Approval
Use of the Thompson Conference Center (TCC) and the Lady Bird Johnson (LBJ) Auditorium is strictly regulated by a set of rules established by Board of Regents of The University of Texas System. You must thoroughly explain the educational purpose for your event on the “Request for Facilities & Services” form. Approval of your event at TCC or the LBJ Auditorium shall be granted only if your proposed program is educational in content, is designed not to make a profit for your organization, will not involve any political or religious content and will not include selling of any product. Please note that your event is not confirmed until it has been approved by our division’s Deputy Director and/or TCC’s director. This confirmation process may take up to three weeks, all completed requests for events at TCC must be submitted at least three weeks prior to your event. A TCC coordinator will contact you once the approval process is complete. For LBJ Auditorium events you must submit the completed request form and signed policies and procedures at least four weeks prior to your event as all LBJ Auditorium event needs must also be coordinated with UT Austin’s ITS and Events and Moving departments.
Fees
Room fees are charged in half-day or day units. Half day charges are four-hour units (8 a.m.-Noon, 1-5 p.m., 6-10 p.m.). Day charges are calculated in nine-hour units (8 a.m.-5 p.m. or 1-10 p.m.). If you require a full day from 8 a.m.-10 p.m., the charge is one-half and one full day rate. Additional fees not included in the rental fee may include AV services, coordinator fees and weekend rental fees (specified below). All room rates are subject to change without notice.
Room Setup
Standard room setups include classroom, groups, u-shape and hollow square, all setup requested outside of the standard room setups will incur an additional fee of $50/room. Exhibit/Vendor setups include up to (10) skirted 6ft or 8ft tables, additional tables requested will incur a fee of $10/table. Each room setup will include (1) skirted registration table, additional tables requested will incur a fee of $10/table.
Materials Delivery and Storage
Delivery of program materials is accepted during normal business hours, 8 a.m.—5 p.m. Monday through Friday. Please send all materials to 2405 Robert Dedman Drive, Austin, TX 78712, Room 1.108. If more than (10) boxes of materials will be delivered an additional storage room must be reserved. The cost of the storage room will be dependent on availability and length of time the boxes need to be stored. Exhibitors are responsible for contacting the carrier for material pick up. Please note TCC does not have a traditional loading dock and cannot receive overlarge shipments. Please discuss your delivery needs with your coordinator prior to sending materials to the facility.
Weekend Events
Sunday events require special approval from facility Director. All events taking place on Sunday will be assessed a $60, for events held at the Thompson Conference Center, weekend usage fee.
Catering
No outside food or beverages are allowed at TCC or LBJ Auditorium. All food must be ordered through the TCC caterer. In the event that you provide refreshments to your participants through another source, the refreshments will be disposed of and you will be charged $200 for TCC events and $300 for LBJ events. Events scheduled Saturday and Sunday 8 a.m.-10 p.m. that order catering must meet a food and beverage minimum of $300. Each catering order includes (4) hours of service. Service requested beyond the (4) hours will incur a $25/hour/attendant fee.
Parking
There are a limited number of parking spaces (241) in Lot 40 available to those attending programs at TCC on a first-come, first-served basis. Please do not park in Lot 38 or 39 at the risk of being ticketed or having your car towed. TCC is not responsible for tickets. The appeals process should be followed in the event that your car is ticketed while in Lot 40. Please see UT Parking and Transportation for any questions on parking rules and regulations.
The Manor Parking Garage (MAG) is the closest garage to TCC; standard parking rates apply. Other parking options are also available on campus.
A parking assessment is charged to all clients based on room use. For the LBJ Auditorium a $200 parking fee will be assessed. For the Café (Dining Room), TCC Auditorium (1.110), 2.102, 2.120 and 3.102 a $85 parking fee will be assessed. For all other rooms, a $45 parking fee will be assessed per room per day or half day.
Large group parking and buses can also be accommodated, with prior permission from the Parking & Transportation Department. Please fill out the Group/Event Parking Request to gain permission.
Cancellation Policy
The following charges will be assessed for any room/date changes or cancellations after a program has reached the confirmed status. Programs cancelled within (0-31) days before the event start date will be charged 100% of the room fee. Programs cancelled within (32-90) days will be charged 50% of the room fee. Programs that canceled within (91-180) days will be charged 30% of the room fee. Catering orders cancelled within (0-3) days before the event start date will be charged 100% of the catering charges. Catering orders cancelled within (4-5) days prior to the event start date will be charged 50% of the catering charges. In all cases, a charge will be made for all unrecoverable expenses incurred by TCC as a result of planning for the program. These fees apply to last-minute cancellations, even if the event is in progress.
