The University of Texas Medical Branch 

Special Use Facilities

POLICIES AND GUIDELINES 

Effective March 1, 2013

The following facilities have been designated as Special Use Facilities in accordance with the UT System Board of Regents’ Rules and Regulations, Rule 80106: 

Ballinger Mills Room

Caduceus Room

Levin Hall Dining Room

Levin Hall Foyer

Open Gates Conference Center

The Rosenberg House

Usage

• Use of the Ballinger Mills Room, Caduceus Room, Levin Hall Dining Room and Levin Hall Foyer are limited exclusively to internal users for UTMB related activities (activities that are in furtherance of UTMB’s mission or otherwise related to the educational, cultural or recreational programs of UTMB). 

• The Open Gates Conference Center and The Rosenberg House are available for all UTMB sponsored events and non-UTMB events when the activity is consistent with UTMB's mission and goals and is approved in advance by the facility director.  In addition, faculty, staff, students, Development Board members and President's Cabinet members may host private events in the facility as availability permits.

• Reservations will be accepted on a first-come first-served basis. 

• Internal users will not be assessed a room use fee; however, an account number to confirm their reservation will be required.

Reservation/Change/Cancellation Process 

• Users must submit all reservation requests, changes or cancellation requests online.  Forms are located at www.utmb.edu/suf/.

• Tentative reservations for any one particular event will be limited to a three (3) date selection and will be held for a maximum of three (3) weeks.  Tentative reservations will automatically cancel at the end of the hold period without notice to the user.

• UTMB sponsored events prior to 8 a.m., after 5 p.m., weekends and holidays will be charged an overtime fee in the amount of $25.00 per hour.

• UTMB sponsored reservation cancellations must be submitted in writing at least 3 working days prior to the event.  Cancellations not received within 3 working days prior to the event will be charged a cancellation fee in the amount of $100.00

• The account number used to confirm reservations will not be charged unless the user fails to cancel their reservation within 3 working days prior to the event. 

Non UTMB sponsored reservation cancellations must be submitted in writing.  Cancellation fees will be assessed as follow

• Cancellation 5-0 working days prior to event will be assessed the full room fee

• Cancellation 6-30 working days prior to event will be assessed 50% of the room fee.

• Cancellations 31-90 working days prior to event will be assessed 25% of the room fee.

Note:  In the event the room can be rescheduled with another non-UTMB event, the room fee will not apply to those rooms scheduled.

Room Statistics and Set-up Options: 

Room capacities per setup style are outlined below.

 Services and Special Arrangements 

·         Food/Beverage and Room Set-Up:  Food, beverages and room setup/cleanup in all facilities must be provided exclusively by the Department of Catering and Special Events (Policy 2.6.9, Food Services Policy).  A fee will be assessed by this department.

·         Dance Floor:  If a dance floor is needed for your event in any of these facilities, please arrange with the Department of Catering and Special Events at (409) 772-9576.  A fee will be assessed by this department.

·         Audio/Visual Equipment:  Academic Resources (AR), Classroom and Technical Services, will be responsible for providing audio/visual equipment and services in all facilities.  A fee will be assessed by this department.

·         Parking:  Parking tokens will need to be provided for the parking garages adjacent to the Administration Building.  Please contact Parking Office x21581 for tokens.  A fee will be assessed by this department.

Policies and Guidelines 

• All facilities are available Monday through Sunday between the hours of 7:00 a.m. and 11:00 p.m. 
• Loud or distracting activities (i.e. live bands, music, singing, etc.) will not be allowed during working hours.
• Photo shoots are not allowed in any facility unless in conjunction with a scheduled event.
• No individual will be denied admission to, or participation in events held in the Special Use Facilities on the basis of race, color, national origin, sex, age, veteran status, or sexual orientation.
• In compliance with University policy (Policy 2.9.1, No Smoking Policy), smoking is prohibited in all on/off-campus facilities and campus grounds. 
• All posters, handouts, or materials provided by the department for their function must be removed immediately following the function.
• A small foyer area is available for use outside of the Ballinger Mills Room and Caduceus Room.  No registration tables, signs, or posters are to be set up in the hallways or on the walls of the sixth floor outside this foyer area.
• Only service animals are allowed in these facilities.

Support Staff Contact Information 

Special Use Facility:                                 (409) 747-6753  

Catering and Special Events:                     (409) 772-9576 

Classroom Services (A/V Equip):               (409) 772-8980 

Facilities Operation & Management:           (409) 772-1586 

Housekeeping:                                          (409) 772-4040 

University Police:                                       (409) 772-2691 

Parking Services:                                       (409) 772-1581