- Room Setup & Condition: Space must be restored to its original classroom configuration following reservation. Failure to do so will result in a reset fee. Modifications to facilities, fixtures, or equipment are strictly prohibited. Decorations require prior written approval, and helium-filled balloons are prohibited. Clients will be billed the full replacement cost for any property damage exceeding normal wear and tear.
- Access & Timing: Space access is strictly limited to your contracted reservation window, include setup and teardown time in your booking. Noise and activity must not disrupt normal operations. Deliveries are accepted only on the event date with prior arrangement.
- Sponsorship & Attendance Requirements: Events involving external organizations must secure an internal UAB sponsoring department to serve as the primary point of contact. A representative from that UAB department must remain on-site for the duration of the reservation.
- Additional Staffing & Security: Weekend and evening reservations require additional UAB Facilities staffing at the client's expense. Weekday events extending past 6:00 p.m. may also incur staffing charges based on size and scope. UAB Police security services may be required for events serving alcohol, taking place on a weekend, or concluding after 6:00 p.m.
- Alcohol Policy: Alcohol must be served by one of our preferred caterers and only served after 4 p.m. UAB’s policy and procedures must be followed. Selling of alcohol (cash bar) in our facility is prohibited by State law. Preapproval by the Office of the Vice President for Finance is required. Contact the Office of Vice President of Finance Steven Murray at
This email address is being protected from spambots. You need JavaScript enabled to view it. or (205) 975-5209. - External Equipment: All external electronic equipment must be reviewed and approved prior to the date of the event.
- Modifications & Cancellations: Reservation adjustments must be submitted at least ten business days in advance and are subject to facility availability. Standard cancellations incur a 50% rental fee unless the university officially closes the campus. Cancellations made fewer than 10 business days prior to the event, as well as no-shows forfeit 100% of the reservation fee. The conference center reserves the right to cancel any scheduled activity at its discretion.
The Marnix E. Heersink Conference Center reserves the right to deny use or continued use of its facilities to any person or organizations not complying with the policies and procedures.