Room Policies and Details: Home

For questions not answered on the webpage call 271-2285, opt.5 or x48755 or email us at Bird Library Administration (bhsladm@ouhsc.edu).

Our Policy: OU Health Campus Faculty, Staff, and Student-sponsored organizations are eligible to reserve rooms/areas.  Third-party requests will be considered on a case-by-case basis.

• For Third party/non-university sponsored special events, visit the OU Health Campus Office of Enterprise Risk Management event page for checklists and details about scheduling an event.  ERM Special Events
• The scope of non-recurring events permitted by non-university groups is exclusive to academic or health-related training purposes. Non-affiliated users must obtain permission from Library Administrators before being eligible to use Library facilities.  Approval for any after-hours access will be evaluated on a case-by-case basis by Library Administration, Enterprise Risk Management, and others. 
• Reservations cannot be made more than 6 months in advance.

Room Details:

Refer to the Room photos and equipment lists for a list of reservable spaces and details

* Contact Department of Operations to schedule Stanton L. Young Walk or the Clock Tower Circle Drive

Youth on Campus:          

All events that will have youth on campus require additional documentation to be completed.  Please visit https://risk.ouhsc.edu/Youth-Protection to complete the forms.

An email confirmation will be sent to the individual making arrangements. You will be notified via email if your room reservation request room is approved or denied.

• Room reservations are made with the understanding that, in the event of a conflict arising at any time, you may be asked to relocate or reschedule your meeting based on the needs of the University's Leadership and /or their staff or designees.
• Library hours are subject to change. Use of library spaces outside of normal operating hours may be limited and/or require additional security measures. Approval for after-hours access will be evaluated on a case-by-case basis by Bird Library Administration, OU Health Campus Office of Enterprise Risk Management, and others. 

To cancel a reservation the requestor needs to send an email to Library Administration at bhsladm@ouhsc.edu

Library reservable spaces are non-supported, centralized rooms, it will be the responsibility of the meeting organizer to secure support and assistance for any audio-visual (AV) &/or videoconferencing functionality.  Please coordinate in advance with your designated IT Support person or contact the OU IT Learning Spaces team: https://www.ou.edu/ouit/learning for assistance or to assess your needs prior to your event.

If you are not familiar with the room or the equipment set-up, we request that you schedule a time to preview the room by contacting Library Administration via email at bhsladm@ouhsc.edu. 

All items in the Robert M. Bird Library meeting spaces are the property of the University of Oklahoma Health Campus and are not to be removed for any reason. 

Parking arrangements are the responsibility of the meeting organizer. Arrangements should be made at least 7 days in advance of the scheduled event by emailing OU Health Campus Parking Services at Parking@ouhsc.edu. 

• Default parking for all events held at the Library is the 10W Lot.
• On-campus participants with designated parking spaces are expected to walk or use the campus shuttle bus system. Refer to the Parking Homepage for the schedule and map for pick-up/drop-off location closest to the Library.
• If an event is sponsored or held by an office/department located in the Library building, please ensure that the department sponsoring the event validates all parking for the event.
• Unauthorized vehicles in the 10W Lot may be ticketed.

Food/Drink

• Distribution and consumption of food or drink in auditoriums, classrooms, open areas, and other meeting spaces must be evaluated on a case-by-case basis and approved or denied by the Bird Library Administration, Enterprise Risk Management, and others. Event organizers may be required to obtain a temporary food permit if required by the State Health Department and Oklahoma City codes.

Catering

• If you are planning an event that will require food, arrangements need to be made for someone to be present at the time of delivery.  It is also important that you consider the additional time needed for food delivery, set-up, pick-up or clean-up time when you reserve the room. 

Please contact Custodial Services to arrange for additional housekeeping services if needed (extra trash cans delivery and pickup, etc.).

Alcohol

• No alcoholic beverages of any type shall be possessed or consumed by individuals in any OU Health Campus facility or on any OU Health Campus property, unless such has been approved by and coordinated with the Senior Associate Vice President for Administration and Finance or designee. The serving of alcoholic beverages shall be only by a licensed caterer who shall be responsible for checking IDs. The licensed caterer shall furnish proof of General Liability and Liquor Liability Insurance with minimum limits of $1,000,000 per occurrence and $1,000,000 aggregate with the Board of Regents of the University of Oklahoma named as a Certificate Holder on the Certificate of Insurance for its operations to the Facility Coordinator at least five (5) University business days prior to the event. OU Health Campus may revoke the permission for serving alcohol if the proof of insurance is not received within the designated time. Campus Police officers must be onsite during the serving and consumption of alcohol, at the event organizers expense. The use of police/security services from non-OU Health Campus sources for the event shall be at the direction of Campus Police and at the expense of event organizers

After your event:

• The room will need to be cleaned and returned to the original configuration to be ready for the next user before you leave. Make arrangements through Moving Services if needed.
• Log out of equipment, lock the door, and return key to the appropriate location if applicable