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Liberal Arts Instructional Technology Services

LAITS Meeting Room Use and Event Planning FAQ

Below is a list of commonly asked questions about using LAITS rooms and event planning.  For help in planning a conference or other large event, visit the CoLA Business Affairs Conference Procedures page.


RESERVATIONS AND EVENT INFORMATION (top)

What is the cost of using these rooms?

How do I make a reservation?

Can a non Liberal Arts Faculty or staff use these rooms?

Can a student group use these rooms?

Can I use these rooms for office hours or review sessions?

How far in advance can I make a reservation?

Can I hold an event after building hours?

Can I hold an event on a weekend or holiday?

What happens if the University closes for inclement weather or another emergency?

When will I know if my request is approved?

Why didn’t I get the room I requested?

May I use a room that I find empty but don’t have a reservation for?

What areas may I use for my event?

What areas are available for my event when I’m using the Glickman Conference Center?

Can we use the lobby for our event?

Can I use the patio for my event?

Can we access the pool from the Conference Center patio area?

Can I reserve a room that I don’t plan to use, but just want to hold for my event?

Are there other room options available not offered through this service?

Can I tour the space before my event?

When is building staff available to help if something comes up during my event?


EVENT PREPARATION (top)

How early can I start setting up my event?

Can I see the space before my event?

Can I test the equipment before my event?

How can I get help moving furniture for my event?

What services are provided by the Facilities Services Event Planning office?

Can I store items in rooms for my event?

Can I store food or alcohol in the room before my event?


WORK ORDERS (top)

Why am I being asked to submit a Work Order Number for cleaning?

When are work orders required?

I don’t have a work order number, can I still submit a request?


EVENT ACTIVITIES AND ENTERTAINMENT (top)

What decorations are permitted?

Can I have live music at my event?

Can I fax or make copies during my event?


ADVERTISING EVENTS (top)

How do I advertise my event on the flat panel displays in CLA?

Can I put up signs for my event around CLA, and in the Conference Center?


FACILITIES INFORMATION (top)

What is the building address?

What are the building hours for CLA?

What are the regular business hours for building and tech support?

Who do I call if I have a facilities issue on the weekend, a holiday, or after hours?

Who do I call if I have a technical issue on the weekend, holiday, or after hours?

What services are avaiable through Facilities Services Event Support and Moving?


FURNITURE (top)

What furniture is available for my event?

Can I move furniture or equipment out of a room?

What can I do if I need additional furniture or equipment for my event?

Can I roll the tables from the Glickman Conference Center out on the patio?

How can I order additional furniture or services for my event?

Who can help me move furniture for before and/or after an event?


FOOD AND DRINK (top)

Which caterers can I use?

Can I serve alcohol during my event?

Where can caterers stage before service?

Can my caterer use the loading dock in CLA?


EQUIPMENT AND TECH SUPPORT (top)

What equipment is available during my event?

How do I set up a telephone conference call?

How do I set up a video conference?

Can I test the equipment in the room before my event?

If I have equipment issues during my event, who do I call?

How can I arrange for technical support throughout my entire event?

Can guest at my event have access to the UT WiFi?

Can I remove the equipment from the room?


DOORS, BUILDING ACCESS, AND SECURITY (top)

How do I make sure my room is unlocked for a weekend or holiday event?

I forgot to pick up a key for my event.  Who can unlock my room if the door is locked?

Why is the main door to the Conference Center locked when I have a scheduled event?

How do I request the alarm on the exterior doors to be disengaged?

What happens if I don’t request the alarm on the exterior doors to be disengaged?

What happens if UT Police show up during my event?

Why am I being charged a fee for a door alarm?

How do I hire security for my event?

Can I prop open the doors that lead outside from the conference center lobby, CLA 1.302B, or CLA 1.302E?

How can I access the loading dock in CLA?


PARKING AND TRANSPORTATION (top)

Is parking available at CLA?


EVENT BREAK-DOWN AND CLEANING (top)

How long do I have to clean-up after my event?

How do I a re-set a room after my event?

What happens if I don’t reset a room correctly?

Who is responsible for cleaning after my event?

Can I clean and/or reset a room the following morning if my event runs late?

Where can I put the garbage immediately following my event?

Who can help me move furniture for before and/or after an event?


RESERVATIONS AND EVENT INFORMATION

What is the cost of using these rooms? (return)
There is no fee for room use or introductory tech support. Users requesting the presence of tech support throughout their event will be required to pay a fee for tech support services. Events requiring the submission of a work order will have to pay for cleaning services.

How do I make a reservation? (return)
An online reservation form is available to walk you through the reservation process.  All requests should be submitted through the online reservation request form.

Can a non Liberal Arts Faculty or staff use these rooms? (return)
BEL 214 and rooms in CLA are available to CoLA faculty and staff only.

Can a student group use these rooms? (return)
LAITS meeting rooms are not available for student groups. CoLA Student groups are encouraged to contact the Liberal Arts Council to reserve the Wagner Student Workroom in the Dies Student Center. All student groups can reserve spaces through the Office of the Dean of Students.

Can I use these rooms for office hours or review sessions? (return)
Rooms in CLA are not available for office hours or review sessions. Faculty requiring such space should work with their department or the Registrar’s office to find a room for office hours or review sessions.

How far in advance can I make a reservation? (return)
Reservation requests are processed based on the following calendar:

  • Spring semester – first business day in September
  • Summer Semester – first business day in January
  • Fall Semester – first business day in April
  • Conference, professional/annual meetings, and symposiums may request space up to one year in advance of the event (must include non-UT attendees and must be over 50 participants).

Can I hold an event after building hours? (return)
All events must take place within the days and hours of Monday – Friday, 6:30 am to 11:00 pm. Saturday – Sunday, 8 am to 9 pm.   

Can I hold an event on a weekend or holiday? (return)
Evening, weekend, or holiday reservations can be made; however it is the responsibility of the department to unlock the doors for their event as well as ensuring the room is locked following the event.  (See also, "How do I make sure the room is unlocked?")

What happens if the University closes for inclement weather or another emergency? (return)
With permission, you may still be able to hold your event. However, please be advised that there will be no staff on premise to help with facilities request such as unlocking doors or equipment failures. Holding an event when the university is closed becomes the sole responsibility of the room user.

When will I know if my request is approved? (return)
You should receive a response to your request within 3 working days or less. Reservations are processed on a first come, first serve basis.

Why didn’t I get the room I requested? (return)
We make every effort to accommodate room preferences. However, rooms are assigned for best-use, based on expected attendance and any special media or furniture needs. Some groups have priority in specific rooms. In these cases, the rooms will not be reserved to calendar capacity in order to accommodate the priority groups and other meetings.

May I use a room that I find empty but don’t have a reservation for? (return)
Only the rooms for which you have a reservation may be used.

What areas may I use for my event? (return)
All event activities must take place entirely within the reserved room(s). This includes activities such as registration, materials, distribution, eating, and/or displays.

What areas are available for my event when I’m using the Glickman Conference Center? (return)
You may access the kitchenette. The lobby is the only entrance to the center and may be used only with permission from reservation staff (See also "Can we use the lobby for our event?").  All event activities must take place entirely within the reserved room(s).   This includes activities such as registration, materials, distribution, eating, and/or displays.

Can we use the lobby for our event? (return)
The lobby area of the Julius Glickman Conference Center may not be used for food or other setup unless there are no other events going on in the Conference Center during your event.  No furniture in the lobby should ever be moved without prior permission from the reservation staff. Repairs for any damage to the furniture in the lobby area will be responsiblity of the group using the space.  

Can I use the patio for my event? (return)
Yes, as long as you request the use of the patio and include details of how you would like to use the outdoor space. The patio doors are usually locked unless otherwise requested. The reservation staff will ensure the alarms on the doors leading to the exterior patio area are set to be off during your event. Setting off the alarms on these doors will alert UT Police and your department could incur fines for setting off the alarm.  The doors leading to the exterior of the building may never propped open. CLA has a very delicate climate control system and the humidity will result in a failure in the HVAC system for the building.

Can we access the pool from the Conference Center patio area? (return)
Contact the Recreational Sports for access to the Gregory Gym Pool.

Can I reserve a room that I don’t plan to use, but just want to hold for my event? (return)
Reservations should include only rooms that will house event participants. Building staff reserve the right to determine that a room is not being used by an event, and may reschedule the use of that room. In CLA, rooms may not be reserved for the purpose of "closing off" the Conference Center to use by other events, or to ensure use of the lobby and/or patio.

Are there other room options available not offered through this service? (return)
General purpose classrooms, located on the 1st and 2nd levels of CLA may be reserved through the Office of the Registrar. The CLA reservation staff cannot reserve general purpose classrooms, or space for use by student groups. (See also "Can a student group use these rooms?")   

Can I tour the space before my event? (return)
A tour can be arranged with the reservation staff. First time users are strongly encouraged to schedule a meeting with either building or technical staff to preview the space and equipment before an event.  Tour requests can be made at the time you complete the online reservation form, or by emailing the reservation staff

When is building staff available to help if something comes up during my event? (return)
CLA LAITS staff is available between 7:30 am – 7 pm Monday through Friday to help with facilities or equipment related problems in the CLA building. Contact Henry Hilliard for technical support, and the reservation staff for facilities issues. 


EVENT PREPARATION

How early can I start setting up my event? (return)
Set up time must be included in your reservation time. Rooms are often scheduled with events adjacent to one another; therefore last minute requests for additional setup time may not always be available.

Can I see the space before my event? (return)
A tour can be arranged with the reservation staff. First time users are strongly encouraged to schedule a meeting with either building or technical staff to preview the space and equipment before an event.

Can I test the equipment before my event? (return)
You may make an appointment either through the online reservation form, or by emailing Henry Hilliard.  Note: The audio visual presentation technology is designed to be operated by the users, with a simple graphical interface to eliminate the need for technical support to be present.

How can I get help moving furniture for my event? (return)
The LAITS meeting rooms are self-service facilities.  You may request assistance with moving furniture from UT Event Support and Moving Services.

What services are provided by the Facilities Services Event Planning office? (return)
See the Event Support and Moving Services Event Planning Request form.

Can I store items in rooms for my event? (return)
LAITS meeting rooms have very limited storage space, and rooms may not always be available for storing items. While we will make every accommodation possible, users should not anticipate the use of a room for storage prior to their event time. Users must take sole responsibility for any items stored in rooms prior to, during, and after an event. CLA cannot be held responsible for the theft, misuse, or damage of these items

Can I store food or alcohol in the room before my event? (return)
The Julius Glickman Conference Center has a small kitchenette that may be available for the storage of some food items. All food must be removed immediately after your event. Users are solely responsibility for all alcohol served on campus. See also "Can I serve alcohol during my event?". CLA cannot be held responsible for the theft, misuse, or damage of these items.


WORK ORDERS

Why am I being asked to submit a Work Order Number for cleaning? (return)
Work orders for cleaning services are required for events with over 20 attendees that serve food and/or beverages; and for events held on weekends or holidays. (See also "I don’t have a work order number, can I still submit a request?")   You may request cleaning services through the Event Support and Moving Services section of UT Facilities.

When are work orders required? (return)
Work orders for cleaning services are required for events with over 20 attendees that serve food and/or beverages; and for events held on weekends or holidays. Cleaning requests following events can be made through UT Event Support and Moving Services.

I don’t yet have a work order number, can I still submit a request? (return)
Yes. If a room is available for your event, your request will be tentatively approved until we receive a valid Work order number.  You will receive final confirmation that your request is approved after receipt of a valid WO. Cleaning requests following events can be made through UT Event Support and Moving Services.


EVENT ACTIVITIES AND ENTERTAINMENT

What decorations are permitted? (return)
Users deocrate.  However, nothing may be taped or tacked to the walls or glass without permissions. Candles are not permitted at any time.

Can I have live music at my event? (return)
Live music may be approved depending on the time of day of the event. All music must be kept at a reasonable level throughout an event so as not disturb or interrupt business during general daytime work hours.  

Can I fax or make copies during my event? (return)
Administrative support and assistance is not available for any event and there are no public facilities or faxing and copying of material available within the building.


ADVERTISING EVENTS

How do I advertise my event on the flat panel displays in CLA? (return)
Fliers may be submitted as pdf, jpg, or ppt, to cla-public-signage@austin.utexas.edu.  Submissions must be made by 9 am Wednesday morning in order to be displayed beginning the following Monday.  We will not be able to assist with late submissions.

Can I put up signs for my event around CLA, and in the Conference Center? (return)
Yes, you may post signs about your event on any of the public bulletin boards around CLA.  You may not tape any items to any of the walls or glass in the building, including the rooms in the Conference Center.  If you have a sign that you would like put up in the Conference Center, please contact Building Management who can help find a solution.   


FACILITIES INFORMATION

What is the building address? (return)
CLA is located at 305 E. 23rd Street, Austin, TX  78712

What are the building hours for CLA? (return)
CLA is open Monday – Friday, 6:30 am to Midnight.  Saturday – Sunday, 8 am to 10 pm.   CLA is closed on holidays.

What are the regular business hours for building and tech support? (return)
LAITS staff is available between 7:30 am – 7 pm Monday through Friday to help with facilities or equipment related problems.   

Who do I call if I have a facilities issue on the weekend, a holiday, or after hours? (return)
For facilities issues after hours, please call the UT Facilities Services at (512)471-2020.  This call center will take your information and dispatch the appropriate response team if necessary.

Who do I call if I have a technical issue on the weekend, holiday, or after hours? (return)
For technical issues after hours, please call the LAITS Classroom help desk, 512-471-9666.  Telephone support hours are from 7am to 11pm, 7 days a week

What services are available through Facilities Services Event Support and Moving? (return)
Event Support and Moving Service can assist with a large array of additional items and personal support.


FURNITURE

What furniture is available for my event? (return)
Each room may have a different furniture layout and set-up.  For more information about what furniture and equipment is available in specific room, see individual room descriptions.

Can I move furniture or equipment out of a room? (return)
CLA does not have additional spaces to store furniture during an event.  Users should anticipate that any additional furniture already in your room, but not needed by your event, should stay in the room.  The tables can be easily folded and stored in the corner of the room.  Chairs are easily stacked and stored within the room.   Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

What can I do if I need additional furniture or equipment for my event? (return)
Apart from what is already within the room, nothing will be provided such as 35 mm slide projectors, overhead projectors, additional chairs, computers, extension cords, tables, easels, etc.  Items from other rooms or spaces within the building may not be relocated.  Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

Can I roll the tables from the Glickman Conference Center out on the patio? (return)
No. The conference center tables and chairs may never be rolled outside. You will need to request tables and chairs from Facilities Services Event Planning.

How can I order additional furniture or services for my event? (return)
Event Support and and Moving Services can help with tables, tablecloths and/or skirts, chairs, podiums and lecterns, coat racks, stanchions, tableware, stages & conductors boxes, flags & banners,  plants, easels, poster stands, trash cans, custodial services, unlock /lock rooms, water, additional electrical sources, etc.  A full list of services is available at the Event Support and Moving Services website.

Who can help me move furniture for before and/or after an event? (return)
UT Event Support and Moving Services can help with set-up and the resetting of furniture.  A full list of services is available the Event Support and Moving Services website.


FOOD AND DRINK

Which caterers can I use? (return)
There are no restrictions on caterers in the LAITS meeting rooms.  Events that are catered are required to submit a copy of a Work order for cleaning services immediately following the event.  Cleaning requests following events can be made through UT Event Support and Moving Services.

Can I serve alcohol during my event? (return)
The general rule on campus is that alcohol may not be served or consumed on campus, unless it is a special event approved by the Office of the President. To request an exception to be able to serve alcohol at a special event, contact the Provost's office to begin the application process.

Where can caterers stage before service? (return)
When using the Julius Glickman Conference Center, caterers should stage in the small kitchenette.  Users are responsible for discussing their catering concerns with the reservation staff to best determine an appropriate staging area.  It is not policy for reservation staff to reserve a large room just for caterer staging.

Can my caterer use the loading dock in CLA? (return)
Deliveries for events in CLA may use the access ramp located on the northeast corner of the 0 level.  Elevators located at this level have access to the meeting rooms in CLA.  


EQUIPMENT AND TECH SUPPORT

What equipment is available during my event? (return)
All rooms have a laptop connection, doc cam, and projection system.  Some rooms may also have a blu ray player.  Wireless microphones are available in CLA 1.302B and E.   Each room may have a different furniture layout and set.  For more information about what furniture and equipment is available in specific room, see need URL here.  Users are encouraged to visit their reserved room to familiarize themselves with the equipment.  To make an appointment, contact Henry Hilliard at 512-232-3497 or henryhilliard@austin.utexas.edu.

How do I set up a telephone conference call? (return)
Telephones with teleconferencing capabilities are not yet available.  However, users may check out a speaker phone from the Classroom help desk in CLA 1.214. Users will need to work with the UT Operator Service to arrange for a teleconferences.

How do I set up a video conference? (return)
LAITS can provide interactive videoconferencing in SAC, and FAC.  Email videoconferencing@la.utexas.edu for more information.  Currently, videoconferencing is not available in CLA.  Events using CLA meeting rooms are encouraged to use internet services such as Skype or Google Hangout through their own laptops.  WebCams are available for check-out and are “plug and play” on the Macintosh OS-X computers.  For more information see Using Skype in CoLA classrooms.

Can I test the equipment in the room before my event? (return)
First time users are strongly encouraged to schedule a demonstration of the media equipment prior to their event.  Appointments can be made by contacting Henry Hilliard at 512-232-3497 or henryhilliard@austin.utexas.edu.  Please note that the audio visual presentation technology is designed to be operated by the users, with a simple graphical interface to eliminate the need for technical support to be present.

If I have equipment issues during my event, who do I call? (return)
Should an issue arise in CLA during regular business hours, contact the CLA Classroom support team located in 1.214 or at 232-5400.  During the Fall and Spring semesters, staff is onsite 7 am to 7 pm, Monday through Friday; and 9 am to 1 pm on Saturdays.  During the Summer Sessions, staff is onsite 7 am – 4pm Monday through Friday.

How can I arrange for technical support throughout my entire event? (return)
LAITS can provide in-room tech support for a small fee.  For more information, contact Henry Hilliard at 512-232-3497 or henryhilliard@austin.utexas.edu.  

Can event guests have access to the UT WiFi? (return)
Events may purchase guest access to the UT WiFi through the Campus Computer Store using a ProCard or purchase order.

Can I remove the equipment from the room? (return)
Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.


DOORS, BUILDING ACCESS AND SECURITY

How do I make sure my room is unlocked for a weekend or holiday event? (return)
You should pick up a key from the CLA Classroom Help Desk (CLA 1.214) prior to your event.  If your event is on the weekend, you may check out a key Friday afternoon, and return first thing Monday morning.

I forgot to pick up a key for my event.  Who can unlock my room if the door is locked? (return)
Call 512-471-2020 on the weekend, holiday, or after hours to contact UT facilities and request the door be opened for you.   You may be required to show proof that you have the room reserved for an event.

Why is the main door to the Conference Center locked when I have a scheduled event? (return)
The doors to the conference center are set by a timed access system.  The doors are unlocked beginning 10 minutes before the start of the day’s events, and will lock 10 minutes after the last scheduled event.  If you would like to access your remove before or after your events start time, be sure to include that additional time in your reservation request.

How do I request the alarm on the exterior doors to disengaged? (return)
Requests to unlock the exterior doors in the conference center should be included in the notes of the reservation request form.

What happens if I don’t request the alarm on the exterior doors to be disengaged? (return)
An alarm will be sent to the UT Police and they will show up to see why the alarm is being activated. This could result in a fine for your department.

What happens if UT Police show up during my event? (return)
Most likely a door was propped open when the BACS lock was enabled (the light was red).  Forcing a BACS door open or propping the door open when the BACS is enabled will cause an alarm.  This could result in a fine for your department.  

Why am I being charged a fee for a door alarm? (return)
All fees charged by UT Police for responding to false alarms will be the responsibility of the scheduled or unscheduled activity that caused the alarm.  It is the users responsibly to ensure that all event participants have left the conference center by the time the BACS alarms are activated.  

How do I hire security for my event? (return)
Security services can be requested through UTPD (http://www.utexas.edu/police/securityrequest/).

Can I prop open the doors that lead outside from the conference center lobby, CLA 1.302B, or CLA 1.302E? (return)
The doors leading to the exterior of the building cannot be propped open. CLA has a very sophisticated climate control system that will be affected by changes in humidity and may result in a failure in the HVAC system for the building.

How can I access the loading dock in CLA? (return)
Deliveries for events in CLA may use the access ramp located on the northeast corner of the 0 level.  Elevators located at this level have access to the meeting rooms in CLA.  The CLA loading dock is available to authorized personnel only.


PARKING AND TRANSPORTATION

Is parking available at CLA? (return)
A small number of 30 minute loading zone spaces are located on the east side of the CLA building and are available on a first come, first serve basis. Handicapped parking is available on Speedway in front of Gregory Gym. All other parking questions for events should be directed to Parking and Transportation Services ( http://www.utexas.edu/parking/parking/specialevents/ ).


EVENT BREAK-DOWN AND CLEANING

How long do I have to clean-up after my event? (return)
Cleaning and breakdown time must be included in your reservation request.   Rooms are often scheduled with events adjacent to one another; therefore last minute requests for additional clean-up may not always be available.  

How do I a re-set a room after my event? (return)
Pictures and diagrams of the room’s furniture layout are available in each room.  Please refer to these drawings when resetting a room.

What happens if I don’t reset a room correctly? (return)
You will receive a request from the reservation staff to return to the room and reset the furniture as depicted on the drawings located in each room.  Failure to reset the room in a timely manner may jeopardize your future use of LAITS meeting rooms.

Who is responsible for cleaning after my event? (return)
Cleaning is the responsibility of the users, and must be done immediately after an event is over.  All rooms must be reset and trash removed from the facility.  Users should plan to bring garbage bags to ensure that garbage removal does not become a problem for subsequent users.

Can I clean and/or reset a room the following morning if my event runs late? (return)
In order to accommodate events that may be scheduled early the next morning, all rooms must be re-set and cleaned immediately following your event.  Failure to properly clean and re-set the furniture of a room may jeopardize your future use of LAITS meeting rooms.

Where can I put the garbage immediately following my event? (return)
Large trash receptacles are located inside the loading dock of CLA. You may access these bins through the service drive of CLA. If the loading dock is closed, it is the responsibility of the user to remove the garbage from the area.

Who can help me move furniture for before and/or after an event? (return)
UT Event Support and Moving Services can help with set-up and the resetting of furniture. A full list of services is available at their website. It is the responsibility of the user to make sure all of the furniture is reset according to the photo and diagram shown in each room.