Policy & Procedures
Reserving Room, Food/Drinks, Building Fees, Student Events, plus more!
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Thank you to Everyone for your patience, your support and working with our team during the CoVID19 crisis. We appreciate each of you. Please know that we are continuing to monitor the University’s
updates to stay current with policies and procedures.
Departments may be charged up to $250 per instance for sponsored events not following room use and policy guidelines as shown on Policy & Procedures page.
Please Wash Your Hands Frequently
Use Hand Sanitizer Before/After Touching Surfaces in Public Areas
Not Fully Vaccinated? Please Wear a Mask & Practice Social Distancing
Stay Informed & Help Save Lives
Conference Operations encourages all meetings to continue to offer attendees virtual access to their events via WebEx whenever possible.
Reserving Conference Rooms, Lecture Halls, and Classrooms
- Room reservations and resource requests are entered via the MMS Event Request form located on Homepage of Astra Resource Scheduler. See the Event Request – UTHealth Resource Scheduler, Astra Cloud web page for more details.
- UTHealth Astra Resource Scheduler – Astra Cloud application access: UTHealth Resource Scheduler – Astra Cloud. Use the MMS – MSB, MSE, JJL Event Request Form to reserve rooms located in MSB, MSE, and JJL. For other UTHealth locations, use the appropriate event request form for those locations. If Non-UT and/or Vendors participating in the event, use the UTHealth Solicitation & Cooley Center Requests form.
- When a ‘Request for additional information’ email is generated in Astra Resource Scheduler, the customer will be given two business days to respond or the event request will be automatically declined.
- All PENDING room/resource reservations need to have actions completed within one week or the reservation is subject to Cancellation.
- If a reservation needs to be changed, cancelled or rescheduled, please send all of the details outlining the new request to email@example.com. One of our schedulers will assist you within two business days. For changes, cancellations or reschedules needing immediate attention, in addition to sending details to firstname.lastname@example.org, contact a scheduler directly at713-500-5048. If no one can be reached, call the Conference Operations’ Manager, Valerie Buchanan, at 281-787-0219. Leave your name and telephone number where you can be reached and your call will be returned as soon as possible.
- If a room is scheduled for recurring meetings and one or more of the meetings is cancelled but the notification to release the room reservation is not submitted to email@example.com, the remaining scheduled meetings are subject to cancellation for the entire event’s scheduled meetings.
- No furniture is to be moved without prior approval from Conference Operations. For approval request, please send a detailed email to firstname.lastname@example.org.
- ALL reservations for rooms end at 5 minutes before the top of the hour or 5 minutes before the half-hour. Dismiss your meeting on time as a courtesy to the next group coming into the room. This is critical to all classroom, conference room and lecture hall reservations. Conference Operations reserves the right to dismiss classes that run past the reserved time when another lecture or meeting is waiting to begin.
Food and Drinks in Venues w/ Written Approvals
- Food and/or Drinks are allowed in MMS event locations. An approved Official Function Form must be included with room request and all policies/procedures listed below are to be followed, including events utilizing non-UTHealth funds to purchase food. Student organizations must send the completed Official Function Form to the Office of Admissions & Student Affairs for processing. The Executive Conference Center, MSB G.100, and the computer classroom, MSB B.410, requires approval by the Executive Director, Management Services-MS, Claire Brunson, prior to each event requesting food/drinks to be served.
- Request for exceptions must be in writing. Submit requests for exceptions to any of the food and drink policies/procedures including requests to have food/drinks in MSB B.410 and MSB G.100 to the Executive Director, Management Services-MS, Claire Brunson, at least one week in advance of the event date. Buffet style food lines may be available in MSB 5.001 – Fifth Floor Gallery and SRB 107 – Atrium with prior approval from Claire Brunson. Examples of food and services requiring prior approval include open flame heating, food served in trays requiring ladles or tongs for self-serve, condiments served in a large tug instead of individual sized packets or containers.
- Leave the room in the same or better condition as found on arrival.
- Use HUB vendors! McGovern Medical School strongly encourages that food purchased with university funding use a HUB vendor. Visit here for HUB information.
- Acceptable Food Options. Box lunches packaged in cardboard or foam are the preferred food items to use in conference rooms, classrooms, lecture halls, and other shared spaces to provide an individual’s food selection as a grab and go item. Uncut fruit or individual fruit cups or pasta salads with lids in a box lunch are acceptable. Pizza will be allowed in individual boxes per slice or pan pizza. Providing large pizza boxes with multiple slices will be approved if the department provides someone to serve the pizza while wearing serving gloves and using serving utensils.
- Examples of Unacceptable Food Options. No shared boxes or trays of food where multiple people serve themselves are allowed in the conference rooms. classrooms, and lecture halls. This includes open fruit/cheese trays, green salads with dressings, open containers of pasta salads/entrees, opened boxes of sliced pizza for self-serve, etc. When in doubt if the food option is acceptable or unacceptable, please send your inquiry to email@example.com.
- Use of Caterer & Food Delivery. When using a caterer to deliver food, please clearly identify the department/group/meeting for which the food is intended by placing a sign on or near the food delivered. Please remind the caterer to clearly identify the recipient of an invoice. Departments should assign someone to be at room to accept the food and invoice.
- Trash Disposal. Meeting leaders are requested to remind participants to deposit trash in receptacles with sufficient room to accommodate trash. Do not place trash in an already overflowing trash receptacle. Additional trash receptacle(s) can be requested by emailing detailed request(s) to FIXIT@uth.tmc.edu. If large pizzas are provided, contact housekeeping to schedule immediate removal of pizza boxes before confirmed room reservation time expires.
- Housekeeping. Events with food must schedule housekeeping to remove trash and clean the room prior to the next event by emailing a detailed request to FIXIT@uth.tmc.edu. It is the customer’s responsibility to ensure the scheduled cleanup time is included in the reservation request and that housekeeping has completed cleanup during the room reservation times.
- No food allowed in Student Labs. (MSB 2.105, 2.107, 2.129, 2.131)
Building Usage & Fees
Departments, Centers, Staff, Faculty, and all Non-UTHealth sponsored events
Policies regarding conflict of interest and vendor relationships have changed significantly in the last several years. Events gaining pre-approval from Auxiliary Enterprises to use university facilities may be subject to fees. Examples: Housekeeping fees, Building Use fees, Technical Support fees, Security fees and administrative fees. Each request may be viewed independently and presented to Legal Affairs, Procurement, Compliance and Auxiliary Enterprises for final approval prior to location scheduling confirmations.
Use of University Facilities for UTHealth sponsored events and/or non-UTHealth sponsored events: – Policy Number: 11
Use of university grounds or facilities for the purpose of solicitation is generally prohibited unless specifically authorized by the Regents’ Rules, Series 80103 and HOOP Policy 165 Solicitation on Campus.
Student Organizations, Faculty/Department Sponsored Events, and All Outside Organization Events
Use of MMS lecture halls and classroom space for student organizations, faculty/department sponsored events or outside organization events:
Student organizations, department sponsored events and outside organizations requesting the use of UT Medical School facilities, including but not limited to Webber Plaza, lobbies, lecture halls, classrooms, 5th floor gallery, etc., must receive approval from the Vice President, Auxiliary Enterprises to utilize our facilities for fund raising activities or other solicitation events. (Solicitation Form)
The following forms, rules, and HOOP Policies are available online at the websites listed below:
HOOP Policy Number: 9, Alcoholic Beverages
HOOP Policy Number: 11, Use of University Facilities
HOOP Policy Number: 165, Solicitation on Campus
HOOP Policy Number: 174, Speech and Assembly
HOOP Policy Number: 211, Special Use Facilities
Permissible Solicitation Activities Guidelines
It is the responsibility of the organization or department to gain approval from Auxiliary Enterprises, and Conference Operations reserves the right to deny the organization’s use of the room without the permission from Auxiliary Enterprises to hold the event.
Requirements Regarding Promotional Items and Fundraisers for Students and Student Groups
All items produced for UTHealth related clubs, groups, activities, fundraisers, and events – whether the items are for sale or to give away – must be purchased through Follett’s UTHealth Campus Stores.
We at UTHealth are fortunate and proud to have diverse and enterprising students that actively participate in university and civic life – in student affinity and service groups, charities, sports leagues and more. Each year, students and student groups across campus create promotional items for their causes and activities, either to sell as fundraisers or give away as gifts.
As members and representatives of UTHealth, students must follow UTHealth policies and procedures in creating and distributing such items. To ensure that standards are met and policies are followed, and to streamline the ordering and approval process for all parties, all students will be required to order UTHealth-related promotional items and apparel via Follett’s UTHealth Campus Stores.
Follett has contracted the vendor Club Colors to provide special-order promotional items and apparel to students and student groups. Club Colors is licensed by The University of Texas System Trademark Licensing Office to produce UTHealth-logo items and was chosen for its wide variety of items, knowledgeable customer service and competitive pricing. Every company, including Club Colors, that uses the UTHealth logo pays a royalty to UT System. In turn, UT System shares these royalties with each UT institution. Presently, UTHealth Auxiliary Enterprises places these revenues in Scholarship Endowments for students.
Products can be viewed on the Club Colors website www.clubcolors.com or in print catalogs located at each UTHealth Campus Store location. All orders must be placed through Follett’s UTHealth Campus Stores.
Equipment Use and Presentations
All presentations need to be managed by event coordinator. Presentations can be brought in prior to event using CD, DVD and/or IT approved flash drives. https://med.uth.edu/msit/policies/approved-portable-devices
Event Advertising in Building
Use of easels must be approved, prior to use, by the Executive Director, Management Services-MS, Claire Brunson. Approved user will be responsible for checking out easels and returning them to Conference Operations. Easels may only be displayed in prior approved areas, but mainly by entrances out of line of pedestrian traffic, and by yellow and green elevators. Easels may only be displayed the week of the announced event, and must be returned to Conference Operations within 24 hours of the conclusion of the event. Any easel checked out and not returned, department may be charged for a replacement fee of $50 per easel checked out and not returned. Once replacement fee has been charged, no refunds will be given even if easel is later returned.
Department Announcements and Flyers
MMS Departments and major HSC sponsored events have approval to utilize the display rails between the elevators on the ground floor. However, please note the following “rules of engagement.”
- Meetings notices may be posted 2 weeks in advance of the event. Notices listing events for the entire month/semester for a department (i.e. grand rounds, seminar series, etc.) will not be allowed on the ground floor, but may be posted on bulletin boards at elevators on the upper floors.
- Special events such as Dean’s Lecture Series, may be posted 3 weeks in advance. Easels will be allowed for these types of events during the week of the event, with prior approval by the Director, Management Services.
- All events must be sponsored by UTHSC or MMS. No outside agencies or vendors may use this area for advertising events.
- No requests for Human Subject announcements will be posted on the ground floor elevator display rails; however, these may be posted on bulletin boards at elevators on the upper floors of the building.
- No personal notices (i.e. homes for sale/lease, cars/furniture, roommate needed, etc.) will be posted on any elevator bulletin boards throughout the school. Personal notices may be posted on the bulletin boards outside the MSB 1.006 lecture hall, or on bulletin boards in the grand stairwell on the Fannin side of the building.
- Only vendor fliers approved by Procurement may be posted on elevator bulletin boards on the upper floors of the MSB.
- Requests for utilizing locked bulletin boards in elevators must have prior approval by the Director, Management Services. Approved signage can be placed in the locked bulletin boards 1 week prior to the event. Maximum size of signage for locked bulletin boards is 8 1/2 x 11.
- Director, Management Services reserves the right to remove any notices that are deemed inappropriate, or do not adhere to the above.
Use of Music
Use of music must remain at a soft background level. All music that may reach above this volume requires approval by the Executive Director, Management Services-MS, Claire Brunson, prior to the event. We encourage loud events to meet after normal business hours or outside of the building. Conference Operations can provide a limited variety of music to be used at events taking place in MSB, MSE and JJL locations.
To hold blood drives at McGovern Medical School, two approvals will need to be provided in writing prior to reserving space for these events.
- First approval from the Vice President of Auxiliary Enterprises, Charles Figari to hold your event on campus by completing and submitting the Request for Solicitation on Campus/Use of University Facilities online form located at: https://med.uth.edu/cops/uthealth-resource-scheduler-astra-cloud/
- Second approval from the Executive Director, Management Services-MS, Claire Brunson, to hold your event at the Medical School and permission to move furniture if needed by emailing your detailed request to Claire.Brunson@uth.tmc.edu. Please include a copy of your approval email from Charles Figari in the email to Claire Brunson.
Once permission from both has been obtained, you can request to reserve the space needed for your event by sending copies of both approvals to firstname.lastname@example.org, have your UTHealth department/organization sponsor submit the MS Event Request form using UTHealth Resource Scheduler – Astra Cloud. Please review the summary below of expectations for the Blood Donor Organization & the UTHealth Sponsor outlined.
Blood Donor Organization
- Acquire UTHealth department/organization Sponsor
- Acquire Approved Solicitation Form from AE
- Acquire Second Approval from the Executive Director of Management Services-MS
- At time of blood drive, ensure that the area is setup properly. This includes setting up moved furniture in a fashion that people who are not participating in the blood drive can sit outside of the donor area.
- After event, reset the furniture back in its original configuration for regular activities to continue after the blood drive ends.
- Assure that the Blood Donor Organization sets up the area reserved properly, including moving any furniture in a fashion that people who are not participating in the blood drive can sit outside of the donor area.
- Assure that the Blood Donor Organization resets the furniture back in its original configuration for regular activities to continue once the blood drive ends.
- UT Sponsor should be on site during the entire event or be available by phone giving contact name & phone number to Conference Operations to use should an issue arise.
**ONLY two (2) blood drives a calendar year per each Blood Bank is allowed in the Medical School Building with at least eight weeks between blood drives.**
Animals on Campus Policy
Animal therapy (also known as pet therapy) involves the introduction of animals into “unconventional settings” to interact with people to help reduce stress and pain and improve emotional status. The term “unconventional settings” is used to describe areas where animals are not typically allowed or encountered. The institution has recently provided pet therapy to support students and employees at UTHealth during periods of increased stress such as during intensive exam times. To ensure the health, safety and comfort of all individuals involved in institution-sponsored pet therapy efforts (including the animals brought on campus) the following guidelines should be followed:
- School or administrative leadership may opt to host a pet therapy event or session at UTHealth.
- The Executive Director of the Center for Laboratory Animal Medicine and Care (or their designee) must also be notified to ensure that no contraindications exist regarding any animal species that might be involved in research efforts.
- Therapy pets should be from a certifying organization, as these animals are vaccinated, well-tempered, and often go into facilities such as hospitals and other facilities.
- There should be a designated area where the interactions with the pets take place, which is away from any laboratory spaces.
- The pets should not be brought into or allowed to wander around to other areas of the building and must be under their handler’s (or their designee’s) control at all times.
- To the extent possible, individuals with known allergies should be alerted and refrain from participation.
- Therapy pets should be clearly identified with a vest or other way to ensure everyone knows it is a “working” therapy pet.
- There should be a pre-designated area for pet relief (e.g. for dogs), and of course, cleanup after is mandatory. The school or department sponsoring the event is responsible for ensuring that cleanup occurs promptly.
- Pet therapy activities should not be misinterpreted as an opportunity for employees or students to bring personal pets to school / work. Service animals and, in certain circumstances, emotional support animals are permitted on campus in accordance with applicable law and university policy. Contact Diversity & Equal Opportunity at 713-500-CALL for additional information.
- At this time, there is no requirement for UTHealth to take on additional liability insurance for such events, but the certifying organization providing the pet therapy animals should be asked to show proof of coverage for pet therapy activities.
- If there are any questions or concerns regarding this guidance, contact EHS at 713-500-8100.
These guidelines do not apply to service animals or emotional support animals. For information regarding service or emotional support animals, please contact Diversity & Equal Opportunity at