Handbook of Operating Procedures 4-1260
Use of Thompson Conference Center and Lyndon Baines Johnson Auditorium
Effective April 07, 2021
Executive Sponsor: Senior Vice Provost for Resource Management
Policy Owner: Director of Texas Extended Campus
- Policy Statement
The Joe C. Thompson Conference Center and the Lyndon Baines Johnson (L.B.J.) Auditorium (collectively referred to as “Thompson Conference Center” or “TCC” unless otherwise noted) at The University of Texas at Austin (“University”) are collectively designated as a Special Use Facility as authorized by the president of the University and pursuant to The University of Texas System Board of Regents’ Rules and Regulations (“Regents’ Rules”), Rule 80106.
The designation as a Special Use Facility does not establish the Thompson Conference Center as a public facility or forum open for use by individuals, groups, associations, or corporations on a first-come, first-served basis.
The president of the University delegates authority for operational management and oversight of the Thompson Conference Center to the Director of the Thompson Conference Center.
- Reason for Policy
This policy sets forth rules and regulations for the reservation and use of areas of the Thompson Conference Center.
- Scope & Audience
This policy applies to all individuals and organizations that wish to reserve and use the Thompson Conference Center.
- Definitions (specific to this policy)
None
- Website (for policy)
https://secure4.compliancebridge.com/utexas/public/getdoc.ph?file=4-1260
Contacts
- Responsibilities & Procedures
Priority status does not reduce or eliminate the requirement to follow other rules and regulations, including the payment of applicable rental rates and fees, including published cancellation fees.
Priority status applies to making reservations for available rooms during the period specified below. It does not imply a right to supersede an existing reservation.
- Priorities for Reserving the L.B.J. Auditorium
- Each February, the director of TCC (or their designee) will solicit reservation requests for the following fiscal year from the L.B.J. School of Public Affairs and the L.B.J. Library. Requests from those entities received during February will have priority status over requests from UT Austin departments and over requests received from external parties.
- Each February, the director of TCC (or their designee) will solicit reservation requests for the following fiscal year from UT Austin departments. Requests from UT Austin departments received during February will have priority status over requests from external parties but shall be subordinate to requests from the L.B.J. School of Public Affairs and the L.B.J. Library received during February.
- Beginning March 1 of each year, TCC may begin accepting reservations from individuals, groups, associations, or corporations that are not affiliated with the UT System or a UT System institution, so long as the reservation and use fits the needs of the University and is within accepted industry standards.
- Priorities for Reserving the Thompson Conference Center Building, excluding the L.B.J. Auditorium
- Each February, the director of TCC (or their designee) will solicit reservation requests for the following fiscal year from UT Austin departments. Requests from UT Austin departments received during February will have priority status over requests from external parties.
- Beginning March 1 of each year, TCC may begin accepting reservations from individuals, groups, associations, or corporations that are not affiliated with the UT System or a UT System institution, so long as the reservation and use fit the needs of the University and is within accepted industry standards.
- General Rules of Use
- TCC will operate in accordance with Regents’ Rules 80103, 80106, and 80108, and all applicable federal, state, and local laws and statutes.
- TCC may be used for purposes such as banquets or conferences by entities that use annual conferences or other similar activities to acquire funds for their operations.
- TCC may be used for weddings, subject to Regents’ Rule 80108.
- Subject to all constitutional and statutory provisions relating to the use of state property or funds for religious or political purposes, facilities within TCC may be made available for religious or political conferences, debates, or conventions.
- The director of TCC is responsible for establishing rules and regulations and rate/fee schedules for facility rentals, dining facilities, and any retail operations. Rates for such use must be charged at an amount that, at a minimum, will ensure recovery of that part of the operating cost of TCC attributable directly or indirectly to such use; provided, however, that complementary rooms or food may be offered as is ordinary and customary in the operation of similar facilities for promotional or customer relations purposes, if reasonably necessary.
- The director of TCC may establish rules and regulations concerning the rental of space for displaying advertising or merchandise samples in designated areas inside and outside the TCC.
- TCC may operate a retail store for goods and other products related to conferences or guest services within the facility. The operation of such a retail store is allowed pursuant to Regents’ Rule 80103, Section 2.5.
- Non-governmental users may be required to obtain liability insurance covering personal injury or death and property damage for claims resulting from the use of the TCC .