REGULATIONS
Please prepare and submit this form to the Ofce 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 conrmed until it is approved and fees are paid. All ve blocks on the
front must be lled out, and you must conrm 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 be 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.
Capacity / Space / Use
Ballroom .................................280/banquet, 400/standing
Fee rental includes ballroom and 2nd-oor lobby only. You may decorate the
ballroom and lobby, but for re safety and handicap accessibility, you must
leave open, safe passageway to elevators and through to other facilities. Fee
includes 1 lectern and mic at no extra charge. For projection services and
other additional technology, see fees at right. Space is 40-by-95-feet inside the
large oak columns. Ceiling height is12 feet. This space is ideal for receptions,
banquets and meetings with more than 75 guests. For smaller events, consider
the Regents Room.
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.
Ballroom Rental Fee....
..............................$500 (one day)
Additional half-day for rehearsal or decorating, $250. For room layout, see page 1 of the
Ballroom reservation form. Your fee includes one lectern with mic. Additional technology
requires fees, below, and a technician required.
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 satised 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.
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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.................................(2-hour minimum)
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