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Table and Space Reservations

Purpose:
These guidelines outline the procedures and requirements for external vendors, organizations, and individuals seeking to engage with students on campus, particularly through table reservations in common areas. The goal is to ensure equitable access, protect student privacy, and maintain consistent, fair practices for all third-party interactions.

Scope:
These guidelines apply to all third-party vendors, including commercial entities, nonprofit organizations, and representatives not affiliated with the institution. It applies specifically to the use of campus spaces, including but not limited to the College of Nursing sites, hallways, and other student gathering areas at all College of Nursing locations. 

Use of Space and Table Reservations

  • All external vendors must reserve tables/space through the College of Nursing Student Affairs Team and are limited to designated vendor areas within the College of Nursing sites. 
  • Reservations must be made at least 30 days in advance of the request and are subject to availability and approval.
  • Vendors may only engage students from behind their reserved table/space and may not actively approach or stop students in hallways, lounges, or classrooms.
  • Posters and/or other materials, including literature, must be confined to the table area and may not be attached to the wall or other places throughout the building. The use of tape, nails, staples, or tacks is strictly prohibited. Any damage to the building surfaces will result in a damage fee being charged to the vendor. 
  • The College of Nursing and the University assume no responsibility for personal or organizational items lost, stolen, or damaged. 

Consistent Access and Equal Opportunity

  • No vendor or organization may be given preferential treatment. Tables/space will be allocated on a first-come, first-served basis within the designated calendar and guidelines
  • All approved vendors will have access to the same reservation process, schedule, and space limitations.
  • Invitations or access cannot be extended selectively to specific vendors, programs, or industries.

Third-Party Agreements and Risk Management

  • Vendors may not conduct lotteries, raffles, or prize-based games.
  • Vendors must comply with all Health Sciences Center event policies and procedures: OU Health Sciences Center Special Events.
  • All groups reserving tables/space must agree to terms outlined in the Facilities Use Agreement.
  • Certain events, such as those involving high-risk activities or events aimed at youth, will require notification to OUHSC Enterprise Risk Management. The College of Nursing follows the University of Oklahoma Health Sciences Youth Protection policy. For events aimed at youth, all vendors must comply with the University’s Youth Protection Policy. 
    • Please visit the HSC Enterprise Risk Management page detailing best practices for events where youth on campus may be present. This includes an event planning checklist, appropriate releases, and other information.
    • Please indicate whether or not minors are expected in attendance when reserving with the HSC Student Union
  • Permitting a non-University individual or organization to use University space/facilities and services under the guise that the activity is a University-sponsored program in order to receive a discounted rate or avoid payment (also known as “Fronting”) is strictly prohibited. 

Restrictions on Student Access and Privacy

  • The institution will not share emails or contact information with vendors.
  • Vendors are prohibited from offering programs that imply institutional endorsement or from promoting services that are not aligned with campus values or regulations.

Enforcement and Noncompliance

  • Any vendor found violating these policies may be asked to leave campus immediately and may be prohibited from future reservations. 
  • Repeated violations will result in permanent revocation of campus access.

Questions

Questions regarding these guidelines or their implementation may be directed to:

The University of Oklahoma Health Sciences College of Nursing Student Affairs Team at the Fran and Earl Ziegler College of Nursing.

Address: 1100 N. Stonewall Ave, Oklahoma City, OK 73117 | Telephone: 405-271-1491 | Email: Nursing@ou.edu