Event Policies and Guidelines - The University of Tulsa

Event Policies and Guidelines

Topics

  • General Guidelines
  • Advance Notice Requirement
  • Alcohol Statement
  • Attendance
  • Audio/Video
  • Electrical Power
  • Cancellations/Changes
  • Catering/Dining Services
  • Limited Exceptions (TU Departments & Student Orgs)
  • Charges
  • Confirmations
  • Event Management
  • Event Times
  • Fire/Safety Codes
  • Fund Raising/Ticket Sales, etc.
  • Insurance
  • Outdoor Use Policy
  • Security
  • Smoking
  • Staffing Costs
  • Storage
  • Tentative Reservations
  • Termination of Agreement
  • Use of Non-building Equipment

General Guidelines

The reservation policies guide is written for a wide variety of users; thus, any time the phrase “sponsoring organization” is used, it means the event planner, student organization or campus department, or the responsible person making reservation arrangements as an off-campus client, alumni or as a TU member making reservations for a non-TU event.

Most reservation requests for the upcoming semester will only be considered after the academic courses have been announced for that semester.

Because meeting space needs to be available to a wide campus audience, recurring events (e.g., weekly meetings and events) may only be reserved for four such recurring events in advance. Additionally, events may not use the same location for more than four consecutive days.

The accomplishment of the educational mission of The University of Tulsa will have first priority in all decisions concerning the use of space, indoor or outdoor. The use of any area will not be authorized if such use may disturb the conduct of university activities.

Advance Notice Requirement

Please submit reservation requests a minimum of 14 calendar days prior to the event date. Reservation requests made less than 14 calendar days out may not be guaranteed; however, every effort will be made to accommodate all events. These requests can be submitted to EventHelp@utulsa.edu for review.

PLACING REQUESTS EARLY INCREASES THE CHANCES OF SECURING DESIRED EVENT DATE(S) AND LOCATION(S) AND ENABLES US TO BETTER SERVE ALL YOUR EVENT NEEDS. PLEASE HELP US HELP YOU – PLAN AHEAD.

Alcohol Statement

The University of Tulsa’s alcohol policy states: “The University of Tulsa is an educational and social community wherein its members and their guests interact in a variety of activities. It is acknowledged that at some of these activities the consumption of alcoholic beverages will occur. So that these activities can be reasonably governed and in order to promote responsible conduct with respect to alcohol consumption, specific policies have been established by the University to conform with state and local laws and in keeping with the mission of the University.” The sponsoring organization will be responsible for enforcing all TU and the building’s alcohol policies and their intent. A complete copy of the TU alcohol policy can be obtained from the Office of Student Affairs, Hardesty Hall, or found in the TU Student Handbook.

All events that request to have alcoholic beverages sold or served must use Dining Services. An alcohol event registration form will also need to be completed and security will be required for the event (charges apply).

All other sources of alcohol (e.g., BYOB) are not allowed. Dispensing of alcohol must end 30 minutes prior to the end of the event.

Should the sponsoring organization need assistance in enforcing the alcohol policy, please contact the facility staff member on duty. They can assist in having person(s) removed from the event or to close the event if necessary.

Security officers are required at events where alcohol may be consumed. Refer to the section on “Security” for further details.

Persons who are visibly intoxicated or otherwise impaired will be denied admittance to the event as well as event/university property.

Beer/alcohol drinking contests are not allowed in/on university grounds or at university-sponsored events off campus.

All alcohol consumption must be confined to the area in which it is served (e.g., beer served in a specific area may not be taken out of that area).

The responsible person/organization or officers/department will be responsible for enforcing:

  1. The Oklahoma state laws as they relate to the distribution and consumption of alcohol
  2. The University of Tulsa alcohol policy
  3. All building policies
  4. The prevention of illegal consumption of alcohol at the event

Attendance

It is the responsibility of the sponsoring organization to inform and update the event reservation/facility staff of the number of attendees, the relationship the participants have with the university and the nature or purpose of the event(s).

Any form of misrepresentation of the above items may be cause for the termination of the reservation agreement and the loss of reservation privileges for 12 calendar months.

Events at which non-TU participants may be in attendance may require prior approval from the appropriate university staff for the venue. These event(s) may be subject to security and insurance requirements.

Audio/Video

Please discuss audio/video (A/V) needs when making the room reservation request. Different needs and technical expectations may be better suited to specific facility locations, rooms and/or a particular room configuration.

A/V planning should take place before drawing and submitting the room set-up sheet as they affect the way the room should be laid out. Please provide this information at least 14 calendar days prior to the event date. Shorter notice requests cannot be guaranteed; however, every effort will be made to accommodate your need.

Associated costs for attending technicians will be passed on to the sponsoring organization. Rental of equipment must be contracted by the client with the vendor. The facility staff cannot be responsible for delivery, set-up operation, strike or storage of equipment that has not been arranged with the university booking agent.

Electrical Power

If the event needs more electrical power than the usual wall outlets, please allow at least 10 business days advance notice for special electrical needs to be arranged. Facilities Management will charge for both the connection and disconnection of advanced power distribution.

Cancellations/Changes

Cancellation policies will be explained at the time of booking and on all rental agreements, depending on the location being requested.

The university holds the right to postpone/cancel all events due to inclement weather or threats against the community deemed necessary by the University Risk Management team.

Catering/Dining Services

The University’s Dining Services provides food and beverage service in support of all activities on campus. Arrange catering needs with Dining Services 10 business days in advance of the event (918-631-2145). Shorter-term arrangements can be provided, but menu limitations may result due to limited availability of food items.

Dining Services and the Union Event Reservation/Facility Office are two separate departments. If you need to make any changes regarding the event attendance or need to cancel an event and you have already placed the food order, please be sure to notify both departments.

The university may allow certain events to bring in their own catering needs.  Make sure you discuss with the Event Reservation staff and University Dining Services to determine exemption procedures.

Departments and student groups desiring a catering exemption must inform the university booking agent  at the time the reservation is booked.

Limited Exceptions (TU Departments & Student Orgs)

Exemptions will be granted if the scope of the catering is under $100 and if organization members are assuming the complete responsibility for purchase, set-up, service and clean-up, as well as resultant liability responsibilities for compliance with reasonable food handling practices.
A minimum $50 clean-up fee will be assessed if university staff must provide clean-up services after self-catered events.

Non-TU groups must use University Dining Services for all catering needs. The university operates under an exclusive agreement with the University Dining Services department.

Charges

Chargeable items include security officers, overtime for after-hours events (i.e., after 11 p.m.), certain cleaning needs and some multimedia and A/V support.

Off-campus clients, alumni and non-TU functions hosted by TU members must also submit a deposit (total room rental fee) 10 business days prior to the event date. All other chargeable items will be invoiced upon event conclusion.

Confirmations

Reservation requests are subject to availability and cannot be confirmed until all of the reservation policies and guidelines have been agreed upon by the authorized contact and the advisor/department head. The university booking agent must also have received:

  1. Copies of all reservation confirmation(s) signed by the appropriate contact (non-TU events only)
  2. Copies of all relevant setup sheets and related information at least 10 business days before the event
  3. Official start and end times of the event(s)
  4. Anticipated attendance/attendees

The event may automatically be canceled if the above information is not received by the university booking agent by the fifth business day prior to the event(s).

Off-campus clients, alumni and non-TU functions hosted by TU members must also submit: 

  1. Deposits (total of all room rental fees) at least 10 business days before the event
  2. A certificate of insurance at least 2 weeks before the event

Event Management

All events held on university property that are hosted, sponsored or organized by a university organization are required to have the organization’s faculty advisor present at the event for the duration of the event.

Off-campus organizations must also have the appropriate sponsor present.

Alcohol, illegal substances, cigarettes and tobacco products, glass containers, pets or weapons may not be brought into an event. This includes any type of firearms, explosives (including fireworks), kerosene or any type of flammable fluid.

All event attendees may be subject to a visual search and/or a metal detector. They may also be subject to a visual search of their handbag/backpack, etc.

Persons involved in fights or other confrontations and incidents, including underage drinking or noncompliance with a university staff member, will be required to leave the facility and/or university premises immediately and will not be allowed re-admittance. In addition, the entire event may be subject to immediate termination.

The university reserves the right to deny use of any facility or service at any time or to impose limits on the scope, conduct, audience size or location of any event in order to satisfy the guidelines and policies of the venue and/or the university. The Event Reservation/Facility staff may also require as a condition of use, and at the cost of the requesting party, the services of additional maintenance, custodians, technical and/or security personnel.

Event Times

Additional labor costs incurred from events running past the intended end time will be assessed to the sponsoring organization. In addition, events scheduled outside normal building hours will be assessed additional labor costs.

Fire and Safety Codes

All City of Tulsa ordinance fire and safey must be enforced at all times, especially as they relate to maximum room occupancy, electrical codes, etc.

Fund Raising/Ticket Sales, etc.

This section applies to officially recognized university groups only.
All reservations/events that are designed to create income (e.g., via ticket sales, registration fees, donations, fundraising) for a TU organization/department must follow these guidelines:

  1. The funds that are collected must be used to further the purpose of the organization.
  2. All the funds that are collected must be deposited into the organization’s university account.

If the above guidelines are not met, 100% of all applicable reservation (rental) fees will be assessed.

Upon request from the university booking agent, the organization/department will submit full financial statements, disclosing the distribution of said funds, which relate to the events listed in the reservation agreement.

Outoor Use Policy

  1. Motorized vehicles must remain on paved drives. No motorized vehicles are allowed on the turf areas.
  2. You must submit a maintenance request for the area of the event to have irrigation and electrical locates done before tents or anything is staked into the ground. Please include in your request the date of installation of the equipment so we can finish the locates beforehand.
  3. No digging of any type is allowed.
  4. Open fires for cooking are not allowed, only self-contained charcoal, gas, or electric devices may be used for cooking food.
  5. The following services are available from the Physical Plant on a chargeable basis. A “Request for Service” with the appropriate account number must be submitted at least 10 working days in advance of the scheduled event to arrange for these services:
    1. Electrical power – Physical Plant needs to know what each device is that will need power. If electrical service is provided by the Physical Plant, a Physical Plant Electrician is required to be present during the activity or event. If the event is held during non-working hours (evenings, weekends, or holidays) the user will be charged overtime hourly wage rates (time and one-half) for the Electrician.
    2. Water – Physical Plant needs to know what you will need water for and where it will be located in the space you have reserved.
    3. Setup Stage. We have 24 sections that are 4′ x 8′ and are 36″” tall. Please state in the request how you want it setup, how big you need it, and where exactly you want it setup in the area you have reserved.
    4. Setup Tables & Chairs (Physical Plant only has a limited amount).
    5. Special Services/Custodial Services – Hourly labor rates are charged to the user for these services during normal working hours. If any of these services are required during evening, weekend, or holiday hours, the user will be charged overtime hourly wage rates (time and one-half) for the Special Services employee(s).
    6. Trash Cans
  6. The following services are available from the Physical Plant at no charge:
    1. Need sprinklers off during event. Please submit a “”Maintenance Request”” online before the day of the event and include the time and duration of the event and where on the reserved area exactly will you need the sprinklers off.
    2. Tables & Chairs you will pickup (Physical Plant only has a limited amount) – Call the Physical Plant at 918-631-2245 and speak with Shipping & Receiving to reserve them ahead of time.
  7. The Physical Plant does not provide:
    1. Tents (Call ABCO Rents).
    2. Large Amounts of Tables & Chairs (Call ABCO Rents).
    3. Cookers.
  8. Users of the reserved areas are responsible for any and all damages and may be assessed for the following:
    1. Damages to underground utility and/or irrigation systems
    2. Damages to turf, trees, or shrubs
    3. Clean up of trash or debris left after event is over
  9. All trash and debris must be cleaned up by the user(s) within 12 hours of the conclusion of event unless arrangements have been made with the Physical Plant to provide clean-up services. Anything not cleaned up within this 12 hour period will automatically be cleaned up by the Physical Plant and the user(s) will be assessed for all charges. Excessive amounts of trash or debris will result in additional charges being assessed by the Physical Plant.
  10. All policies for the use of alcohol established by the University must be followed. A copy of these policies is available from the office of Student Affairs.
  11. The sponsoring organization agrees to abide by all policies and will assume responsibility for any and all charges that may occur as a direct or indirect result of the activity or event.

Insurance

If you or your organization/department is hosting, inviting, sponsoring or hiring a non-TU person, group, etc. to your event(s), you may be required to purchase a general liability and property damage insurance certificate for up to $1 million. The certificate must also state “The University of Tulsa is named as additional insured.” Insurance certificate and/or any contracts must be received at least 2 weeks prior to the event(s), or the event is subject to cancellation.

Off-campus clients must secure the insurance.

Security

The university booking agent determines the need for security presence. However, at least one officer for the first 100 people in attendance is required for all events where alcohol is present. The number of guests determines the necessity and/or the event is considered an “open event” (i.e., open to campus or public). Additionally, when such an event has more than 100 people present, an additional officer is required for each 50 people in attendance.

Security needs will be arranged by the university booking agent. Sponsoring organizations are not allowed to arrange for their own security.

Please provide at least 10 business days to arrange security officers. Last-minute requests cannot be guaranteed and may jeopardize the event confirmation. Officers are required to be on duty from at least 30 minutes before the scheduled event time (per the reservation confirmation) until 30 minutes after the conclusion of the event. Security costs are the responsibility of the user and will be billed at $25/hour per officer (4 hours minimum charge per officer).

Smoking

The University of Tulsa had adopted a campus-wide smoke-free policy for all indoor areas. Smoking may take place outdoors, but cannot occur within 25’ of building entrances, exits, air intakes or windows.

Staffing Costs

At least one building representative will be present at all events, from at least one hour prior to the event start time through at least 30 minutes after the conclusion of the event. More than the minimum number of personnel stated above may be needed to fully service an event. If additional personnel (e.g., temporary custodians, office staff on over time) are required, associated labor costs will be assessed to the sponsoring organization.

Labor cost will be assessed for events that extend beyond established building hours.

Storage

Storage space is not available. Decorations, equipment, etc. of any kind need to be delivered, set up and removed within the times listed on the reservation confirmation.

Tentative Reservations

Tentative reservations will be allowed for up to two locations and two days for the same event, and may be held for 10 days from the date the event was reserved. Multiple reservations for the same event will be considered tentative reservations. All tentative reservations will automatically be canceled if not confirmed 30 days prior to the event.

Termination of Agreement

Failure to comply with the policies/guidelines stated in this reservation policies guide or in the reservation confirmation may result in the termination of the event.

Use of Non-building Equipment

The university has a variety of equipment (tables, chairs, podiums, etc.) in house to meet event needs, and event planners are encouraged to use/rent the equipment. If you need to rent/procure equipment from an outside source, the delivery, set-up and removal must occur within the times listed on the event confirmation.

The University Reservation/Facility staff cannot be responsible for delivery, set-up, operation or strike of non-equipment.

Storage space is not available. Decorations, rental items, equipment and all other items brought into the venue for an event must be removed from the building within the times listed on the reservation confirmation.

Any damage caused by non-building personnel (e.g., outside vendors, contractors) will be the financial responsibility of the sponsoring organization.

Decoration Policy

FLAMES

The use of an open flame is determined by the university booking agent and restricted to the stationary use of candles in enclosed holders (glass/water) to be used as table decorations for dining.

Each candle must be placed inside a non‐flammable container, and the flame of the lighted candle must be below
the rim of the container.

Flammable materials such as hay are not permitted in the building.

All decoration materials must be made from non‐flammable material or treated and maintained in a flame-retardant condition by means of a flame-retarding process.

TAPING & PINS

No decorations can be affixed to the walls, windows, floor, doors or any surface of the facility.

Decorations must be free-standing or be confined to tables assigned to the event.

Duct/packing tape may not be used to affix items to carpet.

LINENS

Linens must be used on all banquet and food service/buffet tables. Linens can be rented from the following:

  • Dining Services (Blue or White) 918‐631‐2145
  • ABCO 918‐583‐6557
  • Party Pro 918‐622‐8102
    • Plastic linens may also be used/purchased.
    • Banquet style (60″ rounds) and serving tables (6′ long x 2.5′ wide)
    • When removing the table linens, fold linen edges inwards (toward the center of the table); this will keep trash/food items contained and control spilling onto the carpet.

FLOWERS & PLANTS

Flowers and table centerpieces are welcome.

Please note that flower petals may not be placed on carpet or dance floors.

Plants must have a container for water drainage and must be set on plastic.

CEILING DECORATIONS

Fastening to any of the ceiling areas is allowed only with prior approval from the building representative. Some ceiling areas cannot be used. If permission is granted, the facility staff should do the work, if available. At least three full business days advance notice is required. A nominal fee will be applied for staff assistance. Availability depends on scheduling requirements.

ADVERTISEMENTS

All advertisements must be approved by the building representative before posting.

Signs are not allowed to be taped, tacked, stapled or nailed to any surface.

Banners with grommets may be hung from the center railing with string or a small rope. Permission to hang decorations or banners on the railing must be approved by the university booking agent.

Events that utilize lobby space may use a table provided by the facility to display event or organizational information.

If you wish to provide additional signage for your event, please speak with the university booking agent. The facility has a few easels that may be used on the day of an event to display additional event information.

SPRINKLED DECORATIONS

All forms of confetti, glitter, birdseed, sand, rice and silly string are prohibited in all areas in and around university buildings. There might be exceptions for certain areas.

BUBBLES

Bubbles may not be used in the lobbies or near/on the stairs (tiled floors).

BLEEDING DECORATIONS

Decoration items that leak color when wet (e.g., crepe paper) or may cause discoloration of furniture, walls or floor surfaces are not allowed.

BALLOONS

Helium balloons are allowed in the building if they are securely anchored to a stationary object and will not be given away or sold.

Helium balloons may not be given out to guests on an individual basis.

All balloon bouquets will need to be removed from the facility upon the conclusion of the event or deflated and placed in a garbage can.

The charges incurred for the removal of any balloons left behind or that float to the ceiling will be the responsibility of the sponsoring organization.

LOBBY FURNITURE AND A/V EQUIPMENT

The university’s furniture and A/V equipment are in assigned positions.

No furniture or decorative objects within the venue may be moved from their respective positions without permission.

No furniture or equipment may be removed from the building.

No additional furniture may be brought into the facility without prior approval.

FIRE CODE

Decorations may not block doors, fire extinguishers, sprinklers, emergency equipment signage, emergency exits or lighting systems.

FOG MACHINES

The use of fog machines are reviewed by university booking agent. Some buildings may not allow them.

PAINTING

No painting may be done in the facility or outside on the sidewalks or parking lots.

DELIVERY, SET‐UP AND CLEAN‐UP

Delivery, set-up and removal of all decorations, rental items and equipment must occur within the times listed on the event reservation confirmation. All decorations must be removed immediately following the event.

Storage space is not available

The loading dock must be cleared of all debris. The loading dock area is for the loading and unloading of vehicles only. No parking is allowed at the loading dock once loading/unloading is complete.

Not all situations will be covered in this guide. Any questions regarding the guidelines not included here can be directed to the university booking agent.

DAMAGES/CLEAN‐UP & RESPONSIBILITY FOR FINANCIAL CHARGES

Any damages or loss that occur as a result of an event(s) or caused by anyone attending the event, including non‐university caterers, vendors, volunteers, invitees to any area of the university, including but not limited to damages to the exterior, figures, meeting rooms, furniture and equipment are the financial responsibly of the sponsoring organization.

Please leave the facility as you found it. Pick up and dispose of all trash accumulated during the event.

Cost incurred for excessive clean‐up will be assessed to the sponsoring organization.

Decoration violations will result in a FEE assessment ($50 minimum) or actual cost of repair if higher.

Classroom/Lab Policies

Do not unplug any computer form the wall or the tower. You will be or have been supplied with a username and password to log into the PC and network. Always remember to log out of all computers and turn off all projectors when leaving.

Some rooms may not allow food/drinks. If they do, it is your responsibility to throw away and trash and leave the room clean/how you found it.

These rooms are located in academic buildings, so please be courteous with noise level while using these rooms. There are other classes and offices around you.

Each classroom/building may have specific policies for their use that will be discussed before confirmation.

Any equipment/technology in the classrooms are supported by the IT Help Desk. For technical support, call 918-631-3500, Monday to Friday, 8 a.m. to 5 p.m.