Picture of Candle table at Cadaver Memorial

Room Reservations

Introducing: Ad Astra Schedule

To request a commonly used institutional area at Cooley Life Center, McGovern Medical School, School of Nursing, School of Public Health, OCB, CABIR, UTP and various other buildings, access UTHealth’s Astra Schedule at schedule.uth.tmc.edu

For step-by-step directions on how to view scheduling grids and reserve shared rooms located in these various locations, please see the Astra MMS Internal User Guide outlining McGovern Medical School’s processes.  This user guide will assist you with becoming familiar with Astra Schedule:

Ad Astra MS Internal User Guide

Non-UT Guests will need to complete an external ‘request an event’ form available on Ad Astra Schedule.  These non-UT guest forms do not require guests to log in but have very limited accessibility to Astra Schedule.  Instructions on how to request an event for external users (UTHealth Guests) will be coming soon.

UTHealth Schedulers can contact Valerie.A.Buchanan@uth.tmc.edu for access to user guides more specific to their role in Ad Astra Schedule.

If a reservation needs to be changed, cancelled or rescheduled, please send all of the details outlining the new request to ms.deancops@uth.tmc.edu.  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 ms.deancops@uth.tmc.edu, contact a scheduler directly at 713.500.5048.  If no one can be reached, call the Conference Operations’ Manager, Valerie Buchanan at 281.787.0219.  Leave your name and phone number where you can reached and your call will be returned as soon as possible.

If a scheduler responds with a request for additional information, the requester has 2 business days to respond or the request is subject to cancellation.

Below is a list of rooms available to reserve using Ad Astra Schedule:

Conference Rooms

  • MSB G.100 Educational and Executive Conference Center (EECC)
    Available with Special Permission from the Dean’s Office (40+ attendees, AV equipment, 40 laptops)
  • MSB G.420A (approx. 8 attendees -request AV equipment if needed)(MS – Administration Approval required)
  • MSB 2.104B (approx. 20 attendees – request AV equipment if needed)
  • MSB B.621 (20 attendees – request AV equipment if needed)
  • MSB B.623 (10 attendees – request AV equipment if needed)
  • MSB B.627 (20 attendees – request AV equipment if needed)
  • SRB (IMM) 108 (10 attendees)
  • SRB (IMM) 109 & 110 Open Setup (28 attendees)

Computer Room

  • MSB B.410 (35 attendees, 35 desktops plus lecturer – request AV assistance if needed)

Medical School Extension Conference Rooms

  • MSE R133 (10+ attendees – LCD Projector only)
  • MSE R233 (10+ attendees – LCD Projector only)
  • MSE R333 (10+ attendees – LCD Projector only)
  • MSE R433 (10+ attendees – LCD Projector only)
  • MSE R649 (10+ attendees – LCD Projector only)

Basement Classrooms

  • MSB B.500 (108 attendees – Lectern computer & AV equipment)
  • MSB B.100 (66 attendees – Lectern computer & AV equipment)
  • MSB B.645 (66 attendees – Lectern computer & AV equipment)
  • MSB B.605 (66 attendees – Lectern computer & AV equipment)
  • MSB B.620 (36 attendees – Lectern computer & AV equipment)
  • MSB B.625 (36 attendees – Lectern computer & AV equipment)
  • MSB B.610 (30 attendees – Lectern computer & AV equipment)
  • MSB B.612 (30 attendees – Lectern computer & AV equipment)

Classrooms with movable tables

  • MSB B.603 (24 attendees – Movable Tables – Includes Lectern computer & AV)
  • MSB B.635 (24 attendees – Movable Tables – Includes Lectern computer & AV)

PBL Rooms

  • MSB B.629 (10 attendees – no AV equipment – whiteboard only)
  • MSB B.631 (10 attendees – no AV equipment – whiteboard only)
  • MSB B.633 (10 attendees – no AV equipment – whiteboard only)
  • MSB B.640 (10 attendees – no AV equipment – whiteboard only)
  • MSB B.642 (10 attendees – TV in Room with HDMI connection – whiteboard)
  • MSB B.646 (10 attendees – TV in Room with HDMI connection – whiteboard)

JJL Conference Rooms

  • JJL 405 (20+ attendees – TV in Room with HDMI connection)
  • JJL 410 (10 attendees – Monitor with HDMI connection)
  • JJL 480A (20 attendees – TV in Room with HDMI connection)
  • JJL 301 (20 attendees – TV with attached PC) (Requires OEP Approval)

Lecture Halls/Auditorium

  • MSB 3.301 (OB/Gyn Lecture Hall – 40+attendees)
  • MSB 2.135 (Lecture Hall -turn right off Green Elevators- 80+attendees – Full AV and IV equipment)
  • MSB 2.103 (Lecture Hall -turn left off Green Elevators- 90+attendees – Full AV and IV equipment)
  • MSB 1.006 (MSI Lecture Hall – 200+attendees)
  • MSB 2.006 (MSII Lecture Hall – 200+attendees)
  • MSB 3.001 (300+ attendees)
  • SRB (IMM) 104 Auditorium (200 attendees – Full AV and IV equipment)

Student Labs

  • MSB 2.105 (66 attendees – Lectern computer & AV equipment)
  • MSB 2.107 (90 attendees – Lectern computer & AV equipment)
  • MSB 2.129 (48 attendees – Lectern computer & AV equipment)
  • MSB 2.131 (66 attendees – Lectern computer & AV equipment)

Special Use Areas:

In addition to “classroom space,” Conference Operations also provides equipment and personnel to support these commonly used “institutional” areas:

  • 5th Floor Gallery (MSB 5.001)
  • EECC G.100 (Available w/ Special Permissions from MS Dean’s Office)
  • MSB Leather Lounge
  • SRB (IMM) 107 Atrium (250 attendees – Audio Reinforced, Crestron Touchscreen Control)
  • SRB (IMM) 1PL01 Pond Area (100 attendees – No AV/IV equipment)
  • Webber Plaza (Approved Solicitation Form required.)
  • SRB (IMM) 337 Margolis Lounge (Available w/Special Permissions from SRB’s Director, Management Operations (50 attendees – Teleconference)

SRB(IMM) Margolis Lounge Requests

Request submitted for room SRB(IMM) 337 – Margolis Lounge, will be reviewed and approved/denied by the Office of the SRB’s Director, Management Operations.

Webber Plaza Rules and Regulations

UTHealth, TMC and HAM own Webber Plaza.  Use of this area is available to registered organizations of these institutions.  The use of glass items is prohibited in the Plaza area.  Frisbee throwing along with activities such as softball and football are not allowed in this area due to the close proximity of buildings and possible interruption of pedestrian flow to and from the area.  Activities requiring a band or other loud activity will be restricted to after 5:00pm on weekdays due to the academic and institutional programs being conducted in the Medical School and the adjacent building.

Requests to reserve the Webber Plaza will need to include approval from the Vice President of Auxiliary Enterprises, Charles Figari by completing and submitting the Request for Solicitation on Campus/Use of University Facilities online form located at: https://www.uth.edu/auxiliary-enterprises/solicitation-form.htm.  The organization wishing to reserved the area must identify what institution they are with, the organization’s name and the type of activity that is anticipated.  Use of Webber Plaza is reserved for students and employees of registered organizations within UTHealth, The Texas Medical Center -TMC and The Houston Academy of Medicine – HAM.

Registered organizations will not enter into joint sponsorship of a project or program with individuals, groups, or students that are not registered.  No solicitation will be allowed except by the agents, servants or employees of the institution acting in the course and scope of the agency or employment or by the students’ association of that institution or by a registered student, faculty or staff organization of that institution. Solicitation will not disrupt or interfere with the academic or institutional programs being carried on in campus buildings and will not interfere with the flow of pedestrian and vehicular traffic.

Priority in the reservation and use of these areas shall be given to activities and events that are in furtherance of and related to the educational, cultural, recreational, and athletic programs of the institutions.
Webber Plaza Reservation Procedure
The following procedure is to be followed when requesting reservations:
1. Sponsoring organization will read these Rules and Regulations and submit the Request for Solicitation on Campus/Use of University Facilities online form located at: https://www.uth.edu/auxiliary-enterprises/solicitation-form.htm.
2. With three business days of receiving the completed application, Auxiliary Enterprises will notify the applicant as to the approval or denial of their request to hold an event at Webber Plaza.
3.  Auxiliary Enterprises will forward a copy of the approved form to Conference Operations.
Once Approved by AE, responsibilities of the Sponsoring Organization are as follows:
1.  To submit the MS Event Request form using Astra Schedule at schedule.uth.tmc.edu
Once Approved by Conference Operations, responsibilities of the Sponsoring Organization continue as follows:
2. To arrange security for the event if required,call 713.792.2890.
3.  To arrange for the use of a AV Tech Support, P.A. System or other AV equipment, email details of request to ms.deancops@uth.tmc.edu.
4. To arrange for tables or other movable items required for the event, email details to ms.deancops@uth.tmc.edu.  GCA Services will be contacted for tables/chairs setups.  Fees may apply.
5. To see that the area is properly cared for during the event, i.e., to guard against damage to the property.  If damage to the area should occur, the sponsoring organization will be held responsible.
6. To clean up the area thoroughly at the conclusion of the event. If additional trash cans will be needed, arrangements should be made in advance by calling 713.500.3498.
Alcoholic Beverages
Any use of alcoholic beverages should be in accordance with HOOP Alcoholic Beverages Policy 9. The sponsoring organization must submit the appropriate form (Request for Permission to Serve Alcoholic Beverages) to the authorities listed on the form and must obtain approval before serving any alcohol.

To view our information on other room locations, click here.