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Conference Operations
 

Reserving Conference Rooms, Lecture Halls and Classrooms:

 

  1. Reservations need to be made in writing to ms.deancops@uth.tmc.edu including date, start time, end time, event title, audio visual equipment requests, audio visual assistance request, contact name and contact phone number.

  2. Include setup and cleanup time when scheduling a room.

  3. Use of music must remain at a soft background level. All music that may reach above this volume requires approval by the Director, Management Services prior to the event. We encourage loud events to meet after normal business hours or outside of the building.

  4. ALL reservations for rooms end at 5 minutes before the top of the hour or 5 minutes before the half-hour.  Dismiss your meeting on time as a courtesy to the next group coming into the room. This is critical to all classroom and lecture hall reservations.  Conference Operations reserves the right to dismiss classes that run past the reserved time when another lecture or meeting is waiting to begin.

 

      Food/Drinks in Conference Rooms, Lecture Halls and Classrooms:

       

    1. The Medical School mandates that food purchased with University funding must use a HUB vendor. Any exceptions will need to be approved by the Office of Administration. For HUB information, go to: http://buy.uth.tmc.edu/hub.htm.

    2. Box lunches packaged in cardboard or foam, or trays of items which are eaten using the hands rather than utensils are the only acceptable food items for conference rooms, classrooms and lecture halls (exceptions:  MSB 5.001-Gallery & MSB G.100-EECC. Other exceptions require approval by the Director, Management Services prior to the event.)

    3. No open fruit trays, green salads with dressings, or pasta salads are allowed in the conference rooms, classrooms and lecture halls.  Uncut fruit or individual fruit cups or pasta salads with lids in a box lunch are acceptable (exceptions: MSB 5.001-Gallery & MSB G.100-EECC).  (Prepackaged plastic utensils inside a box lunch are acceptable for use)

    4. When using a caterer to deliver food to a location outside a classroom or lecture hall, please clearly identify the department/group/meeting for which the food is intended by placing a sign on or near the food delivered.  Please remind the caterer to clearly identify the recipient of an invoice if no one will be there to accept the food and invoice.

    5. Meeting leaders are requested to remind participants to deposit trash in receptacles with sufficient room to accommodate trash.  (Do not place trash in an already overflowing trash receptacle.  Call the FIXIT Line at x3498 to request immediate clean-up requirements and to request additional trash receptacle.)

    6. Leave the room in the same or better condition as found on arrival.

     

    Use of UTMS Facilities by Student & Other Organizations :

     

    1. Use of UTMS lecture halls and classroom space for student organizations, faculty/department sponsored events or outside organization events:

      Student organizations, department sponsored events and outside organizations requesting the use of UT Medical School facilities, including but not limited to Webber Plaza, lobbies, lecture halls, classrooms, 5th floor gallery, etc.,  must receive approval from the Vice President, Auxiliary Enterprises to utilize our facilities for fund raising activities or other solicitation events.  The following HOOP Policies are available on line at the websites listed. 

      HOOP Policy 2.05 – Solicitation on Campus:  http://legal.hsc.uth.tmc.edu/hoop/02/2_05.html
                                             Permissible Solicitation Activities:  http://legal.hsc.uth.tmc.edu/hoop/app_c/c_2_05.html
      HOOP Policy 2.09 – Use of University Facilities:  http://legal.hsc.uth.tmc.edu/hoop/02/2_09.html
      HOOP Policy 2.12.1 – Speech and Assembly:  http://legal.hsc.uth.tmc.edu/hoop/02/2_12_1.html

      It is the responsibility of the organization or department to gain approval from Auxiliary Enterprises, and Conference Operations reserves the right to deny the organization’s use of the room without the permission from Auxiliary Enterprises to hold the event.

    Policy for Use of Easels & Display Rails:

     

    Easels:

    Use of easels must be approved, prior to use, by the Director, Management Services. Approved user will be responsible for checking out easels and returning them to Conference Operations. Easels may only be displayed in prior approved areas, but mainly by entrances out of line of pedestrian traffic, and by yellow and green elevators. Easels may only be displayed the week of the announced event, and must be returned to Conference Operations within 24 hours of the conclusion of the event.

    Department Announcements and Flyers:

    UTMS Departments and major HSC sponsored events have approval to utilize the display rails between the elevators on the ground floor. However, please note the following “rules of engagement.”

    1. Meetings notices may be posted 2 weeks in advance of the event. Notices listing events for the entire month/semester for a department (ie grand rounds, seminar series, etc.) will not be allowed on the ground floor, but may be posted on bulletin boards at elevators on the upper floors.

    2. Special events such as Dean’s Lecture Series, may be posted 3 weeks in advance. Easels will be allowed for these types of events during the week of the event, with prior approval by the Director, Management Services.

    3. All events must be sponsored by UTHSC or UTMS. No outside agencies or vendors may use this area for advertising events.

    4. No requests for Human Subject announcements will be posted on the ground floor elevator display rails; however, these may be posted on bulletin boards at elevators on the upper floors of the building.

    5. No personal notices (i.e. homes for sale/lease, cars/furniture, roommate needed, etc.) will be posted on any elevator bulletin boards throughout the school. Personal notices may be posted on the bulletin boards outside the MSB 1.006 lecture hall, or on bulletin boards in the grand stairwell on the Fannin side of the building.

    6. Only vendor fliers approved by Procurement may be posted on elevator bulletin boards on the upper floors of the MSB.

    7. Requests for utilizing locked bulletin boards in elevators must have prior approval by the Director, Management Services.

    8. Director, Management Services reserves the right to remove any notices that are deemed inappropriate, or do not adhere to the above.

    Thank you for your compliance with this policy.

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