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 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.  Since space in the Oklahoma Memorial Union is in high demand, requests should be submitted as far in advance as possible.  The deadline for submitting a reservation is two full working days prior to the event (Example: If an event is planned for a Monday, the request needs to be submitted not 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 group to another space; however, every effort will be made to provide comparable space and/or 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 request 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; it is not available for rental use outside of the Oklahoma Memorial Union. Price quotations given for room rental, technical fees, and 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 condition of all meeting rooms and multi-purpose rooms in the Union is 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 leaving the room in the same condition in which it was found (except for catering items). 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 is available on the first floor of the Union on a first-come, first-served basis.  Booth space shall be reserved through the Union Administrative Office and is assigned in the order requests are received.  A daily rate will be charged for the space.  Representatives must sign-in at the Union Administrative Office upon arrival each day.  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 customer.  Persons staffing the booth must stay behind the table.  Student organizations and University departments may not sponsor Non-University groups, contractors, vendors, or organizations.  Soliciting or distributing information is not permitted in or around the Union without renting a booth or room.

MERCHANDISE SALES
Non-University groups will be allowed to sell merchandise only in designated areas.  If a booth is rented for solicitation, a daily rate will be charged for the space.  If a room is rented for solicitation, a daily rate or a percentage of the sale proceeds, whichever is greater, plus the room rental fee will be charged. The vendor must sign in at the Union Administrative Office prior to set up on the first day of the sale.  The Union Administrative Office will monitor sales receipts on a daily basis, and the account will be settled at 4:30 p.m. on the last day of the sale.  Special permission from the Union Administrative Office must be obtained for sales of food or beverages.  The vendor will assume responsibility for the security of all their merchandise. The vendor will pay sales taxes and maintain documentation and records required by the state of Oklahoma. 

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 rate 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.  On home football game days and when the Union hosts special events, the Parking Center will be closed to the public.

PAYMENT OF SERVICES
The Oklahoma Memorial Union requires an advance payment in the amount of the room rental fee within 30 days of when the facility is scheduled.  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 individual 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
The person who reserved the space must contact the Union Administrative Office to cancel a reservation.  To receive a refund of any room deposit, notice of cancellation must be received 45 days prior to the event.  If a room deposit has not been made, a 48-hour written notice of cancellation is necessary to avoid service charges.  To receive a refund of any booth payment, cancellation must be received by the Union Administrative Office 48 hours prior to the scheduled date.  If a booth reservation is cancelled less than 48 hours before the scheduled date, 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.