Reservation Policies

Catering, Room & Service Fees

  • Commons Café is the exclusive caterer for the conference center. No outside food or beverages are allowed. Please see the Catering & Café page for more information on catering pricing and policies.
  • Room Fee: The room fee is charged per four hour unit (8 a.m. to noon, 1 p.m. to 5 p.m.,  or 6 p.m. to 10 p.m.). Any reservation spanning more than one unit (i.e., from 10 a.m. to 2 p.m.) will incur a full day charge. Please see the meeting Room Information & Rates page or UT Austin IDT Rate page for more information.
    • NOTE: Half-day room rentals are available Monday and Friday,  all evenings and on Saturdays. Programs after 6 p.m. and on Saturdays incur additional staffing fees.
  • All audio visual equipment is provided by Commons Conference Center and supported by in-house staff
  • Staffing Fee: In addition to the room rental fee, a staffing fee of $40 per hour is charged to programs taking place after 6 p.m. Monday to Friday, and all programs on Saturday.
  • Weekend Custodial Fee:  A fee of $175 is applied to all Saturday programs for after hours custodial services. An additional charge of $100 is vices is applied if the program is booked within ten days. 
  • Date Change and Cancellation Fees: The following charges will be assessed for any room changes, date changes or cancellations
    • Catering orders cancelled less than three business days before the program start date will be charged 100% of catering charges
    • 0 - 30 days before the program, a fee of 100% of room charges 
    • 31 - 90 days before the program, a fee of 50% of room charges 
    • 91 - 180 days before the program, a fee of 30% of room charges 

Deliveries and Storage

  • Delivery of program materials is accepted during normal building hours, 8 a.m. to 5 p.m. Monday through Friday. Please see the Contact Us page for delivery address information.
  • Storage space for materials is available for a fee. Please call 512-471-5898.
  • Program contacts and exhibitors are responsible for scheduling pick up services.