Conference Operations

Tables, Chairs & Poster Board Requests

Table/Chair/Poster Board Setup Rates

Announcements:

Thank you to Everyone for your patience, your support and working with our team during the CoVID19 crisis. We appreciate each of you. Please know that we are continuing to monitor the University’s
updates to stay current with policies and procedures.

Departments may be charged up to $250 per instance for sponsored events not following room use and policy guidelines as shown onPolicy & Procedurespage.

Please Wash Your Hands Frequently
Use Hand Sanitizer Before/After Touching Surfaces in Public Areas
Not Fully Vaccinated? Please Wear a Mask & Practice Social Distancing
Stay Informed & Help Save Lives

Conference Operations encourages all meetings to continue to offer attendees virtual access to their events via WebEx whenever possible.

Fees Including but not limited to: Gallery Setups not returned to NORMAL setup, table setups not requested via Housekeeping Services, MSB Lobby not returned to NORMAL setup, and borrowed tables not returned as directed by Conference Operations.

Fees may be attached to events requiring furniture setups.No fees will apply to the ‘Normal Setup’ options unless furniture is moved without permission and needs to be returned to the ‘Normal Setup’ arrangement. With prior approval from Conference Operations, some setups may be managed by the event coordinator in lieu of fees. If the customer does not follow the the setup policies and procedures, thedepartment may be charged up to $500 in setup/teardown feeswhen Conference Operations’ staff are used to complete the setup/teardown.

Events requiring special setups or the use of poster boards do require the use of a vendor to provide these services. UTHealth Housekeeping Services provides the lowest pricing for setup rates. Below is a list of setup options. Click on each setup title to view a diagram and Housekeeping Services’ fees to select your choice. Include the setup selection in your Room Reservation request(s).

McGovern Medical School offers 24 – 4’x6’ double-sided poster boards on wheels. Please send the total number of poster boards to be reserved toms.deancops@uth.tmc.eduno later than two weeks prior to the event.

Medical School Building offers 21 – 6′ Rectangular Tables plus 33 Chairs. Also, located in the Gallery (MSB 5.001) are 14 – 5′ Round Tables, 1 small Round Table & 2 – 6′ Rectangular Tables.

SRB (IMM) Building offers 10 – 8′ Rectangular Tables, 15 – 6′ Rectangular Tables, 20 – 6′ Round Tables plus 150+ chairs

Request for table, chair and/or poster boards will need to be made at least two weeks prior to the event date to enable time to schedule setup crew.

• MSB G.000 (Leather Lounge)
  • Normal Setup (LL)
  • Minimum Table Setup (1 to 4)
  • Midrange Table Setup (5 to 10)
  • Maximum Table Setup (LL)
  • Poster Board Minimum Setup
  • Poster Board Midrange Setup
  • Poster Board Maximum Setup
  • Table and Poster Board Setup
  • Empty (No Furniture in LL) Setup
• MSB 5.001 (Gallery)
  • Normal Setup (Gallery)
  • Maximum Table Setup (Gallery)
  • Poster Board Setup (1 to 5 poster boards)
  • Classroom Setup (30 chairs)
  • U_Shaped Setup (20 chairs)
  • Conference Setup (22 chairs)
  • Chairs Only Setup (74 chairs)
  • Empty (No Furniture in Gallery) Setup

Administrative permission will also be required before moving Leather Lounge furniture.

Reserve Poster Boards(24 double-sided on wheels) for your MS events! Fees may be applied pending number of poster boards needed and location of event. Please send the total number of poster boards requested toms.deancops@uth.tmc.eduno later than two weeks prior to the event. McGovern Medical School offers 24 – 4’x6’ double-sided poster boards on wheels.