The Oklahoma Memorial Union provides a wide range of services, activities and facilities for the students, faculty, staff, alumni, University community, and guests of the University. Consistent with the stated mission and purpose of the Oklahoma Memorial Union, and to ensure maximum, efficient and fair use of the Oklahoma Memorial Union, the following policies govern the reservation and use of facilities. Under the guidance of the Director of the Oklahoma Memorial Union, the Reservations and Catering Department is responsible for all room reservations and coordination of all services related to these reservations.

INTERIOR & EXTERIOR FACILITY RESERVATIONS
Interior and exterior space adjacent to the Union shall be reserved through the Union Administrative Office and is assigned in the order requests are received. Student organizations are required to have a valid student ID to reserve the room.  In order to receive University or student pricing, space must be reserved for official University business.  Since space in the Oklahoma Memorial Union is in high demand, requests should be submitted as far in advance as possible; however, recurring use of the facility on a weekly or daily basis may be booked no more than one month in advance. The deadline for submitting a reservation is two full working days prior to the event (Example: If an event is planned for Monday, the request needs to be submitted no later than 5 p.m. the Wednesday before).  Activities taking place in the Union may not include unnecessarily risky activities for the safety of guests and preservation of Union resources; unnecessarily risky activities include any type of contact sport.  The Union reserves the right to move any groups to another space; however, every effort will be made to provide comparable space and services.  The Will Rogers room may be rented between the hours of 11 a.m. - 1 p.m., Monday-Friday for events sponsored by University departments only; all groups are welcome to rent this space during all other times.

PHYSICAL ARRANGEMENTS
The Union will supply podiums, chalkboards, PA systems and easels on a complimentary basis upon request.  Audiovisual equipment and pianos are available for rent.  Pianos are tuned every other month; however, customers may request that a piano be tuned at an unscheduled time for an additional fee.  Set-up and equipment needs should be requested at least two full working days prior to the event.  Requests are assigned in the order they are received; therefore, late requests cannot always be honored due to equipment, staff and time limitations. If equipment is not available, the customer will be notified. Equipment is for use inside the Oklahoma Memorial Union only; equipment is not available for rental use outside of the Oklahoma Memorial Union. Price quotations given for room rental, technical fees, and/or audiovisual rentals more than three months in advance are subject to change

ROOM CONDITIONS AND TIMES AVAILABLE
Meeting rooms will be available approximately one-half hour before the scheduled event.  The conditions of all meeting rooms and multi-purpose rooms in the Union are checked before and after each event.  Furniture in any of the rooms should not be removed or rearranged.  Any adjustments in room arrangements should be made through the Reservations and Catering Department or the Building Manager by calling (405) 325-2121 during regular business hours and (405) 255-1294 after-hours and on weekends.  Courtesy phones are also located on the first floor at the north end in the foyer and at the south end near the elevator, on the second floor at the south end in front of Meacham Auditorium, on the Mezzanine in the George Sutton Foyer, and on the third floor at the north end across from the Regents room.  Persons and organizations using the space are held responsible for turning out lights and leaving the room in the same condition in which it was found.  Student organizations and University departments may not sponsor outside groups, contractors, vendors, or organizations.  Soliciting or distributing information is only permitted by reserving a booth or room and is not permitted elsewhere in or around the Union. 

BOOTH SPACE
Booth space on the first floor of the Union is available for the distribution of information regarding University events.  Booth space shall be reserved through the Union Administrative Office and is assigned in the order requests are received.  Student organizations must have a valid student ID to reserve booth space.  Booth space is available to registered student organizations for a nominal daily fee and University departments at no charge.  Groups must sign in at the Union Administrative Office upon arrival each day. If items will be sold at the booth, the organization must apply for a solicitation permit in the Union Administrative Office (see below).  Posters and/or other materials including literature must be confined to the booth area and may not be attached to the wall or other places throughout the building. The use of tape, nails, staples or tacks is strictly prohibited.  Any damage to the building surfaces will result in a damage fee being charged to the group and possible loss of booth privileges.  Persons staffing the booth must stay behind the table.  Special permission from the Union Administrative Office must be obtained for sales of food or beverages.  Student organizations and University departments may not sponsor outside groups, contractors, vendors, or organizations.  Soliciting or distributing information is only permitted by reserving a booth or room and is not permitted elsewhere in or around the Union. 

MEACHAM AUDITORIUM TICKET BOOTH
The Meacham Auditorium ticket booth is available for reservation by registered student organizations and University departments to sell or distribute tickets for University events. A solicitation permit is required for its use (see below). Literature and flyers may only be distributed from reserved booth space.

UNIVERSITY SOLICITATION PERMIT
A solicitation permit is required when student organizations or University departments are collecting money for ticket sales of University related events, subscription sales of official University of Oklahoma publications or sale of other approved items. The solicitation permit form must be completed and returned to the Union Administrative Office, and a nominal daily fee will be charged.  Purchase order or payment must be received prior to the event.  Any items with the OU logos or University name must have prior approval from the OU licensing office.  For permission to use logos, contact OU Marketing and Promotions, 3545 Gaylord Family-OK Memorial Stadium or call (405) 325-7811.

NON-UNIVERSITY VENDORS & CONTRACTORS
Student organizations and University departments may host outside Non-University vendors or contractors to sell merchandise when the organization or department rents a room for official OU use and the selling is supplemental to the event, not the primary use of the room (i.e., room may be rented for guest speaker and guest speaker is allowed to sell his book, or room may rented for conference and supplemental conference materials may be sold).  All Non-University vendors and contractors must be pre-approved by the Union Administrative Office. Any outside vendor or contractor may be asked to leave the Union at the Union Administrative Office's discretion.  Sales of food or beverages will not be permitted.

PARKING CENTER
Access to the Parking Center is available 24 hours a day, seven days a week.  If leaving between the hours of 8 a.m. and midnight, Monday through Friday, an hourly fee will be charged. To make special arrangements for guest parking, hourly passes may be purchased or the entire garage may be rented through the Union Administrative Office. The Parking Center will be closed to the public on home football game days and when the Union hosts special events.

PAYMENT OF SERVICES
A purchase order or full payment of the total estimated cost of the function is required two full working days in advance of the event.  Any additional charges for room rental, food, alcohol, technical fees, audiovisual rentals or damages not covered by an advance payment must be paid within 30 days after the function.  Any reservation request submitted by an organization or department with an outstanding debt will automatically be rejected. The balance must be paid in full before the request will be processed. Failure to pay the account in full will result in the account being turned over to University Collections.

FACILITY CANCELLATIONS AND NO-SHOW POLICY
The person who reserved space must contact the Union Administrative Office to cancel a reservation.  A 48-hour notice of cancellation is necessary to avoid service charges.  Any student organization that makes a reservation in the Union and fails to honor that reservation by not canceling it within 48 hours of the scheduled event will be notified of their first no-show violation.  A second no-show violation will place the organization on probation.  A third no-show will result in suspension of the organization from reserving space in the Oklahoma Memorial Union for the remainder of the present semester and the next semester.  If a booth reservation is cancelled less than 48 hours before the scheduled date or if the organization does not honor the reservation, the rental fee will not be refunded.

CANCELLATIONS DUE TO INCLEMENT WEATHER
Events scheduled with the Oklahoma Memorial Union and/or University Catering that are affected as a result of inclement weather (snow, ice, etc.), will follow the policies listed below.

When the University is closed due to inclement weather, every effort will be made by the OMU reservationists to contact groups that have events scheduled.  Groups may also call (405) 325-2121 to either speak to a reservationist, or, if voice mail is received, acquire cell phone numbers for OMU and/or Catering staff.

Groups will be given the option of having the event as scheduled, rescheduling the event, or cancelling the event.

If the event continues as scheduled, the group will pay the full rate for the event.

If the event is rescheduled, the group will not be required to pay the room rental fee for the inclement weather date.  Every effort will be made to use the food that has already been prepared in another Food Services operation; however, if it is unable to be used, the group may be charged for a portion or all of the original food order.  The full rates for room rental and food will be charged for the rescheduled date's event.

If the event is cancelled, the group will not be required to pay the room rental fee.  Every effort will be made to use the food that has already been prepared in another Food Services operation; however, if it is unable to be used, the group may be charged for a portion or all of the original food order.

If University Catering is unable to provide catering for the event, the group will not be charged for the food order.