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 (birdlibraryadministration@ouhsc.edu).

Our Policy: Only OUHSC Faculty, Staff, and Student-sponsored organizations are eligible to reserve rooms/areas.

• For non-university sponsored events, visit 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.  

Room Details:

Refer to the Room photos and equipment lists for room list and details

* Contact Facilities Management to schedule Stanton L. Young Walk or the Clock Tower Circle Drive

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

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. 

If you are not familiar with the room or the equipment set-up, we request that you schedule a time to preview the room and bring your IT Support person to assess your needs prior to your event.
 

After your event

• The room will need to be cleaned and returned to the original configuration. Please make arrangements through Moving Services if needed.
• Room should be ready for the next user before you leave. Chairs straightened and pushed in, and any remaining handouts, agendas, etc., need to be removed. 
• Remove leftover food, beverages, and waste immediately so the room is ready for subsequent guests
• Log out of equipment, lock the door if applicable, and return key to appropriate location if applicable

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.

• 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.

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

• 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 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 Sciences Enterprise Risk Management and others. 

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 OUHSC 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. 
• The campus shuttle system has a pick-up/drop-off location on the East side of HHODC/Conference Parking (west or to the left of the Stephenson Cancer Center on the map). 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 will be ticketed.
• Alternate parking facilities will be arranged according to availability. 

Catering and Food

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