Room Reservations & Use

Room Reservations and Room Use

  1. 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.
  2. 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.  Use the SRB (IMM) Event Request Form to reserve rooms located in SRB (IMM).  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.
  3. 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.
  4. All PENDING room/resource reservations need to have actions completed within one week or the reservation is subject to Cancellation.
  5. If a reservation needs to be changed, cancelled or rescheduled, please send all of the details outlining the new request to [email protected]. 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 [email protected], contact a scheduler directly at 713-500-5048.
  6. 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 protected], the remaining scheduled meetings are subject to cancellation for the entire event’s scheduled meetings.
  7. No furniture is to be moved without prior approval from Conference Operations. For approval request, please send a detailed email to [email protected].
  8. 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.
  9. No Events will be approved in MMS buildings on Full Closure holidays