Room Use FAQ

Room requests are prioritized in order to maximize use by College of Liberal Arts departments and units.  This system allows occupants housed in RLP to have first priority.  Requests from other CoLA units with CoLA events will have second priority.  Requests that fall outside these parameters will be reviewed after all CoLA requests have been processed.  Unscheduled emergency maintenance shall supersede all other uses and be considered the highest of priorities.  Determination of the eligibilty, priority, and categorization of each facility reservation request shall be made by the RLP Reservation staff.

There is no fee for room use or introductory tech support. Users requesting the presence of tech support throughout their event will be required to pay a fee for tech support services. Events requiring the submission of a work order will have to pay for cleaning services.

An online reservation form is available to walk you through the reservation process.  All requests should be submitted through the online reservation request form.

Because only Liberal Arts faculty and staff may use BUR 214 and RLP, reservation requests will need to be submitted by a Liberal Arts faculty or staff member with an active appointment in CoLA.  Courtesy appointments should work directly with their CoLA unit.

BEL 214 and rooms in RLP are available to CoLA faculty and staff only.

Co-Sponsoring an event with a non-CoLA unit means that the CoLA faculty or staff agree to provide all event support, encforce the Acceptable Use Policy, as well as maintain a presence during the entirety of the event.  Any event held in RLP or BUR 214 must be related to the academic goals of the College of Liberal Arts and the University.  Co-Sponsoring also means the CoLA representative will be present during the entire event and will ensure that all departments involved in the event follow the Acceptable Use Policy before, during, and after the event.  Further, the CoLA representative agrees to act as the event planning/coordinator on behals of the event and will serve as the single point of contact between the reservation staff and the event. 

LAITS meeting rooms are not available for student groups. CoLA student groups are encouraged to reach out to the CoLA Student Affairs team to reserve the Wagner Student Workroom in the DIES Student Center. All student groups can reserve spaces through the Office of the Dean of Students.

Rooms in RLP are not available for office hours or review sessions or study sessions. Faculty requiring such space should work with their department or the Registrar’s office to find a room for office hours or review sessions.

Reservation requests are processed based on the following calendar*:

• Spring semester – first business day in September
• Summer Semester – first business day in January
• Fall Semester – first business day in April
• Conference, professional/annual meetings, and symposiums with more than 75 attendees may request space up to 9 months in advance of the event.
• *RLP 1.302A and F reservation requests are processed following the semester schedule and will not be included in the 9 month lead time for events.  

All events must take place within the days and hours of Monday – Friday, 6:30 am to 11:00 pm. Saturday – Sunday, 8 am to 9 pm.

Evening, weekend, or holiday reservations can be made; however it is the responsibility of the department to unlock the doors for their event as well as ensuring the room is locked following the event.  (See also, "How do I make sure the room is unlocked?")

With permission, you may still be able to hold your event. However, please be advised that there will be no staff on premise to help with facilities request such as unlocking doors or equipment failures. Holding an event when the university is closed becomes the sole responsibility of the room user.

You should receive a response to your request within 5 working days or less.

Contact the Recreational Sports for access to the Gregory Gym Pool.

Reservations should include only rooms that will house event participants. Building staff reserve the right to determine that a room is not being used by an event, and may reschedule the use of that room. In RLP, rooms may not be reserved for the purpose of "closing off" the Conference Center to use by other events, or to ensure use of the lobby and/or patio.

General purpose classrooms, located on the 1st and 2nd levels of RLP may be reserved through the Office of the Registrar. The RLP reservation staff cannot reserve general purpose classrooms, or space for use by student groups. (See also "Can a student group use these rooms?")

First time users are encouraged to tour the space on their own at any time, provided they are mindful of ongoing events.

We make every effort to accommodate room preferences. However, rooms are assigned for best-use, based on expected attendance and any special media or furniture needs. Some groups have priority in specific rooms. In these cases, the rooms will not be reserved to calendar capacity in order to accommodate the priority groups and other meetings.

RLP Reservations reserves the right to assign rooms at the last minute.  For this reason, you may only use rooms for which you have a reservation.

You may access the kitchenette. The lobby is the only entrance to the center and may be used only with permission from reservation staff (See also "Can we use the lobby for our event?"). All event activities must take place entirely within the reserved room(s). This includes activities such as registration, materials, distribution, eating, and/or displays.

The lobby area of the Julius Glickman Conference Center may not be used for food or other setup unless there are no other events going on in the Conference Center during your event.  No furniture in the lobby should ever be moved without prior permission from the reservation staff. Repairs for any damage to the furniture in the lobby area will be responsiblity of the group using the space.

Yes, as long as you request the use of the patio and include details of how you would like to use the outdoor space. The patio doors are usually locked unless otherwise requested. The reservation staff will ensure the alarms on the doors leading to the exterior patio area are set to be off during your event. Setting off the alarms on these doors will alert UT Police and your department could incur fines for setting off the alarm.  The doors leading to the exterior of the building may never propped open. RLP has a very delicate climate control system and the humidity will result in a failure in the HVAC system for the building.

RLP LAITS staff is available between 7am to 6pm Monday through Friday to help with facilities or equipment related problems in the RLP building. Contact RLP Help Desk for technical support, and the reservation staff for facilities issues.  For support outside of regular business hours, please contact UT Facilities Services at (512) 471-2020 or LAITS Classroom help desk at 512-232-5400.

Administrative support and assistance is not available for any event and there are no public facilities or faxing and copying of material available within the building.

For facilities issues after hours, please call the UT Facilities Services at (512) 471-2020.  This call center will take your information and dispatch the appropriate response team if necessary.

For technical issues after hours, please call the LAITS Classroom help desk, 512-232-5400.  Telephone support hours are from 7am to 6pm, Monday through Friday.

Event Support and Moving Service can assist with a large array of additional items and personal support.

See the Event Support and Moving Services Event Planning Request form.

LAITS meeting rooms have very limited storage space, and rooms may not always be available for storing items. While we will make every accommodation possible, users should not anticipate the use of a room for storage prior to their event time. Users must take sole responsibility for any items stored in rooms prior to, during, and after an event. RLP cannot be held responsible for the theft, misuse, or damage of these items.

The Julius Glickman Conference Center has a small kitchenette that may be available for the storage of some food items. All food must be removed immediately after your event. Users are solely responsibility for all alcohol served on campus. See also "Can I serve alcohol during my event?". RLP cannot be held responsible for the theft, misuse, or damage of these items.

Work orders for cleaning services are required for events with over 20 attendees that serve food and/or beverages; and for events held on weekends or holidays. (See also "I don’t have a work order number, can I still submit a request?")   You may request cleaning services through the Event Support and Moving Services section of UT Facilities.

Work orders for cleaning services are required for events with over 20 attendees that serve food and/or beverages; and for events held on weekends or holidays. Cleaning requests following events can be made through UT Event Support and Moving Services.

Yes. If a room is available for your event, your request will be tentatively approved until we receive a valid Work order number.  You will receive final confirmation that your request is approved after receipt of a valid WO. Cleaning requests following events can be made through UT Event Support and Moving Services.

Users may use their own discrention for deocrating.  However, please do not tape or take anything to the walls or glass withour prior permission.  Candles are not permitted at any time.

Live music may be approved depending on the time of the event. All music must be kept at a reasonable level throughout an event so as not disturb or interrupt classes or other business during general daytime work hours.

Members of the UT comminity may register their event with the UT Events Calendar.

Yes, you may post signs about your event on any of the public bulletin boards around RLP.  You may not tape any items to any of the walls or glass in the building, including the rooms in the Conference Center.  If you have a sign that you would like put up in the Conference Center, please contact Building Management who can help find a solution. 

RLP is located at 305 E. 23rd Street, Austin, TX  78712

RLP is open to the public Monday – Sunday, 6 am to 10 pm. RLP is closed on holidays.

LAITS staff is available between 7:30 am – 7 pm Monday through Friday to help with facilities or equipment related problems.

Each room may have a different furniture layout and set-up.  For more information about what furniture and equipment is available in specific room, see individual room descriptions.

RLP does not have additional spaces to store furniture during an event.  Users should anticipate that any additional furniture already in your room, but not needed by your event, should stay in the room.  The tables can be easily folded and stored in the corner of the room.  Chairs are easily stacked and stored within the room.   Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

Apart from what is already within the room, nothing will be provided such as 35 mm slide projectors, overhead projectors, additional chairs, computers, extension cords, tables, easels, etc.  Items from other rooms or spaces within the building may not be relocated.  Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

No. The conference center tables and chairs may never be rolled outside. You will need to request tables and chairs from Facilities Services Event Planning.

Event Support and and Moving Services can help with tables, tablecloths and/or skirts, chairs, podiums and lecterns, coat racks, stanchions, tableware, stages & conductors boxes, flags & banners,  plants, easels, poster stands, trash cans, custodial services, unlock /lock rooms, water, additional electrical sources, etc.  A full list of services is available at the Event Support and Moving Services website.

UT Event Support and Moving Services can help with set-up and the resetting of furniture.  A full list of services is available the Event Support and Moving Services website.

There are no restrictions on caterers in the LAITS meeting rooms.  Events that are catered are required to submit a copy of a Work order for cleaning services immediately following the event.  Cleaning requests following events can be made through UT Event Support and Moving Services.

The general rule on campus is that alcohol may not be served or consumed on campus, unless it is a special event approved by the Office of the President. To request an exception to be able to serve alcohol at a special event, contact the Provost's office to begin the application process.

When using the Julius Glickman Conference Center, caterers should stage in the small kitchenette.  Users are responsible for discussing their catering concerns with the reservation staff to best determine an appropriate staging area.  It is not policy for reservation staff to reserve a large room just for caterer staging.

The RLP loading dock is available to authorized personnel only.  In most cases, deliveries for events in RLP should use the access ramp located on the northeast corner of the 0 level (along the circle drive).  Elevators located at this level have access to meeting rooms in RLP, and do not require access permissions.  Caterers who use the loading dock without prior approval are at risk of being locked inside the loading dock until the next business day.

Should an issue arise in RLP during regular business hours, contact the RLP Classroom support team located in RLP 1.214 or at 232-5400.  Tech support staff hours are 7am to 6pm, Monday through Friday, during the Fall and Spring semesters and 8am to 5pm, Monday through Friday, during Summer sessions.

LAITS can provide in-room tech support for a small fee.  For more information, contact the Classrom Support at 512-232-5400 or LAITS-AV-Help@utexas.edu. 

Events may purchase guest access to the UT WiFi through the Campus Computer Store using a ProCard or purchase order.

Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

Should an issue arise in RLP during regular business hours, contact the RLP Classroom support team located in RLP 1.214 or at 232-5400.  Tech support staff hours are 7am to 6pm, Monday through Friday, during the Fall and Spring semesters and 8am to 5pm, Monday through Friday, during Summer sessions.

LAITS can provide in-room tech support for a small fee.  For more information, contact the Classrom Support at 512-232-5400 or LAITS-AV-Help@utexas.edu. 

Events may purchase guest access to the UT WiFi through the Campus Computer Store using a ProCard or purchase order.

Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

You should pick up a key from the RLP Classroom Help Desk (RLP 1.214) prior to your event.  If your event is on the weekend, you may check out a key Friday afternoon, and return first thing Monday morning.

Call 512-471-2020 on the weekend, holiday, or after hours to contact UT facilities and request the door be opened for you. You may be required to show proof that you have the room reserved for an event.

The doors to the conference center are set by a timed access system.  The doors are unlocked beginning 10 minutes before the start of the day’s events, and will lock 10 minutes after the last scheduled event.  Be sure to include set-up and clean-up time in your event request so that the locks can be programmed accordingly.

Requests to unlock the exterior doors in the conference center should be included in the notes of the reservation request form.

An alarm will be sent to the UT Police who will respond and investigate.  This could result in a fine for your department.

Most likely a door was propped open when the BACS lock was enabled (the light was red).  Forcing a BACS door open or propping the door open when the BACS is enabled will cause an alarm. This could result in a fine for your department.

All fees charged by UT Police for responding to false alarms will be the responsibility of the scheduled or unscheduled activity that caused the alarm.  It is the users responsibly to ensure that all event participants have left the conference center by the time the BACS alarms are activated.

Security services can be requested through UTPD (http://www.utexas.edu/police/securityrequest/).

The doors leading to the exterior of the building cannot be propped open. RLP has a very sophisticated climate control system that will be affected by changes in humidity and may result in a failure in the HVAC system for the building.

The RLP loading dock is available to authorized personnel only.  Deliveries for events in RLP should use the access ramp located on the northeast corner of the 0 level (along the circle drive).  Elevators located at this level have access to meeting rooms in RLP, and do not require access permissions.

A small number of 30 minute loading zone spaces are located on the east side of the RLP building and are available on a first come, first serve basis. Handicapped parking is available on Speedway in front of Gregory Gym. All other parking questions for events should be directed to Parking and Transportation Services.

Cleaning and breakdown time must be included in your reservation request. Rooms are often scheduled with events adjacent to one another; therefore last minute requests for additional clean-up may not always be available.

Pictures and diagrams of the room’s furniture layout are available in each room.  Please refer to these drawings when resetting a room.

You will receive a request from the reservation staff to return to the room and reset the furniture as depicted on the drawings located in each room.  Failure to reset the room in a timely manner may jeopardize your future use of LAITS meeting rooms.

Cleaning is the responsibility of the users, and must be done immediately after an event is over.  All rooms must be reset and trash removed from the facility.  Users should plan to bring garbage bags to ensure that garbage removal does not become a problem for subsequent users.

In order to accommodate events that may be scheduled early the next morning, all rooms must be re-set and cleaned immediately following your event.  Failure to properly clean and re-set the furniture of a room may jeopardize your future use of LAITS meeting rooms.

Large trash receptacles are located inside the loading dock of RLP. You may access these bins through the service drive of RLP. If the loading dock is closed, it is the responsibility of the user to remove the garbage from the area.

UT Event Support and Moving Services can help with set-up and the resetting of furniture. A full list of services is available at their website. It is the responsibility of the user to make sure all of the furniture is reset according to the photo and diagram shown in each room.