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Special Events

Administrative Fee | Parking Services | Transportation Services

Administrative Fee

 

Administrative Fee
Events that do not require additional resources 5-20 attendees $25.00
21-99 attendees $50.00
100+ attendees $100.00
Events requesting additional resources, such as equipment or staffing   $200.00

Parking Services

Parking Services approves reservations for parking spaces to accommodate special events, distributes visitor parking passes, generates coupon codes for our Pay-by-Space metered parking, assists with specialized campus parking maps, and provides event greeters.

Request Parking Passes for Your Visitors

For events with 20 or fewer attendees that do not require any equipment or staffing, event parking permits may be requested online. Please make your request at least one business day before you need your passes, and no more than one month before you need them.

 

Fiscal Year 2027 Event Parking Permit Pricing
Option 1-2 Days 3-6 Days 7 Days 8-14 Days 15-30 Days

Green Permit

 $0 each $2 each $4 each $8 each $17 each

Gold Permit

 $4 each $4 each $7 each $15 each $30 each

Orange Permit

 $6 each $6 each $11 each $23 each $46 each

Purple Permit

 $9 each $9 each $18 each $35 each $71 each

Apartments Permit

 $2 each $2 each $4 each $8 each $17 each

Residence Halls Permit

 $0 each $2 each $4 each $8 each $17 each

If your department is hosting an event for more than 20 guests, or if your event requires other parking-related services beyond just parking passes, you will need to submit a Special Event Risk Assessment Form. See Request Parking for Your Special Event for more details.

Request Parking for Your Special Event

Your department must submit a Special Event Risk Assessment Form if you require parking passes for a special event that —

  • Has 20 or more guests, or
  • Requires an event greeter, or
  • Requires a Comet Cab, or
  • Requires the use of an event Coupon Code for our Pay-by-Space metered parking, or
  • Reserved parking, or
  • Equipment rental or set up (barricades, cones, signage, etc.)

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

Event Greeters

We can reserve parking spaces for your special event by using one of our event greeters. An event greeter is responsible for:

  • Blocking off your parking spaces
  • Opening spaces as your guests arrive
  • Ensuring that your guests are aware of our parking rules and regulations
  • Assisting your guests with entering coupon codes at our Pay-by-Space metered parking
  • Directing your guests to the correct building

We can also offer to set up event supplies such as flags, tents and event signage as part of our event greeter reservation services.

You can opt to reserve one of our event greeters, hire your own greeters, or use your staff.

 

Cost to Reserve Event Greeters
Effective Sep 1, 2026   $20.00 / hour / greeter

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.

Contact Parking Services

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 a Special Event Risk Assessment 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 vehicles and our department staff are utilized for these services. Please note that only our staff can operate vehicles within our fleet, and vehicles cannot be rented without a driver from our staff being assigned as the designated driver.

 

Cost to Reserve Comet Cabs
Effective Sep 1, 2026   $30.00 / hour / driver

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 Special Event Risk Assessment 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.

 

Cost to Reserve Event Greeters
Effective Sep 1, 2026   $20.00 / hour / greeter

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 directional signage to be placed for an additional fee, making it clear where your guests need to go after they enter campus.

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. Please note that routes will be designed to avoid pedestrian areas. UT Dallas Parking & Transportation does not design routes that include the Campus Mall area, for pedestrian safety. Comet Cab shuttle routes require prior approval from Parking & Transportation before the event. Approval must be obtained before any event-related communications are distributed. 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. Please note that routes will be designed to avoid pedestrian areas. UT Dallas Parking & Transportation does not design routes that include the Campus Mall area, for pedestrian safety. Parking & Transportation must approve all campus shuttle routes, pick-up locations, and drop-off locations. Comet Cab shuttle routes require prior approval from Parking & Transportation before the event. Approval must be obtained before any event-related communications are distributed.

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.

Rules for Reserving the Executive Van
  • The request must include an approved Special Event Risk Assessment Form before service is provided
  • The driver must be staffed by UTD Parking and Transportation and will meet the following requirements:
    • Be an approved UTD driver/MVR
    • Completed required Safety Skills courses
    • Carry a UTD ID and TX DL [Texas Drivers License] at all times
    • Wear UTD dress apparel, with UTD name tag for identification purpose
  • All passengers must wear seat belts
  • Driver and passengers must follow all traffic laws
  • Open food or beverage containers are not allowed in the executive van
  • The executive van is a tobacco-free vehicle
  • The event coordinator must provide a passenger list prior to the event that includes all passengers:
    • First name
    • Last name
    • Net ID or UT ID, if applicable
  • The event coordinator must provide a trip itinerary prior to the event that includes the event:
    • Date
    • Time
    • Locations of pick up and drop off, with addresses
    • Number of passengers
    • On site event contact information
  • We reserve the right to refuse service to anyone