:: Plan An Event
Policies & Booking Procedures
Approval to use the Facilities
*For you to reserve a room or service of the Thompson Conference Center, your program must be educational in content and designed not to make profit for your organization, not involve any political or religious content or include the selling of any product.
*An Academic Dean or TCC Director must approve all request. All publicity and advertisements must also be reviewed and approved by TCC Director.
*The Thompson Conference Center follows The University of Texas at Austin’s holiday closure schedule.
*All publicity and advertisements must also be reviewed and approved by TCC Director.
*Your organization must carry insurance. TCC will not provide coverage for your event.
Room Rental
*A room fee is charged per four-hour unit(8am-12 noon,1 pm-5pm, 6pm-10pm). Additionally, any reservation covering part of two units for example 8m to 5pm would involve a charge for two full units.
*Users of TCC facilities and services are financially responsible for damage to rooms, furniture, and equipment.
Cancellation Policy
*Programs that cancel within five (5) working days prior to the start will be charged the full room fee. While those that cancel within (6-30) will be charged 50% of the room fee and (31-90) the charge will be 25% of the room fee. In all cases, a charge will be made for all unrecoverable expenses incurred by TCC as a result of planning for the program. In the event that rooms can be rescheduled for other programs, the room fee will not apply to those rooms rescheduled.
Refreshments and Catering
*TCC has an exclusive contract with Sodexo catering company and does not allow any outside food or refreshments into the facility.
*Due to health regulations, catered items may not be removed from the facility.
*Guarantees for an event must be given 3 days in advance. If the guarantee is not received on time, we will assume the original number is correct.
*Catering cancelled within 3 days of the event will be charged 50% of the total.
*There is a 10% service fee for evening events. There is also a $35 fee for Sunday events and events with less than 25 people.
*TCC operates a cafeteria-style dining room called Under the Oaks during weekdays from 7:30AM to 3PM and 5PM to 7PM.
Audio Visual
*TCC has a wide variety of audiovisual equipment and services. All AV needs are to be guaranteed 5 days in advance. Any last minute set-up changes or elaborate set-ups will be charged $50 set-up fee. Last minute AV will assess a $5 fee plus cost equipment. You must ask for permission to photograph or video tape here in the facilities.
Internet
*A photo ID with address is necessary to obtain a password for Internet connection while onsite at the TCC.
*There is a one time $5 fee per person for using the Internet over the course of your event.
*If at all possible, requesting Internet passwords in advance is preferred.
*For assistance with any Internet connection issues, please consult UT Information Technology Services: 512-471-9400
Parking
A limited number of complimentary parking spaces in Lot 40 are available to those attending programs at the Thompson Conference Center. Please do not park in Lot 38 or 39 at the risk of being ticketed or towed. Lot 40 is located at the corner of Dean Keeton and Red River Street.
