ATEC Space Reservation

This policy is for the UT Dallas community of faculty, and staff. For organizations and individuals that do not meet these criteria, or for inquiries regarding the use of other venues on the UT Dallas campus, please visit the university reservations page.

Requests for space in the Edith O’Donnell Arts, Technology and Emerging Communication Building may be made by a faculty or staff only.

Reservations will be awarded based on the following priority system:

  • ATEC course offerings and curricular requirements
  • ATEC sponsored events
  • UT Dallas events

See the policies below for more details.

Space Reservations may be Canceled

All individuals and groups reserving rooms must understand the following:
Requestors could be asked to vacate for ATEC and/or UT Dallas Executive Event needs that may arise. Under those circumstances, the requestor will be offered an alternate space in ATEC controlled rooms, if available. *NOTE: An alternate space is not guaranteed. See the Priority of Reservations section for more details regarding the levels of priority.

Rules for Usage of the Rooms

Room usage rules:
The requestor and/or the event lead will need to ensure the space is used appropriately according to usage rules laid out by The School of Arts, Technology, and Emerging Communication. It is the responsibility of the requestor and/or event lead to ensure that attendees are aware of the policies for use.
Certain rooms (e.g. ATEC Lecture Hall) have additional rules, please review procedures for each room requested.

Basic rules for all spaces:

  • Complete all necessary requirements/procedures/forms as designated by space.
  • Do not leave trash or personal items.
  • Space must be returned to original condition (room set up, chair location, etc.).
  • No food and drink other than water in enclosed containers.
  • Permission to use room is not transferable.

Violation of these rules may result in loss of ATEC reservation privileges for the requestor, the event lead, and/or hosting of events in ATEC. Unauthorized use of ATEC space will result in a loss of privileges for the event lead, the requestor and/or the hosting of events in ATEC space. 

There are three conference rooms in ATEC available for reservation.

  • ATC 1.201: (Room Capacity = 20) This room is located on the first floor in the ATEC lobby. The conference room seats 20 at the large table in the center. There is a side buffet station available to set out meeting supplies. NOTE: There is no A/V currently installed in the room. For assistance contact UT Dallas Media Services.
  • ATC 1.701: (Room Capacity = 8) This room is located on the first floor in the ATEC lobby. The conference room seats 8 at the small table in the center. NOTE: There is no A/V currently installed in the room. For assistance contact UT Dallas Media Services.
  • ATC 3.225: Skyline Conference Room: (Room Capacity = 29) This room is located on the third floor in ATEC. The conference room seats 18 at the large table in the center. There is a side buffet station available to set out meeting supplies and/or refreshments. There is also a smaller center buffet that can be used for supplies or coffee service. A/V is available in this conference room. There is a projector and screen available for use. Presenters are required to bring their own laptop and/or adaptors. To use the A/V equipment please include this information in your request. For additional media (i.e. skype, video monitors, etc. please contact UT Dallas Media Services.

Procedures for Conference Room Reservation

ATEC Conference Rooms

To request use of a conference room send a request to [email protected] that includes the following information:

In the Subject Line of the email include:

  • Request to Reserve: ATC X.XXX

In the body of the email include:

  • Name of the requestor (Who is sending the request?)
  • Name of the event lead (Who will be hosting the event/meeting?)
  • What is the purpose of the event? (e.g. This is a meeting to plan x.y.z. for 1.2.3.)
  • What space is requested (Please include two options.)
  • The date/time of the event (maximum 4 hours) *No recurring events please.

Confirmation and Keys:

  • When your request is confirmed, you will receive an invitation request from the conference room calendar on Outlook with the date(s) and time(s) of your meeting.
  • On the day of your meeting stop by ATC 3.105.
    • Present your Comet Card. You must present identification to use a conference room.
    • If ATEC staff is unavailable to assist in the unlock procedure, complete the key sign-out form to access the key. Unlock the conference room and return the key.

ATEC hosts a variety of special events. As each event has specific needs event leads are asked to meet with the ATEC Event Coordinator in advance. Requestors may submit a request to use ATEC special event space, however, no reservation is entered onto a calendar without having met with the ATEC Event Coordinator to review all of the details first.

The ATEC Lecture Hall

ATC 1.102 The Lecture Hall: The Lecture Hall has a 1200 seat capacity designed to host special lecture series with an attendance of 500 or more. Types of events potentially appropriate for the lecture hall include lectures, panels, forums, book talks, readings, addresses by university leaders, etc. The lecture hall is not well suited for musical performances, concerts, theatre, or dance performances as the stage configuration, lighting structure, and audio/visual equipment are designed for speaking engagements. The lecture hall has no green room(s), stage wing(s) and does not accommodate productions where back of house production is required.

Lecture Hall Event Hours:
The Lecture Hall hosts events during the following schedule. Set-up and take down times inside the Lecture Hall can begin as early as 7:30am. For events requiring a substantial set-up/take-down, additional date(s) may be required.

  • Mon. – *Thurs.:  8am – 8pm
  • Fri.: 8am – 10pm
  • Sat. 8am – 10pm
  • Sunday – Closed

*Ending times may be adjusted to accommodate special events on Thursday evenings.
*Fees for use of the Lecture Hall are currently under review. Event reservations in the Lecture Hall have normally been free of charge. However, if extraordinary charges related to an event (LH staff overtime, additional staffing requirements, additional equipment/technology rentals, damages, excessive cleaning, etc.) the sponsoring unit will be required to pay those costs.

Guidelines for Lecture Hall Reservation:

To request use of the Lecture Hall send a request to [email protected] that includes the following information:
In the Subject Line of the email include:

  • Request to Reserve: The Lecture Hall

In the body of the email include:

  • Name of the requestor (Who is sending the request?)
  • Name of the event lead (Who is the person in charge of the event?)
  • What is the purpose of the event? (e.g. This is an event to xyz for 123)
  • What is the date of the event? (Please include two options.)
  • The date/time of the event (maximum 4 hours)
  • Meeting availability to meet with the Event Coordinator to review event request.  

*Requestors must meet with the Event Coordinator about the event prior to the reservation. To expedite your request please provide the following information prior to or at the time of your meeting:

  • Completed Lecture Hall reservation form.
  • Marketing plan/strategies to garner attendance of 500 or more. If this is a recurring event, documented history of prior attendance is welcome (i.e. ticket sales, rsvp:attendee yield counts)
  • Event staff assignment and coordination plan.
  • Facilities Management Work Order Request form to include set-up; take-down; and custodial services for all areas of ATEC requested.
  • Event Registration to University Police to include parking needs
  • Special Events Risk Assessment form.
  • Catering order with attendee counts of 500+ (for events serving food; additional guidelines apply.)

Basic rules for the Lecture Hall:

  • All event leads MUST be faculty/staff and in charge of all aspects of the event. The Lecture Hall is reserved for special events and faculty/staff serving as the event lead assumes responsibility for use of the Lecture Hall.
  • Complete all necessary requirements/procedures/forms for Lecture Hall use.
  • Space must be returned to original condition (room set up, chair location, etc.).
  • No food and drink other than water in enclosed containers.
  • Permission to use the Lecture Hall is not transferable.

Violation of these rules may result in loss of ATEC reservation privileges for the requestor, the event lead, and/or hosting of the event in ATEC. Unauthorized use of ATEC space will result in a loss of privileges for the event lead, the requestor and/or the hosting of the event in ATEC space. 

ATEC course offerings and curricular requirments will be scheduled first. Sometimes curricular needs arise during the semester—these will be accommodated as a priority when they occur. When a space has multiple requests for the same time/date, space will be assigned to the highest priority or the first requestor.

Requests for space must be for UT Dallas event purposes. UT Dallas = faculty, staff, students and department sponsored events. For organizations and individuals that do not meet this criteria, please visit the university reservations page.