General Guidelines for Meeting Planning
- Meeting Rooms are for the use by any System Employee for UT System business.
- Find the room to suit your needs, rather than booking a room that would require additional staff time and resources.
- Book rooms with easier public access for meetings with outside vendors. For example, use ASH 2 or CLB 3 rather than OHH 4 or CLB 2.
- Per System Policy INT 106 – “Meeting sponsors must notify ODOP of meetings that will be attended by more than 10 individuals not employed at UT System Administration by submitting the date, time, and location of the meeting to ODOP at least 48 hours in advance of the meeting to permit ODOP to plan accordingly. Attendees may arrive 30 minutes before the start of the meeting for entry after checking in with the guard.”
- Several rooms have been designated as special access and can be viewed and booked but might be subject to request for removal or rescheduling.
- Please show consideration when holding rooms for meetings whose schedule is not final by releasing reservations when no longer needed; and
- By allowing ample time for Facilities and OTIS Requests, if possible add all requirements when booking the room.
Meeting Coordinator Responsibilities
- Arrange catering and request beverage service;
- Arrange parking off-site if necessary;
- Edit, create and display presentations (see UT System Presentation Guidelines);
- Ensure availability of someone at meeting site for catering, non-UT System guest arrivals, technical issues and administrative requests; i.e., making copies, providing supplies, hailing taxis, initiating and transferring conference calls to conference rooms;
- Ensure proper requests have been made for arrangement of meeting room furniture and equipment for any presentations, including outside presentations.
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