Under the guidance of the Director of Athletics, the Oklahoma Athletics Hospitality Office coordinates all room reservations and services related to reservations in the Gaylord Family-Oklahoma Memorial Stadium. Since space in the OU Athletics facilities is in high demand, requests should be submitted as far in advance as possible using the Facility Usage Request Form located at the bottom of this page. Clients are encouraged to read through the Rental Policies listed below and to be as accurate and complete as possible when submitting their request.
The expert OAH staff is on call to answer all of your questions and to further assist you in planning your special event. | Jana Morrison, OAH Director: 405-325-8967
OAH coordinates all internal and external events in the East Club and Santee Lounge. Click the button above for detailed information regarding each of our spaces.
OAH is pleased to partner with Levy Restaurants, the official caterer of OU Athletics, for all private events. Click above for contact information and a glimpse at the most recent Private Events Menu.
The University of Oklahoma Athletics Department is pleased that you have chosen our facility to host your event. Our staff has high standards for service and will work with you to make your event a success.
This material was produced by the OU Athletics Department to help patrons understand the guidelines that govern the use of Athletics Department facilities. All policies and prodcedures are subject to change.
Venue space can be reserved through OAH and is available on a first-request basis. OAH reserves the right to move a group to another venue where every effort will be made to provide comparable space and/or service. Price quotations given for room usage fees, equipment fees and audio/visual fees more than three months in advance are subject to change. There will be an additional 25% service charge for events scheduled on official University holidays. Any charges for room, food, equipment fees, audio/visual or damages that are not covered by a purchase order or an advance deposit must be paid within thirty (30) days after the function. Failure to pay the account in full will result in the account being turned over to the University for collection.
All spaces are reserved for Athletics' use during football season (mid-August through mid-January.) Per department policy, no events may be scheduled for the weeks that OU Football plays at home, and no events may be booked more than six months in advance. OAH is willing to discuss event requests that may merit special consideration.
The OAH staff can assist in planning the physical set-up for all functions. Set-up and equipment needs should be requested at the time of the reservation. OAH must receive this information at least two full weeks prior to the event. If equipment is not available, the customer will be notified. During your scheduled set-up time, you may make an adjustment request through your OAH Host. Last-minute requests cannot always be honored due to equipment, staff and time limitations.
Persons and organizations using the space are held responsible for leaving the room in the same condition in which it was found (with the exception of catering items.)
It is the intent of this policy to protect the interior of the OU Athletics Department facilities and to protect the client from incurring damage charges. Additionally, decorating policies adhere to fire safety regulations.
- Alteration of existing OU Athletics Department decoration is prohibited.
- No items can be attached to the walls or hung from the ceiling. The use of tape, nails, staples, or tacks is prohibited.
- No candles, lanterns or torches are allowed on OU Athletics Department premises, including exterior space.
- The use of flammable materials such as straw, hay, and evergreens is prohibited.
- The use anything in an aerosol can such as spray glue, spray glitter, spray snow, or spray paint is prohibited.
- The use of glitter or confetti is prohibitted.
Any violation of the above rules will result in a damage fee and/or loss of rental privileges. The sponsoring group may be charged for excessive litter, and therefore unusual clean-up, caused by the decorations and/or literature associated with the event.
Decorations should be picked up from the venue by the following day. For Friday-Sunday events, you may schedule a time during normal OAH office hours on the following Monday.
Private events that are not affiliatied with an OU department or college must purchase and maintain a $1,000,000.00 liability insurance policy to fully protect the University of Oklahoma and user from any and all claims of property damage and bodily injury that may arise from a usage of the facilities. Clients shall provide the OU Athletics Department with certificates evidencing the required coverage at the time of deposit.
The client shall be responsible for the activities and actions of their guests and agents. The sponsoring group is responsible for any and all damages. The OU Athletics Department and Oklahoma Athletics Hospitality reserve the right to inspect and control all functions. OU Athletics and OAH will not assume responsibility for the damage to, or loss of, any merchandise or personal property.
OAH will arrange security on your behalf at the department's discretion. The client will be charged for any fees involved. OAH reserves the right to require an additional number of security officers for any event.
Arrangements for catering, refreshments and liquor service must be coordinated through Levy Restaurants. No outside food or beverage is allowed to be brought into the facility, and alcoholic beverages may only be served in compliance with University policies and city, country and state laws governing alcoholic beverages.
University of Oklahoma Tobacco-Free Policy
In accordance with Executive Order 2012-01, the University has established a Tobacco Free Policy. All facilities of the University, regardless of campus or location, are tobacco-free.
Lost and Found
While the OU Athletics Department is not responsible for lost or stolen merchandise or personal items, in the event of a lost item, please contact the OAH office.
Cancellations must be in written form and submitted to the OAH office as soon as possible. On standard room reservations, a 24-hour written notice of cancellation is necessary to avoid being charged in full.
Payment of Services
For non-Athletics groups, OAH requires a down payment in the amount of 25% of the room usage fee upon receipt of the signed OU Facility Rental Contract. The full payment of the function is required within (30) thirty days after completion of the event. Any reservation request submitted by an organization or individual with an outstanding balance will automatically be rejected. The balance must be paid in full before the request will be precluded.