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Policies & Procedures

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Policies & Procedures

All events or activities taking place on the University of Oklahoma Norman campus must adhere to the Facility Use Policies as described below. Click your appropriate link to view the related policies.



Registered Student Organizations (RSOs)

All RSO events must comply with the Facility Use & Solicitation Policy for University Departments, Registered Student Organizations and Individual OU Students.


In addition to the below, please follow all COVID-19 Registered Student Organization policies as found on the below button

RSO COVID-19 Policies

RSO event times should adhere to the Co-curricular Involvement Policy (pdf).

OU expressly reserves the right to require that (1) any event end at an earlier time, given considerations of safety, crowd control, weather, noise, and potential disruption of favorable community relationships, and (2) the event ends or is canceled, as provided for in these procedures.

RSOs are permitted to publicize on campus through advertising, chalking, banners and temporary stake signs with the below guidelines. Any publicity, as outlined in the full Facility Use Policy University Departments, Registered Student Organizations and Individual OU Students, by an RSO or individual student to be posted or displayed must be submitted to Student Organization Services by completing the RSO Publicity Request form through OU Engage. Further information for on-campus publicity can be found on the Student Life website.

In accordance with the Americans with Disabilities Act, all printed materials that announce an event or program, including invitations, news releases, fliers and newsletters, must include information to offer accommodations. An appropriate phrase to offer accommodations is: “Accommodations on the basis of disability are available by contacting (name, address, phone) by (date).”

Submit Publicity Request



Advertising

Advertising must not begin until reservation of the facility, if required, has been confirmed. Materials may not improperly contain University trademarks, logos and tradenames or otherwise violate University policy. If the materials are printed in a language other than English, Student Organization Services should be provided with an English translation to assist in this determination. All advertising, promotional or informational material designed for display on any surface is restricted to permanent bulletin boards inside or outside University buildings unless there is prior approval from Campus Scheduling. 



Chalking

Chalk colors are limited to white or yellow and the use of spray chalk, fixatives (hair spray or otherwise) and adhesives is prohibited. RSOs/individual students violating this policy will be required to immediately clean-up the chalking or charges may be assessed through OU Facilities Management for clean-up and may be subject to disciplinary action through the Student Rights and Responsibilities Code.



Banners

Banner space is available only on the South Oval and may hang for a maximum of 5 days including weekends. Banners left after the 5-day period will be removed at the expense of the RSO. For more information on the use of temporary banners and outdoor signage see The University of Oklahoma Norman Campus Temporary Outdoor Banner and Sign Policy (pdf).



Temporary Stake Signs

Limited use of temporary stake signage will be allowed for the RSO. Approval must be obtained through Campus Scheduling. Guidelines include

  1. The quantity of temporary stake signs that may be placed on campus for any one event is limited to 50 signs.
  2. Stake signs should not be placed in landscaping beds or damage landscaping in any way. 
  3. Stakes for temporary signs must be no longer than 10 inches to prevent damage to underground irrigation systems and utilities.
  4. Approved temporary signs may remain on for a maximum of 7 days.
    1. Temporary signs remaining on campus beyond this time may be removed at the expense of the sponsoring organization or department.
  5. Reserving parties are responsible for monitoring their temporary signs during the display period. It is the reserving party's responsibility to remove damaged signs or debris caused by signs.
  6. No signs may be displayed on the south oval during homecoming week.

Tabling procedures may be updated and/or changed at any time

Tabling Activities

  • Indoor tabling is not permitted at this time.
  • Tabling for the Fall 2020 semester will begin on Sept. 8, 2020.
    • There will be a two-week rolling review of the maximum number of tabling opportunities we can provide.
  • Tabling is ONLY permitted in the following outdoor locations: OMU Courtyard & South Oval. 
  • Tabling must be booked using the OU Reserve system no later than three days in advance of the tabling date.
  • No rain location can or will be provided. In the case of rain, clients will need to contact Campus Scheduling to reschedule.
  • Non-essential visitors are not allowed on campus. Tabling participation from reserving party must be limited to university community only. 

Safety Procedures – Tabling

Safety precautions for tabling activities will mirror precautions for meetings and events, COVID-19 Safeguards for Space, Events, And Travel.

  • Always maintain 6 feet distance between other members of the reserving party as well as those who are visiting the table. 
  • OMU Courtyard table locations will be provided 8’ tables in a conference style setup for the reserving party to better define the physical space.
  • Groups reserving tabling space on the South Oval should use tables or a combination of tables and visual markings to define space. Tables may be rented from Facilities Management.
  • Masks must be worn at all times by the reserving party and participants, in accordance with the University Mandatory Masking Policy.
  • A maximum of two people per reserving party may be at the tabling space at any one time. Reserving party must stay behind the table.
  • Handouts should be limited as much as possible. It is suggested to utilize contactless information transfer (QR codes, etc.) that can be scanned by participants in order to capture the reserving party’s promotional information.
    • If necessary, adjusted flyer and promotional item distribution is allowed under the following conditions:
      • Gloves are encouraged to be worn by the reserving party for the duration of the tabling period.
      • Any giveaway items to be passed out should be pre-packaged and/or sanitized.
        • Items should not be handled by multiple individuals after being sanitized
      • Act of distributing items should be contactless, meaning items will not be handed directly to participants.
      • Items should be left on the end of the table nearest participants to allow for easy pick up.
  • Homemade food sales or giveaways are strictly prohibited.

RSOs may reserve space on campus as described here.

Events of this nature require extensive coordination throughout campus and may also involve the City of Norman and potentially the federal government, depending on the location. RSOs considering such should follow the Guidelines for Reserving Facilities for Runs, Biathlons, Triathlons, Walks, Bicycle and Wheelchair Races (pdf).

There are 2 pre-approved routes on university grounds. Click below to view the different routes.

Solicitation shall be prohibited on campus except for solicitation by university departments, RSOs or branches of the SGA which may occur in conjunction with regular student activities and campus events with the approval of the director of Student Life, or where in conjunction with vendor or licensing agreements with the University.

  • Assuming the event is permissible under this policy, a Solicitation Request must be submitted to Campus Scheduling (3) three working days prior to the event.
  • RSOs shall follow basic policies for revenue-producing activities.
  • The University has a Payment Card Industry Data Security Standard (PCI DSS), as well as an approved campus standard that all University entities must adhere to when depositing funds into University accounts. In addition, any approved officers undertaking this responsibility will be held accountable for any security breach.
  • All RSO funds must be deposited upon receipt, in the appropriate account in accordance with state laws.
  • All RSOs using indoor or outdoor campus facilities for approved fund-raising purposes will be required to pay a solicitation fee, even when utilizing public places. Payment must be received by Campus Scheduling three business days before the day of the scheduled event.
  • Areas for solicitation by the Reserving Party must be approved by Campus Scheduling.

Fundraising for political candidates is not allowed in or on University facilities.

Unless otherwise permitted (e.g. fundraising for student organizations, University-related vendor/licensing arrangements) University facilities or properties may not be used for personal profit or gain.

Submit Solicitation Request Form

A Special Event is defined as any activity proposed to take place on University property which alters the property’s ordinary use and/or involves the erecting or placement of tents, structures, platforms, inflatables, fixed equipment, automotive vehicles, aircraft, or other mobile craft in an effort to assemble persons for the purposes of live entertainment/performances, celebrations, attractions, participation, races, walks, runs, parades, fairs, festivals, rides, competitions, sponsored outdoor catered events, and similar occasions.

Events that contain any of the following: third parties, contracts, large structures or inflatables, animals, an outdoor space larger than 10’x10’, or other risk factors, will need to complete a Special Events Request Form, no later than 15 days prior to the event, unless otherwise approved by Campus Scheduling or Director of Risk Management. All relevant information for the event shall be provided in the application. Any additional information requested by an appropriate University authority shall be provided upon request.

No RSO shall conduct a Special Event without submitting a completed application and receiving approval from the University. The University reserves the right to cancel any event that has not complied with any of the provisions of the special event policy or any aspect of the application process

Submit Request Form



University Departments

All University Department events must comply with the Facility Use & Solicitation Policy for University Departments, Registered Student Organizations and Individual OU Students.

Normal schedule times will be 7:00 a.m. to 10:00 p.m., Monday through Saturday unless otherwise approved or required by the Facility Coordinator and Campus Police. 

OU expressly reserves the right to require that (1) any event end at an earlier time, given considerations of safety, crowd control, weather, noise, and potential disruption of favorable community relationships, and (2) the event ends or is canceled, as provided for in these procedures.

RSOs may reserve space on campus as described here.

University departments are permitted to publicize on campus through advertising, chalking, banners and temporary stake signs with the below guidelines. Any publicity, as outlined in the full Facility Use Policy University Departments, Registered Student Organizations and Individual OU Students, by an RSO or individual student to be posted or displayed must be submitted to the Campus Scheduling office, scheduling@ou.edu, for approval.

In accordance with the Americans with Disabilities Act, all printed materials that announce an event or program, including invitations, news releases, fliers and newsletters, must include information to offer accommodations. An appropriate phrase to offer accommodations is: “Accommodations on the basis of disability are available by contacting (name, address, phone) by (date).”

Submit Publicity Request



Advertising

Advertising must not begin until reservation of the facility, if required, has been confirmed. Materials may not improperly contain University trademarks, logos and tradenames or otherwise violate University policy. If the materials are printed in a language other than English, Student Organization Services should be provided with an English translation to assist in this determination. All advertising, promotional or informational material designed for display on any surface is restricted to permanent bulletin boards inside or outside University buildings unless there is prior approval from Campus Scheduling. 



Chalking

Chalk colors are limited to white or yellow and the use of spray chalk, fixatives (hair spray or otherwise) and adhesives is prohibited. OU Departments violating this policy will be required to immediately clean-up the chalking or charges may be assessed through OU Facilities Management for clean-up.



Banners

Banner space is available only on the South Oval and may hang for a maximum of 5 days including weekends. Banners left after the 5-day period will be removed at the expense of the OU Department. For more information on the use of temporary banners and outdoor signage see The University of Oklahoma Norman Campus Temporary Outdoor Banner and Sign Policy (pdf).



Temporary Stake Signs

Limited use of temporary stake signage will be allowed for OU Departments. Approval must be obtained through Campus Scheduling. Guidelines include

  1. The quantity of temporary stake signs that may be placed on campus for any one event is limited to 50 signs.
  2. Stake signs should not be placed in landscaping beds or damage landscaping in any way. 
  3. Stakes for temporary signs must be no longer than 10 inches to prevent damage to underground irrigation systems and utilities.
  4. Approved temporary signs may remain on for a maximum of 7 days.
    1. Temporary signs remaining on campus beyond this time may be removed at the expense of the sponsoring organization or department.
  5. Reserving parties are responsible for monitoring their temporary signs during the display period. It is the reserving party's responsibility to remove damaged signs or debris caused by signs.
  6. No signs may be displayed on the south oval during homecoming week.

For more information on the use of temporary stake signs see The University of Oklahoma Norman Campus Temporary Outdoor Banner and Sign Policy (pdf).

Tabling procedures may be updated and/or changed at any time

Tabling Activities

  • Indoor tabling is not permitted at this time.
  • Tabling for the Fall 2020 semester will begin on Sept. 8, 2020.
    • There will be a two-week rolling review of the maximum number of tabling opportunities we can provide.
  • Tabling is ONLY permitted in the following outdoor locations: OMU Courtyard & South Oval. 
  • Tabling must be booked using the OU Reserve system no later than three days in advance of the tabling date.
  • No rain location can or will be provided. In the case of rain, clients will need to contact Campus Scheduling to reschedule.
  • Non-essential visitors are not allowed on campus. Tabling participation from reserving party must be limited to university community only. 

Safety Procedures – Tabling

Safety precautions for tabling activities will mirror precautions for meetings and events, COVID-19 Safeguards for Space, Events, And Travel.

  • Always maintain 6 feet distance between other members of the reserving party as well as those who are visiting the table. 
  • OMU Courtyard table locations will be provided 8’ tables in a conference style setup for the reserving party to better define the physical space.
  • Groups reserving tabling space on the South Oval should use tables or a combination of tables and visual markings to define space. Tables may be rented from Facilities Management.
  • Masks must be worn at all times by the reserving party and participants, in accordance with the University Mandatory Masking Policy.
  • A maximum of two people per reserving party may be at the tabling space at any one time. Reserving party must stay behind the table.
  • Handouts should be limited as much as possible. It is suggested to utilize contactless information transfer (QR codes, etc.) that can be scanned by participants in order to capture the reserving party’s promotional information.
    • If necessary, adjusted flyer and promotional item distribution is allowed under the following conditions:
      • Gloves are encouraged to be worn by the reserving party for the duration of the tabling period.
      • Any giveaway items to be passed out should be pre-packaged and/or sanitized.
        • Items should not be handled by multiple individuals after being sanitized
      • Act of distributing items should be contactless, meaning items will not be handed directly to participants.
      • Items should be left on the end of the table nearest participants to allow for easy pick up.
  • Homemade food sales or giveaways are strictly prohibited.

Solicitation shall be prohibited on campus except for solicitation by university departments, RSOs or branches of the SGA which may occur in conjunction with regular student activities and campus events with the approval of the director of Student Life, or where in conjunction with vendor or licensing agreements with the University.

  • Assuming the event is permissible under this policy, a Solicitation Request must be submitted to Campus Scheduling (3) three working days prior to the event.
  • The University has a Payment Card Industry Data Security Standard (PCI DSS), as well as an approved campus standard that all University entities must adhere to when depositing funds into University accounts. In addition, any approved officers undertaking this responsibility will be held accountable for any security breach.
  • Areas for solicitation by the University department must be approved by Campus Scheduling.

Fundraising for political candidates is not allowed in or on University facilities.

Unless otherwise permitted (e.g. fundraising for student organizations, University-related vendor/licensing arrangements) University facilities or properties may not be used for personal profit or gain.

A Special Event is defined as any activity proposed to take place on University property which alters the property’s ordinary use and/or involves the erecting or placement of tents, structures, platforms, inflatables, fixed equipment, automotive vehicles, aircraft, or other mobile craft in an effort to assemble persons for the purposes of live entertainment/performances, celebrations, attractions, participation, races, walks, runs, parades, fairs, festivals, rides, competitions, sponsored outdoor catered events, and similar occasions.

Events that contain any of the following: third parties, contracts, large structures or inflatables, animals, an outdoor space larger than 10’x10’, or other risk factors, will need to complete a Special Events Request Form, no later than 15 days prior to the event, unless otherwise approved by Campus Scheduling or Director of Risk Management. All relevant information for the event shall be provided in the application. Any additional information requested by an appropriate University authority shall be provided upon request.

No University department shall conduct a Special Event without submitting a completed application and receiving approval from the University. The University reserves the right to cancel any event that has not complied with any of the provisions of the special event policy or any aspect of the application process

Submit Request Form



Non-University Groups

All Non-university group events must comply with the Governing Use of University Facilities for Non-University Purposes procedures.

Normal schedule times will be 7:00 a.m. to 10:00 p.m., Monday through Saturday unless otherwise approved or required by the Facility Coordinator and Campus Police. 

OU expressly reserves the right to require that (1) any event end at an earlier time, given considerations of safety, crowd control, weather, noise, and potential disruption of favorable community relationships, and (2) the event ends or is canceled, as provided for in these procedures.

The Use of OU's name, other than as a physical address, is prohibited in advertising, solicitation, or promotion of non-University activities. Promotional use of the OU name and identifying marks must be approved by the Coordinator of Trademark Licensing at 405-325-8203.

Non-university groups may reserve space on campus as described here.

Unsolicited sales door-to-door, office-to-office, or in open areas, by commercial groups or individuals for commercial or financial gain is not allowed. Permission for solicitation may be obtained from the Campus Scheduling Office.

Non-University groups may solicit through tabling space in the Oklahoma Memorial Union provided the product does not conflict with current university contracts and/or Oklahoma Memorial Union contracts or lease agreements. Tabling space on the first floor of the Union is available for the distribution of information, on a first-come, first-served basis. Tabling space shall be reserved through the Union Administrative Office and is assigned in the order requests are received. A daily rate will be charged for the space. Representatives must sign in at the Union Administrative Office upon arrival each day. Posters and/ or other materials, including literature, must be confined to the table 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 customer. Persons staffing the table must stay behind the table. Student organizations and University departments may not sponsor Non-University groups, contractors, vendors, or organizations. Soliciting or distributing information is not permitted in or around the Union without renting a table or room in the Oklahoma Memorial Union.

Contact the Oklahoma Memorial Union



Fronting

Registered student organizations or University departments may not serve as “fronts” for other groups in order to obtain free or reduced rates on meeting spaces for any outside organization or off-campus user. An outside organization event is one in which over 50% event attendees is comprised of off-campus people having no affiliation with the University. If fronting is discovered, non-university rental rates will apply.

University departments and student organizations may co-sponsor events with off-campus organizations in accordance with the following guidelines:

  • The event or meeting must be planned and managed by an OU registered student organization or University department. Members of the organization or department must also be the point of contact in communication with the Union Business Office.
  • A majority of those attending events scheduled by a student organization or University department are expected to be University of Oklahoma students, faculty or staff, or have a legitimate connection to the organization or University department.
  • The mission of the outside group relates to the on-campus group.

The managing department of the venue hosting the event will make the determination as to on-campus vs. off-campus sponsorship by considering the nature of the event, past experience with respect to similar events, type and the nature of attendees.