• Use of this room requires a reservation.  Reservation requests are made through the web site www.aces.utexas.edu.  The reservation period must include sufficient time to set up for the event and to clean up afterwards.

• The contact person listed on the room reservation is responsible for being informed about the information below as well as being oriented about the technology and its operation described at www.aces.utexas.edu.

• The A.C.E.S. Building is not a conference center.  Therefore, we do not have the staff, storage, extra furniture, equipment, and/or supplies, etc. that one might expect from the use of such a facility.  Administrative support and assistance is not available for any event and there are no facilities for faxing and copying of materials available within the building.  The only available telephones are within the room itself and the phone area on the second floor.

• The contact person listed on the room reservation is responsible for the room, the event and its attendees.  This includes hosting the event, arranging and supervising catering (see below) and special services, leaving the room in a clean and orderly condition, immediate removal of additional equipment or furniture brought in for the event, monitoring event noise level and attendee behavior outside the rooms and securing audio/video equipment when the room is left unattended.  Please keep the noise level to a minimum in the corridors.  Faculty and researcher offices, graduate student cubicles, and open researcher discussion areas for building residents are located nearby all of the rooms.  All garbage must be collected and neatly contained for disposal. Garbage bags should be brought to ensure that garbage removal does not become a problem for subsequent use.

• The rooms are provided in ‘as is’ condition.  Apart from what is already within the room, nothing will be provided such as 35mm slide projectors, overhead projectors, additional chairs, computers, extension cords, tables, easels, etc.  Items from other rooms or spaces within the building may not be relocated.  Equipment located on the table or desk, such as the computer and document camera, may not be disconnected and removed.

• All event activities must take place entirely within the reserved rooms. This includes activities such as registration, materials distribution, eating, and/or displays. The surrounding kitchen areas, corridors, and discussion areas are not available for use.

• No food may be brought into the room unless catered by O’s Campus Café, no food is permitted in the Avaya Auditorium.  For catering information, call the café at 512-232-9060.

• A.C.E.S. IT Staff are only available for scheduling, touring or handling equipment problems that may arise between 8am – 5pm Monday – Friday.  Contact Monty Van Den Bossche (512-232-9090) for issues involving audio/video and computer equipment within the room.

Failure to follow these guidelines may jeopardize your ability to use the A.C.E.S. facilities in the future.

Questions or Comments?  Please contact Kurt Bartelmehs (512-232-9090, kurtb@mail.utexas.edu ).