OU Reserve

OU Reserve is accessible to you 24/7 to make your booking requests.

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User Guide

System Update

The OU Reserve system has been updated to include streamlined event request flows and enhanced request options.

Major Changes:

Single Event Reservation Form - All spaces that you have access to reserve/request on campus will be filtered through a single form. No more need to select a specific form for unique spaces.
1. Service options and additional questions will intelligently display on the form based on the space/event type you select. T
2. Group-correct pricing will display for spaces and services on the form. By having the group selected at the beginning of the form, all pricing displayed will be correct for your request.
Internal messaging - Use the Chat option on the event to send a message to the Event Coordinator who is processing your request.

Make Event Space Request

The single request form takes you step by step through the needed information to request/reserve a space. Detailed instructions for this process:

To begin your reservation, navigate to OU Reserve & select Add New Request.
Enter Event Information:
1. Type the event name.
2. Select the appropriate Event Type.
3. Select the organization. You will only be able to see organizations for which you are a member.
4. Indicate the number of people who will be attending the event. This is required and will display rooms that accommodate that number of people.
Enter the Date(s) and Time of the Event
1. Select the start time and end time.
2. Select the dates. To indicate this is a recurring event, select an option from the Repeat drop-down menu or click the recurring dates on the calendar.
3. Click Next.
Select an Available Location
1. Select one or more buildings in which you wish to schedule spaces.
2. Click Find Rooms. You'll be presented with a list of available rooms for every date that you selected at the requested time. Rooms that are not available will be displayed on the tab labeled Unavailable Rooms with a reason why the room is not selectable. You can search available rooms for rooms with certain features by entering text in Search for a room.
  - If a space you want to request is not displayed in the list, it will be for one of the following reasons:
    - The space is not available for any of the dates you selected.
    - The number of people you entered violates the capacity of the space.
    - The time that you requested exceeds the hours that the building is open.
    - One or more dates you selected fall on a date when the building is closed.
    - You do not have access to request that space.
3. Click the box next to the room or rooms you want to request.
4. Click Next.
Select Services:
1. If no service providers are displayed after selecting a room, none are available for your request. See Answer Questions below. If no services are needed for your request, you can also click Skip to continue to the Answer Questions part of the process.
2. Click the box next to any service provider you wish to request.
3. Enter the service and the number of people for the service. Depending on your selection, you may be prompted for a service type.
4. Click Next.
Select Resources:
1. Check the box next to any resources you wish to select.
2. Indicate a quantity.
3. Enter notes (if needed).
4. Click Next.
Answer Questions:
1. Respond to any questions listed. If no questions are displayed, you can submit the request.
2. Click Submit.

Once your request is submitted, it will be listed under My Events as Pending. You'll be notified by email once the request has been reviewed and approved or declined.

Book Room Tool

The Book Room tool is another way to quickly request/reserve a space.

This tool lets you see room availability for a single building and date. From the availability display, the user selects the 30-minute time blocks they'd like to request and then provides any additional event details, such as the event name and required resources, along with answers to the event questions required to complete the request.

Messaging

View/Edit/Cancel Events & Bookings

Click My Events on the main menu to view all of your events (current & past).

Event Statuses are displayed in the status column. Statuses include:
- Pending - The space request is still being processed by the reservation office. Additional information may be needed by the managing department of the space.
- Booked - The event space request is all ready to go.
- Canceled - Displayed for events that you have canceled.
- Denied - The managing department has denied your space request.
To view the event details or make changes, select the desired event from the list by clicking on the event name. You can make Event Changes or Booking Changes as described below:
- Changes will cause your request to change to Pending status and will be reviewed by the managing department of the space.

Event Changes

An event is the collection of bookings.

To make the below event changes, click the Event Name from the My Events page.

Change Action	Steps to make Change	Change Description
Change Event Name	1. Click the Event Name (highlighted red text) at the top of the event page. 2. Add new Event Name & click Save	Changes the name of the event
Add Secondary Contact	1. Click Add Secondary Contact at the top of the event page. 2. Select contact & click Save	Adds a secondary contact to the event.
Cancel Event	1. Click Cancel Event at the top of the event page. 2. Click Yes	Cancels the event and all bookings on that event.
Request Summary	1. Click Request Summary at the top of the event page.	Creates a confirmation for your event with all listed bookings and resources.
Add to Calendar	1. Click Add to Calendar at the top of the event page.	Downloads an ICS file for the event and can be added to calendars.
Add Bookings	1. Go to the Bookings tab. 2. Click the Add Bookings button. 3. Complete the booking process (date/space/services) for the new booking	Adds a new booking or a new recurring booking to your event.
Change Date/Time/Room for Multiple Bookings	1. Go to the Bookings tab. 2. Click the box next to each booking you wish to change. 3. In the red banner action menu (right above the list of bookings), click the Change button, then select the appropriate Change Room/Change Times/Change Dates option. 4. Complete the change process that displays. 5. Click Save.	Makes date/time/room adjustments to multiple bookings at once.
Cancel Multiple Bookings	1. Go to the Bookings tab. 2. Click the box next to each booking you wish to cancel. 3. In the red banner action menu (right above the list of bookings), click Cancel.	Cancels individual booking(s) from the Event Page.
Edit Event Questions	1. Go to the Event Questions tab 2. Click on the Question description you wish to edit. 3. Add new answer & click Save.	Changes/adds Answers to required Event Questions.
Messaging	1. Go to the Messaging tab. 2. Type a message to the space manager and click Send Icon (red arrow at the bottom of the messaging bage).	Sends a message notification to the space manager or service reviewer for your event.

Booking Changes

A booking is a single date/time/room.

To edit a booking, open the Event and click on the date you wish to change.

Change Action	Steps to make Change	Change Description
Change Booking Event Name	1. Click the Event Name (highlighted red text) at the top of the event page. 2. Add new Event Name & click Save	Changes the name of booking
Change Dates	1. Click the Date (highlighted red text) at the top of the page. 2. Click the calendar icon next to the date. 3. Choose new date and click Save.	Changes the date of request (if space is available)
Change Time	1. Click the Time (highlighted red text) at the top of the page. 2. Change start time and/or end time. 3. Click Save.	Adjusts the booking time (if space is available)
Change Room	1. Click the Add Room Diagram or Change Room Diagram (highlighted red text) at the top of the page. 2. Click the box next to the desired room & select setup type. 3. Click Save.	Changes the requested space
Change Room Setup	1. Click the Listed Room Setup (highlighted red text) at the top of the page. 2. Add the number of attendees & click Next 3. Select setup type from the dropdown & click Save.	Adjusts the setup type or number of attendees.
Change Room Diagram	1. Click the Room (highlighted red text) at the top of the page. 2. Select the diagram to upload.. 3. Click Save.	Changes or uploads room diagram
Cancel Booking	1. Click Cancel Booking at the top of the event page. 2. Click Yes.	Cancels the specific booking and all associated resources.
Change Resource Quantity	1. From the Resources list, click the box next to each resource you wish to change 2. In the red banner action menu (right above the list of resources), click Changes Resources > Change Quantity 3. Select to change for This Booking or All Bookings & the new quantity. 4. Click Save.	Adjusted the requested amount for required resource(s).
Change Resource Notes	1. From the Resources list, click the box next to each resource you wish to change 2. In the red banner action menu (right above the list of resources), click Changes Resources > Change Notes 3. Select to change for This Booking or All Bookings & the new note. 4. Click Save.	Adjusted the specific notes for requested resource(s).
Delete Resource	1. From the Resources list, click the box next to each resource you wish to delete 2. In the red banner action menu (right above the list of resources), click Delete.	Cancels the specific resource(s)
Add Resource	1. Just above the list of any added resources, click the Add Resources button. 2. Select to change for This Booking or All Bookings & click the box next to the desired Service Provider(s). 3. Click the box next to each resource you would like to add. Enter the quantity for each resource. 4. Click Add.	Adds new resource(s) to one or more bookings.

No Show Policy

When a group or individual does not utilize a reserved space and does not communicate to the managing department in a timely manner, the reserving party has committed a “no-show”.

Reserved space is considered abandoned after 30 minutes have passed from the scheduled start of the reservation and will result in a no-show. Upon the first no-show, the offending organization is subject to the following:

A warning is issued for the first no-show of the semester and documented on the reserving group’s account.
A second no-show violation may result in the suspension of the organization from reserving space at select locations for the remainder of the present semester.

Copy a Previous Event

You can copy past events and all of the details to a new date in the future. To do so:

Navigate to My Events.
Select the Past Events tab.
Locate the event you want to copy and press the copy icon (to the left of the event id).
Select the new Start Date for the event and press Next.
The Copy Request page will display the event information and the bookings that will be copied.
Press Next to complete the copy.

Limitations for copied events:

The event must be in the past.
Only pending and booked statuses will be copied.
Only bookings in rooms that you can book will be copied.
Bookings in a disabled or deleted room will not be copied
All active resources will be copied.
The new event will need to be reviewed by an managing department.

Group/Organization Selection

All university employees are automatically added to their department as listed on their OU HR file.

All members associated with a Registered Student Organization on the OU Engage platform will automatically have this organization available as part of their OU Reserve account.

You will need to ensure you are a member of the desired organization(s) in the OU Engage system and your OU Reserve account will update to reflect these Groups each night.

Space Availability

Spaces	Minimum Booking Time	Standard RSO/ OU Dept. Booking Window
Central Classrooms*	72 Hours	Semesterly, first day of classes @ 8 A.M.
Burr Park	15 days	180 days from current date
South Oval Promotional Tabling	72 Hours	180 days from current date
Thurman J. White Forum		720 days from current date
Cross Centers	72 hours	Semesterly for University Departments
Henderson-Tolson Cultural Center	72 Hours	Semesterly for University Departments 365 days from current date for RSOs
Jim Thorpe Multicultural Center	72 Hours	Semesterly for University Departments 365 days from current date for RSOs
Oklahoma Memorial Union	72 Hours	365 days from current date
Walker Center Residence Hall	72 Hours	Semesterly, first day of classes @ 8 A.M.
Couch Center Residence Hall	72 Hours	Semesterly, first day of classes @ 8 A.M.
Kraettli Apartments	72 Hours	Semesterly, first day of classes @ 8 A.M.
Headington Residential College	72 Hours	Semesterly, first day of classes @ 8 A.M.
Dunham Residential College	72 Hours	Semesterly, first day of classes @ 8 A.M.
Traditions Square Apartments	72 Hours	Semesterly, first day of classes @ 8 A.M.
Conoco Student Leadership Center	0 Hours	Semesterly, first day of classes @ 8 A.M. Maximum event length of 4 hours. Maximum amount of daily hours reserved = 8
Wagner Hall Study Rooms	72 Hours	21 days from current date
Oklahoma Memorial Union Promotional Tabling	72 Hours	180 days from current date
South Oval Unity Garden	15 days	180 days from current date
South Oval Lawn	15 days	180 days from current date
Wagner Hall Lawn	15 days	180 days from current date
5K Course	15 days	180 days from current date
Adams Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Burton Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Carnegie Building (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Carson Engineering Center (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Cate Center 1 (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Cate Center 2 (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Copeland Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Dale Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Devon Energy Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Farzaneh Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Felgar Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Gaylord Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
George Lynn Cross Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Gould Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Kaufman Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Michael F. Price Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Nielsen Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Physical Sciences Center (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Sarkeys Energy Center (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Wagner Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.
Zarrow Hall (Central Classrooms)	72 Hours	Semesterly, first day of classes @ 8 A.M.

*Central Classroom event space requests may be submitted starting the first day of classes each semester. Any requests made during the first two weeks of the classes will be in a pending status until the 2-week reservation moratorium is lifted. Central Classroom weekday reservation times will not be allowed during the first two weeks of the semester to accommodate necessary academic class adjustments.

FAQ

What is OU Reserve?

OU Reserve is the online space reservation platform for the University of Oklahoma campuses.

Account Help: I am an authorized representative of an RSO that is not showing on my account. How can I reserve on behalf of this organization?

All university employees are automatically added to their department as listed on their OU HR file.

All members associated with a Registered Student Organization on the OU Engage platform will automatically have this organization available as part of their OU Reserve account.

MORE INFO

Cancel Reservation: How do I cancel my event?

Cancellations may be made up until the minimum booking time for that reservation template. Refer to View/Edit/Cancel Events & Bookings for more details.

Login Issues: I am unable to login to my account.

Your account is tied to your OU credentials.

If you are still having issues, fill out the Account Help form.

Making a Request: How do I make my first event space request?

Follow the steps described here.

Making A Request: The space I am looking for is not displaying as available.

During the request process, click on the Unavailable Rooms tab to see the listed reason why a space is unavailable. This may happen for a few different reasons as listed below.

The space has already been reserved by another group and is not available.
- Action: you will need to choose another space or another time.
The space you are trying to reserve is not configured to support the setup style/capacity you selected.
- Action: Change the setup type in your search criteria.
- To view details and setup types for a specific room, click on the room name. Your attendance and selected setup type must align with the Setup Type Capacities listed here.
Your requested time is outside of the request parameters for that specific space.

Request Processing: How long will it take for my request to go through?

Managing departments of that space should reach out to you about your request within 2 business days.

Reservation Edits: How do I make updates/changes to my reservation?

Follow the steps described here.

Setup Types

The below setups are considered standard and can be added to reservation at no charge. A service charge will apply to any "special" set-ups not listed below.