Reservation Policies and Guidelines for Room Usage

Your reservation will honored unless the room is needed by the UAB Graduate School, the UAB School of Medicine, or GBS, and is the only/best room option. This situation is rare, and you will be notified as soon as possible. Your event may be moved to a comparable room in Shelby or need to be re-scheduled.

Effective September 1, 2018, a 24/7 lockdown of the Shelby Building will be in place to enhance safety and security for the campus community. UAB faculty, staff, and students who require regular access to the Shelby Building will be granted card key access by appropriate authorities (questions about building access can be directed to This email address is being protected from spambots. You need JavaScript enabled to view it.). Those who have been provided access are eligible to use the rooms managed by GBS.  The individual making the reservation will be responsible for:

  • Building entry of event attendees, in compliance with UAB policies.
  • Ensuring that the assigned building entry person(s) do not allow entry into the building of anyone other than their event attendees.

No door attendant is provided with the implementation of this security policy. GBS staff are not responsible for providing building entry for those using our rooms.

Keys

  • The key for Shelby 105 can be obtained in the GBS Office (Shelby 120).  If your event is scheduled to end after 4:00 p.m., you will be given a key which can be slid under the door for Shelby 120, should the office be closed by the time your event ends. (Please note: there are two doors for Shelby 105. Make sure both are locked when you leave.)
  • There is no key to the door for Shelby 515, but there is a key for the computer tower, if you need it. See someone in Shelby 120 for the tower key.

AV Equipment

  • We do not have dedicated IT staff for our rooms. Each group reserving the room is responsible for providing their own technical support (basic computer and A/V knowledge). We are happy to set up a time to train you on the equipment before your event. We do our best to maintain our equipment and facilities, but occasionally things break, and we may not have time to repair it before you event. Should this happen, we will work to notify you.
  • The audio/visual equipment (computer, lectern, screen) have clear instructions for use. It is important you follow these instructions carefully. As Shelby 105 and 515 are high-use rooms, the instructions are in place for the protection of very expensive equipment.

Food, Setup/Cleanup

  • You are welcome to bring in food for your event. It is your responsibility to make arrangements to have food delivered, set up, and then broken down after the event.
  • Shelby 105: Trash should be bagged and placed at the end of the hall, near the freight elevator. (Please ask if you are unsure where this area is located). Access to the kitchen will be provided at the time of your event.
  • Shelby 102 and 515: Trash should be bagged and left tied in the cans in the room.
  • Shelby 120D: Use a trash can in the main suite.
  • Shelby 105 and Shelby 515 are configured for classroom style; Shelby 102 is café style. You are welcome to move the tables and chairs to best serve your event; however, the room must be put back to its original configuration before you leave. This is true even if your event ends in the evening or on Friday afternoon. This includes, but is not limited to, putting extra chairs back into the closet, arranging tables to original positions, and ensuring the kitchen is clean and free of debris.)

Weekend Policy

Any events scheduled on weekends are considered "after-hour events". All after-hour events require that you have security and all security is provided by the UAB Police. A UAB Police Officer must be present for security purposes and for entrance to the building. All reservations requiring UAB Police for access and/or presence during an event must provide confirmation in writing (electronic is acceptable) that UAB Police have been secured for the event at least 72 hours prior to the event or risk cancellation of the room reservation. Please send a copy of the police report to the GBS Office Administrator.

Go to uab.edu/police and fill out the “Event Request Form” on the homepage and. If needed, contact Captain Bryan Fields This email address is being protected from spambots. You need JavaScript enabled to view it. or 205-934-3999 directly to make appropriate arrangements with UAB Police for facility access and event security. All reservations for after-hour events must be reserved by a faculty or staff member only. Provide as much advanced notice as possible to help in scheduling. You/your sponsoring program will be responsible for the cost of any UAB Police Officer for your event.

 

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