Fillable Regents Room Facility Request Form (University of Science & Arts of Oklahoma)

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Regents Room Facility Request Form (University of Science & Arts of Oklahoma)

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5. Room Layout
To assist our staff in preparing for your event, please choose a room layout
that works best for your planned event.
Note: In the Regents Room there are two 50-inch TV monitors on the west
wall. The media cabinet is located on the south wall.
Regents Room
Facility Request Form
To reserve the USAO Ballroom in the Student Center, you must complete this form in its entirety. Your reservation is marked tentative until
the form is approved and fees are paid. See fees on page 2.
1. Basics
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 _____________________ Estimated number of guests _______________________________
o Security (Notice: USAO requires security at events where alcohol is served.) o Custodian
o Outside event (not sponsored by USAO)
o USAO-sponsored event Account name ______________________________ Account number ____________________
2. Contact Info
Booking Rep (lling out this form) __________________________________________________ Phone ________________________________
Event-day Contact
(physically present at event) ________________________________________ Phone ________________________________
Payee
(who pays the bill?) _______________________________________________________ Phone ________________________________
Payee Address _____________________________________________________________________________________________________
City, State, Zip _______________________________________________________________ Email _________________________________
Signature _______________________________________________________________________________________________________
(By signing this, I agree to abide by all University regulations, as listed on page 2 of this form. I also assume responsibility for damage to University property.)
4. Food Service
o Yes, I need food service. (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 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.
OFFICIAL USE ONLY
Facility ____________ Personnel ____________ Equipment ____________
Post to web calendar _________ Billing _________ Security Dep _________
o Approved
Facilities Mgmt _________________________________________________
revised 12.1.19
Banquet 2
Ideal for meetings with food,
up to 18 guests. Plenty of room
for presenter and displays on
west wall.
Banquet 3
Ideal for meetings with food,
up to 24 guests. Room for
presenter and displays on
west wall.
Banquet 4
Ideal for meetings with food,
up to 16 guests. Room for
presenter and displays on
west wall.
Conference
Ideal for meetings with food,
up to 20 guests. Room for
presenter and displays on
west wall.
Reception
Ideal for come-and-go
receptions with hors
d’oeuvres, up to 80 guests.
Refreshments on table at
center, chairs along the walls.
Lecture
Ideal for lectures up to 50
guests.
3. Equipment Needs Mark all that apply:
o No equipment needs
o Lectern for presenter, with one mic
o Hand-held mic in stand, number _________________________
o Wall-mounted TV screens
o Tech rehearsal (Required for all events that need A/V support):
Technicians are available Monday-Friday from 8 a.m.-5 p.m.
Scheduled time/date __________________________________
* Laptops are available through the USAO IT Department and can be
requested by emailing ithelpdesk@usao.edu.
NOTICE: 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.
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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.
5.
Posting decorations with tape, nails or thumb tacks to walls, doors,
draperies, blinds, pews, drapes or other surfaces is PROHIBITED
– in all
campus facilities.
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, rearms 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.
Capacity / Space / Use
Regents Room ..............................50/banquet, 80/standing
Space is 31'x 32'. Ideal for luncheons, banquets and receptions. Ceiling height is 11'6". If you
expect more than 60 guests, you might consider the Ballroom or Station 82.
FEES
Once your event is approved, you will be required to pay facilities fees within
seven business days or your reservation will be forfeited. Facilities fees are paid
to USAO. Catering fees are paid to Campus Dining separately.
Regents Room Rental Fee..
......................
$100 per two hours
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.
Security deposit .............................................
$500
Charged to protect facilities. This will be refunded after the event if no damages
are incurred.
Security personnel
..................or the equivalent to the rental fee (whichever is lower)
$25/hour
If we determine that additional security is needed for your event, the number
of security personnel needed will be arranged through Student Services in
consultation with Security. The hourly rate will be charged per staff needed.
Custodial
$20/hour
If we determine that additional custodial support is needed, arrangments are
made through Student Services.
Audio Visual (A/V) technician
...........
..................................
$25/hour per technician
If we determine that an A/V technician(s) is needed for your event, a two-hour
minimum applies.
Additional multimedia equipment
If the
A/V needs for your event can be satised easily with the equipment already
installed in this facility, and without staff support, no additional charges will apply.
However, you may be required to pay fees for the following:
Laptop rental...................................................$50
Additional mics................................................$20 each
Once the equipment has been set to meet your needs, with or without a tech
rehearsal, you may NOT adjust any settings to the preset equipment, including
your personal equipment. If settings are changed, and the equipment quits
working for your event, additional charges may be applied. Charges may
included a tech to come after hours and reset the equipment.
...................................
.................................(2-hour minimum)
..........
............................
..
...............
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Regents Room Facility Request Form (University of Science & Arts of Oklahoma)

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Completed 24 July 2020

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