Thank you for your interest in requesting Alan CyBear make an appearance at your next event! Alan loves working with communities, schools and organizations of all types and sizes to encourage a culture of cybersecurity.
To submit your request, please download Alan’s Appearance Request Form and email the completed form to cias@utsa.edu.
We look forward to hearing about upcoming event and supporting your cybersecurity awareness efforts!
Requirements and Considerations
Requests
Requests should be submitted at least one month in advance but no earlier than three months prior to the event. Please allow 5-10 business days for a response to your request.
Submitting a request does not guarantee an appearance and appearances are available on a limited basis. Any communication about your event should be included in the Appearance Request Form.
Alan CyBear is always accompanied by a handler. This person will be your point of contact the day of the event and contact info will be provided prior to the event. Please make sure any parking and travel costs associated with the appearance include two individuals: the performer and the handler.
Duration Limits
The mascot cannot be required to be inside the suit for longer than one hour at a time before taking a break*. If the appearance is outdoors, please allow for extra breaks during that allotted time. The mascot is unable to perform outdoors in severe or inclement weather.
*There is a (1) hour maximum time limit for ALAN’s Appearances. There may be multiple Appearances through a day, but ALAN requires 30-minute break between Appearances.
*Many companies/organizations opt to have ALAN appear for a shorter period of time than an hour to make the appearance most impactful for guests, e.g., a 30-minute appearance. This approach is recommended.
Publicity/Marketing Restrictions
All publicity for the event, whether in advance or afterwards, which mentions an appearance by a mascot or uses university marks (logos), must be approved by the UTSA Center for Infrastructure Assurance and Security. For approval, please contact the CIAS Director of Communications and Engagement, Julina Macy, at 254-652-0943 or email Julina.Macy@utsa.edu.
Changing Room
A private and secure changing room (not a public restroom) must be provided for the mascot to change, take breaks and keep belongings locked during the appearance. Water, preferably bottled, must be provided to the mascot.
Liability
The University of Texas at San Antonio does not provide a certificate of liability insurance. The requestor assumes all responsibility when submitting the mascot request form.
Mascot Care
We ask that you please have at least two (2) bottles of water on hand for the mascot.
Please advise patrons/students not to pull on the head, feet and hands or hit the mascot. High fives and side hugs are welcomed.
Safety
A friendly and safe environment must be maintained. Mascots reserve the right to walk away from any appearance deemed unsafe or harmful, without refund. ALAN will always be accompanied by a UTSA/CIAS “handler”, so any entry fees to an event must be waived for two people (i.e., ALAN and the handler).
The person requesting the mascot will be responsible for making sure the performer is kept safe, able to take breaks as needed and provided water during breaks. If the location is off-campus, the performer must also have free and close parking and have a location to change in and out of costume that is private and able to be locked (public restrooms or closets are not suitable).
The mascot is unable to perform outdoors in severe weather or high temperatures.
Timing
Accurate directions, location and on-site phone number must be provided.
A reminder when their appearance time is over (ALAN doesn’t wear a watch and clients will be responsible to pay for any extra time).
And most importantly have fun, because Alan will!
Event Confirmation Process
After you complete the Mascot Appearance Request Form you will receive a confirmation email that your request has been received. We will review your request at our weekly scheduling meeting and will let you know as soon as possible whether or not we can fulfill your request. We will respond within two weeks for requests that are three months or fewer in advance.
If ALAN is available, you will receive a confirmation email which will include the name and phone number of the mascot coordinator, and the name and phone number of the mascot’s emergency contact. We will also attach your invoice. If mascot(s) are not available, we will let you know via email.
Notification After Request is Submitted
Please remember that mascot appearances are not guaranteed until you receive a confirmation email of attendance from the CIAS. Also remember, the person requesting the mascot will be responsible for making sure the performer is kept safe, able to take breaks as needed and provided water during breaks. If the location is not within UTSA, the performer and handler must also have free and close parking. The performer must also have a location to change in and out of costume that is private and able to be locked.
Event Cancellation
We reserve the right to refuse a request if it is determined that the event or location is not suitable for our mascot(s) or if the client has unpaid invoices.
Mascot’s may cancel an event if they feel uncomfortable with the venue, the behavior of the guests, and/or if there is not a suitable place to change clothes and safely store their personal items, or any other situation that makes them feel unsafe or uneasy.
There is an appearance cancellation fee of $50 for any event canceled seven or fewer days before an event.
If we must cancel an event due to illness, personal emergency, class issues, etc. of the assigned mascot(s) and a replacement cannot be found or if we must cancel due to adverse weather, you will be contacted as soon as possible, and you will receive a total refund.
Cost for Appearances
UTSA Event - $50/hour
Please note that this includes any event located on the UTSA main or downtown campuses, Monday through Friday, 8 a.m. to 5 p.m.
Non-Profit Organization - $100/hour
All nonprofit organizations must provide proper 501c3 documentation.
Private Event/For-Profit Organization - $150/hour
Any mileage and out-of-town reimbursement is not included in the rates above and will be applicable if the event is outside of San Antonio city limits. Any travel costs, including airfare, hotel nights and meals, will be covered by the organization requesting an Appearance. These costs are for two individuals: the performer and the handler.
The CIAS will invoice you prior to any appearances.
