Request to Reserve a ResLife Space
How to Reserve a ResLife Space/ Location
Housing and Residential Life (HRL) offers a variety of indoor and outdoor spaces that may be reserved for events, meetings and activities. Eligible groups include students, residents, registered student organizations, university departments, conference organizers and camp organizers.
Available spaces include residence hall lounges and public spaces, community centers, outdoor lawns, recreational courts and other designated areas managed by HRL.
Reservation Requirements
- To reserve a space, submit a Residence Hall Space Reservation Request Form (below) to OSUConf@okstate.edu at least 14 days before your event.
- Additional requirements may apply depending on the size and nature of the event.
Approval Process
- Reservation requests will be reviewed by the assistant director and the Residential Life coordinator (RLC) responsible for the requested area.
- Residence hall organizations will receive priority consideration over non-residence hall organizations.
- HRL reserves the right to approve requests with reasonable limitations or deny requests for the use of interior common spaces based on time, place and manner considerations.
Event Safety and Compliance
- Events with an anticipated attendance of more than 50 people must submit an Environmental Health and Safety (EHS) Event Permit at least 14 days before the event.
- Events with an anticipated attendance of more than 250 people must coordinate with the university fire marshal to develop a safety plan, including occupancy limits, emergency exits and crowd management.
- Consult with OSU Police to determine whether event support or security is required.
- Review weather conditions at least 24 hours before the event. Outdoor events should be canceled, postponed or relocated if weather conditions present a safety concern.
- Permanently mounted BBQ grills are available in various locations and don't require a Grilling Permit. Otherwise, a permit may be need. Visit Grilling Permit Application.
Vendors and Insurance
Organizations using off-campus vendors must provide a current Certificate of Insurance that includes liability coverage and lists Oklahoma State University as the Certificate Holder. Certificates must be emailed to:
- Risk Management: sam.mcfee@okstate.edu
- Housing and Residential Life Operations: enriqjs@okstate.edu
Facilities and Event Setup
- Coordinate with Housing and Residential Life Facilities for any event setup needs, including tables, chairs, trash receptacles, water access and electrical power.
- Fire lanes, building entrances, exits and pedestrian walkways must remain clear and accessible at all times.
- A designated event coordinator must be present for the duration of the event.
General Conditions for Use
- Conduct. The rights of residence hall students must be respected at all times. Use of residence hall spaces must comply with the Student Code of Conduct and all applicable university policies.
- Clean-Up. Organizations and individuals using reserved spaces are responsible for leaving the area clean and orderly. This includes disposing of trash in designated receptacles, wiping down tables, returning furniture to its original arrangement, and sweeping or vacuuming floors as needed.
- Costs. Any costs associated with event setup, cleanup, repairs or damages may be charged to the sponsoring organization or individual. Additional charges may apply for events sponsored by non-residence hall organizations.
- Future Use. Failure to comply with these conditions may result in additional charges and the loss of future reservation privileges.