What kinds of events are eligible?
Programs must be educational in content, non-profit, and free of political, religious, or sales activity. All events require sponsorship by an Academic Dean or Executive Officer.
How far in advance do I need to book?
- TCC: at least 21 days out
- LBJ Auditorium: at least 30 days out
How do I get started?
Please reach out to tcc@austin.utexas.edu to connect to a coordinator. From there, you'll be directed to submit a completed Request for Facilities & Services form along with the signed Policies & Procedures document to the TCC Conference Office. Space is not reserved until both are received.
How are room fees calculated?
Rental fees for most rooms are charged by the time blocks listed below. The below blocks do not apply to the Dining Room or to the Lady Bird Johnson Auditorium.
- Day: 8a.m. - 5p.m. OR 1p.m.-10p.m.
- Half Day: 8a.m. -12p.m. OR 1p.m. - 5p.m. OR 6p.m. - 10p.m.
- Full Day: 8a.m. - 10p.m.
Do you require a deposit?
Deposits are required for LBJ Auditorium bookings, large conferences, and new TCC clients:
- 30+ days out: 30% deposit due within 10 business days of confirmation
- 30 days or less: 100% deposit due within 5 business days
What is the cancellation policy?
- 91–180 days out: 30% of room fee
- 32–90 days out: 50% of room fee
- 0–31 days out: 100% of room fee
In all cases, TCC will charge for any unrecoverable expenses incurred as a result of planning the program over an extended period of time. A coordinator fee will also be assessed to reflect work completed by the TCC Coordinator.
Can I use an outside caterer?
TCC has an in-house caterer, Primizie, that we ask that you use. In special circumstances, outside catering may be brought in if pre-approved by our director. In that case, there will be a 10% outside catering fee app charged to your reservation. Group food deliveries without coordination are not allowed and may incur a fee up to $500.
Can I serve alcohol?
Yes, but it requires written approval from the Provost's office at least 28 days before the event. Late requests may incur additional fees.
What are the rules for events with minors?
Events with minors must be sponsored by a UT Department or Organization. All administrators are also required to complete the University's Youth Protection Program training at least 3 months before the event.
Can I ship materials to the venue?
Yes, materials can be shipped to TCC Monday–Friday, 8a.m. – 4p.m. Please send packages to 2405 Robert Dedman Drive, Room 1.116. Neither TCC nor LBJ can receive oversized shipments. A storage fee may be assessed, depending on the number of boxes and the length of storage.
What AV support is available?
Each TCC room includes a room-specific AV package. All AV needs must be confirmed 5 days in advance; custom setups require 2 weeks' notice. Ongoing technical support is $60/hour. LBJ Auditorium AV is handled by LAITS.
Can I use the UT Austin name in my marketing?
You may only use UT Austin to indicate the event's location. You may not use UT's name or imagery for endorsement without a written agreement. If using UT Austin, always use the full venue name: "The Thompson Conference Center, located at UT Austin".