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Briscoe Library Room Guidelines

Howe Room

Capacity: 20

Availability: Must be reserved for meetings. Open for study when not reserved. Set up for training events using laptops must be arranged with the UT Health IT Service Desk

Reservations: Monday-Friday, 7:00 AM - 6:00 PM 

When requesting a reservation, please indicate whether or not audio-visual equipment or technical support will be needed.

Features: Wireless; podium; laptop; projector; general conference/meeting room. Tables have built-in electrical outlets. 

Food and beverages

  • Catering: Library staff must be notified of any food deliveries and the approximate time of arrival.
  • All food service items must be removed within 30 minutes after the end of the meeting. The requestor is responsible for making sure all trash is disposed of in trash receptacles and that the room is returned to its original state.
  • Spills should be cleaned up immediately, or reported to Library staff.
  • 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.

Noise

Persons using the conference room should note that it is located in a heavily used study area. Students have asked that persons entering/leaving the conference room be considerate and keep conversations outside of the conference room to a minimum. 

These guidelines are general and exceptions may be made on a case-by-case basis.

The purpose of the Library's meeting rooms is to support the programs and mission of the University.

Room Description

The Howe Conference Room, located on the fifth floor of the Briscoe Library, may be reserved for special university functions by the UT Health faculty and administrative staff. Since this room houses more than 1,500 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. 

Eligibility

Library classrooms 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.

Reservations

  • Reservations on a first come/first served basis
  • To make a reservation, fill out the Reservation Request form. Contact 210-567-2450 to email askalibrarian@uthscsa.edu with questions.
  • Library classrooms may not be reserved more than four times per month, or more than 20 hours per month, for a single course (or workshop/workshop series) or group meeting.
  • Only LIB 2.011, LIB 4.074, and LIB 5.076 may be reserved through the library website. Library Classrooms on the 2nd floor of the Briscoe Library may be reserved with University Scheduling, 210-567-2655. 

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.

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.

Library staff do not provide equipment setup or support services. A/V Classroom Support provides support for the following:

  • Equipment setup, including laptops, projectors, whiteboards, flipcharts
  • Projectionist services
  • Computer support
  • Software installation

Contact (210) 567-2214 or email av_support@uthscsa.edu. 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.

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