Reservation Policies

Catering, Room Fees & Services

• The Commons Café has exclusivity for providing catering for all events. This means no outside food or beverages are allowed. Please see our Catering & Café page for more information on catering pricing and policies.
• Room Fee: A room fee is charged per four hour unit (8 a.m. - Noon, 1 a.m. - 5 p.m., 6 p.m. - 10 p.m.) or any portion thereof. Any reservation spanning more than one unit (i.e., from 10 a.m. - 2 p.m.) will incur a full day charge. Please see our meeting Room Information & Rates page or UT Austin IDT Rate page for more information.
  • NOTE: Half-day room rentals available Monday, Friday, evenings and weekends only. Programs after 6 p.m. and on weekends incur additional fees.
• All Audio Visual Equipment 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/hour is charged to programs taking place after 6 p.m. Monday - Friday, and all programs on Saturday or Sunday.
• Weekend Custodial Fee: $175 per day. There is an additional charge of $100 for custodial services requested less than 10 days before program date.
• Change / Cancellation Fees: Please make note of the following charges that will be assessed for any room / date changes or cancellations after a program has reached the confirmed status:
  • Catering orders cancelled 0 - 3 business days before the program start date, will be charged 100% of the catering charges
  • 0 - 30 days before the program, a fee of 100% of room charges occurs
  • 31 - 90 days before the program, a fee of 50% of room charges occurs
  • 91 - 180 days before the program, a fee of 30% of room charges occurs

Material Deliveries and Storage

• Delivery of program materials is accepted during normal building hours, 8 a.m. - 5 p.m. Monday through Friday. Please see our Contact Us page for delivery address information.
• Storage space for materials more than four cubic feet is available for a fee. Please call 512-471-5898.
• Exhibitors are responsible for contacting the carrier for material pick up.