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Oklahoma State University Extension
Conference Center Usage Agreement
Oklahoma County OSU Extension wishes to maintain the highest quality and standards of the facility. In order to keep the facility clean
and maintained, OSU Extension asks each organization using the facility, to complete and sign the OSU Extension Conference Center
Usage Agreement.
Return completed form and event/meeting agenda to: [email protected]
Setting Up your Event/Meeting:
Organization Name/Meeting Name: _________________________________________________
Contact Person’s email: ___________________________________________________________
Oklahoma County Educator’s Name: ________________________________________________
Contact Name (day of event): ______________________________________________________
Contact Phone (day of event): ______________________________________________________
Meeting Date: __________________________________________________________________
Meeting Start & End Time: ________________________________________________________
Reservation Time (set up and clean up): ______________________________________________
Number of Expected Attendance: ___________________________________________________
Is event/meeting charging registration fee? Yes or NO
If you answered yes, please refer to the room fee structure for reservation charges.
Do you expect this event/meeting to be catered? Yes/No If yes, what time: ________am/pm
Caterers must be a licensed facility and if requested must provide copy of their current licenses.
Will you need kitchen area?
Yes/No
Will you need A/V Equipment? Yes/No If yes, check below what is needed.
_____ Laptop
_____ Sound System
_____ Microphone
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Official Use Only
Below room reservations will be determined by OSU Staff based on number in attendance and room availability:
Meeting Room Reserved:
_______ Pistol Pete
_______ Pistol Pete & Bullet
_______ President’s Hall
______ Bullet
______ All Rooms
Date and Time Received: __________________
Bring this form with you the day of event. You are responsible for completing the below checklist after
clean-up of the room you used.
(Information below line used for day of event)
Name of Meeting: _________________________
Date: _________________ Room assigned: _______________
Booking Party Responsibilities:
Trash (empty receptacles, replace liners, place trash in dumpster)
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Pistol Pete
Bullet
President’s Hall
All Rooms
_____________ (Initial)
_____________ (Initial)
_____________ (Initial)
_____________ (Initial)
Clean countertops
Clean sink
Sweep floors
Mop floor if needed
_____________ (Initial)
_____________ (Initial)
_____________ (Initial)
_____________ (Initial)
Kitchen
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Meeting Rooms
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Clean tables
Sweep or vacuum floors
Re-Arrange tables/chairs
_____________ (Initial)
_____________ (Initial)
_____________ (Initial)
Damages occurred if any:
__________________________________________________________________________________________________
________________________________________________________________________
Signature of responsible person: ____________________________________________
After hours if no Oklahoma County OSU Extension staff is available, please leave this form completed and signed at
the reception desk in conference center lobby.
Any failure to clean or damages that occur to facility and furnishings from an event will result in automatic billing
determined by cost of damage and/or cleaning service ($125) to the sponsoring organization or responsible party or
person. OSU Extension reserves the right to collect from any organization or responsible party or person for damages or
losses resulting from the use or misuse of the facility or equipment.
Check out confirmed by: ____________________________________ (Oklahoma County OSU Extension Staff)
Date: ________________ Time: ___________________am/pm
The Oklahoma State University Extension Conference Center is located on the Northeast Regional Health and Wellness
Campus (NERHWC) at 2500 NE 63rd Street, Oklahoma City, OK 73111. The conference center is located on the west side
of the campus. Parking is available anywhere on the campus except where marked “Reserved”.
OSU Extension reserves the right to determine which events are suitable for the OSU Extension Conference Center. All
events are subject to availability and approval.
Features & Amenities:
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250 combined seating capacity with projector, monitors, audio/visual equipment, sound system and podium
Smaller classrooms with monitors and audio/visual equipment, no sound system
Free Wi-Fi
Portable charging stations
Demonstration Kitchen with ice maker
Coffee pot available
Handicap accessible parking
The following conditions apply for usage of the OSU Extension Conference Center:
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Any failure to clean or damages that occur to facility and furnishings from an event will result in automatic billing
to the sponsoring organization or responsible party or person. OSU Extension reserves the right to collect from
any organization or responsible party or person for damages or losses resulting from the use or misuse of the
facility or equipment.
The sponsoring organization of an event/meeting hosted at the conference center is responsible for returning
the room’s furniture back to its original arrangement.
All equipment must be handled with extreme care – projectors, monitors, laptops, microphones, tables, chairs,
etc. Any damage to equipment, fixtures or furniture (including carpet) should be reported immediately to onsite event manager and documented on form. This expense will be paid by the sponsor organization or
responsible party or person.
Cannot be used for events that have an admission charge unless approved by director.
No children under the age of 18 are allowed in the building without adequate adult supervision. Please do not
allow children to run anywhere in the conference center or parking area.
OSU Extension is not responsible for items that are lost, damaged or stolen from the facility.
The conference center is closed for events on holidays when the OSU Extension Oklahoma County Office is
closed unless approved by the director.
Church services or political meetings are prohibited.
No candles, rice, birdseed, glitter, confetti, or other substances that can either stain or become embedded in the
carpet may be used inside the conference center.
The use of tape, glue, nails, staples, thumbtacks or any other type of adhesives on the walls, ceilings, door
frames, or other facility surfaces is prohibited.
Suspending material from the ceilings or light fixtures is prohibited. This includes, but is not limited to
decorations, displays or banners.
Materials used must be flame retardant.
Candle, oil lamps, incense, fire, chemicals are prohibited.
The use of loud speakers, microphones, or other noise making devices that interfere with other activities in the
building are prohibited. Amplified sounds need to be kept to acceptable levels.
No animals are allowed in the conference center. Guide or service animals as deemed necessary by ADA are
exempt.
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NERHWC is a smoke free and tobacco free campus. Therefore, these products are strictly prohibited.
No alcohol or use of illegal drugs are allowed in conference center or anywhere on the NERHWC. Therefore,
these products are strictly prohibited.
The possession of and/or discharge of firearms and/or explosives on NERHWC Campus is prohibited.
No property of the conference center may be removed from the building.
On behalf of, and as an authorized representative for the Organization, I agree to the conditions listed above for using
the OSU Extension Conference Center.
Signed:____________________________________
Date: _____________________________________