Planning an Event

Be aware of the start and end times you set for the room. Allow enough time in your reservation for setting up the room for your meeting. Setup can included, but is not limited to:

  • Starting up the computer and loading programs needed for the meeting i.e. Word, Excel, PowerPoint, etc. Call Technology Services (Equipment Checkout) for assistance at 471-1199.
  • Setting up tables and chairs in a particular pattern (which may include making arrangements with Facilities: http://www.utexas.edu/facilities/).
  • Picking up equipment not currently in the room from Technology Services.
  • Allowing for any catering setup.
  • Allowing time for guest speakers to rehearse and become familiar with the room.
  • Checking any and all technology including microphones, lights, computer equipment, projector, etc.
  • Allowing time for guests to arrive and be seated.

In addition, allow for “take down” time for after the meeting is over. This means that by the time your reservation time is over, the room should be put back in order. This includes:

  • Cleaning up the room.
  • Shutting down the computer and all electronic equipment.
  • Returning reserved equipment to Technology Services.
  • Return or arrange to return catering items (coffee pots, sandwich trays, punch bowls, etc).
  • Turning off the lights, setting out trash cans, and locking the room.

For both setup and take down, please allow at least 15 minutes of your time. For example, if you have a meeting from 7pm to 8pm, you should probably reserve the room from 6:45pm to 8:15pm. Some meetings will require more setup than others, so plan accordingly.

Please be aware that if another person has reserved the room after the time is up, you must yield the room to that person so they can setup for their meeting. It is an inconvenience to the person waiting if your meeting runs into their time. It is an even bigger inconvenience to leave the room in disarray for the next event.