Fillable On Campus Facility Request (for internal use only) (University of Science & Arts of Oklahoma)

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On Campus Facility Request (for internal use only) (University of Science & Arts of Oklahoma)

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On Campus Facility Request (for internal use only)
To reserve the a venue on the USAO Campus, you must complete this form in its entirety. Your reservation is marked tentative
until the form is approved.
4. Contact Info
Contact _____________________________________________ Phone ______________________________________________
Signature ____________________________________________ Email ______________________________________________
(By signing this, the division/department will abide by all University regulations, as listed on page 2 of this form. The division/department assumes responsibility for
damage to University property.)
OFFICIAL USE ONLY
Equipment ___________ Post to web calendar ___________
o Approved
Facilities Mgmt ____________________________________________
To view our campus please visit: usao.edu/campus-map
revised 3.14.19
1. Basics
Facility Requested: o Emerson Room o Gary Hall Lounge o Davis Hall Amphitheater
o Classroom ________________________ o Other ___________________________
Estimated number of guests ____________________________
Today’s date _______________ Event date ________________ Event name _________________________________________
Time event begins (as published or advertised) ______________ Time building should be open for set-up ___________________
Time building should be locked after event __________________ Rehearsal Date & Time ________________________________
o Security (Notice: USAO requires security at events where alcohol is served.) o Custodian
Account Name _______________________ Account Number ______________________
2. Equipment Needs o No equipment needs
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
NOTICE: Requestors must write down all requests they will have, however USAO cannot guarantee all requests will be met.
Technology needs are not guaranteed until you have met with the Technical Director, 405-574-1264. We require a rehearsal on our
equipment in this space if you plan to play a DVD or CD.
3. Food Service (Emerson Room and Nesbitt Gallery only)
o Yes, I need food service (light refreshments only). (See fees on page 2)
o No, I am not serving food or refreshments at my event.
Food service arrangements must be made directly with Campus Dining Services at 405-224-6050. No food or drink is permitted in the USAO Regents Room unless
purchased from Campus Dining Services.
To help you plan your meeting or reception at USAO, a variety of menus are available at usaodining.sodexomyway.com/catering. Contact 405-574-1254 for more
information regarding food services.
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REGULATIONS
Please prepare and submit this form to the Ofce of Student Services, located in
Student Center 303. You may fax this form to 405-574-1220 or email to
fr@usao.edu. When you submit this form, you are making a “booking hold.” Your
event is not conrmed until it is approved and fees are paid. All blocks on the
front must be lled out, and you must conrm your facility reservation in person
or by phone, 405-574-1278.
1. No outside catering is permitted except for wedding cake. Please discuss
your plans with Campus Dining, 405-224-6050.
2. USAO is tobacco free, as are all state agencies. This means tobacco in any
form, including but not limited to cigarettes, cigars, pipes, smokeless tobacco,
electronic cigarettes (e-cigarettes), vaping devices and other
tobacco
products are prohibited on the campus property of USAO.
3. Alcoholic beverages are prohibited on University property except for alcohol
catered through Campus Dining Services, which is licensed by the state.
Alcohol must be consumed in the space where it’s served, not outside
or in other facilities. If alcohol is served at your event, additional security
personnel are needed. See fees at right.
4. Posting decorations with tape, nails or thumb tacks to walls, doors,
draperies, blinds, pews, drapes or other surfaces is PROHIBITED – in all
campus facilities.
5. The following items are PROHIBITED in all facilities: lighted candles, fabric
with glitter, ice sculptures, rice, bird seed, live rose petals, glitter (in any form),
confetti, smoke/fog machines, duct tape. If you need to tape down any
decorations or cords to the floor, please ask us for a roll of theater gaff tape,
which leaves no residue.
6. Under Oklahoma State statutes, firearms are not allowed anywhere on
University property.
7. The University will not be responsible for any personal equipment, clothing,
and/or other items. If an item is found, it will be retained in Student Services.
Call 405-574-1278 for lost and found.
8. All facility rental fees must be paid once reservations are approved. This
amount is non-refundable.
9. To protect campus facilities, a security deposit is required for every event.
Welcome to USAO. We are pleased to host your event. If you have questions about facilities at USAO, please call Student
Services at 405-574-1278 Monday-Friday from 8 a.m.-5 p.m.
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On Campus Facility Request (for internal use only) (University of Science & Arts of Oklahoma)

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Completed 24 July 2020

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