Under the guidance of the Director of Athletics, the Oklahoma Athletics Hospitality Office coordinates all room reservations and services related to bookings for the Gaylord Family-Oklahoma Memorial Stadium. Since space in the OU Athletics facilities is in high demand, requests should be submitted as far in advance as possible using the Facility Usage Request Form located at the bottom of this page. Clients are encouraged to read through the Rental Policies listed below and to be as accurate and complete as possible when submitting their request.
The expert OAH staff is on call to answer all of your questions and to further assist you in planning your special event.
The University of Oklahoma Athletics Department is pleased that you have chosen our facility to host your event. Our staff has high standards for service and will work with you to make your event a success.
This material was produced by the OU Athletics Department to help patrons understand the guidelines that govern the use of Athletics Department facilities. All policies and prodcedures are subject to change.
Spaces within the Gaylord Family-Oklahoma Memorial Stadium are available on a first-request basis. All spaces are reserved for Athletics' use during football season (mid-August through mid-January). Per department policy, no events may be scheduled for the weeks that OU Football plays at home, and no events may be booked more than six months in advance. OAH is willing to discuss event requests that may merit special consideration. OAH reserves the right to move a group to another venue at any time where every effort will be made to provide comparable space and/or service. Price estimates given more than a month in advance are subject to change.
Clients may "hold" an event date without signing a contract for a max of three (3) months before automatic release. The Hold Fee is $100. There will be an additional 25% service charge for events scheduled on official University holidays.
The OAH staff can assist in planning the physical set-up to meet your needs. Please note that many spaces have designated layouts (particularly August-January), and those either may not be altered or may require a changeover fee to return the space to its original set up. The OAH staff will advise you as to which spaces have limitations. Due to the high volume of events and limited inventory, a final layout should be determined approximately 5 -7 business days prior to event
Please see the "Our Spaces" page for example layouts of past events.
Levy Restaurants has the first right of refusal for catered events. No outside food or beverage is allowed to be brought into the facility. Arrangements for linens, catering, and refreshments must be coordinated through Levy Restaurants.
Under the laws of the State of Oklahoma, no alcohol may be brought into the building by the customer under any circumstance. Liquor service must be also arranged through Levy Restaurants. Alcoholic beverages may only be served in compliance with University policies and city, country and state laws governing alcoholic beverages.
Please see the "Our Caterer" page for contact information.
The Athletics Department does not control parking lots located on the campus of the University of Oklahoma. Assistance will be provided to reserve parking lots and spaces with OU Parking Services. However, the Athletics Department and event staff are not responsible for fees incurred for parking services (cost to reserve lot, cost of any tickets incurred during event, etc.).
It is the responsibility of the client to procure appropriate parking passes for all set up, execution and tear down of an event, and to relay parking information to guests and all outside working staff for their event and ensure that parking procedures are followed.
The renter agrees that appropriate staffing for the event will be determined by the Athletics Department and may include security, audio/visual, custodial, and an OAH Host. Staffing needs will be arranged on the client's behalf. Costs for these services will be included on the client's final invoice or billed directly from the service providor.
Equipment needs should be specified in your initial rental request. Please note that equipment availability is subject to change at any time and the Athletics Department is not liable should equipment become unavailable prior to your event. If equipment is not available, the client will be notified. All reasonable efforts to substitute or repair equipment will be made or alternates will be rented at cost to the client.
Athletics' equipment is not to be altered by the client and should never be removed from the event space by the client. Any alteration in equipment or event space without approval of Athletics department will incur adamages fee charged back to the client.
It is the intent of this policy to protect the interior of the Athletics facilities and to protect the client from incurring damage charges. All decorations and equiptment brought into Athletics spaces must be approved prior to the event. Athletics reserves the right to refuse any decoration that violates fire or safety codes, damages property, harms persons or is otherwise deemed inappropriate or against the mission of the Athletics Department and the University of Oklahoma.
Pending Athletics' schedule, two-to-four hours will be scheduled free of charge for set up on the day prior to the event. During this scheduled set-up time, the client may make an adjustment request through the OAH Host. Last-minute requests cannot always be honored due to equipment, staff and time limitations.
- 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 damage to building surfaces will result in a damage fee and the offending items will be immediately removed.
- Do not use anything in an aerosol can such as spray glue, spray glitter, spray snow, or spray paint.
- The use of flammable materials such as straw, hay, and evergreens is prohibited. All decorations must
be fireproof and meet fire prevention regulations.
- Small candles are allowed, as long as the flame is contained. Wax spills will result in additional fees. Please coordinate the use of candles with OAH prior to your event.
- No torches or lanterns are allowed on OU Athletics Department premises, including exterior space.
- No glitter or confetti may be used.
- Alteration of existing OU Athletics Department decoration is prohibited.
Any violation of the above rules will result in a damage fee and/or loss of rental privileges. The client may be charged for excessive litter, and therefore unusual clean-up, caused by the decorations and/or literature associated with the event.
Decorations should be picked up from the venue by the following day if the event occurs Monday-Thursday. If the event occurs Friday-Sunday, the client may schedule a time for the following week during normal OAH office hours.
Private events that are not affiliatied with an OU department or college must purchase and maintain a $1,000,000.00 liability insurance policy to fully protect the University of Oklahoma and user from any and all claims of property damage and bodily injury that may arise from a usage of the facilities. Clients shall provide the Athletics Department with certificates evidencing the required coverage at the time of deposit.
The client shall be responsible for the activities and actions of their guests and agents. The client is responsible for any and all damages. The Athletics Department will not assume responsibility for the damage to, or loss of, any merchandise or personal property.
University of Oklahoma Tobacco-Free Policy
In accordance with Executive Order 2012-01, The University of Oklahoma is a tobacco and vapor free campus. Smoking, vaping, chewing and all other consumption of tobacco is prohibited on campus. This includes the Gaylord Family-Oklahoma Memorial Stadium, Jenkins Avenue, and the surrounding parking lots. Renter agrees to inform and enforce this rule with all guests and working staff for the event.
Lost and Found
The Athletics Department is not responsible for lost or stolen merchandise or personal property, but all efforts will be made to return lost items to the client. In the event of a lost item, please contact the OAH office.
Cancellations must be in written form and submitted to the OAH office as soon as possible. On standard room reservations, a 24-hour written notice of cancellation is necessary to avoid being charged in full.
Payment of Services
The Athletics Department requires a non-refundable down payment in the amount of 25% of the room usage fee upon receipt of the signed OU Facility Rental Contract. A final invoice will be sent to the client by the Athletics Department following the event.
The full payment is required within (30) thirty days after completion of the event. Balances not paid in full by that time will incur a 6% late fee, and the account will be turned over to the University for collection. Any reservation request submitted by an organization or individual with an outstanding balance will automatically be rejected. The balance must be paid in full before the request will be precluded.