Guidelines for the use of Public Space in the Watkins Center

1. QUALIFIED USE OF THE FACILITIES

   In keeping with the mission and grant covenants of the facility, the Watkins Center’s primary use is for the furtherance of economic development, international trade and education, and extension/outreach programs and activities. Therefore, the primary use of the public space shall be for the following prioritized functions:

   1. Events sponsored by International Education and Outreach (IEO) or a program unit of IEO; i.e., Arts & Sciences Outreach, Center for Executive and Professional Development, Education Outreach, Engineering Architecture & Technology Outreach, School of International Studies, English Language Institute, Study Abroad, and Independent Study.
   2. Other university, college, school, and department-sponsored programs that relate to the primary use criteria.
   3. Non-university organizations, societies, associations, or companies presenting programs that make use of OSU academic resources and relate to the primary use criteria.
   4. Non-university organizations, societies, associations, or companies whose events relate to the primary use criteria.
   5. General university, college, school, and department-sponsored events that do not relate to the primary use criteria may be scheduled if space is available.

   The facilities will not normally be used for regularly scheduled faculty, staff, student, community, or civic meetings; social and recreational meetings; religious worship; courses for credit; political fundraising; or functions not otherwise related to the primary use criteria. Exceptions to established guidelines governing the use of the facilities must be made by the Office of International Education and Outreach, which has the general administrative responsibilities of the building.

2. SCHEDULING OF MEETING ROOMS AND PUBLIC AREAS

   All use of the meeting rooms and public areas must be scheduled, in advance, through the Office of Conference and Meeting Services (207 WWC; phone, 744-5356; fax, 744-4648; email, wwcentr@okstate.edu). All reservations will be made on a first come, first served basis, and based on availability of space and compliance with the guidelines of this policy. In the case of scheduling conflicts, preference will be given to IEO sponsored events. Annual events or groups of 200 or more may be scheduled up to three years in advance. All other events may be scheduled up to one year in advance.

   Other reservation procedures are as follows:

   1. Appropriate arrangements for payment must be completed before reservations will be processed and confirmed.
      1. This requirement will be met when Conference and Meeting Services has received a signed agreement (see Event Reservation Form) that includes:
         1. University account number (FAS 11-digit number) OR
         2. Approved Bursar charge account number (for non-university agencies) to which the rental charges will be billed.
      2. Temporary hold will be placed on the public space desired for a period not to exceed 48 hours until the billing information can be obtained. Scheduled space may be released in the case that the Event Reservation Form is not signed and returned to Conference and Meeting Services within 48 hours
   2. Cancellations will be accepted provided that notification is given in writing to Conference & Meeting Services. Conference and Meeting Services reserves the right to charge any costs incurred prior to cancellation as well as the following rental fees:

      For all space, excluding 111/112 Exhibit Hall:

      1. No rental fee will be assessed if cancellation notice is received at least (30) days prior to the scheduled date(s) of the event.
      2. If cancellation notice is received less than (30) days prior to the scheduled date(s), fifty percent of estimated rental costs will be assessed.
      3. If cancellation notice is received less than one week prior to the scheduled date(s), then the entire estimated rental cost will be assessed.

      For 111/112 Exhibit Hall

      1. No rental fee will be assessed if cancellation notice is received at least (3) months prior to the scheduled date(s).
      2. If cancellation notice is received less than forty-five (45) days prior to the scheduled date(s), fifty percent of estimated rental costs will be assessed.
      3. If cancellation notice is received less than one month prior to the scheduled date(s), the entire estimated rental cost will be assessed.
   3. Any group failing to pay the charges when billed will be denied use of the facilities until the account is paid in ful
   4. The Office of Conference and Meeting Services reserves the right, if necessary, to assign or reassign rooms or building locations in order to accommodate the combined needs of the customer 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
   5. The meeting planner shall be held responsible for any damages to the scheduled facilities or for any extraordinary cleaning required.
   6. Room & equipment rates are subject to change without notice.
3. CENTER AVAILABILITY

   The meeting rooms and public areas will be available for scheduled events and activities Sunday through Saturday, during the hours of 7:00 a.m. to 11:00 p.m., with the exception of official university holidays. Any exception to these hours must be approved by the Office of International Education & Outreach and may incur special charges.

4. PUBLIC SPACE FEE SCHEDULE
   1. There will be a public space rental charge assessed for the use of the facilities. The rate will include meeting room usage, available service attendant, and standard audiovisual equipment in meeting rooms. A list of standard equipment in each of the meeting rooms is available. Events taking place outside of normal business hours (Monday through Friday, 8:00a.m.-5:00p.m.) may also incur a service attendant fee.
   2. A current rate schedule is available from Conference and Meeting Services in order to determine costs associated with usage of the various facilities and services.
   3. Other value-added services may also be provided at an agreed upon fee (e.g. decoration, advanced setup, multimedia design, floral arrangements, meeting consultation).
5. PARKING
   1. There are two parking lots available for guests at the Watkins Center - Lot 9a, which surrounds the building, and lot 10a, directly south of the building across Hall of Fame Avenue. These lots are free of charge and no arrangements are necessary in order to use them. Lot 9a contains 63 parking spaces and lot 10a contains 81. All of the spaces are not guaranteed, however, as OSU staff are also permitted to park in these lots.
   2. Other parking lots near the building are for OSU students and parking tickets will be issued for persons other than students who park in these lots. However, the student lots are open to the public after 5:00 p.m. on weekdays, all day on weekends, and university holidays.
   3. During home football game days, all parking lots become POSSE Parking. If guests do not have a POSSE Pass from the OSU Athletic Department, they must park off campus and commute to the Watkins Center.
   4. Special parking arrangements for larger groups must be made through the Office of Conference and Meeting Services (see The Watkins Center Parking Options).
6. CATERING

   All food and beverages served in the Watkins Center must be served by one of the facility’s approved caterers. Catering services are available from campus catering services (Classic Fare Catering, Residential Life, or HRAD High Society Catering) or non-campus caterers that have been approved. See the Catering Guidelines and the Approved Caterers list for more information.

7. ALCOHOL

   Alcoholic beverages may not be sold, served, or otherwise provided without special and prior written approval by the President of Oklahoma State University. Meeting planners are responsible for complying with university policies and state laws governing the use of alcoholic beverages. See the Guidelines for the Service of Alcoholic Beverages in the Watkins Center for more information.

8. DAMAGED OR STOLEN GOODS

   The Offices of Conference and Meeting Services and International Education and Outreach shall not be held responsible for any goods and materials brought in by meeting planners or outside contractors that are damaged or stolen while in the Watkins Center.

9. CUSTODIAL SERVICE

   Custodial service is provided Monday through Friday, 5:30 a.m. to 2:00 p.m. Events requiring service beyond this time may incur a custodial fee.

10. SMOKING

    The Watkins Center is a clean air facility. Smoking is not permitted inside the building.

These guidelines will be reviewed and altered as needed. Exceptions must be granted by the OFFICE OF INTERNATIONAL EDUCATION & OUTREACH.