Policies: Conferences and Events
Room Reservation and Information
The Assistant Director of Conferences and Marketing will generate a quote based on your event requirements. Upon approval by both parties, a contract will be issued.
Half of rental fee will serve as a deposit and must be paid upon signing the contract. The remaining balance must be paid 30 days prior to the event, unless otherwise noted. Additional charges may occur in the event of damages, late fees, breach of policies, or additional clean up required after the event.
Room rental includes setup of tables/chairs and audio-visual equipment per diagram/written instructions from renter.
If a cancellation is received more than 30 days prior to the event, NSU will issue a full refund of all payments made.
If a cancellation is received less than 30 days prior to the event, the deposit will be forfeited.
Cancellations must be in writing. Address cancellations to:
Northeastern State University
612 North Grand Avenue
Tahlequah OK 74464
Attn: Kirsti Cook
Administrative Services Building
Northeastern State University
3100 E. New Orleans
Broken Arrow, OK 74014
Attn: Jacki Adair
Northeastern State University is a Tobacco-Free Campus. Smoking and use of all tobacco products is prohibited inside University Facilities and on the grounds. Alcoholic beverage service is permitted in the Banquet Hall with arrangements through Sodexo. Adherence to Oklahoma state regulations is strongly enforced.
Animals are not allowed in University facilities, with the exception of service animals for individuals with ADA disabilities.
Sodexo Campus dining must supply all food service. Contact Sodexo at 918-444-2550 (Tahlequah) or 918-449-6293 (Broken Arrow) for catering menu and rate information. Alcoholic beverage service is permitted with arrangements through Sodexo. Adherence to Oklahoma state regulations is strongly enforced.
Chairs and tables are provided for your event and can be arranged to suit your needs. Basic audio-visual equipment is available in most rooms and is included in the room rental LCD projector; microphones, DVD players, speakers and computer. Quantities are limited and must be requested with reservation. Additional or special equipment may be available for an additional fee.
Should additional equipment be required from an outside vendor, the cost will be added to room rental charge pending renter s approval. If you require a technician during your event, please make this request in advance. You may be charged an additional fee for this service. If you will be using the computer for your presentation, you must complete an Acceptable User Form and submit it with a copy of a photo ID in order to obtain a Guest Log-On. This form must be returned to Auxiliary Services at least 72 hours in advance of your event. A room diagram should be submitted 21 days before your event.
Limited use of candles is permitted when used with constant supervision and responsible care. Candles must be placed in glass votive containers, water or charger plate. Staff will immediately remove any displays made of bare candles. Damages from candle wax will be assessed and billed accordingly.
All sites used by the contracting party must be left reasonably clean and as they were found. All decor must be removed immediately following the event on the same day of the event and by no later than 11 pm, unless otherwise noted. All rentals must be neatly arranged for pick-up. Excessive cleanup by the University staff will result in a cleaning charge.
The University rooms will be inspected prior to and after your event. Any damages from the event will result in a charge for labor and materials.
- All exits must be clear and exit signs must remain clearly visible.
- Duct tape, masking tape, nails, tacks, staples or other items which could cause permanent damage should not be used to affix decorations to woodwork or any other architectural feature. Decorations must not be attached to curtains, draperies, or air vents.
- Glitter, confetti, party poppers, sand, gravel and straw are not permitted in the University.
- Painting of decorations should be done off-campus
- All decorations must be removed at the conclusion of the contracted time
It is important that everyone servicing your event and those attending your event be aware of the time arrangements that you have designated with NSU. This includes the florist, cake vendor, photographer, furniture Rental Company, sound vendors, etc. The building will not open prior to the agreed upon time, nor will deliveries be accepted. A representative of your event must be available to sign for deliveries of all rentals. NSU does not assume responsibility for rental furniture or equipment left overnight or unattended after delivery or before pickup.
All set-up and clean-up must take place within the designated time frame. Immediately following your event, it is the responsibility of the contracting party to return the facility to the condition in which it was found. NSU reserves the right to assess additional cleaning fees. NSU does not assume responsibility for rental furniture or equipment left overnight or unattended after delivery or before pickup.
Your agreed-upon time block will be shown on your contract. When choosing how much time to reserve, please allow appropriate time for set-up before the event and clean-up after the event. All groups are to leave the University no later than designated time listed in contract, unless prior approval has been secured. Anyone remaining in the building after designated time, will be subject to a $25.00/hour late fee.
Linen for catered events will be provided by Sodexo. This includes rounds for meals and catering tables. Limited quantities are available for other setups used by groups registration, conference table, gift tables, etc. Should additional linen be required from an outside vendor, the cost will be added to room rental charge pending renter s approval.
Ample free parking is available in designated lots around the University. Guests should avoid parking in spaces reserved for faculty and staff. A temporary parking permit for display on your guests dashboards may be provided when necessary.
All social events having a dance or concert will be required to obtain officers from NSU Police Services. The cost is $30 per officer per hour. One officer per 100 guests is required. The sponsoring organization shall arrange in conjunction with Auxiliary services for the officer before the event is scheduled. It shall be the NSU Police Department s responsibility to determine, in conjunction with the sponsoring group and Auxiliary Services the number of officers and acceptable security arrangements.
A sponsoring organization member may be required to attend a mandatory logistics meeting a minimum of three days prior to the event. At this meeting all policies and procedures will be reviewed by Auxiliary Services staff and NSU Police Department. Failure to comply will result in cancellation of the event. All police/security related services are at the sole discretion of the NSU Police Department. Outside agencies/security is NOT allowed unless approved by Director of Public Safety.
Any event where alcohol will be available will be required to have a minimum of two NSU Police officers present thirty minutes prior to the event and thirty minutes afterward.
Northeastern State University requires insurance coverage by any outside entity using NSU facilities and requests specific insurance requirements for events, event venues, vendors, caterers, suppliers, and contractors. Generally, the requirements by any outside entity are as follows:
- Comprehensive general liability insurance in the amounts of $1,000,000 per occurrence/$2,000,000 aggregate for non-University events, meetings or conferences
- If activity includes any minor (person under the age of 18), the insurance certificate must include an endorsement for sexual molestation coverage.
- Policy must be Primary as to any other valid and collectible insurance.
- Northeastern State University must be added as Additional Insured as it pertains to the work done/service provided and/or product delivered to the University.
- Northeastern State University must be listed as a certificate holder as follows: Northeastern State University, 601 N. Grand Avenue Tahlequah, OK 74464.