Setup of Weber Plaza

Tables, Chairs & Poster Boards

Table/Chair/Poster Board Requests, Fees, plus more!


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.


Table/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.

Furniture in the Leather Lounge does not require removal to add up to 10 tables.  For larger events, GCA or Next Level 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:

Poster Boards

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 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.