Off Campus Group Facility Use Request

This form is intended for off-campus groups to request bookings or reserve space in the Student Union or its service areas. Please note that submitting this form does not guarantee a reservation. Your booking will be confirmed through further communication from the Student Union office. Wait for this confirmation before advertising the location of your event or meeting.

Forms must be submitted to the Student Union office at least 24 hours before the event. Late submissions will not be accepted.

Name of Event
Purpose of Event
Person or Group Submitting Request
Address of Person/Group Submitting Request Address of Person/Group Submitting Request
Street Address Address Line 2 City State / Province / Region Postal / Zip Code Country
Contact Name Contact Name First Last
Contact Phone Number Contact Phone Number - ### - ### ####
Contact Email
Facility/Area to be used
Event Start Date Event Start Date / MM / DD YYYY
Event End Date Event End Date / MM / DD YYYY

Only if you plan to a host a multi-day event.
Event Start Time Event Start Time : HH MM AM/PM
Event End Time Event End Time : HH MM AM/PM
Is setup or tear-down required?

Is setup or tear-down required? Yes No
If you answered yes above, please specify what assistance will be needed.
Anticipated Attendance
Will the event be open to the public?

Will the event be open to the public? Yes No
Who will setup?

Who will setup? Self Other Other
Signage on Campus

Strict regulations govern the use of banners, posters, signs, or decorations on OSUIT campus facilities. For more information, contact the Student Union Services Office at 918-293-4940.
Are Dining Services requested?

Are Dining Services requested? Yes (Contact Dining Services at 918-293-4964) No
Please list any special services or equipment requested.
Fees

Any facility use fees will be discussed after your request to use spaces in the OSUIT Student Union is approved and confirmed. You will receive a separate email from Student Union Services confirming your reservation and providing instructions for next steps.
Additional Terms and Conditions

The following policies ensure a safe and well-planned event:

Reservation Cancellations
OSUIT reserves the right to cancel any reservation, provided the affected party or organization is notified two (2) weeks in advance if circumstances necessitate such action.

Activity and Equipment Restrictions
OSUIT reserves the right to deny any activity or equipment usage that could damage university property or its contents.

Prohibited Items
The use and/or consumption of alcoholic beverages, drugs, or firearms on OSUIT property is prohibited. Individuals found with prohibited items will be reported to university police and are subject to arrest and criminal prosecution. These items may also be confiscated by university police.

Posting and Decorations
Requests to place items on doors, glass, or walls (including decorations) must be approved in advance by an authorized OSUIT representative. The use of adhesive tape, thumb tacks, or nails on doors or walls is prohibited.

Food and Beverage Policy
All food and beverage requests must be made through OSUIT campus food services. No outside food or beverages are allowed without prior approval from the campus food services office.
State health regulations dictate that all food prepared by OSUIT food services must be consumed at the event location. Excess food will be retained by OSUIT food services.

Lost or Stolen Items
OSUIT is not responsible for lost or stolen items on campus. Found items will be turned in to Lost and Found, located at the Student Life Office in Covelle Hall.

Damages
Individuals or organizations are responsible for any negligent or intentional damage to OSUIT equipment or property. Damage occurring during a scheduled event will be charged to the responsible party.

Insurance Liability
OSUIT does not carry insurance coverage for off-campus participants and is not liable for accidents or injuries. Each organization is required to carry its own insurance.

Sponsoring Organization Responsibilities
The sponsoring organization is responsible for participant conduct and ensuring all participants, including liability and hospitalization insurance.
For events with minors (under 18 years old), the sponsoring organization must provide one (1) adult chaperone per every ten (10) minor participants. Chaperones will be responsible for:

Discouraging excessive noise in rooms and common areas.
Providing first aid services, if necessary. (Medical services are not the responsibility of OSUIT.)
Notifying OSUIT staff of any building issues or injuries immediately.
Courtesy and Noise Levels
Ordinary courtesy is expected at all times. Promotional or motivational meetings must maintain a noise level that does not disrupt other events. Solicitation of others outside the event is prohibited.

Event Timing
All events must end by 11:00 p.m., and the building must be vacated by 12:00 a.m., including guests, entertainers, and all participants. Failure to comply will result in an additional charge of $100.00 per hour past 12:00 a.m.

Cancellations
Cancellations should be made no later than five (5) business days prior to the event. A cancellation fee (usually equal to the reservation fee) and other incurred costs may apply if canceled after this deadline.

Emergency Contact
In case of emergencies, contact university police at 918-293-5000.
I have read and understand the terms and conditions.

I have read and understand the terms and conditions. Yes

Off Campus Group Facility Use Request

Off Campus Group Facility Use Request

Signage on Campus

Fees

Additional Terms and Conditions