Events

RSO Resources: Events

There are a number of policies and procedures that govern operations for student organizations on the University of Oklahoma campus. Click on the following buttons to learn about registering or updating your organization, finances and funding, appropriate ways to plan and publicize events, reserving spaces, and more.

On-Campus and Off-Campus Events

On-Campus Events

Mazevo (OU Reserve) is the online space reservation system used by registered student organizations and OU departments to reserve eligible campus spaces.
Organizations can log in to Mazevo to submit space reservation requests through a quick, online process.
For on-campus events, space reservations must be secured through Mazevo prior to submitting the event in OU Engage.
All events, whether held on or off campus, must be registered in OU Engage prior to the event taking place.
For assistance with reserving campus space, visit the Campus Scheduling webpage for additional information and resources.

Mazevo

Off-Campus Events

Off-campus events are considered official organization activities and must follow all applicable University policies and expectations.
Events must comply with local, state, and federal laws, as well as any venue requirements.
All off-campus events must be registered in OU Engage prior to the event.
Participants represent the organization and are expected to follow the Student Rights and Responsibilities Code.
Organizations should consider risk management, transportation, accessibility, and participant safety when planning events.
For activities involving elevated risk, organizations should take appropriate precautions and clearly communicate expectations and safety information to participants.

Events with Alcohol

Organizations hosting events where alcohol may be present are responsible for complying with the University’s following policies:

Student Alcohol Policy
Student Rights and Responsibilities Code
Local, state, and federal laws.
Registered Student Organizations may be held accountable for alcohol-related violations that occur in connection with organization activities, including off-campus events.

Organizations should take appropriate steps to promote participant safety, communicate expectations clearly, and incorporate risk management measures when planning events involving alcohol.

Participants are expected to comply with the Student Alcohol Policy and the Student Rights and Responsibilities Code throughout the event.

All events involving alcohol must be registered in OU Engage prior to the event taking place and your advisor must be present for the event

Event Registration Requirements

To ensure RSOs complete the appropriate steps for a successful and well-coordinated event, access important University resources and guidance, and proactively mitigate risks ALL events hosted by OU Registered Student Organizations (RSO) must be submitted through the OU Engage event submission process. In addition, events must be registered with the RSO’s inter/national organization, if applicable.

An RSO event is defined as any gathering, program, or activity that meets at least one of the following criteria:

Funding:
- The event is funded or sponsored, in part or whole, by the University and/or the RSO.
Location:
- The event is hosted at or on University and/or RSO-managed property, facilities, or spaces (owned, controlled, leased, rented, or reserved by either the University and/or the RSO).
Promotion:
- The event is promoted by the RSO through any official RSO communication channel (announcements, websites, newsletters, social media, at meetings, flyers/posters/graphics, and any other medium that identifies the event as being connected to the RSO and/or the University).
Coordination:
- The event is hosted, coordinated, and/or facilitated by the RSO, its leaders, alumni, or members.

RSO Responsibility: RSOs are responsible for full compliance with all applicable federal, state, and local laws and University policies, including the Student Alcohol Policy and Student Rights and Responsibilities Code, when planning and conducting any event.

This definition is a guide for registration and does not limit the University's ability to investigate prohibited conduct, regardless of whether an event is registered.

What are the goals of this process?

Benefits to registering your RSO event:

Get traction with your event! Posting to the OU Engage calendar gets your event distributed to other campus areas such as the What-To-Do calendar and digital marquees on campus.
- Group officers can hide events from the public and limit who can view or RSVP to specific gatherings.
Ensure that you are assessing any risks associated with on and off campus RSO events.
Ability to track attendance at RSO events
One-stop shop for the common RSO forms that may be needed for compliance. By registering your event through OU Engage, this will streamline this process and the following forms will be included:
- RSO Alcohol Notification Form/FSPS Event Notification Form
- Student Travel Registration Form

*Please note that your event may not need these forms. However, in cases where your event requires any of them, you can complete them in the event submission process and not have to complete additional forms.

RSO Event Definition (PDF)

Planning an RSO Trip

If a Registered Student Organization is planning a trip, here is what you need to do:

Register the event in OU Engage.
The event registration will give you the most updated information you need to be prepared, mitigate risk, and have a fun and safe trip.
1. Download the Travel Policy Contact Sheet Template (xlsx)
2. View Event Registration Guide (pdf)
The Division of Student Affairs will be notified of your submission and will approve or contact you for further information.

IMPORTANT: All travel forms must be submitted at least 7 days before the date of travel.

View the RSO Travel Policy