Tables, Chairs & Posterboard Policies

Table and Chair Requests

Request for tables and/or chairs will need to be made at least two weeks prior to the event date to enable time to schedule setup crew.  Fees may be attached to events requiring furniture setups. No fees will apply to the NORMAL setup options unless furniture is moved without permission and needs to be returned to the NORMAL setup arrangement.  With prior approval from Conference Operations, some setups may be managed by the event coordinator in lieu of fees.  If the customer does not follow setup policies and procedures, the department may be charged up to $500 in setup/teardown fees when Conference Operations’ staff are used to complete the setup/teardown.

Large setups are no longer offered in the MSB Lobby (recommend use of MSB 5.001), any exceptions need prior approval from [email protected] and setup fees will apply (two weeks notification required). Administrative permission will also be required before moving any MSB Lobby furniture. Conference Operations does not provide tablecloths. Customers will need to provide their own. Small setups of up to three (3) rectangular tables, six (6) chairs and/or three (3) posterboards are needed, please send a request to [email protected] and complete the MMS – Admin Job Requests Form to schedule setup assistance at least five business days prior to the occurrence. No fees associated with small setup requests.

MMS – Admin Job Requests Form – Other Locations

Use the Admin Job Requests Form to schedule assistance from Greg Dorsey including small scale table/chair setups up to a maximum of 5 tables and 10 chairs.

Posterboards

Request for poster boards will need to be made at least two weeks prior to the event date to enable time to schedule setup crew.

McGovern Medical School offers 24 – 4’x6’ double-sided poster boards on wheels. Please send the total number of poster boards to be reserved to [email protected] no later than two weeks prior to the event.

Events requiring special setups or the use of poster boards do require the use of a vendor to provide these services. UTHealth Housekeeping Services provides the lowest pricing for setup rates.

All Poster Board reservations are subject to cancellation if MMS student events are scheduled.  Non-student event groups with prior reservations will be notified immediately from Conference Operations.