Operating Policies – Private Events 

The facilities are available Saturday and Sunday excluding blackout dates.  Events held in these facilities may not, without exception, extend past 11:00 p.m.

Events at the Open Gates Conference Center with guest of 75 or more must reserve the entire facility.

A non-refundable facility deposit of 50% of the room rental fee is due with the return of the signed Agreement.  An additional non-refundable payment equal to 50% of the estimated total cost of the event is due 30 days prior to the event date.  The estimated balance, less the facility deposit, will be due one week prior to the event date.  Any last minute incidentals will be billed immediately following the event.

This facility is not to be used for fund raising activities.  If the user charges those attending a fee or admission, or accepts donations from the attendees, UTMB will require the user to make a complete account of all funds collected and of the actual cost of the event.  If the funds collected exceed the actual cost of the event, the user shall be required to remit the excess funds to UTMB as an additional charge for the use of the facilities.

If the event is canceled for any reason, UTMB will retain the non-refundable deposit.  In addition, UTMB will be entitled to 50% of the estimated total cost of the event if the event is canceled less than 30 days prior to scheduled date.

Menu selection, room arrangements and other details pertinent to your function will be managed by the UTMB Department of Catering and Special Events.   A catering staff person will contact you to arrange these items. 

During the event, a staff person will be provided on-site 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.

Audio/visual equipment is available through the UTMB Department of Biocommunications and can be arranged with either the facility or catering staff person.  A $10.00 usage fee will be charged for audio/visual equipment used in the Open Gates facility.

Photo shoots are not allowed in either facility unless in conjunction with the scheduled event.

Any use of confetti, silly string, glitter, rice, bird seed, etc. is prohibited in the buildings and on the grounds.

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.

Animals are not allowed in the buildings, with the exception of service dogs.

In compliance with University policy, smoking is prohibited.

No furniture is to be moved or removed without the approval of the facility manager.