Reserve a Meeting Room

The following guidelines and procedures have been developed to ensure the proper, efficient, and fair use of the O'Neal Comprehensive Cancer Center’s conference rooms. For additional information, please email This email address is being protected from spambots. You need JavaScript enabled to view it..

Availability:

Designated spaces in the O'Neal Cancer Center are available for UAB academic or individual meetings Monday through Friday, 7 a.m. – 5 p.m. Normal operating hours for A/V are also 7 a.m. – 4:30 p.m., Monday through Friday. A/V support that is required outside of normal operating hours will incur a charge of $75 dollars per hour with a two hour minimum.

Reservations:

• Must be submitted via the online request form below.
• Are not considered complete until written confirmation is received.
• Will be scheduled on a first-come, first-served basis.
• Must be requested at least 48 hours prior to the proposed meeting date and time.
• Must be requested no more than six months prior to the proposed meeting date and time.
• Can only be cancelled or changed by emailing This email address is being protected from spambots. You need JavaScript enabled to view it..
• Cannot be cancelled or changed via phone.

General Policies:

• All meeting reservations and meeting attendees must adhere to UAB's current masking and social distancing policies. Meeting attendees must wear a face mask/covering and remain at least three feet from one another while using any meeting space in the O'Neal Cancer Center.
• Per UAB's current social distancing policies, meetings must limit attendees to the following room capacities:
• WTI Lobby: Capacity 50-75
• WTI 101: Capacity 35-40
• WTI 231: Capacity 25-30
• Priority access to conference rooms will be granted to the O'Neal Cancer Center and cancer-related activities. All reservations are subject to cancellation based on priority needs.
• Each conference room is equipped with audio/visual equipment to be used under the guidance of the Cancer Center Technical Services Facility (CCTSF). Use of A/V equipment in conference rooms without the services of CCTSF may result in loss of meeting space privileges.
• If you require any A/V service inquiries or requests outside of the ones listed on the reservation form below, please contact CCTSF by email at This email address is being protected from spambots. You need JavaScript enabled to view it..
• Meeting spaces should not be rearranged. If the furniture or retractable blinds in a room are moved or damaged, you will be suspended from using the room and your department will be charged a fee.
• To cancel a room reservation, you must notifiy This email address is being protected from spambots. You need JavaScript enabled to view it. at least 24 hours before the scheduled meeting date and time. Failure to give sufficient notice of cancellation could result in the loss of meeting room privileges.

User Rules & Responsibilities:

• The sponsoring party is responsible for handling all arrangements and set-ups of meeting rooms. The meeting space must be left in the same configuration as it was found. Damage to the room or its equipment will result in the sponsoring party being charged and possible future use denied.
• Nothing should be attached to the walls, doors, windows or A/V equipment.
• Food is allowed. Attendant should be assigned to monitor delivery, set-up, serving and clean-up, including wiping down and drying the tables.
• Conference room doors must be kept closed due to the proximity of patrons on the floors. Please keep the noise level at a minimum.
• Clean-up after each meeting. All trash should be pulled from the garbage cans, securely bagged and placed inside the kitchen for pick-up the next day. If you anticipate that your meeting will accumulate overwhelming amounts of trash, we ask that you arrange for trash pick-up by contacting UAB Building Services at (205) 934-9675 or schedule pick-up online.
• The use of whiteboards are restricted to approved markers only. Thoroughly erase all whiteboards when each meeting is finished. Do not sit on the tops of the tables or use any other furniture inappropriately. Turn off all lights and A/V equipment before leaving the room.
• Pharmaceutical and other sponsorships that involve active promotion and/or displays require prior approval from the O'Neal Cancer Center.

A/V Usage & Responsibilities:

• Please do not move or modify A/V equipment.
• If you are presenting slides at your meeting, you are encouraged to bring your presentation file on a USB flash drive or to download your presentation file from your email or another online storage location. CCTSF is unable to preload your presentation file for your meeting.
• The meeting rooms listed below are capable of video conferencing and include the following video configurations for devices brought by presenters:
• WTI 101: VGA
• WTI 231: HDMI

CCTSF does not provide display adapters for external devices.

Damage Fees:

• In all cases, the entity listed on the reservation form below will be responsible for all damages and cleaning costs incurred during the reserved meeting time.