University of Houston Libraries offers the Elizabeth D. Rockwell Pavilion as a meeting or event space to units, departments, or groups which are affiliated with the University. Examples of groups include University colleges and departments, the President’s office, Board of Regents, Alumni Association, and registered student organizations. Use of the Elizabeth D. Rockwell Pavilion must be aligned with the mission of the University.

Reservation and Communication

The Elizabeth D. Rockwell Pavilion is a non-managed venue – Libraries staff are NOT present for assistance before or during the event. You will be provided access to the space, furniture, and standard audio-visual equipment only.

The individual who requests a reservation, and/or designated secondary contact, are the only contacts with whom the UH Libraries event coordinator will communicate on reservation details.

The individual who requests a reservation will be responsible for the space for the duration of the meeting or event. This includes being present to coordinate with third-party vendors (caterers) during pre-event set-up, and confirming the venue is in satisfactory condition after the last attendee leaves.

Any group reserving the Elizabeth D. Rockwell Pavilion must be the same group that will use the facility for the originally stated purpose.

Your reservation is not confirmed until you’ve received a confirmation email. Once your reservation is confirmed by UH Libraries, we assume you will honor the reservation or email a cancellation notice to Dwendol Nelson as soon as possible so that the space may be cleared and made available for other requests.

You are required to send finalized event details to Dwendol Nelson no later than seven days prior to the event. Event details must include:

• Final number of attendees
• Confirmed space set-up selection (tables, chairs, window shade, microphones)

In case your event must be canceled or the primary contact must change due to unforeseen circumstances, contact Dwendol Nelson at 713-743-5794.

Public Safety and Accessibility

A public safety presence (police or fire marshal) may be required as a condition of holding certain events. The decision to require public safety services is determined in part by the nature and size of the event, the extent the event will impact library operations, need for the loading dock, the target audience, the group’s event history, and whether alcohol will be served. The final decision to require/waive public safety presence rests with UH Libraries in consultation with UH Police. The group holding the event must arrange these services with UH Police. If security presence is needed, they must remain on duty until all attendees have left the event.

Animals are not permitted except for those used to assist individuals with disabilities.

Firearms and other weapons are prohibited.

Tables and Chairs

Furniture available for use in the Elizabeth D. Rockwell Pavilion includes:

• 60” round dining tables which seat 6-7
• 30” round, adjustable-height cocktail tables
• 6’x2’ rectangle tables which seat 2-3
• chairs without arms
• upholstered chairs with arms

You will be required to specify the number and type of tables and chairs, plus a diagram of the space set-up as part of your finalized event details.

Audio-Visual

If you are giving a presentation, we request that you bring the file on a USB drive or access it online. A laptop with internet connectivity is provided at the lectern. If you are bringing your own equipment or have other technology requests, please notify Dwendol Nelson no later than 7 days before the event, and plan to arrive at least one hour before your event begins. We cannot accommodate last-minute requests for technology assistance. Technology available for use in the Elizabeth D. Rockwell Pavilion includes:

• table microphones
• lapel microphones
• wireless hand-held microphones
• projector and large screen
• lectern with desktop and microphone
• wireless internet

You will be required to specify the number and type of microphones you’ll need as part of your finalized event details.

Once your reservation is confirmed, it is your responsibility to familiarize yourself with the audio-visual system in the space. If you need to schedule an orientation with us prior to your event, it will need to be made at least 3 days in advance. Under no circumstances may a group or individual modify or change any technological connections or configuration. You will be financially responsible for any damage caused by misuse. Failure to comply will result in your group being barred from using the space in the future.

Food and Beverage

The adjacent catering kitchen is a staging area for foods that have been prepared elsewhere. It is not equipped for cooking. Tap water, electrical outlets, and counter space are available. All equipment, utensils, dishes, food, etc. brought by the caterer must be removed at the conclusion of the event and the kitchen should be left clean.

Alcohol may only be served after 5:00PM and only by a provider with a valid TABC license and valid liquor liability insurance coverage. No person under 21 years of age may consume alcohol at any event held in the Elizabeth D. Rockwell Pavilion. The serving of alcohol will comply with the policies of the UH Board of Regents and the laws of the State of Texas and Harris County. Review UH Manual of Administrative Policies and Procedures (MAPP) 09.03.01 Section VII Food and Beverages.

Display of Materials or Decorations

No posters, charts, or decorations of any kind may be attached with pushpins or tape to the walls or hung from the ceiling or light fixtures. If displaying posters, you are required to provide easels.

Confetti, glitter, or any similar materials are prohibited inside the space. If using balloons, please note that due to the high ceilings, all helium balloons must be assembled and weighted down outside of the space before affixing to tables. Balloons are not permitted to be taped or fixed to the walls, columns, or light fixtures.

All types of open flames, e.g., candles, are prohibited.

Table linens, skirting, and decorations are not provided. You or your caterer must supply them.

Additional Space and Event Considerations

Please refer to the space as Elizabeth D. Rockwell Pavilion in all printed or digital materials.

No event may start before 9:00AM and caterers may not arrive before 8:00AM.

Parking for attendees of events held in the Elizabeth D. Rockwell Pavilion must be arranged by your group.

Noise should be kept to a reasonable level such that library operations are not disrupted. Low-volume background music is permitted. The glass doors on the east side of the space should be kept closed to minimize study area disruption.

Groups using the Elizabeth D. Rockwell Pavilion are expected to follow the UH Libraries Code of Conduct.

Troubleshooting

UH Libraries does not provide any type of audio-visual or technical support after 4:00PM on weekdays. If you require assistance during your event after business hours, call or text UH Information Technology at 713-743-1411.

If problems with heating, cooling, plumbing, or lighting are encountered, contact Library Administration at 713-743-9800 during business hours. For urgent situations (flooding, power outage, etc.) or after-hour issues, contact UH FIXIT.

If any damage occurs to the space, such as carpet stains that require washing, or broken furniture or equipment, the reserving group will be billed for the cost to repair and/or replace the item(s).