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Large Spaces

I. SPACE RESERVATION

Interior and exterior space adjacent to the Union shall be reserved through the Campus Scheduling office and is assigned in the order requests are received. Priority for use of the Union goes to University departments and active registered student organizations (RSOs). Any University department event requires the contact to be an active employee of the department and must be for official University business. Any RSO event requires the RSO representative to be an actively enrolled student space and must be for official University business. Events hosted by RSOs and/or University departments AND where a substantial percentage of the anticipated audience are OU students, faculty, or staff will be charged the respective RSO or University rental rates. All university groups should abide by the Fronting policy.

Events hosted by non-university organizations or hosted by a university organization where more than 50% of attendees are non-university individuals will be charged at the non-university rental rate.

Spaces referred to as “premium spaces” include the Molly Shi Boren Ballroom, Beaird Lounge, combined GRA Rooms (individual room usage of the Governors, Regents, or Associates rooms will not qualify) and Meacham Auditorium. Spaces referred to as “standard spaces” include all rooms not listed above as premium spaces.

The Union reserves the right to move any group to another space; however, every effort will be made to provide comparable space and services. The Will Rogers room may not be reserved before 5 p.m.

Additional A/V equipment will result in additional charges. Meacham Auditorium has a mandatory technician fee associated with the reservation of that space.

Academic Classes

Regular academic classes may not be held in the Oklahoma Memorial Union on the basis that the university assigns classroom space in designated classroom buildings for regularly scheduled classes; OMU facilities are reserved for gatherings which are not scheduled as regular class or academic activities. For-credit academic classes may request use of the Oklahoma Memorial Union on a temporary, emergency basis only. Written explanation needs to accompany the request showing that space was not available through room scheduling. Special requests require approval from the OMU Director.

1. RSO Premium Space Waived Fee Program

All OU Registered Student Organizations will also be able to take advantage of the OMU Premium Space Waived Fee Program that allows any RSO to make one (1) booking in an OMU Premium Space free of charge each fiscal year.

Steps to Utilize the Program:

1. A representative from the OU Registered Student Organization makes a booking for one of the OMU Premium spaces.
2. When the representative receives the email confirmation from the OMU Scheduling staff, there will be a link to the Waived Fee Program request form.
3. The representative may complete this form.
   1. After the form is completed, the fee will be waived and an updated confirmation will be sent to the Booking contact.
4. The OU Registered Student Organization's premium space waived fee is now used for that fiscal year. cannot be utilized for any other bookings for the remainder of the respective fiscal year term (July 1 - June 30).

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II. ADVANCED Event/meeting RESERVATIONS

The deadline for submitting any reservation is three full working days prior to the event (e.g.  If an event is planned for Monday, the request needs to be submitted no later than 5:00 PM the Wednesday before).

Details and timeframes for how to reserve different events are listed below.

1. University Events

University of Oklahoma departments may request for space beyond the current academic year for up to 2 years in advance. Requests for future reservations may be submitted immediately following the conclusion of the event during the current year.

• Requests for space beyond the current academic year will initially be recorded as tentative until the academic year of the reservation. Coinciding requests for the same space between University organizations for future reservations will be awarded on a first-come, first-served basis. Programs scheduled more than one year in advance may not be guaranteed set pricing for services including equipment fees and staffing fees. The fee schedule is subject to change each fiscal year.
• Space requests for more than 2 years in advance will require approval from the OMU Director or Associate/Assistant Director.
• Reservations must be made through the online OU Reserve platform.

2. RSO Events

Authorized representatives from Registered Student Organizations, in accordance with the Student Government Association policies, may submit requests for event space (excludes free weekly, recurring meetings and study halls) up to 1 year in advance.

• Student organizations may not reserve space in the Union during dead/finals week unless approval has been received from the Director of Student Life.
• Reservations must be made through the online OU Reserve platform.

3. RSO Recurring reservations (weekly meeting/study halls)

4. Walk-Up Reservations

Select spaces allow for day-of reservations via the digital screen near the entrance of each space. If the digital screen shows a Reserve Now button, this Reserving Party may use the digital screen to reserve/extend the space booking.

These spaces include the Alma Wilson Room, John Houchin Room, Louise Houchin Room, Presidents Room and Starbucks Conference Room.

5. Non-University Reservations

As space in the Oklahoma Memorial Union is in high demand, requests should be submitted as far in advance as possible. You can start planning your event in four ways:

• Fill out a Reservation request form.
• Visit one of our reservations staff in person at our office
  
• Email union@ou.edu
• Call our office at (405) 325-2121 and ask to speak to a reservationist about a new event

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III. PHYSICAL ARRANGEMENTS

The Union will supply podiums, chalkboards, and easels on a complimentary basis upon request. Additional A/V equipment, uplighting and pianos are available for rent. Pianos are tuned on a regular basis; however, customers may request that a piano be tuned at an unscheduled time for an additional fee.

Setup and equipment needs should be requested at least three 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. If equipment is not available, the customer will be notified. Equipment is for use inside the Oklahoma Memorial Union only (unless notified in writing by Union staff); equipment is not available for rental use outside of the Oklahoma Memorial Union.

Price quotations given for technical fees and/or audiovisual rentals more than three months in advance are subject to change.

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IV. Room Conditions and Times Available

Meeting rooms will be available approximately one-half hour before the scheduled event. The condition of all meeting rooms and multi-purpose rooms in the Union is checked before and after each event.

Furniture in any of the rooms should not be removed or rearranged. Any adjustments in room arrangements should be made through the Campus Scheduling office or the Building Manager by calling (405) 325-2121 during regular business hours and (405) 255-1294 after-hours and on weekends. Courtesy phones, available to contact Union staff, are located on the first floor at the north end in the foyer and at the south end near the elevator, on the second floor at the south end in front of Meacham Auditorium and in Beaird Lounge, on the mezzanine in the George Sutton Foyer, and on the third floor at the north end across from the Regents room.

Persons and organizations using the space are held responsible for leaving the room in the same condition in which it was found. RSOs and University departments may not sponsor outside groups, contractors, vendors, or organizations. Soliciting or distributing information is only permitted by reserving a tabling space or room and is not permitted elsewhere in or around the Union.

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V. Info Tabling Space

1. RSO & University Department 

Registered Student Organizations and University Departments can reserve a seven-foot table on the first floor of the Union. These tables are located in the central lobby, food court, and Crossroads area and are a great way to promote your organization to the OU community. Table reservations are free for Registered Student Organizations and University Departments. 

• Reservations must be made through the online OU Reserve platform.

2. Non-University Groups

Groups/businesses may only distribute flyers in the union from tabling spaces reserved through the Union Business Office and those persons distributing flyers must remain within three feet of their tabling space at all times and not obstruct walkways or other booths. 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. 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.

Non-University Groups may solicit in the Oklahoma Memorial Union by reserving a seven-foot table, provided the product does not conflict with current university contracts and/or Oklahoma Memorial Union contracts or lease agreements. Tabling is available on the first floor of the Union, on a first-come, first-served basis. Non-University Groups may reserve a table at the cost of $300 per day. 

• Groups/businesses distributing flyers on union grounds without tabling space (including the parking facility and exterior lawns and walkways) will be asked to desist and reported to OUPD if they refuse. The offending group may also be restricted from booking space in the union in the future. 

Reserve a Tabling Space

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VI. Sales/Fundraising

1. RSO & University Department 

RSOs and University departments may host Non-University vendors or contractors to sell merchandise when the organization or department reserves a room for official OU 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 and guest speaker is allowed to sell his book, or room may be reserved for a conference and supplemental conference materials may be sold).

All Non-University vendors and contractors must be pre-approved by the Campus Scheduling office. Any Non-University vendor or contractor may be asked to leave the Union at the Union Administration’s discretion.

Sales of food or beverages will not be permitted. As the Oklahoma Memorial Union is a State entity, no fundraising for political parties, campaigns, or candidates may take place in our facility. If the public at large (versus the University community) is invited to a political event, NonUniversity pricing must be charged, per IRS regulations.

2. RSO Solicitation Policy

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

3. Non-University groups

Non-University groups are allowed to sell merchandise only in designated areas as described in section V above.

• If tabling space is rented for solicitation, a daily rate will be charged for the space, and the vendor must sign in at the Union Administrative Office prior to setup on the first day of the sale.
• If a room is rented for solicitation, a daily rate or a percentage of the sale proceeds, whichever is greater, plus the room rental fee will be charged. The Union Administrative Office will monitor sales receipts on a daily basis, and the account will be settled on the last day of the sale. 

Special permission from the Union Administrative Office must be obtained for sale or distribution of food or beverages. The vendor will assume responsibility for the security of their merchandise. The vendor will pay sales tax and maintain documentation and records required by the State of Oklahoma. 

As the Oklahoma Memorial Union is a State entity, no fundraising for political parties, campaigns, or candidates may take place in the facility

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VII. DECORATING POLICY

All decorations must adhere to the Oklahoma Memorial Union and University of Oklahoma decorating policies. It is the intent of these policies to protect our customers by adhering to fire safety regulations. All decorations must be pre-approved by the Campus Scheduling office. Prohibited decorations/materials may not be used in interior or exterior spaces unless otherwise noted.

• The use of flammable materials, such as straw, hay and evergreens is prohibited.
• No torches or lanterns are allowed on Union premises, including exterior space.
• No crepe paper, tissue paper, paper ribbon, glitter or confetti can be used.
• Lighting devices using open flame, such as tiki lamps, oil lamps and torches are not allowed.
• Candles may be used if they are enclosed in a tip-resistant, noncombustible container, and the flame is ½” below the top of the container.
• Anything in an aerosol can is prohibited (Example: spray glue, spray paint, etc.).
• Fog machines/hazers are prohibited.
• No items can be attached to the walls or hung from the ceiling. The use of tape, nails, staples or tacks is strictly prohibited. Any damages to the building surfaces will result in a damage fee.
• Alteration of existing Union decoration is prohibited.
• If Union-owned decorations/materials are requested, there will be a fee for each item not returned or returned damaged or dirty.

Any violation of the above rules will result in a damage charge and/or loss of reservation privileges.

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VIII. Promotions

1. SIGNS AND POSTERS

Temporary signs and posters may be placed on the community bulletin board located on the first floor by Quiznos in the Union food court. The bulletin board will be cleaned on the 1st and 15th of each month. The Union will immediately remove signs placed on doors, glass, and walls. Damage to any Union building surface will result in a damage fee charged to the group or person.

If you are hosting an event in the Union, you may request an easel from the union to display your event information in the Union Lobby. Please coordinate with your union reservationist if you would like an easel to display your event information. Your poster/information should be delivered to room 428 of the Union on foam core or a display board (not poster board). 

• The digital displays and glass display cases in the Union are reserved for Union event information only and are not available for displaying other event information. 
• Posters/flyers posted without permission of the Union will be removed and the offending group may be restricted from booking space in the union in the future. 

2. Digital Screens

RSOs and University departments hosting events in the Union may submit promotional materials to be displayed on digital screens in the OMU. Due to the volume of requests, the Union Administrative staff have discretion over the frequency and content of OMU digital signage. Event publicity items will be displayed, in rotation, on the day of the event and, pending availability, up to 2 weeks before the event.

Digital Signage Request

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IX. Service Charges

1. MEACHAM TECHNICIAN

A Meacham technician is required during all times Meacham Auditorium is in use. An hourly fee will be charged for the technician.

2. Security Personnel

Security is required for student events that fall under the Student Affairs Open Social Event Policy (PDF). Security may also be arranged at the Reserving Party's request.

With respect to non-University events, typically security is required for proms or where deemed appropriate by the University in consultation with the requesting group and based on the nature of the facility requested (e.g. valuable art located in the facility), the type of use, the estimated size of attendance, the number of entry and exit points, and the facts and circumstances relevant to the use. 

All security must be arranged through the Campus Scheduling office. The Oklahoma Memorial Union will employ one security person per 50 people attending the function, at prevailing rates and the Union and/or OUPD's discretion. The organization or department will be charged for any fees involved. The Union reserves the right to require an additional number of security officers on the recommendation from OUPD for any event.

3. Overtime

A charge of $75 per hour will be applied to any group or function requiring the room(s) to remain open after 3 a.m., or any portion thereof (Example:  If you event ends at 3 a.m. or later, you will be charged the overtime fee).

4. Holiday Charges

There will be an additional 25% service charge applied to the total bill for events scheduled on official University holidays. A University holiday schedule is available in the Union Administrative Office upon request or can be found here.

5. Special service charges

Special service charges will apply in the event the reserved space requires an extra clean up, non-customary setup, or if the facility is damaged in any way. Charges will be assessed for excessive litter, and therefore, unusual cleanup caused by decorations and/or literature. Tape, nails or tacks cannot be put on any surface of the Union building. Any damage to any surface will result in a damage fee, and the offending item will be immediately removed.

6. PARKING CENTER

Access to the Parking Center is available 24 hours a day, seven days a week. Hourly rates apply during staffed hours. The Campus Scheduling office works in conjunction with the office of Parking & Transportation to make special arrangements for guest parking - hourly passes may be purchased or the entire garage may be rented. The Parking Center will be closed to the public on home football game days and when the Union hosts special events.

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X. Catering

Pursuant to existing contracts, University Catering provides exclusive catering services for the Union. No outside food or beverages are allowed. Violation of this policy will result in a fine and/or loss of rental privileges.

Arrangements for catering and refreshments must be coordinated through the Union Administrative Office at least five full working days prior to the event. Any catering price quotation given more than three months in advance may be subject to change.

1. STUDENT ORGANIZATION MENU

The Student Organization Menu is only available to active RSOs holding events in the Union. No deliveries outside the Union are provided with the student menu. Unless prior arrangements are made with the Campus Scheduling office, items from the Student Organization Menu must be paid with a student organization account purchase order, credit card (tax applied) or the organization’s checking account three full working days prior to the event. 

2. CATERING GUARANTEE

A final guarantee (number of attendees) for catered events must be given to the Campus Scheduling office three complete working days before the event. (Example: if an event is planned for Wednesday, the guarantee must be in no later than noon the Friday before. A final guarantee for events held on Monday must be given by noon on the Wednesday prior to the event.)

If no guarantee is received, preparations will be made for the total number estimated at the time the menu was ordered. The final charges will be for no less than the guaranteed number. If it is necessary to set up additional space at the time of the function, an added setup charge may be applied.

Any addition to the guarantee less than five full working days prior to the function will result in an additional charge of $1.50 per person.

3. CATERING CANCELLATION POLICY

Cancellations must be made two full working days prior to the event. Cancellation 25-47 hours prior to the event will result in a 30% cancellation fee based upon the final guarantee. Cancellation 24 hours or less prior to the event will be charged 100% of the order.

4. STATE AND FEDERAL TAXES

State and federal taxes will be charged when applicable.

5. CATERING OUTSIDE THE UNION

University Catering services are available outside of the Union and off campus in the Norman area. Charges will be assessed for deliveries on and off campus. 

6. DELAY IN SERVICE

An additional labor charge may be assessed if the serving time or departure time is delayed more than 30 minutes through no fault of the Union or University Catering. This will be figured on a per hour fee for the total number of staff covering the event.

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XI. Alcohol Service

Arrangements for alcohol service must be coordinated through the Union Administrative office at least two weeks prior to the event. Vendors must be approved by the Union Administrative staff.

The serving of alcoholic beverages will comply with the laws of the State of Oklahoma. Alcohol service will stop at midnight, and the license holder reserves the right to refuse alcohol service to any individual or group. Under the laws of the State of Oklahoma, no alcohol may be brought into or taken out of the building by a customer at any time. All applicable sales and mixed beverage taxes will apply.

Student organizations requesting alcohol service at events must follow the Student Affairs’ Student Alcohol Policy.

1. Alcohol at Student events

The following policies have been developed to ensure the responsible approach for the use of alcohol at events at the Oklahoma Memorial Union. Strict adherence of Oklahoma State law will be enforced by the approved vendor, OMU personnel, and security providers. Student organizations requesting alcohol service at events are subject to the University of Oklahoma’s Student Alcohol Policy

• The serving of alcoholic beverages will comply with the laws of the State of Oklahoma.
• No one under the age of 21 years will be served any alcoholic beverage.
• Anyone who is intoxicated or is demonstrating negative behavior will not be served an alcoholic beverage and may be asked to vacate the premises.
• An Event Registration form must be completed on the OU Engage platform.
• Events where alcohol is being served is restricted to Friday and Saturday nights.
• Arrangements for alcohol service must be made through the Campus Scheduling office. Requests for alcohol service must be made at least two (2) weeks prior to the event.
• All security must be arranged through the Campus Scheduling office. The Union will employ one person for every 50 people attending the event at prevailing rates. The Union may require an additional number of security officers for an event, at our discretion.
• Procedures for identification and determination of a student’s age will be performed by the hired security guard. This will be conducted in an area adjacent to but separate from the sale of alcoholic beverages.
• A driver’s license with a photo identification and birth date is required to obtain a wristband to purchase alcoholic beverages. The security guard may require an additional form of identification at his discretion.
• Wristbands will be applied immediately after proof of age is ascertained. Alcoholic beverages will not be sold to any one not wearing a wristband. Only guests with wristbands will be served alcoholic beverages.
• Guests may purchase only one drink at a time.
• No “all you can drink” or “open bar” events will be allowed. Cash bars only.
• Any group serving alcoholic beverages is required to provide non-alcoholic beverages and some type of food provided by University Catering.
• The consumption of alcoholic beverages will be contained to the area in which the event is occurring.
• The sponsoring student organization must designate a sponsor or advisor to supervise the event at which alcohol is served. This person must be at least 21 years of age, be responsible for the management of the event, and must be present at all times. The designated person must check-in with the bartender before the event starts and once each hour for the duration of the event.
• The sale of alcoholic beverages will end 1.5 hours before the event is scheduled to end or by 12 a.m., whichever comes first.
• Under no circumstances may publicity mention the serving of alcoholic beverages.
• Special service charges will apply in the event the reserved space requires an extra clean-up, non-customary set-up, or if the facility is damaged in any way.

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XII. PAYMENT OF SERVICE

A purchase order or full payment of the total estimated cost of the function is required three full working days in advance of the event. Any additional charges for food, alcohol, technical fees, audiovisual rentals or damages not covered by an advance payment must be paid within 30 days after the function. 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.

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XIII. FACILITY CANCELLATION

1. RSO & University Department 

Reserved space must be cancelled by contacting the Union Business Office.

• A 72-hour notice of cancellation for non-premium spaces is necessary to avoid service charges. 
• For groups holding premium spaces, cancellations must be received at least 45 days prior to the event date.

Failure to cancel reservations in this time frame will result in charged rental fees.

When a group or individual does not utilize a room or table reservation and does not communicate to the Union Business Office in the timely manner described above, the group or individual has committed a “no-show”. Reserved space is considered abandoned after 30 minutes have passed from the scheduled start of the reservation and will result in a no-show. Upon the first no-show, the offending organization is subject to the following:

• A warning is issued for the first no-show of the semester and documented on the reserving group's account.
• A second no-show violation will result in suspension of the organization from reserving space in the Oklahoma Memorial Union for the remainder of the present semester.

The Campus Scheduling Office reserves the right to cancel a reservation if it conflicts with standard operating procedures or University, local, state, federal laws, policies and procedures regarding events on campus, or in case of an emergency

2. Non-University Groups

The person who reserved space must contact the Union Administrative Office to cancel a reservation. To receive a refund of any room deposit, notice of cancellation must be received 45 days prior to the event. If a room deposit has not been made, a 48-hour written notice of cancellation is necessary to avoid service charges. To receive a refund of any tabling space payment, cancellation must be received by the Union Administrative Office 48 hours prior to the scheduled date. If a tabling space reservation is canceled less than 48 hours before the scheduled date, the rental fee will not be refunded. The Campus Scheduling Office reserves the right to cancel a reservation if it conflicts with standard operating procedures or University, local, state, federal laws, policies and procedures regarding events on campus, or in case of an emergency.

3. CANCELLATIONS DUE TO INCLEMENT WEATHER

When the University is closed due to inclement weather, events in the Oklahoma Memorial Union will automatically be canceled. The Reserving Party will not be charged for food orders on inclement weather dates.

Every effort will be made by the OMU reservationists to contact groups that have events scheduled. The Reserving Party may also contact the union via email (union@ou.edu) or phone 405-325-2121 to speak to a reservationist or leave a voicemail message. Voicemail is checked by OMU staff on a regular basis throughout the day. If the event is rescheduled for a later date, the full rates for food will be charged for the rescheduled date’s event.

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XIV. Parking Center

Access to the Parking Center is available 24 hours a day, seven days a week. Hourly rates apply during staffed hours. The Campus Scheduling office works in conjunction with the office of Parking & Transportation to make special arrangements for guest parking - hourly passes may be purchased or the entire garage may be rented. The Parking Center will be closed to the public on home football game days and when the Union hosts special events.

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XV. LIABILITY

The sponsor shall be responsible for the activities and actions of their guests and agents. The sponsoring group is responsible for any and all damages. The Union reserves the right to inspect and control all functions. The Union will not assume responsibility for the damage to, or loss of, any merchandise or personal property. Activities taking place in the Union may not include unnecessarily risky activities for the safety of guests and preservation of Union resources; unnecessarily risky activities include any type of contact sport.

1. RSO

For RSO events, the advisor may serve as the sponsor. 

Some types of events require liability insurance. Please check with your advisor and review the Risk Management Policy for Student Organizations (PDF).

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Last Updated: March 15, 2023