Making Your Space Reservation
Watch the video or follow the steps detailed below.
1. To begin your reservation, navigate to the OU Reserve homepage. Then select the appropriate reservation form as described here and click the 'Book Now' button.
*Note: Only templates assigned to your account will be available to select.
2. Complete the desired fields for the reservation details (time, space setup, etc.).
Some reservation templates allow for the creation of recurring events. To create a recurring event, click the 'Recurrence' button to select the date pattern.
Details needed for each reservation are:
- Date
- Start Time & End Time - These should be accurate for the timing of your event.
- Attendance - This allows for spaces that can accommodate your desired event size.
- Setup Type - more information on the listed setup types can be found here
After all appropriate details have been made, click the 'Search' button.
You may also search directly for a specific space by clicking the 'I Know What Space I Want' button.
3. The schedule that displays will show the spaces that accommodate your search parameters.
I. Click the 'green plus icon' next to the space you wish to select.
II. If you did not enter your attendance in the initial search criteria, you will be asked to enter the attendance and desired space setup in the pop-up screen.
III. Selected spaces will now show under the 'Selected Spaces' section at the top of the page.
*To add additional spaces to the reservation request, repeat the steps listed above. You may also edit the search criteria to add a different date/space to the same reservation request.
IV. After all spaces have been added, click the 'Next Step' button in the upper right-hand of the screen.
4. If available* a 'Services' screen will display available equipment or catering options to add to the reservation. If the reservation template displays optional services, follow the guidance for step 4, if not skip to step 5.
I. Use this screen to select desired A/V Equipment or catered food. For both equipment and food, you can designate** when you would like the items to be ready.
II. To select an item, click on the item name. This window will show a description, pricing, and available images for the resource. Add the quantity you would like. Charges for items are shown on the side window.
a. OMU student menu items are shown with a percentage discount. To see the final price of all student items, click here.
III. After adding all desired services, click the 'Next Step' button in the upper, right-hand corner of the page.
*General Event templates do not allow catering requests at this time. To request resources and catering, use specific templates as described here.
**If you select a time in the middle of your event, there will likely be a staff member that will have to enter the space at the time to set up the catering/equipment.
5. The next page will allow you to add your event and contact information.
- Event Name
- Event Type: select the option that most accurately reflects your event.
- Group: Select your group/department from the available options in the dropdown menu.
- 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.
- 1st Contact: Enter your name and contact information
- 2nd Contact: Optionally enter contact information for another individual (supervisor, group president, group advisor, etc.).
- In the 'Other' section, answer all of the required questions.
Some Reservation Templates may have a 'Billing Information' section. OU departments may complete this field with:
- Billing Reference: your Chartfield Spread
- PO Number: your Purpose Code
6. Agree to the terms and conditions and then click the 'Create A Reservation' button to finalize your request.
- You will then be directed to the confirmation screen for your booking. Click the 'OK' button to return to your OU Reserve events page.
After completing your reservation, you can view and edit your event and cancel your booking. Follow the links above to find out more information.
Creating a recurring booking is simple to do through OU Reserve. There are different recurring options through the different space reservation forms. Recurrences can be made for a monthly, weekly or random scheduling.
Recurring, weekly meetings and study halls should be reserved through their appropriate reservations templates. If these types of bookings are created through the incorrect request form for a location, they will be denied.
1. To create a recurring reservation, click the 'Recurrence' button from the main space reservation window.
2. When creating a recurrence, there are multiple patterns to choose from:
- A weekly or monthly pattern can be selected for a specific day of the week/month and can end on a specific date or after a certain amount of occurrences.
- A random occurrence can be created for events by selecting the necessary days without a pattern.
- After completing the recurrence selection, you will be able to view the recurrence details in the 'Date & Time' section of the reservation booking page.
3. After applying the recurrence and setup information, the grid will show spaces that can accommodate the entire or part of the reservation.
- Under the 'Available' column, you can view how many of the selected dates that each space is available.
*You may select a different space for different dates of the recurring reservation if desired.
