Policies and Guidelines for Use of
The Parman House Conference Center

The University of Texas Health Science Center at San Antonio

An Advisory Committee appointed by the President consisting of at least three members of the Development Board of The University of Texas Health Science Center at San Antonio is charged with the responsibility of monitoring the policies and procedures for use of the Conference Center.

The responsibility for administration and supervision of the Conference Center is assigned to the President of The University of Texas Health Science Center at San Antonio.

The President has delegated to the Special Events Coordinator in the Office of University Relations the responsibility for coordinating and scheduling requests for the use of the Conference Center.

Health Science Center departments and organizations with the approval of the President and in accordance with the Rules and Regulations of the Board of Regents and the Handbook of Operating Procedures may jointly sponsor the use of the Conference Center with non-Health Science Center educational institutions, groups engaged in public service, associations and corporations or other organizations.

The following priority of use of the Conference Center shall apply:

1. President of the Health Science Center
2. Official development functions or programs of the Health Science Center
3. Health Science Center departmental activities
4. Faculty, staff or student organizations
5. Appropriately sponsored outside organizations

The department head of the requesting department or group must approve all requests for the use of the Conference Center before a formal request is made to reserve the Conference Center. The department head shall have ultimate responsibility for ensuring that the participants abide by the rules and regulations of the Conference Center. Each program must have a faculty or staff member from the sponsoring department or group assigned for the occasion and available for consultation.

The Conference Center will not be available for the personal or private use of Health Science Center personnel or others except the President and the President's family.

The Conference Center can accommodate small groups up to 25 persons.

Registered student organizations may not jointly sponsor an outside organization.

The Health Science Center will not jointly sponsor any programs or activity in which the academic implications are not self-evident and which do not directly supplement the academic purposes of the Health Science Center.

Further, the Health Science Center will not enter into joint sponsorship of any program that is to result in private gain for the cooperating individuals, groups or associates.

Moreover, the Health Science Center, established as a public institution without regard to political affiliation or religious faith, cannot be a joint sponsor with any non-campus organization for political or sectarian gatherings.

If the activity for which the request is submitted is in conformity with Section 2.5, Use of University Facilities Policy, in the Handbook of Operating Procedures of The University of Texas Health Science Center at San Antonio and the Regents' Rules and Regulations, the Office of University Relations will reserve the Conference Center based on availability and the priorities established above. Within each priority, all programs will be scheduled on a first-come, first-served basis.

1. The Conference Center is available for use Monday through Friday during the hours of 9:00 a.m. to 4:00 p.m. The Conference Center will be closed on Health Science Center holidays, weekends, and on days reserved for the President's usage.

   The Conference Center will be available to groups only at times that do not conflict with functions at The Parman House. It is understood that any event hosted by the President will take precedence.

2. Only the Conference Center, including the outside patio, will be made available.

Other areas on the property, i.e., The Parman House and surrounding grounds, are not included as the property has been designated as the official residence of the President of the Health Science Center and the President's family.

3. Users are responsible for setting up materials and equipment. All furniture should be returned to its original position at the conclusion of the meeting.
4. Smoking is not allowed inside the Conference Center.
5. If food and/or refreshments are to be served in the Conference Center, prior arrangements should be made with the Special Events Coordinator. Users are responsible for providing all food and refreshments and must bear the expense for it.
6. Catered service is permitted with the approval of the Special Events Coordinator. The name of the caterer should be given to the Special Events Coordinator as soon as possible along with the approximate time of arrival.
7. There is no charge for the use of the Conference Center.
8. Care should be taken to protect furniture. All wooden tables in the Conference Center could be damaged if hot items are placed on the surfaces. The Special Events Coordinator should be notified of any spills on furniture, carpet or wooden floors so action can be taken to prevent stains.
9. Groups using the Conference Center are responsible for leaving it in an orderly and clean condition immediately after the conclusion of the meeting. All trash should be bagged and left outside the front door. If the kitchen facilities are used, all dishes, leftover food and drink should be removed. Lights should be turned off and all doors locked.
10. Due to parking constraints on the grounds of The Parman House, it is helpful for users of the Conference Center to carpool. Parking is available for 20 vehicles along the side of the paved driveway in front of the Conference Center and along the driveway near the entrance to the property. The driveway must be kept open to allow for the passing of a vehicle.

Parking is not allowed immediately in front of The Parman House as this area is reserved for the President and his family. Deed restrictions of the subdivision in which The Parman House is located prohibit parking along the street of Parman Place.

If additional parking spaces are required, arrangements should be discussed with the Special Events Coordinator. The group reserving the Conference Center must pay any expense necessary to provide such additional parking and necessary shuttle service.

11. A telephone is located in the Conference Center; the number is (210) 342-5472. If it is necessary to place a long distance call, a credit card must be used.
12. The Conference Center is a Health Science Center facility and as such is regulated by Chapter 1, Article 6.5, pages VI – 23 and 24, of the Regents' Rules and Regulations.