UTMB University Conferences and Events Special Use Facilities Policies/Guidelines Policies and GuidelinesUniversity Conferences & Events Policy In accordance with the Regents’ Rules, the President designates specific facilities as Special Use Facilities. The following UTMB facilities are identified as Special Use Facilities: Ballinger Mills Room Caduceus Room Levin Hall Dining RoomLevin Hall Foyer Open Gates Conference Center*Note: Henry Rosenberg House is closed until further notice pending renovation and repair resulting from storm damage. Guidelines Designation as a Special Use Facility shall not constitute the facility a public facility or forum that is open to use by individuals, groups, associations, or corporations on a first come, first served basis.Priority in the reservation and use of Special Use Facilities shall be given to programs and activities of UTMB that are in furtherance of and related to the educational, cultural, recreational, and athletic programs of UTMB. As a lower priority, individuals, groups, associations or corporations, without the necessity of joint sponsorship, may reserve and use Special Use Facilities provided that the activity is consistent with UTMB’s mission and is approved in advance by the President. When available, faculty, staff, students, President’s Cabinet and Development Board members may use the Henry Rosenberg House (first floor) and Open Gates facilities for personal and private events. Rates must be charged for the use of the Special Use Facility that, at a minimum, ensure recovery of that part of the operating cost of the facility attributable directly or indirectly to such use. If the user charges attendees an admission or registrations fee, or accepts donations from those in attendance, UTMB shall require the user to make a complete accounting 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 such excess to UTMB. Subject to all constitutional and statutory provisions relating to the use of state property or funds for religious or political purposes, and subject to the guideline above regarding cost recovery, Special Use Facilities may be used for religious and political conferences or conventions. Rental of space for display of advertising and the display of samples of merchandise in designed areas, approved by the President or designee, inside Special Use facilities is permitted. This includes advertising by displays on an electronic scoreboard or message center inside the Facility or on an outdoor electronic marquee or message center. The sale of advertising space on ticket envelopes for events sponsored by UTMB and in any publication disturbed in connection with a sponsored event or announcing future sponsored events is also permitted. Rules All facilities are available Monday through Sunday between the hours of 7:00 a.m. and 11:00 p.m., excluding official UTMB holidays. 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. Loud or distracting activities (i.e. live bands, music, singing, etc.) will not be allowed during working hours. In compliance with IHOP Policy 2.9.1 No Smoking Policy, smoking is prohibited in all on/off -campus facilities and campus grounds. Only service animals are allowed in these facilities.Reference our website for information about Campus Carry at UTMB. General Policies and Special Arrangements Food/Beverage and Room Set-Up Rooms come with tables and chairs, however, they are not set up. Room setup, food and beverages in all facilities MUST be provided exclusively by the Department of Catering and Special Events (Policy 2.6.9, Food Services Policy). You may contact Catering at x29577 to discuss these issues or place your order online. A fee will be assessed by this department. All orders are to be placed with a minimum of two (2) business days, or 48 hours prior to the event. Special requests for items not routinely provided on the UTMB's catering menu may be arranged through Catering office. ALCOHOL Use of alcoholic beverages is not allowed prior to 5 p.m. Monday - Friday. All alcohol must be purchased through the Department of Catering and Special Event and cannot be taken from the facility. All UTMB Health events held on or off campus that wish to serve alcohol MUST submit an Alcohol Service Request form for approval prior to event date. Audio/Visual Equipment Academic Resources (AR), Classroom and Technical Services, will be responsible for providing additional audio/visual equipment and services in all facilities. A fee will be assessed by this department.You may contact AR online or at (409) 772-8980.