OUHSC Administrative Policy
Section 124 – Procedures for the Use of University Facilities for Events Not Sponsored by the University of Oklahoma
1. The University of Oklahoma, as a constitutionally-created entity of the State of Oklahoma, may make its facilities accessible for use for public events that are not sponsored by the University, but which further the University's purpose or mission. However, the University has an obligation first to its students, faculty, and staff to accomplish its mission of higher education and second to the taxpayers of the State of Oklahoma to protect against property and casualty losses. Because the use of University facilities by others may impinge upon these obligations, these procedures are established to facilitate appropriate use and to minimize possible losses.
These procedures are established as a minimum standard for the use of University of Oklahoma Health Sciences Center (OUHSC) facilities for any non-University sponsored activities. Each facility may establish additional procedures as needed, but no facility may negate the following procedures.
2. University Purposes. Student clubs and organizations that are officially recognized by the OUHSC Student Affairs Office are considered a part of OUHSC for purposes of the use of OUHSC facilities; however, these recognized student clubs and organizations may not necessarily be provided liability protection by the State of Oklahoma for the event itself.
Non-University Purposes. Non-University sponsored activities are those organized and conducted by non-recognized student groups, community groups, local or national organizations, members of the public, and members of the OU community for non-University purposes, hereinafter referred to as “Others.”
Granting permission to use an OUHSC facility (including buildings, grounds, real and personal property) is the responsibility of the OU employee (hereinafter referred to as “Facility and/or Building Coordinator”).
OUHSC will neither grant nor deny permission to use its facilities for any reason that is in violation of constitutional standards or that discriminates on the basis of race, color, national origin, sex, sexual orientation, gender identity, gender expression, religion, disability, age, political belief, status as a veteran, or other impermissible basis.
The Facility Coordinator is responsible for ensuring compliance with these procedures and for obtaining a signed Agreement for Use of Facilities for Non-University Sponsored Activities when OUHSC's facilities are used by Others.
Permission for use of OUHSC facilities by Others may be extended when:
i. The use of the facility does not conflict or interfere with OU programs or functions previously scheduled.
ii. The use is appropriate to the nature and purposes of the facility and the University.
iii. The use does not violate any applicable federal, state, or local law or OU policy.
iv. The use will not place the facilities in unfair competition with private facilities or services elsewhere in the community in violation of applicable law.
v. The use does not place facilities, property, participants, equipment, or spectators above an acceptable level of risk of harm or disturbance, damage, or injury, as evaluated by the Facility Coordinator, the Chief of Campus Police, and the Health Sciences Center's Enterprise Risk Management Office. Campus Police officers are authorized to immediately cancel any campus event if, in their judgment, an unacceptable level or risk of harm or disturbance; damage; or injury to any facilities, property, participants, or spectators has been reached, at which point fees and/or deposits are forfeited.
vi. The User must pay all applicable fees.
5. Facilities Use Fees
OUHSC may charge User fees. It is the responsibility of the Facility Coordinator to ensure consistency and compliance with this requirement.
Note: While OUHSC may not necessarily charge a use fee, the Facility Coordinator must ensure that any additional costs arising from the event (including utilities and clean-up, service department support, equipment or technical support) are billed to and paid by the User.
A deposit may be required at the discretion of the Facility Coordinator. The deposit will be applied to any rental fees and/or toward any damages or assessments that may apply.
Generally, all fees and costs will be paid ten (10) University business days prior to use of the facility and will be included in the Agreement for Use of Facilities for Non-University Sponsored Activities. The Facility Coordinator will report all past due fees to Financial Services for collection proceedings if such fees have not been received within 45 days following invoicing.
Remit Facilities Use Fees to Financial Services, RP865, Room 560, or to the Facility Coordinator.
Scheduling for use of OUHSC facilities will be managed by the Facility Coordinator. The Agreement for Use of Facilities for Non-University Sponsored Activities will serve to confirm reservation of the facility, to outline all fees, and to constitute an agreement by the User to comply with the terms and conditions of these procedures and of those set forth in the Agreement.
The Facility Coordinator is responsible for providing written notification to OUHSC Police of all events scheduled in his or her facilities. Notice may also be provided to the Office of Public Affairs (325-1701). During the planning stages, Facility Coordinators may also check with this office to ensure that there are no possible scheduling conflicts with other facilities or activities.
7. Liability for User's Operations
The User should consider the purchase of a Comprehensive General Liability Insurance policy to insure its operations for the event (see Indemnification and Hold Harmless Clause in the Agreement for Use of Facilities for Non-University Sponsored Activities). In addition, the Facility Coordinator may, at his/her discretion, require proof of such insurance coverage from the User in advance of the event.
It is recommended that the Facility Coordinator require proof of insurance for public events.
If the Facility Coordinator requires such proof of insurance, then the User shall provide a $1,000,000 combined single limit (csl) Comprehensive General Liability Insurance Policy and name the Board of Regents of the University of Oklahoma as a certificate holder on the policy. If required, a Certificate of Insurance as proof of insurance must be sent to the Facility Coordinator, who will attach it to the signed Agreement.
8. Use of Multiple Facilities or University Services
It is possible that a User will need multiple facilities for a large event. In such an instance, Facility Coordinators for the various venues should coordinate with each other, with Enterprise Risk Management, and with the service departments to ensure that all procedures are followed and all contingencies are covered. In this manner, OUHSC is assured that proper control is in place and that no service providers will be left unpaid following the event.
9. Campus Police/Security Support
The need for police/security support in conjunction with any use of OUHSC facilities shall be determined by the Facility Coordinator and Campus Police based on the information provided in the Agreement for Use of Facilities for Non-University Sponsored Activities and any supplemental information provided by the User. Police/Security support shall be paid by the User. The use of police/security services from non-OUHSC sources shall be at the direction of Campus Police and at the expense of the User. Officers must be on site during the serving and consumption of alcohol, at the User’s expense.
10. Parking Support
Parking support should be coordinated through OU Parking and Transportation Services at 271-2020. Users must pay any additional fee for Parking Services paid directly to OU Parking and Transportation.
11. Support Services
On occasion, the use of facilities will require the services of the Department of Facilities Management; i.e., events requiring utility hook-ups, custodial services, trash disposal, hauling services, landscape requirements, and/or other special requests. The User must pay all charges for these services. The Facility Coordinator is responsible for coordinating these types of services with the Department of Facilities Management. The User is required to tie off bags inside trash receptacles for Custodial Services to dispose of following the event.
12. Equipment Support
Permission for use of equipment owned by OUHSC at the facility site may be granted at the discretion of the Facility Coordinator. Permission for use of research equipment, and the applicable fee schedule, will be coordinated through the Director/Chair over the applicable area and may require approval of the Office of Export Controls (325-5052).
13. Technical Support
Use of OUHSC personnel as technical support will be coordinated by the Facility Coordinator. The User shall reimburse OUHSC for all costs arising from the use of technical support.
14. Event Times
Normal schedule times for events are 7:00 a.m. to 10:00 p.m., unless otherwise approved by the Facility Coordinator and Campus Police. OUHSC 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 cancelled, as provided for in these procedures.
Levels of sound from amplification equipment shall not exceed noise levels specified by the City of Oklahoma City codes. Any use of sound amplification will be monitored by Campus Police. Responsible officials of OUHSC have the right to require that amplification systems be turned down or off entirely, if they determine that sound levels exceed specified levels or that the event is disturbing or disruptive to surrounding neighbors or to other activities on campus.
Distribution and consumption of food or drink is not allowed in auditoriums, classrooms, plazas, open areas, and other facilities without the express permission of the Facility Coordinator. Whenever permission is granted, the User shall obtain a temporary food permit if required by the State Health Department and the Oklahoma City codes.
No alcoholic beverages of any type shall be possessed or consumed by individuals in any OUHSC facility, unless such has been approved by and coordinated with the Vice President for Administration and Finance and Campus Police. The serving of alcoholic beverages shall be served only by a licensed caterer, who shall be responsible for checking IDs. The licensed caterer shall furnish proof of liability insurance ($1,000,000 combined single limit (csl) Comprehensive General Liability Insurance Policy with the Board of Regents of the University of Oklahoma as a Certificate Holder) for its operations to the Facility Coordinator at least five (5) University business days prior to the event. OUHSC may revoke the permission for serving alcohol if the proof of insurance is not received within the designated time. Campus Police officers must be onsite during the serving and consumption of alcohol, at the User’s expense.
17. Fire Prevention and Safety
Fire prevention and safety concerns are important issues that must be addressed by the Facility Coordinator prior to and during the use of facilities. The OUHSC Office of Building Code Compliance and Fire Protection Services enforces the State adopted fire and life safety codes. These codes specifically address special events and assemblies to include regulations concerning the means of egress, number of occupants at an event, types of decorations permitted, proper use and storage of compressed gases, and other potential fire hazards. These rules and regulations shall be followed during the use of facilities. Information on these requirements may be obtained from the OUHSC Office of Building Code Compliance and Fire Protection Services at 271-5522 ext. 5. Activities involving the use or storage of hazardous chemicals or other possible environmental hazards must be approved by the Environmental Health & Safety Office at 271-3000 prior to the event.
18. Outdoor Properties
Undeveloped outdoor properties have no rest room facilities, drinking fountains, lighting, or pay telephones. Users should plan for these contingencies when holding events outdoors. For information regarding the use of outdoor properties owned by OUHSC, contact Administration and Finance at 271-2399.
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 at OUHSC. Permission for solicitation must be obtained in advance from the Facility Coordinator.
The Use of OUHSC's name, other than as a physical address, is prohibited in advertising, solicitation, or promotion of non-University activities. Promotional use of the OUHSC name and identifying marks must be approved by the Coordinator of Trademark Licensing at 325-8547.
The User agrees to protect all property in the facility, to clean the facility within the designated time period and to the satisfaction of the Facility Coordinator, and to dispose of trash in the designated area. The User is required to tie off bags inside trash receptacles for Custodial Services to dispose of following the event. The User also agrees to keep all individuals in the designated areas, to be agreed upon in advance with the Facility Coordinator.
22. Tobacco and Firearms Policies
The User must agree to comply with OUHSC’s Tobacco-Free Policy and Firearms Policy.
23. Inspection of Site
Unannounced Inspection – At the discretion of the Facility Coordinator, the OUHSC Office of Building Code Compliance and Fire Protection Services, OUHSC Police Department, and/or an OUHSC employee may make an unannounced inspection of the facility during its use for purposes of monitoring compliance.
Event Inspection – OUHSC recommends that the User accompany the Facility Coordinator (or his/her designee) on an initial site inspection prior to the event in order to establish the condition and cleanliness of the facility. Prior to securing the site following the event's termination, the Facility Coordinator (or his/her designee) will fully inspect the facility to determine its cleanliness and/or any possible damage to the building or contents. This site inspection will include checking any unlocked rooms accessible to the User and his/her guests (such as restrooms, offices, and closets). OUHSC also recommends that the User accompany the Facility Coordinator on the final site inspection.
If the User and Facility Coordinator so agree, the final site inspection may be postponed to occur during regular business hours of the next University work day following the event, which may or may not occur after clean-up operations. If the User agrees to postpone the final site inspection, he/she agrees that any evidence of damage to OUHSC property found at the time of inspection shall be deemed to have been caused by the User or his/her guests and will be repaired by OUHSC at the User's and/or his/her insurance carrier's expense.
Any damage found by the Facility Coordinator during the inspection will be reported immediately to Campus Police and OUHSC Enterprise Risk Management, and costs arising from the repair of these damages will be reported to the User and/or his/her insurance carrier for payment.
Any costs for custodial, hauling, or maintenance services that are required to bring the site back to its original state of cleanliness and repair will also be billed to the User.
24. Use Agreement
The use of facilities shall be allowed only after all terms and conditions in these procedures have been met; the User has obtained any and all applicable permits, certificates, and licenses; and the User has signed the Agreement for Use of Facilities for Non-University Sponsored Activities. The signed Agreement for Use of Facilities for Non-University Sponsored Activities will be kept on file in the Facility Coordinator's office for a period of three years following the event. The Agreement for Use of Facilities for Non-University Sponsored Activities requires the User to indemnify and hold harmless the University for any damage, injury, or action that arises from the use.
For a copy of the Agreement for Use of Facilities for Non-University Sponsored Activities, click Facilities Agreement. There are certain requirements that must be a part of every written contract for the use of OUHSC facilities. Facility Coordinators may use the form or request an agreement tailored to meet their specific needs from the Office of Legal Counsel.
Any changes to the Agreement for Use of Facilities for Non-University Sponsored Activities Form or these Procedures require approval by the Office of Legal Counsel.
The Agreement for Use of Facilities for Non-University Sponsored Activities forms must be signed by an authorized representative of OUHSC approved by the Board of Regents.
25. Questions About the Procedures
Questions about these procedures may be directed to the Office of Enterprise Risk Management at 271-3287.
(Adopted 2-9-04; Amended 4-16-10; 10-20-10; 07-18-11)