The University of Texas Medical Branch

Special Use Facilities

POLICIES AND GUIDELINES 

 Effective September 1, 2008 

Access 

·         Meeting space in all facilities and guest accommodations at The Rosenberg House are available by request for all official University business.

·         Community groups may request meeting space in the Open Gates Conference Center when the activity is consistent with UTMB’s mission and is approved in advance by the President or his designee.   

·         UTMB faculty, staff, students, President’s Cabinet and Development Board members may request space for an approved personal or private event at The Open Gates Conference Center and the first floor of The Rosenberg House (weekends only – excluding blackout dates).

·         UTMB President’s Cabinet and Development Board members may also utilize the guest accommodations at The Rosenberg House (weekends only – excluding blackout dates). 

Scheduling Priorities 

·         All official university functions have first priority in scheduling.

·         Non-university functions may reserve meeting space six (6) months prior to the function date.

·         Non-university guest accommodation requests may be made one (1) year in advance however; the request will not be confirmed until one (1) month prior to the requested date. 

Reservation Process 

·         University departments must submit an online reservation request.  The requisition form is located on our website at www.utmb.edu/suf/.

·         Non-university groups must contact our scheduling coordinator, Daniel Stone (409/747-6753), to make a reservation.  All non-university reservations are considered tentative pending the return of a signed Memorandum of Agreement (MOA) and security deposit (additional information below). 

Fee Structure and Penalties 

·         Rental fees are in accordance with the fee schedule below and will apply to all groups (university and Non-university). 

·         University events and events sponsored by a university department will be confirmed upon receipt of a valid UTMB PeopleSoft number.  Non-university events will be confirmed upon receipt of the signed MOA and the non-refundable deposit equal to 50% of the room rental fee.

·         Space set-up (tables/chairs) is managed by the Department of Catering and Special Events (a fee will be assessed by Catering for this service).

·         A service fee in the amount of $20.00 per hour will be assessed in addition to the rental fee for events on weekends, UTMB scheduled holidays, and events held prior to 8am and after 5pm on weekdays.  This fee applies to events held in the Rosenberg House and Open Gates Conference Center only.

·         Guest suite rates are based on double occupancy.  Each additional guest will be assessed a $20.00 per night fee.
 

Fee Structure and Penalties, continued 

·         During an event, a staff person will be provided on-site (Rosenberg House and Open Gates Conference Center) to oversee the event.   If the manager determines additional security is required for an event, arrangements will be made through the UTMB security department for an officer.   All related costs for the additional security will be the responsibility of the event host. 

·         All cancellations must be submitted in writing.  University groups must use the cancellation form located on our website at www.utmb.edu/suf/, all others must email Tilly Clark at taclark@utmb.edu and copy Daniel Stone at dpstone@utmb.edu.  University events must be cancelled 48 hours prior to the scheduled event time/guest arrival or a cancellation fee equal to the room rental fee will apply.  Non-university events are cancelled in accordance with the cancellation section located on the MOA. 

Fee Schedule 

 Room Statistics and Set-up 

Catering and special events will manage the room setup for all rooms (except guest suites).  Contact them via their website at www.utmb.edu/catering/ or telephone at 409-747-9581. 

Room capacities per setup style are listed below. 

Conference Room Capacities

 Special Arrangements 

Parking:  Limited “free” parking is available in the parking lots adjacent to the Open Gates Conference Center and Rosenberg House.  Parking for all other facilities is available in the UTMB parking garages.  Fees are posted at the entrances to the garages.  Requests to purchase participant parking tokens or to use the employee lots should be directed to Auxiliary Enterprises, Parking Facilities at (409) 772-1581. 

Dance Floor:  The Special Use Facilities will no longer provide a dance floor for events in Levin Hall Foyer or Dining Room.  If a dance floor is needed for your event in any location, please arrange with the Department of Catering and Special Events at (409) 747-9581.  A fee will be assessed. 

Audio/Visual Equipment:  Academic Resources (AR), Classroom and Technical Services, will be responsible for providing audio/visual equipment and services in all facilities.  Our event coordinator will be available to assist with the ordering process or you may contact AR directly at (409) 772-8980.

Policies and Guidelines 

• All meeting facilities are available Monday through Sunday.  Events held in these facilities may not, without exception, extend past 11:00 p.m. (including weekends).
• No fundraising activities are all in any facilities by non-university groups.
• 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, smoking is prohibited.
• Alcoholic beverages will not be served in these facilities prior to 5:00 p.m. weekdays.
• Room setup and catering used in all facilities must be provided exclusively by the Department of Catering and Special Events. 
• Tentative reservations will be held for a two-week period.   An extension may be granted by the facility manager.
• No furniture is to be moved or removed without the approval of the facilities manager.
• 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.
• Children are welcomed overnight guests at The Rosenberg House Guest Cottage and Carriage House only.
• Only service animals are allowed in these facilities.