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 the Director of TCC and the Associate Vice Provost of Extended Education Ventures. 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 (8a.m. - 12p.m., 1p.m. - 5p.m., 6p.m. - 10p.m.). Day charges are calculated in nine-hour units (8a.m. - 5p.m. or 1p.m. - 10p.m.). If you require a full day from 8a.m. - 10p.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 $50-100/room. Lobby and patios will incur an additional $75-150 setup fee. 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, 8a.m. - 5p.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
Events on Saturdays and Sundays in any reservation time block will be priced at the Full Day Rate plus associated fees.
Catering
TCC works with an in-house catering vendor. If you choose to use a pre-approved outside vendor, an outside catering fee equal to 10% of the catering order will be assessed. Group food deliveries to the Thompson Conference Center is not allowed. If a representative of your group coordinates the ordering of or brings in outside food or beverage for the group, the hosting organization will be assessed a $150 service charge per occurrence.
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 guaranteed attendee count. The daily rate for parking is $2.50 per person with a maximum of $350 per day. The daily minimum is $75 for small rooms and $100 for large rooms.
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. 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.
