Host Your Event

University of Oklahoma departments may request for space beyond the current academic year for up to 2 years in advance. Request for future reservations may be submitted immediately following the conclusion of the event during the current year.

• Requests for space beyond the current academic year will initially be recorded as tentative until the academic year of the reservation. Coinciding requests for the same space between University organizations for future reservations will be awarded on a first-come, first-served basis. Programs scheduled more than one year in advance may not be guaranteed set pricing for services including equipment fees and staffing fees. The fee schedule is subject to change each fiscal year.
• Space requests for more than 2 years in advance will require approval from the OMU Director or Assistant Director.
• Your event must be in compliance with the  OU Registered Student Organization & University department policies.

Authorized representatives from Registered Student Organizations, in accordance with the Student Government Association policies, may submit requests for event space (excludes free weekly, recurring meetings and study halls) up to 1 year in advance.

Registered Student Organizations and University Departments can reserve a seven-foot table on the first floor of the Union. These tables are located in the central lobby, food court, and Crossroads area and are a great way to promote your organization to the OU community. Table reservations are free for Registered Student Organizations and University Departments. 

Reserve your table today, by clicking the OU Reserve link below.

Registered Student Organizations may submit requests for recurring meetings/study halls taking place in free spaces up to 30 days in advance. These recurring activities are limited to a maximum of 4 consecutive hours. Rooms are reserved on a first-come, first-served basis, space permitting.

Any spaces that have a room rental fee may be reserved for recurring reservations up to 1 year in advance.

Individual reservations are available for current students, faculty and staff up to 7 days in advance. These reservations allow an individual to reserve space without association to an organization/department. Spaces are limited to the following spaces: Alma Wilson Room, John Houchin Room, Louise Houchin Room and Presidents Room.

• Special setups are not allowed in individual reservations. Existing furniture is all that is available for these reservations.
• Individual reservations may not be used for the solicitation of products.
• Individual may not use this reservation that would in any way violate Union Room reservations policies and procedures.

Please note that the Union’s room cancellation policy applies to these spaces. Failure to cancel reservations at least 48 hours in advance may result in the loss of future booking privileges.

If your organization is one in which over 50% of the membership is comprised of off-campus people having no affiliation with the University, you will reserve space as a Non-University Group.

You can start planning your event in four ways:

• Fill out a Reservation request form.
• Visit one of our reservations staff in person at our office
  
• Call our office at (405) 325-2121 and ask to speak to a reservationist about a new event
• Email union@ou.edu

Non-University Groups may solicit in the Oklahoma Memorial Union by reserving a promotional table, provided the product does not conflict with current university contracts and/or Oklahoma Memorial Union contracts or lease agreements. Tabling is available on the first floor of the Union, on a first-come, first-served basis. Non-University Groups may reserve a table at a cost of $300 per day. Additional fees may apply if groups are selling merchandise or fundraising.

Reserve your table today, by calling (405) 325-2121 or emailing union@ou.edu.

Request a Table

Reserved space must be cancelled by contacting the Union Business Office. A 48-hour notice of cancellation is necessary to avoid service charges. For groups holding multiple rooms or premium spaces on a particular date, cancellations for all or part of the reserved space must be received at least 30 days prior to the event date. Cancellations received within 30 days of the event date will be issued a no-show for the cancelled spaces.

When a group or individual does not utilize a room or table reservation and does not communicate to the Union Business Office in the timely manner described above, the group or individual 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 will result in suspension of the organization from reserving space in the Oklahoma Memorial Union for the remainder of the present semester.

Registered student organizations, or University departments may not serve as “fronts” for other groups in order to obtain free or reduced rates on meeting spaces for any outside organization or off-campus user. An outside organization event is one in which over 50% event attendees is comprised of off-campus people having no affiliation with the University. If fronting is discovered, non-university rental rates will apply.

University departments and student organizations may co-sponsor events with off-campus organizations in accordance with the following guidelines:

• The event or meeting must be planned and managed by an OU registered student organization or University department. Members of the organization or department must also be the point of contact in communication with the Union Business Office.
• A majority of those attending events scheduled by a student organization or University department are expected to be University of Oklahoma students, faculty or staff, or have a legitimate connection to the organization or University department.
• The mission of the outside group relates to the on-campus group.

The Oklahoma Memorial Union will make the determination as to on-campus vs. off-campus sponsorship by considering the nature of the event, past experience with respect to similar events, type and the nature of attendees.

Pursuant to existing contracts, University Catering provides exclusive catering services for the Union. No outside food or beverages are allowed. Violation of this policy will result in a fine and/or loss of rental privileges.

Arrangements for catering and refreshments must be coordinated through the Union Administrative Office at least five full working days prior to the event. Any catering price quotation given more than three months in advance may be subject to change.

View full building policies for the Oklahoma Memorial Union:

View additional event-based policies for the Norman campus:

Scheduling Policies & Procedures