So you’ve finished planning out an on-campus event, and now it is time to gather the things you need to make your event successful. In addition to a venue, you may need to rent a camera, chairs and tables, and even hire OU staff to handle, for example, lighting. Unfortunately, not all these things can be booked in the same place. The form for booking rooms in the Union is not the same form to book a room in Wagner Hall or chalk on the South Oval. OU has begun moving these forms to OrgSync, which is a fairly new platform that will hopefully gather all these forms in one place to make them easily accessible. But until then, here is a list of where to find which forms and the costs for renting these rooms:
Forms to Book Rooms:
- Rooms in the Oklahoma Memorial Union Price: Depends on the Room
The different rooms and lounges available for rent can be found here. Note that there are some rooms that can be rented for free and other rooms that must be paid for. Two rooms that must be paid for but should be considered are Meacham Auditorium and Molly Shi Boren Ballroom. Meacham Auditorium is a great place to hold events like talent shows, performances, and movie screenings. IAC regularly holds the Mr. and Miss International OU talent show in this room. Molly Shi Boren Ballroom can be used for larger-scale events. IAC, for example, held our International Prom in this room. We were able to comfortably fit an eating area, a stage, a dancing area, and a photo booth in this room.
The India Student Association held this year’s India Nite in the room and were able to provide seating to over 600 people. Other rooms, such as the smaller lounges, can be used to hold meetings. Please note that there are some restrictions on bringing non-Union food to events held in these rooms. Always make sure to contact the Union office in advance for their food policies.
2. Rooms in Wagner Hall Price: Free
Many people do not realize that the rooms in Wagner Hall can be booked by students and organizations alike. These rooms are smaller than the rooms in the Union and often do not have as many available times to book due to the fact that some classes meet in this building in the mornings and afternoons. However, Wagner Hall is a great venue to book for smaller group meetings such as event planning meetings. Last year, the India Nite choreographer that I worked with held many of our practices in Wagner Hall. These rooms are free and, unlike the Union, I do not believe Wagner Hall has any restrictions on non-OU food being brought in during meetings and events. You can also book the smaller study rooms in Wagner Hall! They are a great place to write papers and study for midterms.
3. Rooms in the Huffman Gym Price: Free
The Huff is a great place to hold performance practices, as both Studio A and Studio B are large enough to hold multiple groups of performers. Remember to bring your own speakers, as they are not provided with the room. Also, the Huff requires everyone who uses these rooms to have their OUID with them, and those who do not have IDs will have to pay to use the facilities at the Huff, so it is important to plan ahead and make sure everyone either has their IDs ready or has the money to purchase a day pass at the Huff.
4. Bizzell Library Community Room Price: Free
The Community Room offers a little more room than the ones in Wagner and provides a touch screen projector and a nice view of the lower level of the library. This room would be great for initial planning meetings, but last time I checked organizations are not allowed to hold regular meetings in the Community Room, so plan accordingly.
5. South Oval (OrgSync Form) Price: Unknown, probably free
The South Oval is a great place if you want your event to be more open and public. However, there are some guidelines you must follow and procedures you must take to have an event at this venue. One potential drawback is the fact that you are not allowed to use speakers and play music on the South Oval during times when class is in session.
6. Jim Thorpe Multicultural Center and Henderson Tolson Cultural Center (OrgSync Form) Price: Unknown, probably free or inexpensive
Jim Thorpe and Henderson Tolson are both great places to hold events that come with dinner. The Asian American Student Association held their annual Asian New Year event in Jim Thorpe this year and were able to fit food, games, and a stage for performances. Likewise, The United World held a Thanksgiving event last year in Jim Thorpe and could comfortably seat more than 100 people. As with the South Oval, there are some guidelines to note before renting these rooms.
7. Reynolds Performing Arts Center (Could not find form) Price: Relatively expensive
Reynolds Performing Arts Center is a beautiful building with a large stage and a 600-person theater. This venue would be booked for large-scale performances and productions and, as a result, is usually much pricier than any of the buildings I have discussed up to this point. The former president of India Student Association informed me that last year’s estimate was a little over $1,000, making it one of the more expensive venues on campus. If you want to have an event in Reynolds, plan, budget, and raise funds accordingly.
8. Lloyd Noble Center Price: Extremely expensive
The Lloyd Noble Center is one of the larges venues on campus, capable of holding thousands of attendees. This venue is usually reserved for very large and very expensive events. Eve of Nations is the only student-led organizational event I’ve heard of that happens at Lloyd Noble. There may be more, but that is the only one I know of. This may be the most expensive venue on campus. Even after the Lloyd Noble staff were kind enough to give us many discounts, renting Lloyd Noble cost us almost $20,000 this year. That was not a typo. If you’re planning on doing an event in Lloyd Noble, be prepared to plan for this event for the entire academic year, as raising funds to pay for Lloyd Noble will be necessary.
This is not a complete list, and there are a plethora of other places that you can hold your events on campus. GEFs, feel free to comment and add any extra ones you know of to this list!
Other Forms You May Need to Fill Out
Now that you have the room, you may realize that there are other pieces of equipment or permissions that you will need for your event. Here are a few that come to mind:
- Student Organizations Resource Office (SORO) (OrgSync Form)
Fill out the SORO form to request audio and video equipment, such as projectors, laptops, and cameras. They will rent these items out to you for free. You will only incur a fine if you don’t turn the equipment in on time, so make sure you do!
2. Publicity Request (OrgSync Form)
This is the form you fill out if you want to chalk, hang posters, or hand out flyers on campus. You will be penalized if you try to publicize without permission first, so please fill out the form before you try to do so!
3. Union Boothing (OrgSync Form)
Setting up a booth in the Union is a great way to publicize for your event because many students go to the Union once or twice a week to eat at Crossroads and feed their Starbucks addiction. Do not be discouraged when students do not take your flyers or ignore your presence. A student who sees the booth regularly is much more likely to come to an event, regardless if he or she took your flyers.
Once again, there may be other forms that you may need to fill out before you can do your event, and I would like to add any more that you can think of!