John P. Howe, MD III Conference Room Guidelines

 

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 HSC 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 are made by calling the library’s Administration Office at (210) 567-2408 or by email to Goldspink@uthscsa.edu.

Room reservations will be maintained in the library’s Howe Conference Room Outlook Calendar. 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, and d) whether a library supplied laptop will be needed.

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.

Room Use Considerations

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.

Because the conference room is located on a fire exit route, it cannot be locked; therefore equipment or valuables 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 or by 5:00 p.m. 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.

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.

Food

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 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.

Clean-Up

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. 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 arrangements with Housekeeping to provide additional trash receptacles when necessary and removing 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.

AV and Computer Equipment

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. If a library supplied computer is needed, this should be indicated on the room reservation request. Groups may also supply their own laptop which can be connected to the video projector located in the conference room.

Noise

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.

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

Reviewed 6/10/2014

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