"Once again you and your team made a huge difference in the SUCCESS of our event..."

"I must say that it is difficult to beat the facilities at the [Commons] Center."

"At one point, I had a live Internet feed, a PowerPoint presentation, and a computer model all running simultaneously. That is just not possible at most venues."

"All of the logistics ran flawlessly and your staff members were always readily available and very helpful."

ESTABLISHED CUSTOMERS: Proceed to " BOOK A PROGRAM" below.

Our online system provides "real time" information regarding room availability and allows you to reserve rooms and services at your convenience.

NEW CUSTOMERS: You will need to obtain a UT EID (University of Texas Electronic Identification), and enter your Customer Profile on our site. Then you will be able to book your first program.

***
Hint: Print this page to use as a reference, or open a new browser window
before proceeding so you can follow along with these instructions.
***

CREATE A UT EID / COMPLETE CUSTOMER PROFILE:

1. Go to https://utdirect.utexas.edu/commons/ and click on the "I need a UTEID " link
    
   • NOTE: all current and ex-students, informal class participants, present and past employees (even if you have ever applied for a job at UT) already have a UT EID automatically assigned. Find out what your UT EID is by going to the EID Help Suite at https://utdirect.utexas.edu/nlogon/eid_suite/essentials/new_eid_warn.WBX
     
   • Once you have determined your UT EID and password, write them down for future reference
2. Go to https://utdirect.utexas.edu/commons/. Select the "Enter Our Secure Site"
   
3. Choose and complete the "Create/Update Customer Profile"
   
4. Select "Save The Profile"
   
5. Select "Submit Profile For Activation"

BOOK A PROGRAM:

1. Go to https://utdirect.utexas.edu/commons/. Select the "Enter Our Secure Site" option, select the "Create/Update Program" link and click on the words "Create a New Program"
2. Choose the appropriate "Program Tax Status." If you are not a state or federal agency, you must provide proof of tax-exempt status
3. Choose "Customer Origin"
   • PRC if you and your attendees are all from a UT department located on the J. J. Pickle Research Campus
   • UT CAMPUS if you and your attendees are all from a UT department on main campus or another UT campus
   • OFF CAMPUS all other customers: Federal or State agencies, non-profits, other corporations or organizations
4. Fill in "Program Title" with the name of your event. Please be sure to spell out all acronyms--use the 'Comments' section if you need more room. (This will also be used as the room sign on the day of your meeting.)
5. Select "Create New Program" button to save program details
6. Go to the "Dates" tab and view/select dates, times and rooms by placing an "x" in the desired time block (remember to select the SAVE button at the bottom right corner of each page)
7. Go to the "Setups and Services" tab to specify room setups and A/V needs (remember to select the "Save" button at the bottom)

You now have a "Tentative" reservation that will be held for 14 calendar days. While in this status, you may make changes to your room and equipment or even cancel your program without assessing fees.

***
YOU WILL RECEIVE EMAIL REMINDERS AND MUST
CONFIRM YOUR RESERVATION BEFORE THE END OF THE 14TH DAY
OR IT WILL AUTOMATICALLY EXPIRE.
***

Please make note of the following charges that will be assessed for any room changes, date changes, or cancellations after a program has reached the Reserved status. "Days" below are calendar days prior to the program's start date:

• 0-3 days before - 100% of catering charges
• 0-30 days before - 100% of room charges
• 31-90 days before - 50% of room charges
• 91-364 days before - 10% of room charges
• 365+ days before - no charges

TO CONFIRM YOUR RESERVATION:

(NEW CUSTOMERS: Once your profile has been approved you will receive an email welcoming you as a new customer. At that point you will be able to log back into our reservation system and submit your program for approval moving it from a Tentative to a Pending status.)

1. Log on: https://utdirect.utexas.edu/commons/
2. Select "Enter Our Secure Site"
3. Select "Create / Update Program"
4. Select the hyper-linked Program Number
5. Click the button "Submit for Approval"
6. If the program is to be cancelled, please click "Cancel Program" so the rooms will be available for use by another customer.

Your Pending event will now be brought to our staff's attention for review. Once approved and moved to a Reserved Status, we will send you an email and request any additional approval and/or billing documents if needed.

Should you wish to contact a Conference Coordinator or come by for a site visit, please call us at 512-471-5898 or send e-mail to CommonsCenter@mail.utexas.edu. We look forward to having you with us!