Operating Policies- Non University Sponsored Events

The facility is not intended for personal or private use. 

The facility is available Monday through Sunday.  Events may not, without exception, extend past 11:00 p.m. (including weekends).

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. 

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.

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.

Loud or distracting activities (i.e. live bands, music, singing, etc.) will not be allowed during working hours.

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

No individual will be denied admission to, or participation in events held in the facility 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 prior to 5:00 p.m. weekdays.

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

All posters, handouts, or materials for the function must be removed immediately following the function.