General Event Information
Conference Operations’ Food Policies:
https://med.uth.edu/cops/policy-procedures
Catering:
UTHealth HUB vendors are preferred. Please refer to our food policies on approved types of food for the different locations Conference Operations manages.
Table/chair Requests:
Furniture in the Leather Lounge does not require removal to add up to 10 tables. For larger events, IH Services will need to be hired to remove and replace existing furniture in the Leather Lounge. Administrative permission will also be required before moving Leather Lounge furniture. Vendors are welcome to bring in their own tables. Conference Operations does not provide tablecloths. Customers will need to provide their own. To request the number of tables needed, please submit a Job Request at least two business days prior to the occurrence:
Gallery setup:
View available Setups. Failure to return the Gallery to a Normal Setup at the conclusion of an event will incur charges for Conference Operations to return to a Normal Setup.
Alcohol Served at Event:
Complete the Alcohol Permission Form, notify UTPD and notify Conference Operations that alcohol will be served at the event.
AV Emergency Requests:
If issues arise with Audio Visual equipment and assistance is needed, please call our main office line at 713-500-5048. Describe the issue briefly and state the building with room number where the issue has occurred.
Additional AV Equipment:
If needed, additional AV equipment (i.e., – extra microphones for a panel discussion, etc.) can be checked out from the Conference Operations window located at MSB 2.028. If the additional AV equipment need is known ahead of time, please send a written request at least two business days before the event to [email protected].
Housekeeping:
Any event or meeting that has food present will need to schedule housekeeping by sending a detailed email to [email protected] including date of the event, location of event and ending time of the event to request tables to be cleaned, trash removed and carpets vacuumed as needed. Include time in your room reservation for housekeeping to complete the cleanup to have the room ready for the next event/meeting. Weekend events, whether food is provided or not, require Housekeeping to be scheduled to ensure the room(s) used, as well as public areas (i.e., – bathrooms, foyers, etc.) are cleared of any and all trash and ready to go for the start of normal business hours. Customers will need to contact housekeeping directly to schedule services and fees may apply. Extra Trashcans can also be requested through Fix-It. (See Rates & Fees for more information.)
Air/Heat:
If the air in the room needs to be cooler or warmer during the event, please call Fix-It at 713-500-3498 during regular business hours.
Unlock a room:
If a room is locked upon arrival in MSB, MSE or JJL,, during Normal Business Hours contact Conference Operations at 713-500-5048, during Non-Business Hours contact MS Security at 713-500-5895. At SRB (IMM), please speak to Security Guard at lobby desk.