Elizabeth D. Rockwell Pavilion Usage Guidelines

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The University of Houston Libraries offers the Elizabeth D. Rockwell Pavilion to groups or units that are organizationally part of the University or formally affiliated with the University for their meetings or events.  Examples of these groups include university colleges and departments, the President’s office, Board of Regents, University of Houston Alumni Association, and university-recognized student groups.  Only those events that promote the mission of the University will be eligible to reserve this space.

  1.  Any group reserving the Elizabeth D. Rockwell Pavilion must be the same group that will use the facility for the originally stated purpose.
  2. The designated person or their appointed substitute from this group is the only person with whom the Libraries will have contact for all details of the event.
  3. The room should be referred to as the Elizabeth D. Rockwell Pavilion in all published materials, printed or electronic.
  4. No event may start before 8:30 a.m. and caterers may not arrive before 7:30 a.m.
  5. At least one responsible person from the University group holding the event must be present for the entire duration of the event from the beginning of the event until the last person leaves.  This individual is responsible for leaving the facility in satisfactory condition.
  6. The maximum allowable capacity of the room is 350 standing people. If you are using chairs, the maximum number is 250. If you plan to use round tables, the maximum number the room can accommodate is 24 tables, but we only have 18 available.  You would have to get any extra ones you might require from physical plant. If attendance at your event will be greater, then you need to identify another venue.  Furniture and technology available for use with the Elizabeth D. Rockwell Pavilion includes:
    • 18, 60” round dining tables which seat 8
    • 10, 30” round adjustable height cocktail tables
    • 20, 6’ long  x 2’ wide rectangle tables
    • 4, 4’ long x 2’ wide rectangle tables
    • 90 upholstered chairs with arms
    • 150 upholstered chairs without arms
    • 6 table microphones
    • 2 lapel microphones
    • 2 wireless handheld microphones
    • Large projection screen with video and dvd capabilities
    • Podium with laptop and internet connection
    • Wireless internet access throughout the entire room
  7.  A public safety presence, police, parking, fire marshall, 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 normal 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 the Libraries in consultation with UHPD.  The group holding the event must arrange these services with UHPD.  If security presence is needed, they must remain on duty until all persons have left the event.
  8. Alcohol may only be served after 5:00 p.m. 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.  See MAPP 09.03.01, Section:  Facilities, Part VI, Food and Beverages.
  9. Parking for events held in the Elizabeth D. Rockwell Pavilion must be arranged by your group.
  10. Noise should be kept to a reasonable level such that normal library operations are not disrupted. Low-level background music is permitted such as jazz groups or string quarters either recorded or live performance. The glass doors on the east side of the room opening onto the corridor should be kept closed so as to reduce disturbing the study area below. No music is permitted during University designated study days or final exam periods.
  11. For any event involving money transactions, please contact us to discuss the details.
  12. Firearms and other weapons are forbidden.
  13. Appropriate standards of dress and behavior will be observed at all times.
  14. The catering kitchen is a staging area for foods that have been prepared elsewhere.  It is not equipped for cooking.  It has water and numerous heavy-duty electrical outlets for caterers to plug in large equipment to keep food hot or cold.  Counter space is available for preparing the final presentation.  All equipment, utensils, dishes, food stuffs, etc. brought by the caterer must be removed at the conclusion of the event.  A list of recommended caterers can be provided upon request.
  15. Table linens, skirting, and decorations are not provided.  You or your caterer must supply them.
  16. In addition to the room itself, food and beverages are permitted in the foyer outside the room.
  17. Smoking is prohibited.
  18. All types of open flames, e.g., candles, are prohibited.  However, tea lights and votive candles in appropriate fire-proof containers are allowed.
  19. Animals are not permitted except for those used to assist disabled individuals.
  20. The use of confetti, glitter or any similar materials is not permitted including the use of it on or thrown from the balcony.
  21. No posters, charts,  or decorations of any kind may be attached with pushpins to the walls or hung from the ceiling or lighting fixtures.  Tape that doesn’t leave any marks is permitted.  Please provide your own easels for any posters you may require.
  22. If you require IT/AV systems assistance, please schedule an orientation with us prior to your event.  Under no circumstances may a group or individual modify or change any AV or computer connections to our equipment.  You will be financially responsible for any damage caused by misuse.  Failure to comply will result in your group being barred from using the room in the future.  Please be aware that UH Libraries cannot provide any type of support after 5:00 pm weekdays.
  23. If problems with heating, cooling, plumbing, lighting or electricity are encountered, please contact the Library Administration office during normal business hours, the first floor service desk, or the campus Physical Plant – Fix It, 3-4948 for assistance. Contact the Power Plant 3-5791 if there is an after hours emergency situation.
  24. If any damage occurs such as stains that cannot be removed easily or broken furniture or equipment, the reserving group will be billed for the cost to repair to replace the item(s).
  25. The Libraries expect your group to honor your reservation since we receive numerous requests to use the room.  At least one week before your event, we must receive your final details such as number of tables and chairs, any A-V equipment, computer equipment or microphone requirements along with a diagram of your desired set-up.  In case your event needs to be canceled due to a last minute problem, such as inclement weather, illness, etc., please contact Carolyn Meanley (713-743-9781), Fregilia Lane (713-743-9650), or Library Administration (713-743-9800).

Please note that you must agree to everthing in these Guideliness in order to Reserve the Elizabeth D. Rockwell Pavlilion.  Thank you.