OU Department Usage Information
All Reservations:
- All requests must be submitted via a Facility Request Form
- For best consideration, please submit requests at least 2 weeks in advance.
- Roster for access (or other access arrangements) needs to be submitted 1 week prior to event or reservation will be in jeopardy of getting cancelled.
- Campus Recreation staff will determine the viability of all requests. Every effort is made to ensure informal recreational space availability to membership.
OU Departments:
- There are no facility rental charges to OU Departments for facility usage as long as the activity is university related (business meetings, class, etc) and within posted operational hours.
- OU Departments requesting space for non-university related activities or space outside normal operational hours will be charge the internal rental rate.
- Setup/Teardown fees may apply for any activity that requires a setup beyond standard room setup (see rate sheet).
- Staffing fees will be applied for any approved reservations outside normal operational hours.
- Reservations that contain charges require a department fund number to charge or pre-payment of fees, to confirm reservation.
Facility Access Guidelines:
- GENERAL - Photo ID is required by all participants/spectators:
- Students need to show OU Student ID
- Facility Members need to show OU ID or Campus Recreation Key Fob
- Non-Students/Non-Members need to provide Picture ID and be on the sponsoring department supplied roster.
- SPECIFIC - Specific access requirements, based on group type is listed below:
- Academic Class - Students MUST swipe OU ID to gain access to facility; Class Instructors names must be provided to the facility contact in advance; Instructors must show OU ID to Welcome Center Staff to gain entry into the facility
- OU Departments - Roster of Attendees must be provided to the facility contact 1 week in advance; access limited to those on roster. Attendees must show picture ID to Welcome Center Staff to gain entry into the facility.
Staffing
Staffing needs are determined by DCR Staff based on the activity. General guidelines to assist in planning are as follows:
- Events using only one space during normal operational hours and having under 75 participants do not require any staff unless requested by the organization reserving the space.
- Events using only one space outside of normal operational hours and having under 150 participants will require 1 DCR Building Manager and 1 DCR Event Attendant.
- Events using more than one space during normal operational hours will require 1 DCR Event Attendant per 75 participants or fraction thereof.
- Events using more than one space outside of normal operational hours will require 1 DCR Event Attendant per 75 participants or fraction thereof and 1 DCR Building Manager. Minimum staffing level is 1 DCR Building Manager and 1 DCR Attendant. Note: DCR Building Manager does count as 1 staff member in the 1:75 staffing ratio.
- DCR Staffed check-in table is above and beyond the staffing requirements above.
- Aquatic Center usage requires a minimum of 2 lifeguards.