LBJ Facilities Acceptable Use Policy

• Room and/or space reservations can only be requested by a faculty or staff member or an officer of a Registered Student Organization (RSO).  The "Person in Charge" as listed on the room reservation must be a UT LBJ staff or faculty member, and is responsible for following and enforcing this Acceptable Use Policy, as well as other room use guidelines. The "Person in Charge" is responsible for the room, the event, the equipment, and the attendees. This includes but is not limited to, hosting the event, arranging and supervising catering and special services, supervising room set up and clean up, removing additional equipment or furniture brought in for the event, and monitoring event noise level, and attendee behavior.
• The person making the reservation request must be present for the entirety of the reservation request.
• Classes and exams always have priority for use.
• All rooms must be kept clean, and the equipment and furniture must be returned to their proper locations immediately following the event.
• Reservations can be relocated if a priority event gets scheduled or the expected attendance is more suitable for another room or space.

The following can be scheduled during quiet days:

• Extended Office Hours
• Exam Review
• Study Groups
• Department events
• University Extension Final Exams
• Student Organization Meetings

The following cannot be scheduled during quiet days:

• Class-related activity (quizzes, exams, extra lectures, etc.)
• Paper turn-ins
• Any class content which can be counted for a grade.

The following cannot be scheduled during exam days:

• Paper Turn-ins
• Exam Reviews
• Student Organization Meetings
• GPCs to grade exams
• Extended Office Hours
• Events or activities that would disrupt the testing environment.

• The reservation of a room or space within SRH 3 is not permissible when the intent is to host or sponsor an outside or non-UT group/organization for the purpose of providing a venue.
• Events and meetings are to be conducted/hosted by the LBJ School, a faculty or staff member or a Registered Student Organization only.
• This is applicable during long semesters and summer semesters.
• Events that require an outside group to co-sponsor or co-host must have approval from the Dean or CBO before proceeding.  The benefit(s) of this co-sponsorship to the LBJ School must be clearly stated with the request.

• Include time for set-up and breakdown in your event request. The user is responsible for setting up the room for the event as well as resetting the room to their proper locations immediately following the event.
• Items from other rooms or spaces within the building may not be relocated without the express permission of the LBJ room reservations staff.
• It is imperative that the rooms be returned to their original set up after each event.
• Individuals/groups using classrooms or other meeting spaces in SRH3 assume responsibility for:
• Ensuring doors are fully closed before leaving.
  • BACS-enabled doors must be verified via request to lbjfacilities@austin.utexas.edu.
• Returning chairs and other furniture to their original position. 

The event sponsor/requestor will be held responsible for the cleaning of the room(s) when fewer than 40 persons are in attendance, including but not limited to: 

• Cleaning of spills, crumbs and other miscellaneous refuse left at the conclusion of the event/reservation.
• Bagging and placing trash in the hallways for collection. It is imperative that all trash receptacles are placed outside the classroom so that Custodial Services will empty them.
• For those who do not comply, future privileges are subject to suspension and those responsible may be assessed a cleaning fee.
• All persons are to vacate the classrooms by 10 pm Monday through Friday for scheduled cleaning.

• Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and/or removed.
• It is strongly recommended that first-time users of a room make a prior appointment to do a test run of the equipment. A basic overview of classroom/conference room technology can be received by contacting lbjit@austin.utexas.edu.
• Remember to logout of the equipment before leaving the room.
• 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.

LBJ School does not provide IT or other technical support.  

• All food and drinks must be removed from the facility immediately following an event.  Food may not be left in the meeting room(s), kitchen, and/or lobby area.
• Clients must provide their own supplies needed for food and drinks.
• The "Person in Charge" of the event must be present to supervise caterers.
• The event organizer must obtain approval through The University of Texas at Austin Environmental  Health & Safety Department if events are held outside. A copy of the approved food distribution form must be submitted to the reservations staff at least a week prior to the scheduled event.
• The event organizer must obtain approval through the Provost’s office if alcohol is to be served during the event.
• Please be sure to submit an Official Occasional Expense Form (OOEF).

• Individuals/groups using classrooms or other meeting spaces in SRH3 assume responsibility for:
• Ensuring doors are fully closed before leaving.
  • BACS-enabled doors must be verified via request to lbjfacilities@austin.utexas.edu.
• Returning chairs and other furniture to their original position. 

Requestor agrees to submit a service order to UT Facilities to secure services for the event as follows:  (Facilities Service Center Event Request Form - Formstack)

• When any portion of the event happens outside of normal business hours.  (Monday through Friday from 7:30 am to 3:30 pm are regular operating hours for UT Custodial Services.)
• Food service for more than 40 persons will take place.
• Additional furniture needs exist.  LBJ School does not supply any additional furniture or services.

• All event activities must take place entirely within the reserved rooms. This includes activities such as registration, materials distribution, eating, and/or displays.
• No animals are allowed in LBJ meeting rooms, unless they are registered service animals.
• No candles may be used in any of the LBJ meeting rooms at any time.
• As a reminder, UT is a non-smoking campus. Users are responsible for enforcing this policy during their event.
• Music may be played by either DJ or live musicians as long as the noise level does not disturb the surrounding events and activities.
• After Hours and Weekend Access
• Parking arrangements must be made through UT Parking and Transportation Services.  All persons without a proper UT parking permit are subject to citation per PTS policies.  Reservations | UT Reservations (utexas.edu)