GRACS Events

Ideas

Trivia night (Posse East and moreso Austin's Pizza have been successful)
Holiday time Potluck (was successful in 2010 the Monday after the last day of class)
Bowling (at Union)
Picnics (Eastwood's Park)
Board game night
Video game night
Movie night
Tournament
Foosball
Ping pong
Intramural sports
Softball
Laser tag
Games during Tea Time?
One time RecSports events (as opposed to Intramural teams)
Todd's AI Gong Show – one minute research talks, expanded department-wide
Assassin
Bat cruise
Lunch forum
Halloween Party with pumpkin carving

Accounting

GRACS Departmental Expenses

Social Event Advice

Stay on or very close to campus
Thursdays seem to work best
Know the budget!

How to Run a GRACS Event

Need details here:

Review budget
Book venue
Book CS dept-controlled room: https://www.cs.utexas.edu/department/calendars/ > Calendars by Room > pick Room > go to date > press the + link on the date.
Book ACES room: http://webevent.aces.utexas.edu/webevent.htm
Announce – see Communication
Updated GRACS calendar
Post on GRACS Web site
Send e-mails
Post flyers
Track expenses – see Finances

Notes on GRACS social events from Todd Hester and others

It is best to make people commit to coming to an event. We made people RSVP for bowling and karaoke but not for the movie night. Handing out flyers also possibly helps.

Previous Events:

Bowling – about 25 people

Karaoke – about 12 people

Movie night – about 6 people

Party – about 25 people

Reserving Rooms (ie GAD)

If you want to reserve a room in ACES, go here
Other rooms (PAI, ENS) can be reserved here

Getting reimbursements:

Remember to NOT pay sales tax, use tax exempt forms

Submit receipts to cs accounting office

Let them know which item it is for

Gift cards are not reimbursable!

here is the link for getting reimbursed

Buying pizza:

Call the Domino's right by campus
$6.50 per pizza (for 15, one-topping pizzas)

Make sure to do it tax-free

Save receipts for reimbursements

For talks, 10 large pizzas seemed pretty good (~$80)

For events, 15 pizzas is not a bad idea (30+ people)

Got cheap soda from HEB

See GRACS Internal Start Page for more GRACS administrative topics.