3. 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.)
OFFICIAL USE ONLY
Facility ____________ Personnel ____________ Equipment ____________
Post to web calendar _________ Billing _________ Security Dep _________
o Approved
Facilities Mgmt _________________________________________________
revised 12.1.19
2. Equipment Needs
o No equipment needs
o Please complete the Technical Needs Request Form online at usao.edu/facilities.
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.
Te Ata Memorial Auditorium
Facility Request Form
To reserve Te Ata Memorial Auditorium in Troutt Hall, 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. Handicap access and parking is located on the west side of Troutt Hall.
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 o Custodian
o Outside event (not sponsored by USAO)
o USAO-sponsored event Account name ______________________________ Account number ____________________
click to sign
signature
click to edit
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. 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.
2.
3.
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.
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.
Under Oklahoma State statutes, firearms are not allowed anywhere on
University property.
5. The University will not be responsible for any personal equipment, clothing,
and/or other items left behind. Found items, however, will be retained in
Student Services. Call 405-574-1278 for lost and found.
6. All facility rental fees must be paid once reservations are approved. This
amount is non-refundable.
7. To protect campus facilities, a security deposit is required for every event.
Capacity / Space / Use
Te Ata Memorial Auditorium ..........................800 max seating
Stage is 26' x 33' feet. Proscenium is 20-feet high and 31-feet wide. This space is ideal for large
concerts, commencements, speakers and meetings. If you expect fewer than 250 people, this
space might be too large and make your event seem unsuccessful. Consider the Chapel or
Ballroom.
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.
Te Ata Memorial Auditorium Rental Fee.................$1000 (one day)
Additional half-day for rehearsals, $200 for a 2 day maximum. An additional custodian may
be required for each event at $20/hour.
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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