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 Northwest Vista College Library
1st Floor, Redbud Learning Center (RLC)
3535 N. Ellison Dr.
San Antonio, TX 78251
Mon - Thur: 7:30am to 4:30pm
Fri: 7:30am to 4:00pm

Welcome to the Events Toolbox!

This page is designed to inform you about the event request process.

When to Use the Event Form

The Event Request Form must be used for:

  • Any event that must be considered in scheduling for use of the NVC campus but is not a normal meeting or gathering for office or classroom activities.

  • All events that use indoor or outdoor rooms/areas at NVC, during or after normal operating hours, and official NVC sponsored off-campus events.

If you’re not sure if you need to use the Event Application, please contact Dustyn Taylor at 210-486-4730 or

Button - What's Needed for an Event

Items that need to be addressed before approval include, but are not limited to:

  • Number of people expected to attend
  • Location(s)
  • Outside vendors you are hiring, including Food Trucks, Music, Activities (Bounce Houses, Velcro Wall, Bull Riding)
  • Contracts with external businesses
  • Room set-up, housekeeping needs, trash removal
  • Security/Alamo Colleges District Police Department
  • Parking
  • Safety
  • Signage
  • Promotion

Keep in mind that there may be monetary charges related for these items, such as printing and any extra use of Housekeeping and Alamo Colleges District Police Department.

Stage Requests

When requesting the stage, set up time is required. Housekeeping will need from 1.5 to 2 hours of set up time. Also, when booking the stage, make sure to add the set up time to Ad Astra.


Events must be cancelled at least 24 hours in advance to avoid cancellation or usage fees from housekeeping and Alamo Colleges Police Department. The cost for cancellation without proper notice will be $59.80 in addition to any other expenses. Please follow any hired vendor’s policies regarding cancellations.

Event Costs  

There are costs associated with events, including the following:

Cancellations: $59.80 (When 24 hours notice isn't given)

Event Setup and Breakdown: $59.80
The setup cost includes the breakdown (up to 2 hours) based on standard setup (not multi-rooms)

DPS (Police): $152.00
A minimal charge of 4 hours per DPS police officer ($38.00 x 4 = $152.00 per hour per police officer)

Internal Events

Events held on campus that do not use student activities fees. Includes events held during or outside normal campus hours.

  • Must be an event for students, faculty or staff.
  • Must be related to college business.
  • Must be coordinated by a faculty or staff member.
  • Must be attended by a faculty or staff coordinator or their college-employed representative.
  • Must be requested through LINK to form at least 3 weeks in advance.
  • Must be approved by the appropriate Event Manager.


NOTE: Events held on or off campus that use the Student Activities Fees must contact Student Life at

External Events

Events held on campus by any group or organization that is not a member of a student, faculty or staff group. This includes employees or students requesting campus facilities for personal use and for non-Alamo Colleges District organizations or groups, regardless of employee or student membership.


For facilities rental, use the form on the following page:

Event Request Form

All events held at Northwest Vista College must be approved through the Event Request Form (see below). Solicitation is not allowed at the College.

All events need approval from the Events Specialist Supervisor and/or the appropriate Event Manager as assigned through the Event Request Form.

External and internal groups are required to reserve rooms and/or outdoor spaces. Without a reservation, you and your group may be asked to leave the area.

The Special Events Supervisor and the Event Manager are responsible only for ensuring all requirements have been addressed by the organizer.

All events must be requested using this process.

Contact Information

Dustyn Taylor
Special Events Supervisor

Event Request

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