Host an event

Our club is the largest energy-focused student organization at UT Austin. Our members are cross disciplinary and concentrated in the Cockrell School of Engineering, McCombs School of Business, and LBJ School of Public Affairs.

By visiting our club, your company has direct access to a strong talent pool of undergraduate and graduate students deeply interested in all things energy. Our events have - on average - 45-60 attendees, with larger premier events in the hundreds. We are affiliated with the UT Energy Institute and advised by its director, Brian Korgel. Our partnership with the Energy Institute serves as the linkage between our group and over 35 energy/climate groups across campus.

We host a variety of events that can be customized to the style your company would like to deliver.

Keynote Lecture at General Meeting: 1.5-2 hour event with one guest speaker who delivers a 30-45 minute talk about their work, experiences, or an interesting topic followed by a Q&A. This event is primarily educational and less focused on recruiting.

Fireside Chat at General Meeting: 1.5-2 hour event with one guest speaker who delivers a 30-45 minute talk about their work, experiences, or an interesting topic followed by a Q&A. This event is primarily educational and less focused on recruiting.

The Longhorn Energy Club has funds for events on campus, although some companies decide to contribute to the cost of the event. For larger, more formal events, the Longhorn Energy Club can work with the UT Energy Institute to cover the costs. Many organizations at the University of Texas choose to have food at events that are held during lunch or dinner, as well as offer coffee and snacks for events that are held in the morning or afternoon.

If your company is interested in supporting our club in funding the event, the estimated cost of catering will depend on the event. Based on our previous events, we estimate event costs ranging from $150-$300 for snacks/coffee to $500-$700 for lunch/dinner.

The Longhorn Energy Club coordinates with vendors, sponsors, and campus groups. These are some things to expect:

1. Parking

   Our communications team will request a one-day parking pass for you on-campus. After your arrival, a member of our team will meet you at the garage and guide you to the event location.

2. Food and Catering

   Our events team will pick up and set up the food and drink for the event.

3. Travel Costs

   You will have to pay for your lodging and your travel to / from UT Austin.

If you are interested in collaborating with the Longhorn Energy Club, here are the next steps:

1. Email Us

   Contact our club president, Samuel Mercer, by email at smercer@utexas.edu to let us know that you are interested in working with us in the future.

2. Fill Out the Event Planning Form

   We will email you a Google Form (Event Planning Form) that asks when you are best available and what types of events you are interested in. This will help us with scheduling an event that works for you and your organization. A follow-up Marketing Form also asks for your permission to advertise the event using your profile photo or company logo.

3. Follow-Up

   After you fill out the form, our events team will plan the event at least one month ahead. We will keep in close contact with you and share a packet one week prior to the event date. This file will detail the specific event logistics, such as the parking garage location, the venue location, and the event schedule.

4. Invoice Procedure

   If your company decides to provide funding for the event, our club will initiate an invoice process. We work with the University of Texas Energy Institute to manage fund transfer. To start the process, our club will ask for the following information from a representative of your company authorized for the invoice: Name, Title, Organization, Mailing Address, Email, Phone, Amount of Support.