O'Neal Comprehensive Cancer Center Reserve a Meeting Room

Please use the form below to request reservations for O'Neal Comprehensive Cancer Center facilities and meeting rooms. If you have questions about reserving a space or updates to your submitted request, please email cccreserve@uab.edu or call Morgan Brashier Bentley at 205-996-1633 or Laura Gallitz at 205-934-9985.

Charges:
You will be charged a minimum of $25 for using the standard computer and projector in these spaces. Charges for additional equipment are listed in the form below. If you will not be using equipment, there will be no charge unless something is damaged, furniture rearrangement is needed, or cleanup is needed in the room.

Seating capacity:

  • WTI 101 - 79 (57 chairs fit at the tables in the room; there are an additional 22 chairs)
  • WTI 231 - 38

Availability:

Regular availability: Monday through Friday, 7 am – 4:30 pm.
Conference rooms can be available outside of those hours with prior approval.
A/V support that is required outside of normal operating hours will be charged $125/hour.

Reservations:

  • Must be submitted via the online request form below.
  • Are not considered complete until written confirmation is received via a calendar invitation from the conference room calendar.
  • 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 cccreserve@uab.edu.
  • Cannot be cancelled or changed via phone.

General Policies:

  • Priority access to conference rooms will be granted to the O'Neal Comprehensive 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 only under the guidance of the Cancer Center Technical Services Facility (CCTSF). All meetings using any A/V equipment will be charged a minimum of $25. Use of A/V equipment in conference rooms without the services of CCTSF may result in loss of meeting space privileges.
  • For any A/V service outside of the ones listed on the reservation form below, please contact CCTSF by email at cctsf@uab.edu.
  • Do not rearrange meeting spaces. 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 notify cccreserve@uab.edu at least 24 hours before the scheduled meeting date and time.

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. For moving furniture in the Barbara and Edward Partridge Atrium, we recommend hiring movers, as the marble topped tables are heavy and dragging the furniture damages the floor.
  • Nothing should be attached to the walls, doors, windows, or A/V equipment.
  • Food is allowed. An attendant should be assigned to monitor delivery, set-up, serving and clean-up, including wiping down the tables.
  • Conference room doors should be kept closed during meetings to 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.
  • Only dry erase markers may be used on whiteboards. 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.

A/V Usage & Responsibilities:

  • Please do not move or modify A/V equipment.
  • Please bring your presentation file on a USB flash drive or 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.

Fees:

  • Use of any A/V equipment, including the “standard” of computer and projector, incurs a fee. As mentioned above, the standard set up is $25. For additional equipment, see the form below for specific charges.
  • If an emergency (unplanned) setup is needed, please email cctsf@uab.edu or call 205-975-8240. CCTSF will charge $65 for an emergency set up fee.
  • For A/V support outside of normal working hours (7:00am-4:30pm M-F), CCTSF will charge $125/hour.
  • If the room is not left clean (dirty tables, rearranged furniture, or trash), you will be charged a cleaning fee of $150.00.
  • If there are damages to the room, the account number below will be charged for those damages.

Please note that Chrome and Firefox are the preferred browsers to complete this meeting reservation form.

Guidelines and Procedures:(Required)
Name(Required)
Note: The Wallace Tumor Institute lobby, known as the Barbara and Edward Partridge Atrium, can be reserved in conjunction with WTI 101.
A/V support is needed for any use of electronic equipment in the conference room area. This includes the computer, microphone, blinds, etc.

Are you sure you don’t plan to use the computer equipment AT ALL? If you plan to use it, please go back and select “yes” for A/V support

The Barbara and Edward Partridge Atrium is equipped with the technologies listed below. Please select all the technologies for which you will need A/V support:(Required)
***Soundboard is required to use speakers/microphone***
The WTI 101 is equipped with the technologies listed below. Please select all the technologies for which you will need A/V support:(Required)
The WTI 231 is equipped with the technologies listed below. Please select all the technologies for which you will need A/V support:(Required)
Must not exceed stated room capacity.
If you have checked any of the boxes above for any of the A/V equipment available for the first floor lobby, or if you will be using the standard computer and projector, your account will be charged a minimum of $25. Please note the amount that will be charged next to each type of equipment requested. If you will not be using equipment, there will be no charge unless something is damaged, furniture rearrangement is needed, or cleanup is needed in the room.
Note: In addition to completing the following form fields related to scheduling recurring meetings, please email cccreserve@uab.edu to make arrangements for series dates.
MM slash DD slash YYYY
Event Start Time:(Required)
:
Select time
Event End Time:(Required)
:
Select time
MM slash DD slash YYYY
Select date
Time of First Event:(Required)
:
Select time
MM slash DD slash YYYY
**Please check that you have selected an end date that follows the date of the first event**
End Time of Final Event:(Required)
:
Select time
Fees:

CCTSF will charge a $25 service fee for all A/V set-up in the conference rooms. If A/V support is needed fewer than 24 hours from the meeting time and has not been selected on this form, please email cctsf@uab.edu for an emergency set-up. Emergency set-ups will incur a $65 fee.

Once you submit this form, you will receive an emailed confirmation of its receipt. Once your request is processed, you will receive a calendar invitation from the conference room calendar as a confirmation.