These guidelines are general and exceptions can be made only by the Senior Director of Libraries.
The purpose of the Library’s meeting rooms is to support the programs and mission of the University.
The John P. Howe III Howe Conference Room, located on the fifth floor of the Briscoe Library, may be reserved for special university functions by UT Health faculty and administrative staff. Since this room houses more than 1500 rare books, special security and safety regulations in addition to general library policies must be observed at all times. Also, please note that this room is kept at a cooler temperature for preservation of the books. Bringing a sweater or jacket is recommended.
Library meeting rooms are for the use of UT Health San Antonio students, faculty and staff. The requestor must be affiliated with UT Health, and the program must be sponsored by either a department or organization affiliated with UT Health.
Availability: Must be reserved for meetings. Open for study when not reserved. Setup for training events using laptops must be arranged with the UT Health IT Service Desk.
Reservations: Monday-Friday, 7:00 a.m. – 6:00 p.m.
When requesting a reservation, please indicate whether audio-visual equipment or technical support will be needed:
Features: Room-wide wireless. Podium, laptop, screen, projector. General conference/meeting room. Tables have built-in electrical outlets.
Furniture in the conference room may be rearranged. All tables must be unplugged before they are moved and they must be returned to their original configuration and plugged in at the conclusion of the meeting. Departments will be called to return room back to its original setting if this has not been done before 5:00 p.m. Extra furniture may not be stored in the fire exit stairwell for safety reasons.
Because the conference room is located on a fire exit route, it cannot be locked; therefore equipment or valuables should not be left unattended. Entrances and exits must not be blocked with tables, chairs, extension cords, etc.
Library staff may occasionally need to retrieve books from the conference room while a meeting is in progress. Although staff will try to hold requests for books until after meetings are concluded, they will enter if necessary.
Restrooms are located next to the main elevators on each floor. The library’s staff room telephone may not be used and staff are not responsible for taking messages. Mobile telephones may be used only in the hall near public restrooms.
Administrative Assistants needed for on-call services during use of the conference room may use furniture by the elevators on the 5th floor. Lounge seating is also available in the public area outside the conference room entrance.
Groups using the Howe conference room are responsible for making any food and/or refreshment arrangements prior to the meetings. If University catering services are used to cater the event, the main library entrance may be used: however, serving carts must be covered and the service elevator should be used. Other caterers should use the service entrance on the library’s south side.
The staff room and staff kitchen adjacent to the conference room may not be used by groups using the conference room unless special permission has been obtained from the library Administration Office, ext. 7-2408.
Persons using the conference room should note that it is located in a heavily used study area. Students have asked that persons entering and leaving the conference room be considerate and keep conversations outside the conference room to a minimum.
Library staff do not provide equipment setup or support services. A/V Classroom Support provides support for the following:
Contact (210) 567-2214 or email email@example.com. Allow at least one week prior to scheduled class.
Problems with computers or equipment should be reported to the IMS Service Desk at 210-567-7777.
Because a portion of the library’s rare book collection is housed in the Howe Conference Room, it is extremely important that clean-up be conducted immediately following any meeting where food or drink is served, to mitigate pest infestation. If appropriate clean-up is not completed in a timely manner, the department or group reserving the room will lose privileges to reserve the Howe Conference Room in the future.
Groups using the conference room are responsible for making prior arrangements with Housekeeping to provide additional trash receptacles when necessary and remove trash, dishes, leftover food, etc., immediately after the conclusion of the meeting. If the meeting concludes at a time when Housekeeping is not available for clean-up, then it is the responsibility of the department making the reservation to assure that clean-up is completed. Special attention to clean-up should be made in the evening and during the weekend when Housekeeping is typically not available. Table cloths and/or place mats should be used to protect furniture. Both the credenza and the wooden tables in the room could be damaged if hot items are placed on their surfaces. Housekeeping should be notified immediately of any spills so that they can shampoo the carpet to prevent stains.