LBJ Facilities Acceptable Use Policy

• Room and space reservations may only be requested by faculty, staff, or officers of a Registered Student Organization (RSO). The designated Point of Contact (POC) must be a UT faculty or staff member and is responsible for ensuring compliance with this Acceptable Use Policy. The POC assumes responsibility for the room, event, equipment, attendees, event operations, and restoration of the space.
• The person making the reservation request must be present for the entirety of the reservation.
• Classes and exams always have priority for use.
• All rooms must be cleaned, and the equipment and furniture must be returned to their original locations immediately following the event.

• Non-UT groups and organizations must submit an event proposal to the LBJ School Building Manager who will review with the Executive Team for approval.
• Non-UT groups and organizations require a UT faculty or staff sponsor.

• 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 the original configuration immediately following the event. Please note: tables in SRH 3.B7, 3.B10, and 3.124 cannot be moved.
• Items from other spaces within the building may not be relocated without the express permission of LBJ Facilities.
• If your event falls between classes, you may enter the room 15 minutes after the class ends or as soon as the faculty member exits the room. You must have finished cleaning and resetting the room 15 minutes before the next class starts allowing for the incoming faculty member to prepare for their class.

Cleaning requirements vary based on the size and type of event. These requirements are communicated during the room reservation process and are reviewed and acknowledged when booking a space.

• Events requiring custodial services should have those services arranged in advance. Please consider these costs during event planning and budgeting.
• All spaces need to be cleaned and reset prior to 8 AM the next business day.
• If custodial costs present budget challenges, a self-clean option may be available upon request. These arrangements should be discussed and approved before the event with LBJ Facilities.
• Approved self-clean events should include a designated cleanup team, completion timeline, and plan for restoring the space. Generally, and event with 40 attendees or below is acceptable to self-clean.

Self-clean Requirements: 

• Every surface must be wiped down, carpet spills or stains need to be reported to LBJ Facilities, and the room must be spot vacuumed as needed.
  • Cleaning products and paper towels are located in the metal bins throughout the building
  • Vacuum and sweepers are located in the 2nd floor staff lounge (SRH 3.260)
• Bag and place trash in the hallways for collection by the building Custodial Services staff.
• For those who do not comply, future privileges are subject to suspension and those responsible may be assessed a cleaning fee.

Our goal is not to make hosting events more difficult, but to help ensure our shared spaces remain welcoming, functional, and ready for everyone who uses them.

• Detailed AV information and instructions can be found here.
• It is strongly recommended that first-time users of a room make a prior appointment to do a test run of the equipment. An AV tutorial of classroom/conference room technology can be received by contacting LBJ IT.
• Please remember to logout of the classroom computer and take and USB devices you've connected to the system before leaving the room.
• LBJ IT does not have the bandwidth or personnel to provide event support. We recommend reaching out to Liberal Arts Instructional Technology Services (LAITS) should you need support during your event.

• All food and drinks must be removed from the facility immediately following an event. If you place leftover food out for others, please be sure to return to throw it away no later than 4 PM.
  • Do not store or leave food out over the weekends.
• The POC 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).

LBJ School building hours: Monday - Friday, 7 AM - 6:30 PM

• Requests to change the schedule for BACS card readers must be sent to LBJ Facilities prior to the event.
• Do not prop BACS doors open after hours when when the light is solid red otherwise UTPD will be called.

• No animals are allowed in LBJ School spaces unless they are service animals.
• No candles may be used in any of the LBJ School spaces at any time.
• UT is a non-smoking campus. POCs are responsible for enforcing this policy during their event.
• Music or live musicians require prior approval from LBJ Facilities.
• Bicycles, skateboards, and scooters are not allowed in the building.
• 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.