Room Reservations

General Information

Only OUHSC Faculty and Staff are eligible to reserve rooms/areas. Students wishing to reserve a room must have a faculty/staff contact who is willing to reserve the room and assume responsibility. Non-affiliated users must obtain permission from Library Administrators before being eligible to use Library facilities.

Contact staff at the 3rd floor Service Desk to unlock or lock a room. For the Auditorium (299) go to the 2nd floor Circulation Desk.

The Library conforms to the Guidelines for a Drug Free Work Place.

OUHSC is a tobacco-free campus. The policy applies to every person on any University of Oklahoma campus, including visitors, faculty, staff, volunteers, students, alumni, contractors, and service representatives. The policy includes all OU-owned, leased, rented, or maintained property, including, but not limited to: buildings, facilities, sidewalks, roadways, parking lots, and grounds. The policy also includes all University owned, leased, or rented vehicles. For more information, click to review the OU Tobacco-Free policy.

Persons reserving rooms must be responsible for returning the room to its original state by turning off equipment and lights, shutting and locking doors, and returning keys.

Information Needed to Reserve a Room

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You'll need to provide the following information when using one of the methods listed below to make a reservation.

  • Room Requested
  • Date(s) and time needed
  • Name of event
  • Number of attendees
  • Type of event (meeting, conference, teleconference, videoconference, class, workshop, reception, fair, social)
  • Name of person using room
  • Name of person making reservation (if different)
  • Department
  • Phone
  • Email
  • List of equipment needs
  • Is this a food function? If so choose which one: break or lunch/dinner
  • Example

  • Auditorium
  • 10:00-12:00 on 3/5/08 (Wed), 4/15/08 (Thurs), 5/21/08 (Wed)
  • Vaccination Policies
  • 15 attendees
  • Videoconference
  • Ginger Snap
  • John Doe (Contact)
  • Dept of Health and Well Being
  • 271-0000, x12345
  • John-Doe@ouhsc.edu
  • Computer project and laptop
  • No Food
  • How to Reserve a Room

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    Please consult the remainder of this document for general information.

    Reservations can be made using one of the following three methods described below which need to include information outlined in the Information Needed to Reserve a Room section:

  • Reservation Form
  • Using Meeting Maker in Outlook
  • Email
  • Reservation Form (online form)

    Use the Meeting Maker in Outlook (Auditorium-299, Faculty Atrium, 489, Lobby, Patio, PCLab, Molly Shi Boren Garden)

  • Open/busy times can be viewed by creating a meeting with the room.
  • These are listed as resources in Outlook (LIB299, LIB489, LIBLOB, LIBPAT, PCLAB, Garden, Molly Shi Boren).
  • Create a meeting between the requester and the room only. Don't include other recipients as information for the reservation needs to be included in the notes and is for Library use.
  • Email the Department (Methods above are preferred)

  • LIB299, LIB489, LIBLOB, LIBPAT, Molly Shi Boren Garden - Bird Library Administration (bhsladm@ouhsc.edu). For questions not answered on the website call 271-2285, opt.5 or x48755.
  • PCLAB - Bird Library NPM Computing (bhslnpm@ouhsc.edu). For questions not answered on the website call 271-2285, opt.6 or x48756.
  • Reservation Confirmation

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    An email confirmation will be sent to the individual making arrangements. You will be notified if the requested room is not available.

    Although the Library will make every attempt to honor the room reservation, please be aware circumstances beyond our control may arise that require you to find an alternate location.

    Reservation Cancellation

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    If the requestor needs to cancel a reservation they need to send an email to Administration at bhsladm@ouhsc.edu; for the PCLAB email bhslnpm@ouhsc.edu.

    Room Access

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    A key to the Auditorium (299) is available at the Circulation desk on the second floor. A key for room 489 is available at the third floor Service Desk (anytime) or in Library Administration (Rm. 378), 8-5 p.m., M-F.

    Time Scheduling and Equipment

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  • Schedule 30 minutes before and after the actual event time if audio visual (AV) equipment set-up/removal or other setup is needed.
  • Arrangements for AV equipment need to be made at the time of the reservation request. This includes telephone, white board markers and eraser, video conference equipment use, laptop(s), etc.
  • Special AV Equipment needs for the Auditorium (299) can be arranged through Television Services (271-2318).
  • Parking

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    Any event held in the Library Auditorium (299), Room 489, Patio and/or Lobby will require that parking arrangements be made at least 7 days in advance of the scheduled event by emailing OUHSC Parking Services at Parking@ouhsc.edu. Alternate parking facilities will be arranged according to availability.

    Parking for all events held in Library is on the south side of the Harold Hamm Oklahoma Diabetes Center (HHODC) at 8th and Lincoln. The campus shuttle system has a pick-up/drop-off location on the East side of the parking at HHODC (stop 6). Stops 10 and 11 on the route are the closest to the Library.

    On campus participants are expected to walk or use the campus shuttle bus system.

    Unauthorized vehicles in the J-Lot will be ticketed.

    Podium and Sound (Lobby Use Only)

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    A standing podium is available for use in the Lobby area.

  • One can be reserved at the time the Lobby reservation is made and bears the seal of the University of Oklahoma.
  • If audio is needed (mic and speakers) please contact the Biomed Shop (x48315) to arrange for this.
  • The library has one table-top podium available equiped with a microphone and speakers.
  • Tables

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    A limited number of tables are available in the Library. The requesting department is responsible for setting up and taking down tables that are utilized.

    Chairs and tables needed for larger events will require the requestor to make arrangements through a third-party vendor.

    Table arrangement in 489 is handled by the requestor

    Food

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    If you are planning an event involving food, arrangements need to be made for someone to be present at time of delivery. If food is to be served, the Library will notify custodial services.

    Prior to leaving, all food items are to be removed and all trash is to be deposited in the trash cans provided.