X. University Center & Reservations

The Tom and Brenda McDaniel University Center provides a range of activities and facilities for the University community. To ensure maximum, efficient, and fair use of the University Center, the following policies govern the reservation and use of facilities. The Dean of Students is responsible for all room reservations and coordination of all services related to these reservations.

Location: Student Affairs Suite, Room 257 in the Tom and Brenda McDaniel University Center

Contact: Dr. Levi Harrel, Dean of Students, [email protected]

Interior and exterior spaces adjacent to the University Center can be reserved through the "MySchoolBuilding" website and shall be approved or denied by the Dean of Students and is assigned in the order requests are received. University departments and registered student organizations may reserve space at the University Center at no charge Student organizations are required to be both registered with the Division of Student Affairs and to register their event through the Engage portal. To reserve space at no charge, the event must be reserved for official University business as defined by the campus-wide Facilities Usage policy. A copy of the policy is provided upon request by the University Events Management department.

Reservation Requests

Event organizers including faculty, staff, and students must make reservation requests at least 15 business days in advance of the event. The University reserves the right to deny requests not submitted within this time.

1. Click here to visit the request portal "MySchoolBuilding."
   1. Enter Organization Account number: 746615915
   2. Enter your email address and click “Submit”
2. Select the grey “Schedule Request”. There are several schedule options:
   1. Normal Schedule for an event that is one day, or consecutive days in one room.
   2. Recurring Schedule for an event that is daily, weekly, or monthly in the same room each time.
   3. Irregular Schedule is for an event that is for one day, or consecutive dates in multiple rooms.
3. Fill out all the information required including event title, location, date and times.
   1. Once you have chosen a location and a date check to see if your space is available by clicking the grey “Check Availability” button below the dates box.
   2. Make sure you indicate setup and breakdown times.
   3. Enter the organization contact information so those involved know who to contact for questions or concerns regarding a request.
4. If there is anything you need such as tables, chairs, sound system, or food for you event fill out the “Setup Requirements” portion.
   1. Check the box of each requirement, and list the exact items you will need.
   2. For example, if you need tables and chairs for an event you would check “Event Setup” and write “13 round tables, and 100 chairs” in the white box.
   3. Fill out “Number Attending” portion and any other needs for the event.
   4. Enter the password “gostars” and click "Save."

Room Setup

Any necessary adjustments in room arrangements must be requested through the "MySchoolBuilding" website and approved by the Dean of Students at least five full working days prior to the event. Requests are assigned in the order they are received; therefore, late requests cannot always be honored due to equipment, staff and time limitations.

Furniture and permanent art should not be removed or rearranged without express permission from the Director of Student Engagement.

Decorations may not be hung from any place in the University Center. Adhesive materials, including duct, electrical, transparent or double stick tape, nails or staples are not allowed on the floors, walls, pillars, wood, or glass. All decorations must be freestanding. All decorations must be removed without leaving damages directly following the departure of the last guest without the prior approval of the Director of Student Engagement.

Writing on mirrors, windows, or sidewalks is prohibited (see "Chalking Policy", for exceptions)

Equipment Rental/Usage

The University Center may supply a lectern(s) or piano, on a complimentary basis upon request. Pianos are tuned once per year but customers may request a tuning at an unscheduled time for an additional fee. If equipment is not available, the customer will be notified. Equipment is for use inside the Tom and Brenda McDaniel University Center only. Contact Media Services in Campus Technology (208-5159) regarding AV equipment.

Room Conditions and Availability

Meeting rooms will be available approximately one-half hour before the scheduled event. The conditions of all meeting rooms and multi-purpose rooms in the University are checked before and after each event. Persons and organizations using the space are held responsible for turning off lights and leaving the room in the same condition in which it was found.

Tabling in the Student Lounge

Tabling in the Student Lounge of the University Center is a great way to promote events, raise awareness, and talk to students. Space is available to registered student organizations and University departments at no charge. In order to obtain approval for tabling in the Student Lounge, an individual would simply need to complete the form on Engage found HERE.

When tabling, University organizations are expected to agree to and abide by the following rules:

• Only use the table assigned to your organization.
• Only use the table during your requested time period.
• Please refrain from making alterations to any of the tables.
• Please do not remove anything from the Tom and Brenda McDaniel University Center.

*Note: No adhesive material is allowed on the walls, pillars, or glass. No masking tape duct tape, electrical tape, or double stick tape is allowed. All decorations must be free standing. Nails and staples may not be used on the walls or floor.

Posters and/or other materials including literature must be confined to the booth area and may not be attached to the wall or other places throughout the building. The use of tape, nails, staples or tacks is strictly prohibited.

Any damage to the building surfaces will result in a damage fee being charged to the group and possible loss of booth privileges. Persons staffing the booth must stay behind the table. Special permission from the Dean of Students must be obtained for sales of food or beverages.

Bicycles, Skates, Skateboards

Use of bicycles, skates, and skateboards is strictly prohibited inside the University Center. Bicycles may not be parked in the University Center. Violators of this policy may be fined and risk having their bicycle impounded.

Solicitations

Soliciting or distributing information is only permitted by reserving a booth or room and is not permitted elsewhere in or around the University Center. The University Center reserves the right to deny requests for solicitation.

External Vendors and Contractors

Student organizations and University departments may host external university vendors or contractors to sell merchandise when the organization or department reserves a room for official OCU use and the selling is supplemental to the event, not the primary use of the room (i.e., room may be reserved for guest speaker who may sell his book, or room may be rented for a conference and supplemental conference materials may be sold).

The Dean of Students must approve all non-university vendors and contractors. Any outside vendor or contractor may be asked to leave the University Center at the Dean of Students’ discretion.

The Dean of Students will establish the fee for room and booth/table reservations.

Risk Management

No unnecessarily risky activities may occur in the University Center. Unnecessarily risky activities include but are not limited to any type of contact sport, or use of open flame, or unauthorized electrical appliances and equipment.

Payment of Services

A purchase order or full payment of the total estimated cost of the room reservation or equipment rental is required five full working days in advance of the event. A refundable damage deposit of $1,000 is required 15 business days prior to the event, and a deposit of 1/3 the total rental fee is due upon reserving space. This amount will be deducted from the invoice. Any additional charges for room rental, food, technical fees, audiovisual rentals or damages not covered by an advance payment must be paid within 30 days after the event.

Any reservation request submitted by an organization or department with an outstanding debt will automatically be rejected. The balance must be paid in full before the request will be processed. Failure to pay the account in full will result in the account being turned over to University Collections.

Facility Cancellations and No-Show Policy

Event organizers must contact the Events Management Department to cancel a reservation. A 48-hour notice of cancellation is necessary to avoid service charges. If a booth reservation is cancelled less than 48 hours before the scheduled date or if the organization does not honor the reservation, they will be charged a $50 rental fee.

Any student organization that makes a reservation in the University Center and fails to honor that reservation by not canceling it within 48 hours of the scheduled event will be charged a $50.00 fine. Repeated violators of this policy may have their facility usage privileges suspended at the discretion of the Dean of Students.

Cancellations Due to Inclement Weather

Events scheduled with the Tom and Brenda McDaniel University Center that are cancelled as a result of inclement weather (snow, ice, etc.) will follow the policies listed below:

1. Events sponsored by registered student organizations will automatically be cancelled when the University is closed.
2. University departments will be given the option of having the event as scheduled, rescheduling the event, or cancelling the event.
3. If the event continues as scheduled, the group will pay the full room rental fee for the event when applicable.
4. If the event is rescheduled, the group will not be required to pay the room rental fee for the inclement weather date. The full rates for room rental and food will be charged for the rescheduled date’s event when applicable.
5. If the event is cancelled, the group will not be required to pay the room rental fee.

Alcohol

Alcohol may not be served anywhere at the University including the University Center.

Piano Use Policy

The piano in the Shdeed Lounge is available for use during events only. Student groups requiring the use of a piano may reserve the Great Hall by contacting the Dean of Students after scheduling the event. The pianos cannot be moved and are not available for practice use.