John P. Howe, MD III Conference Room Guidelines

Guidelines for use of the Howe Conference Room

Room Description

The Howe Conference Room, located on the fifth floor of the Briscoe Library, provides group meeting space for approximately 20 persons. The room may be reserved for special university functions by UTHSC faculty and administrative staff, subject to approval by the Executive Director of Libraries. Because the room houses more than 1500 rare books, special security and safety regulations in addition to general library policies must be observed at all times.

Reserving the Room

Room reservations may be made by calling the library’s Administration Office at (210) 567-2408 or by email to howardh@uthscsa.edu.

Room reservations will be maintained in the Howe Conference Room Outlook Calendar and the admin staff member making the room reservation will initial the entry. Information required for the reservation include: a) the name of the individual and department hosting the meeting or event; b) a department contact name and phone number; c) name of caterer if applicable.

If food or refreshments are to be served, prior arrangements must be made with the library. The library should be notified of any food deliveries and the approximate time of arrival, ext. 7-2408. If University Dining (ARA) is 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 conference room is available for set-up and use only during regular library hours: Monday – Thursday, 7:00 a.m. – 12:00 midnight; Friday, 7:00 a.m. – 10:00 p.m.; Saturday, 9:00 a.m. – 10:00 p.m. ; and Sunday, 10:00 a.m. – 12:00 midnight. Summer and Holiday hours will vary according to schedule.

Because the conference room is located on a fire exit route, it cannot be locked. Therefore equipment should not be left unattended; if library equipment is used, it will not be set up until the day it is needed and must be removed when the room is vacated and by 5:00 p.m. Entrances and exits must not be blocked with tables, chairs, extension cords, etc.

Arrangements to use equipment (projectors, blackboards, etc.) should be made with the AV Services Department at ext. 7-2210. Groups requiring projectionist services should make arrangements with Classroom Services, ext. 7-2210.

Furniture in the conference room may be rearranged, but should be returned to its original position 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.

The Staff Lounge 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 office, ext. 7-2408.

Restrooms are located next to the main elevators on each floor. Staff lounge 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.

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.

Groups using the conference room are responsible for making arrangements with Housekeeping to provide additional trash receptacles when necessary and removing trash, dishes, leftover food, etc., immediately after the conclusion of the meeting. 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.

Secretaries 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. Only covered beverages are allowed in the public areas.

Any exception to these guidelines can be made only by the Executive Director of Libraries.

Reviewed 11/2013

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