleet of Comet Cabs and our own drivers are used for these services. For your safety, we cannot allow other drivers to operate shuttles on campus.

 

Cost to Reserve Comet Cabs

Cost to Reserve Comet Cabs
Weekdays	$18.00 / hour / driver
Weekends	$20.00 / hour / driver
Effective September 1, 2023

A minimum of three hours will be billed for a Comet Cab to be scheduled per event. Additionally, cancellations or reductions in service must be made two hours before the reservation start time to reduce or remove charges. Cancellations of Comet Cabs with less than two hours notice will be assessed the minimum three-hour charge.

Special event transportation is allocated on a first-come, first-served basis. Please submit your Event Registration Form at least 10 business days in advance to ensure that we can make the necessary arrangements. Unfortunately, we cannot guarantee transportation for special events on short notice.

Some special events require Event Greeters. You can opt to reserve one of our Event Greeters, hire your own greeters, or use your staff. See Cost to Reserve Event Greeters for more details.

 

Cost to Reserve Event Greeters

Cost to Reserve Event Greeters
Weekdays	$13.00 / hour / greeter
Weekends	$15.00 / hour / greeter
Effective September 1, 2023

A minimum of three hours will be billed for an Event Greeter to be scheduled per event. Additionally, cancellations or reductions in service must be made two hours before the reservation start time to reduce or remove charges. Cancellations of Event Greeters with less than two hours notice will be assessed the minimum three-hour charge.

Shuttling Guests from Remote Parking

When shuttling your guests from remote lots, you may also request an event tent or a 25-foot flag to mark a gathering place for them, making it clear where your guests need to go after they enter campus through their designated entrance and arrive at their assigned parking spaces. An Event Greeter is required for this service.

Campus Tours

When requesting campus tours, please provide a list of buildings and landmarks that will be highlighted on your tour, so we can design a route that avoids locations which are closed to vehicular traffic. We must approve all campus tour routes. You can also request for an Event Greeter to ride along in your shuttle and act as a tour guide. For your safety, we cannot allow our drivers to also act as tour guides.

Point-to-Point Transportation

When requesting on-campus point-to-point transportation, please provide a list of pick-up and drop-off locations and times, so we can design a route that gets your guests to the right places on time while avoiding locations which are closed to vehicular traffic. We must approve all campus shuttle routes, pick-up locations, and drop-off locations.

Executive Van Program

The University has one executive van in fleet to be used for UTD department events. The executive van has a passenger limit of eight (8) passengers per trip, and all passengers must be at least 18 years of age. Requests must be made by a UTD department, and is subject to executive department approval. Reservation costs must be paid with an eligible cost center. The available service hours are 7:00 a.m. to 11:00 p.m., Sunday to Saturday. All travel must be within 60 miles of UT Dallas, and within the state of Texas.

This service is not available on UTD Holidays, or when inclement weather has forced a closure of university business. We require three business to schedule services, and are subject to availability.

The reservation rate is $250/day, per calendar day, plus $30/hour for the driver. Half day rates of $125 are scheduled if an event is four hours or less. We require a three-hour minimum charge to schedule services.