Conference Services FAQ

These FAQs provide answers to some of the most frequently asked questions about Forum Conference Services. For additional information, or if you don't find an answer to your question here, feel free to contact us at (405) 325-4318.

What audio/visual equipment is included in the room rate?

A/V packages, including a laptop, projector, screen, wireless presenter, mics, sound system, and webcam, are available to rent for $60 per room per day.

Are tables and chairs included in the room rate?

Yes, the room rate includes all tables and chairs. 

Does the Forum have wifi?

The Forum has free Wi-Fi throughout the entire building. To access the network, connect to the “OUGUEST” network and agree to the university’s license terms. Please allow five minutes for your device to register fully on the network.

Where do I park, and do I need a permit?

Access to the Forum Parking Lot is available 24 hours a day, seven days a week. From 7:30 a.m. to 9 p.m. Monday through Friday, the Forum will provide a parking permit that must be displayed on the dashboard of vehicles at no charge.

What are the Forum's hours of operation?

The Forum is available for events year-round. For events that take place between midnight and 6:00 a.m., an “After Hours” fee of $100 per hour will cover the costs of having an event specialist on site.

Is there a list of approved caterers?

You can use any caterer you wish in the Forum Building. You can make catering arrangements for your event, or one of our event coordinators will be happy to work with caterers on your behalf. However, all beverages must be purchased from the Forum.

Do you permit food and beverages in the meeting spaces?

All beverages must be purchased from the Forum. Any caterer may be used for food service at the Forum. 

Do you provide beverage services?

The Forum offers beverage services, which include coffee, iced tea, and bottled water. Please note that all beverages must be purchased from the Forum.

Do you permit food and beverages in the meeting spaces?

Food and beverages are allowed in the rooms. All beverages must be purchased from the Forum. Any caterer may be used for food service at the Forum. 

Is the Forum Building ADA-accessible?

All areas of the Forum Building meet ADA accessibility guidelines.

Email conferenceservices@ou.edu or call (405) 325-4318 to request an accommodation based on need.

How do I reserve space in the Forum Building?

Fill out the Room Reservation Request

The deadline for submitting any reservation is three full working days before the event (e.g., If an event is planned for Monday, the request must be submitted no later than 5:00 p.m. the Wednesday before). Details on how to reserve space are listed below:

• University Departments and Non-University groups may request space up to two years in advance. Requests for future reservations may be submitted immediately following the conclusion of the event during the current year.
  • Reservations scheduled more than one year in advance may not be guaranteed set pricing, including rooms, equipment, and staffing fees. The fee schedule is subject to change each fiscal year and will be set on the date one year prior to the scheduled event. 
  • Reservation requests more than two years in advance will require approval from the Forum and Conference Services Director
  • Reservations may be made through the Forum Virtual Booking website or by contacting Forum Reservations at conferenceservices@ou.edu or 405-325-4318
• Registered Student Organizations may request reservations for the Fall Semester beginning on April 15 and for the Spring and Summer Semesters beginning on November 15.   
  • Reservations should be made through the Forum Virtual Booking website or by contacting Forum Reservations at conferenceservices@ou.edu or 405-325-4318

Is an event agreement or deposit required to reserve the space?

The Forum does not require a signed event agreement for room reservations made by University and Non-University groups. University Departments and Registered Student Organizations are required to provide a current Chartfield Spread for billing or alternative payment arrangements upon reservation. A deposit is not required to reserve space for clients in good financial standing.

When will I receive my bill?

The Forum sends invoices each month for non-university events. However, if you want to pay for your reservation or receive your bill before your event, we will gladly provide an invoice before our monthly billing. The Forum will initiate a cost transfer for University departments and provide documentation monthly.

Are there hotels onsite?

The Forum does not have hotels on site; however, we will gladly work with you to determine the best hotel(s) for your event.

What is the Forum's alcohol policy?

Alcoholic beverages may be served only by a licensed liquor handler. The serving of alcoholic beverages must comply with Oklahoma State Statutes. Alcoholic beverages will not be served to individuals under the age of 21.

1. No alcoholic beverages may be brought into the Forum Building by the organization or guests under any circumstances.
2. Serving alcoholic beverages will be terminated no later than 45 minutes prior to the conclusion of an event.
3. Neither the organization nor its guests will be allowed to consume alcoholic beverages outside of the space rented for the event, including restrooms and spaces rented by other organizations.
4. Under no circumstances will alcoholic beverages be permitted in outdoor spaces.

All campus-affiliated student organizations and all students who are currently enrolled at the University of Oklahoma or are pre-enrolled for subsequent semesters and have attended the institution for at least one semester in the current or past academic year are responsible for following applicable federal, state, and local laws, the Student Rights and Responsibilities Code and the Student Alcohol Policy. At its sole discretion, the university reserves the right to require a security guard for which the organization would be liable for the charges.