The individual requesting a reservation to use any of the conference rooms is responsible for complying with the following policies and ensuring that all deficiencies are corrected immediately. Failure to carry out the policies stated hereinafter could hamper future reservation requests.
Seating Capacity
Engineering Foundation Room (large conference room)
- 18 chairs around table
- 23 chairs along walls
- 41 total capacity*
Distinguished Graduates Room (small conference room)
- 10 chairs around table
- 12 chairs along walls
- 22 total capacity*
Faculty Lounge
- 10 chairs around table
- 09 can be seated on sofa and lounge chairs
- 19 total capacity*
* Please pay careful attention to maximum seating capacity of rooms when planning your events. Do not plan for a larger event than maximum seating capacity will allow. It will not always be possible to move more chairs into the conference room. Please make sure your guests do not sit, or put their feet on the tables or credenzas. When all three conference rooms are used for a large event, please ensure chairs are placed in the proper conference room area at the conclusion of the event.
Room Availability
Monday – Thursday 7:30 a.m. to 6:00 p.m. and Friday 7:30 a.m. – 6:00 p.m., unless other arrangements have been made.
Because of the 10th floor being a secure floor, weekend activities are not permitted. To conform with the work and lunch time policies, the Dean has requested that unofficial receptions such as birthdays, baby or wedding showers must be reserved during the lunch hour.
Scheduling
Thirty minutes of prep time and 30 minutes of clean up time will automatically be added to your reservation request. If you use Outlook to view conference room calendars for availability, please make note of these time periods. The Dean’s Office will not allow you to make a reservation that conflicts with another event’s prep time or clean up, unless arrangements have been made with the other event’s organizer. In that case, it is the responsibility of both meeting organizers to notify the Dean’s Office that special arrangements have been made.
If you will have food or require equipment set up for your event, please select a meeting time that will allow us to schedule prep time and clean up time.
*The meeting requestor or a member of his staff should make arrangements to meet, in a timely manner, any caterers or special guests you have directed to the 10th floor for your event. 10th floor staff cannot sign for food deliveries or make payments unless it is for their own event.
Cancellations
Cancellations and/or changes to events must be done in a timely manner. Please notify The Dean's Office at 471-1166, as soon as possible, if you need to change the time of your event or cancel your reservation.
10th Floor Kitchen-Caterers
It is the responsibility of those scheduling events held in the 10th floor conference rooms to coordinate food deliveries*, setup/cleanup, and to arrange with the caterer, to provide equipment necessary to ensure cooling and heating of food. The refrigerator located in the 10th floor kitchen is normally not included as part of conference room reservations, as it is designated for the 10th floor staff. The refrigerator contains staff food items and is locked on or about 5 p.m. to secure these items, due to recent theft of food items. However, as a courtesy, the refrigerator will be made available if the Dean's Office is notified in advance. If the refrigerator is needed for an after hours event, the key will be made available to the group with an agreement to lock the refrigerator when the group is finished with it.
Equipment
The Engineering Foundation Room (large conference room) is equipped with an e-podium.
Please request the podium key at the reception desk in the 10th floor lobby. If the reception desk is not occupied, you may request a key from the Dean's Office, ECJ 10.310 or from the ITG Service Desk, ECJ 2.506.
The Distinguished Graduates Room (small conference room) is equipped with a projection system. You must bring your own laptop. Remote and connection cables are stored in the small conference room in a built in wall box near the windows. For assistance with the projector, or connecting the laptop to the projection system, please contact ITG at 232-2486.
The Engineering Foundation Room and the Distinguished Graduates Room both have overhead projectors as well as electric projection screens.
Any questions about the podium or projectors should be directed to the ITG Service Desk at 232-2486. You may also contact ITG to make an appointment for training to learn how to use these systems.
The following equipment may be requested for use in the conference rooms:
-- 35mm slide projector, free standing projector screen, and portable opaque projector -- contact: John Hall in the Engineering Support Services Office, ECJ 10.324 or by calling 471-3041 to request one of these items.
-- dry-erase board -- contact: the Dean's Office, ECJ 10.310 or by calling 471-1166.
--Using Wireless Telephone Equipment - Check out wireless equipment from ITG by calling 232-2486. The wireless unit can be used in all of the 10th floor conference rooms. The wireless box is plugged in a telephone jack in the 10th floor lobby. (The phone jack is located on the East wall of the lobby. A telephone is located on the table near the phone jack.) The telephone provided is wireless and is used like any other telephone. Those in the room will be able to hear the individual called; they will be able to hear most everyone present in the room. If a conference call needs to be arranged, call ITS. Please reference the following websites for information and instructions: http://www.utexas.edu/its/teleconferences; http://www.utexas.edu/its/teleconferences/start. Once the conference is over, please return all equipment back to ITG.
Rearranging the Conference Rooms(s)
The tables in the large conference room can be rearranged, if needed. Prior to doing so, please submit a service request to ITG a couple days in advance of your scheduled meeting to disconnect wiring for laptop network service. This will take approximately a half hour of time. Please include this time when scheduling your meeting. ITG can be reached via the website at http://www.engr.utexas.edu/computing/. You can submit your service request via the website or by emailing the service desk. Please un-gang the tables when you are ready to move them. DO NOT TRY TO move them as a large unit.
Chairs, tables, and equipment must be returned to their original locations in preparation for the next user. Please make sure the seats and arms of the high-back chairs are lowered to the lowest possible position so they slide under the conference room tables easily. The arms are adjusted by pulling them as high as they will go then letting them drop until they fall to the lowest position.
If you have more than one room reserved and you need the sliding doors to be opened or closed, please contact a member of the Engineering Support Services Office in ECJ 10.324. If you are unfamiliar with the manner in which these doors are opened and closed, please do not attempt to move them.
Cleanup - Food and Beverages
Please do not place hot food or serving dishes directly on the tables, as they may ruin the finish of the furniture. If you will have hot food or pizza at your event, please bring a table cloth or protective hot pads to protect the tables. Please ensure any wet items are placed in a container to prevent moisture from damaging the table tops. Please use the Coasters provided under all beverages. If food or drinks are served, you will be responsible for cleaning any spills or stains left after your event. An account number may be requested at the time of your reservation or following your event.
All tables, chairs, and credenzas must be cleaned after each meeting, especially if you are serving food and drinks. Cleaning supplies are provided in each of the conference rooms. ONLY use the Windex, found in the credenza for the Large Conference Room tables. You may use the cleaner furnished and stored in the Faculty Lounge and Small Conference Room for those tables. Paper towels or cloth towels are provided in each of the rooms. Please be sure the surfaces are dry to prevent streaks from appearing. Please do not store any supplies from your meeting in the rooms, or 10th floor kitchen, once the use of the conference room(s) is over.
Coffee filters, coasters, sugar, and creamer are provided by the Dean’s Office. Coffee is NOT provided. The meeting/event organizer is responsible for preparing coffee for their event. Please wash the coffee pots, throw away used filters, wipe off coffee maker burners and turn power off after use. Do not unplug the coffee machines.
Trash
Trash cans must be emptied if they are full or contain any food or beverage cups. Used trash bags should be taken to the dumpsters in Parking Lot F25, directly behind the building. Do not leave trash from the conference rooms in the 10th floor kitchen.
Extra trash bags are also stored in the credenzas in each conference room.
As of September 1, 2003, the custodians at the University of Texas at Austin will not clean conference rooms or empty trash cans on a nightly basis. Your assistance with cleaning tables, chairs and removing trash after events is appreciated, and helps to create a cleaner and more pleasant environment for everyone who uses the conference rooms.
Any problems or damage to equipment or furniture should be reported immediately to the 10th floor reception desk or to ECJ 10.310. (Updated 4/25/2007)