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Usage Guidelines

The AlumniCenter is available for use by the following:

• OSU Alumni Association
• Alumni and Friends
• Oklahoma State University
• General Public

The Alumni Center's facilities cannot be used by any group for purposes other than for which the reservation was made. The Association reserves the right to determine eligibility based on the type of group and the nature of the event.

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Building Rentals and Fees

All events in the Center must be booked through the Alumni Association. To confirm a reservation, a deposit in the amount of the room rental fee (or 50% of room rental rates for events with estimated charges of $1500 or more) and a signed rental agreement are required. Tentative reservations, or reservations without a paid deposit and signed agreement, will be honored for no longer than three (3) weeks. If the deposit and signed rental agreement are not received by the end of this time period, the tentative reservation will be canceled and the room will be available to other groups. The Association reserves the right, if necessary, to assign or reassign rooms or building locations in order to accommodate the combined needs of the customer, the Association and the university. Considerable care will be given to insure comparable meeting space. If changes are necessary, the customer will be consulted in advance of the change. The fee schedule below will be observed. Any changes must be approved by the OSU Alumni Association Board of Directors.

The above fees are minimum fees and groups may be subject to additional charges. Those costs include, but are not limited to:

relocation of furniture
high attendance numbers at an event
prior-to-event access to the Center for decorating or other reasons
events that limit access to the Center for other uses
excessive cleanup requirements
security
meeting attendant
audio visual requirements
setup needs
liability insurance

Organizations, individuals and university groups may be required to pay a security fee when utilizing the Alumni Center.  The security fee is $35/hour, beginning one-half hour prior to the event start time and one-half hour after the event end time.  Security hourly rate is subject to change.  The security fee will be added to the total charges for each event.

Liability Insurance

In such instances that it is required by the OSU Alumni Association, organizations, individuals and university groups shall provide and maintain comprehensive general, liability and personal injury liability insurance against any loss or liability from damages which may result from activities at or associated with the Alumni Center.  The OSU Alumni Association should be listed as “Additional Insured” and the limits should not be less than one million dollars ($1,000,000) for injury for each person injured in any one accident and not less than one million dollars ($1,000,000) for property damage.  Insurance coverage is subject to the approval of the OSU Alumni Association.

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Food and Beverage

All food and beverage consumed in the Center must be brought in and served by one of the vendors on the Alumni Center’s approved list of caterers.  Wedding cakes may be provided from vendors not on the approved caterers list.  An approved list of caterers is on file in the Association office and will be made available upon request, or it can be viewed at www.orangeconnection.org/alumnicenter.htm.  Caterers are charged 10% of their business to cater in the Alumni Center.  This percentage is not just a cost to do business, but is for their use of the kitchen, kitchen equipment, and tableware (china, glassware, flatware). All of this is provided to ensure a high quality product to our customers.  Caterers may choose to simply add 10% to your bill to cover this cost.  We encourage you to inquire about this charge as you choose the caterer for your event.
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Alcohol

If the event is approved for the service of alcoholic beverages, the following requirements will govern the service of alcohol at the event:

• The individual or agency sponsoring the event assumes responsibility for compliance with all laws governing the dispensing and serving of alcoholic beverages.
• No alcoholic beverages may be brought into the facility by a party other than the approved vendor.
• No alcoholic beverages may be sold without a license. A caterer having the required licenses to serve the alcoholic beverages is required for events offering “cash” bar(s), or events requiring the pre-purchase of a ticket (or the purchase of a ticket at the door), at which, once entry is made alcoholic beverages are available. Sale of alcoholic beverages must be arranged for and purchased through a licensed caterer of alcoholic beverages.
• Only persons of legal drinking age may possess, be served, or be permitted to consume alcoholic beverages (to include 3.2 beer). Signs to this effect must be posted at the event.
• Events where alcoholic beverages are served may not be open to the public.
• When alcoholic beverages are served, non-alcoholic beverages and food must also be made available to guests.
• Alcoholic beverages are not allowed outside the designated boundaries of the Alumni Center.
• The Association reserves the right to control the time and length of an event in which alcohol is served. The Association further reserves the right to deny service to individuals and to discontinue the service of alcoholic beverages prior to the scheduled ending time should the conduct and decorum of the guests or violations of these guidelines or state laws make it necessary to do so. If the Association deems it necessary to have security at the event, it will arrange such, at the expense of the sponsor.
• All alcohol must be served by the catering staff. Bottles of alcohol are not to be placed on guest tables, nor are guests to have the ability to serve themselves.

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Cancellation Policy

Cancellations will be accepted provided that notification is given in writing to the building manager. The Association reserves the right to charge any costs incurred prior to cancellation and the following rental fees:

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Fall Schedule

During the fall semester each year (late August through November), the OSU Alumni Association hosts pregame events for every OSU home football game.  Space will not be made available to rent on Saturdays during this time of year until the release of the official OSU football schedule.  The OSU Alumni Association further reserves the right to cancel or move any booking should the OSU football schedule change, causing a home football game to conflict with said booking.  If alternative space/dates are unavailable or unacceptable at the Alumni Center, all deposits and fees collected will be returned in full.  We recommend that planners reserve alternative space for any fall semester Saturday booking as a backup in case such circumstances were to arise.
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Audio-Visual

The Alumni Center has some of the latest audio-visual equipment available for use by groups renting the facility.  Audio-visual arrangements should be made in advance, preferably at the time the reservation is made.  Outside audio-visual equipment is not allowed to be used in the Alumni Center without written permission from the OSU Alumni Association.  Specific audio-visual capabilities and a list of prices are available upon request.  Although the building manager and other staff are well qualified to set up all of the equipment and able to troubleshoot problems that occur, a technician will not be provided unless arrangements have been made ahead of time.

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Advertising and Promotions

All advertising material is subject to the approval of the OSU Alumni Association prior to the placement of such advertising.  All advertising space on the premises is the exclusive property of the OSU Alumni Association.  If the renting individual or organization advertises, promotes or sells the event to the general public, said individual or group agrees to clearly identify themselves as the promoter, producer, presenter or organizer in all their advertising, promotions and sales and will advertise their event as held at “ConocoPhillips OSU Alumni Center.”

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1. A NO SMOKING AND NO-TOBACCO POLICY is in effect inside the building, on the outside terrace areas and on the grounds.
2. Appropriate standards of dress and behavior will be observed at all times for events held in the Alumni Center.
3. All groups are responsible for leaving the Alumni Center facilities clean and orderly after use and are responsible for any damages incurred. An additional cleanup charge may be assessed for meeting rooms/reception areas not left in a satisfactory condition, as determined by the building manager.
4. A representative or employee of the OSU Alumni Association must be present in the Alumni Center during the times it is occupied. Any complaints regarding the Alumni Center and its operation should be addressed to the building manager of the OSU Alumni Association.
5. Animals are not allowed inside the Center except for those licensed to assist persons with disabilities.
6. Sound amplification systems may not be used inside or outside the Center without specific permission of the building manager of the Center.
7. All persons or groups using the Center must abide by the rules and regulations of the OSU Alumni Association.
8. The OSU Alumni Association is not responsible for lost, damaged, or stolen articles.
9. Liability insurance may be requested.
10. The fireplace, if used, must be set and attended by the building manager or other Alumni Center staff.
11. The removal of any fixtures, furniture, or furnishings from the Alumni Center is prohibited.
12. No posters or banners will be permitted on the Alumni Center building exterior or grounds without the express written consent of the Alumni Association or the building manager.
13. Depending upon reception time, space will be available a maximum of 8 hours prior to any wedding reception.
14. All events must conclude no later than midnight.
15. Wedding cakes may be provided from vendors not on the approved caterers list.
16. Flowers, rice, birdseed, wheat, and other similar materials may not be tossed as you exit either the room or the building.
17. All confirmed room reservations (including group name, event name, contact name, and contact phone number) are posted to an interactive, online calendar for the Alumni Center as well as distributed in a weekly schedule to appropriate campus officials and service providers.  If you do not want this information published in this manner, you must notify Alumni Center staff.
18. Exceptions to any of these policies may be made by the OSU Alumni Association Marketing and Operations Committee.

OSU Alumni Association reserves the right to change or modify these Usage Guidelines as it deems necessary without notice to any other party, which such changes shall be binding upon the individuals and organizations using the facilities at the time of change.
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