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Facility Rental + Use Information

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FACILITY RENTALS or RESERVATIONS

Studio Guidelines and Reservations


For studio use, submit a request through OU Reservehttps://ems.ou.edu/EmsWebApp/

SUMMER 2021 CAMP GUIDELINES

SUMMER 2021 CAMP GUIDELINES

Questions about facility rental, pricing and insurance requirements can be addressed by email to Garry Armstrong or phone (405) 325-3053.

Third parties and/or OU colleges and departments that wish to host summer camps on the OU Norman campus during the 2021 summer period must adhere to the following guidelines:
● Day Camps Permitted: Day Camps may be hosted on the OU Norman campus from June 7, 2021 through August 8, 2021. Overnight stays (on-campus or off-campus organized group lodging) will not be allowed.
Camps may begin no earlier than 6 a.m. and must conclude by 9 p.m. each day.
● Camp staff and attendees must at all times observe the university’s COVID-19 protocols including masking, social distancing and COVID-19 capacities. It is the responsibility of the camp to provide fabric or disposable surgical-style masks that cover the nose and mouth to camp staff, participants and participants’ guardians. OU staff will be present to monitor adherence to protocols. These protocols are subject to change following local, state and CDC guidance.
● Required Minors on Campus Training: Camps that host any minors or have staff/volunteers who are minors (one or more individuals under the age of 18) must adhere to the university’s Minors on Campus Policy.
    o All camp staff MUST complete the university’s minors on campus training (30-minute online course) and submit all required forms. For more information on the minors on campus policy and training, please visit https://www.ou.edu/web/landing/policy
    o OU employees assisting with university-sponsored summer camps must complete the Minors on Campus training through the university’s OnPoint learning management system.
    o Please contact the Office of Enterprise Risk Management at minorsoncampus@ou.edu for more information on training and required forms.
● To reserve space on campus, all initial summer camp scheduling requests and inquiries MUST be directed to the Campus Scheduling office.
● Any dining/food needs must be fulfilled through OU Food Services or contracted university vendors.
● Camps not observing all applicable university guidelines will be asked to leave campus without a refund.

Sarkeys Fitness Center and other areas

The Sarkeys Fitness Center is available for rental for many types of events. Typically, events in the Sarkeys Fitness Center range from Soonerthon to Camp Crimson to national sports tournaments. The administration will make every effort to accommodate requests for the facility, but ultimately, the mission of the university must be maintained. 

Organizations that contract with Fitness and Recreation will have a few items that are mandatory to ensure the best possible experience for both parties. Contracted events using Fitness and Recreation facilities, are required to have one of the following Registered/Certified persons ON STAFF and ON THE PREMISES AT ALL TIMES; Doctor, Nurse, Emergency Medical Technician, Sports Trainer, or another person approved by Fitness and Recreation.

Organizations that rent the Sarkeys Fitness Center may be required to have liability insurance that covers the event and names the university as a CERTIFICATE HOLDER. Questions about facility rental and insurance requirements can be addressed by email to Garry Armstrong or phone (405) 325-3053.

Click here for the area descriptions.

Minors Best Practice (pdf) (Please refer to this document for events involving minors)

Set-up/Clean-up

Users that program multiple activities for the event will need to provide scheduling of events. Facility staff will be assigned to the event to maintain the integrity of the facility, that policy and regulations are followed and troubleshoot any issues with the facility and/or equipment. The Sarkeys Fitness Center takes great pride in providing a safe, clean and healthy environment for the membership and event visitors. We maintain a level of cleanliness to help users enjoy their time in the facility. We will take care of all normal activities from setting up the facility for users and sweeping the courts for safe play.

Here are the top ten lists for programmers to know prior to the actual event.

Items 1-5 are things needed for determining contract amounts and notification of charges. It is helpful to know what the camp needs to avoid last minute changes in space, equipment and rental fees. Items 6-10 are preventative tips to assist your camp with problem areas that can affect your camp, staff and participants.

  1. Specific dates with the times the facility will be used per day (Mon. 8 a.m.-10 p.m., Tues. 8 a.m.-1 p.m., etc.).
  2. What areas the event will need to use (Basketball courts, activity room, classroom, etc.).
  3. Equipment needed for the event (balls, stopwatches, cones, etc.).
  4. Facility equipment (scoreboards, tables, chairs, etc.).
  5. Special needs (food and beverage area, specific court markings, number of football fields, or taped lines in the Sarkeys Fitness Center).
  6. Have enough copies for your staff and one to give Sarkeys Fitness Center Staff. (Do not use the SFC as a copy center.)
  7. Make sure a trainer can be on site at all times while participants are using the facility. (Even during the meal breaks campers may not recreate or play games unless a trainer is present.)
  8. Check in and out with the Sarkeys Fitness Center Staff member every day. At arrival and departure, event should contact the Sarkeys Fitness Center Staff when they arrive and depart.
  9. Participants MUST be under direct supervision of a Staff member. If the event includes minors as participants, user must follow the Minors on Campus policies. (Preferably someone other than trainer.)
  10. Control and/or supervision of visitors. (Parents and siblings or other under age children. This is a major issue that cannot be dismissed.)