Cohort Room Reservation Procedures
Step One - Identify meeting space
that will work for your study group or student organization event
Available Meeting Space
Info
Step Two - Check availability of Cohort
Rooms
View Room Availability
Through the following links (this will require a UTEID) to see the Outlook
calendars for the following rooms:
GSB 2.120 (NOTE: Capacity 69)
GSB 3.104 (NOTE: Capacity 80)
GSB 3.106 (NOTE: Capacity 87)
GSB 3.130 (NOTE: Capacity 88)
GSB 3.138(NOTE: Capacity 88)
Step Three - Reservation Procedures
- MBA Student Organizations must be registered student
organizations in good standing to reserve space and accept responsibility
for any cleanup. The MBA Program Office will deduct any cleaning or
maintenance/repair fees from the organization's account if required.
The cost will depend on the condition of the room.
- MBA Student Groups and Cohorts may reserve space, and will accept responsibility for any clean up. The MBA Program Office will deduct any cleaning or maintenance/repair fees from the organization's account if required. The cost will depend on the condition of the room.
If you plan to have food at your event, you must complete the
Food
Distribution Request online form, available at the Environmental Health
and Safety Office website, must be submitted. An approval will be returned
via -email. Please make certain a copy of the approval s forwarded to
Jeana Hensley in the
Dean's Office so it can be placed with the reservation request. Please review
the rules for food service at the EHS website:
http://www.utexas.edu/safety/ehs/food/index.html
and note that all requests should be submitted at least 7 working days before
you plan to distribute food. The approval must be printed out and displayed
at the event, or you run the risk of having your event shut down because
of unauthorized food service. Any event serving refreshments
will be required to submit a food form - with he exception of commercially
pre-packaged items provided by the group.
A completed Work Request Form is required when
additional services, such as the placement of extra furniture outside of
rooms or clean up by Janitorial Services after an event are needed. This
form must be completed and turned into the MBA Program Office for processing
one week prior to the event. The MBA Program Office Receptionist will gain
the appropriate signatures and fax it to the Physical Plant. Three days
prior to the event, it is the responsibility of the meeting organizers to
check with the MBA Program Office to confirm the work order. The meeting
organizer must contact the Physical Plant to confirm that the request will
be done on the appropriate date.
A Request for Classroom
Unlock memo is required for any event scheduled on a weekend.
There are no guarantees the classroom will be open and available for your
use if this form is not completed and faxed to the custodial services office.
The MBA Program Office receptionist will fax your completed form.
If any of these steps are not followed, please be prepared for possible problems during your event.
Step Four - Submit Cohort Room Reservation
Form Online
Online Room Request Form for MBA Students
is required for all reservations of the Cohort Rooms and GSB 2.120.
Step Five - Receive Confirmation E-mail
of Reservation. If you do not receive a confirming e-mail, your
reservation has not been received and is not valid.
Step Six - Submit all necessary forms (food,
work order, or unlock classroom request) one week prior to event
Step Seven - Have a great event! Please
remove all trash and leave the room in the same condition you found it.
It is everyone's responsibility to ensure that these rooms remain in a condition
suitable for all MBA students and their learning environment.
Jeana Hensley is the contact for Cohort Room Reservations
(which includes GSB 2.120). Questions or concerns can be sent to the
Cohort Room Reservations
e-mail.
