In-Kind Consideration

for OSU-Tulsa Conference Center and Parking Lot rentals

Information for OSU Colleges, departments and campuses

What is in-kind consideration?

In-kind consideration allows nonprofit organizations and OSU departments to use Conference Center and parking facilities at reduced or no cost in exchange for services, recognition, or other contributions that align with our mission.

Please note that in-kind consideration is not available for for-profit businesses, commercial events or individual events not organized by a nonprofit or academic unit. This includes businesses, private enterprises or events organized for personal gain rather than community or educational purposes.

Why we have in-kind guidelines

To ensure equitable access and sustainability, OSU-Tulsa has implemented guidelines that:

Make facility use fair and accessible to more organizations.
Help maintain our facilities for students and future events.
Encourage responsible use of our spaces.

These guidelines allow us to support a broad range of organizations while balancing the needs of our campus and community.

Annual in-kind limits

Beginning January 1, 2025, the following annual in-kind consideration limits apply:

Conference Center Interior Rooms: $1,500 per organization.
Parking Lots: $5,000 per organization.

These limits reset on Jan. 1 of each year and cannot be combined. Once an organization exceeds its annual in-kind limit, additional reservations will be charged at the published rates for our facilities and services.

How to request in-kind consideration

Follow these steps to request in-kind consideration for your event:

Submit a request space or a quote for space. Once you receive a confirmation or quote you can submit the in-kind request form.
Submit the In-Kind Sponsorship Application.
Leadership Review: Your request will be reviewed by Conference Center staff and appropriate leadership representatives.
Receive Confirmation: If approved, you’ll receive:
- A confirmation showing the full rental rate value.
- A Facilities Use Agreement if your organization does not already have one on file.
- An In-Kind Agreement to review and sign.
- Please note your reservation and in-kind agreement approval will not be considered final until all agreements are signed and submitted.
Provide Fulfillment Documentation: Submit documentation showing you’ve fulfilled the agreement’s terms according to the instructions on the agreement.
Receive Final Invoice: Your final invoice will reflect the applied in-kind credit.

What can be offered in-kind?

We want to make the in-kind process as simple and flexible as possible. Organizations and OSU units should offer what feels like the best fit for your event and OSU-Tulsa. If you’re not sure what to include, our team is happy to work with you to find the right combination.

When thinking about your in-kind contribution, here are a few helpful questions to guide you:

How can your event highlight OSU-Tulsa’s mission or connect us with your audience?
What kinds of recognition or engagement opportunities could we be part of?
How can we work together to make your event a success while providing value to OSU-Tulsa?

Below are some examples of ways to offer in-kind contributions. If you have a unique idea or a question about something not listed here, we’re open to discussing that too!

Examples of in-kind contributions

Sponsorship Recognition:
OSU-Tulsa receives recognition as a location sponsor, including the logo on all event print and digital materials, verbal acknowledgment during the event and inclusion in any promotional assets, such as press releases or social media posts.
Engagement Opportunities:
OSU-Tulsa is provided with a visible presence at the event, such as a recruitment table, distribution of promotional materials or the opportunity for an OSU-Tulsa representative to address attendees. Speaking opportunities can focus on recruitment, community initiatives or other relevant programs tailored to the event’s audience.
Sponsorship Packages:
OSU-Tulsa receives all benefits of a sponsorship level outlined in the event’s sponsorship package, with the value equal to or greater than the cost of facility use.
Community Access:
Complimentary tickets or reserved access for OSU-Tulsa students, faculty or staff to attend or participate in the event.
Educational Collaboration:
Hosting workshops, lectures or demonstrations that align with OSU-Tulsa’s educational mission and benefit our students.

All in-kind offerings must be clearly outlined in the in-kind consideration agreement and approved by OSU-Tulsa leadership.

Considerations for OSU Colleges, departments and campuses

OSU Colleges, departments and campuses who wish to use Conference Center facilities may qualify for in-kind consideration under specific circumstances. Events eligible for in-kind consideration must meet one or more of the following criteria:

Support OSU-Tulsa’s mission or directly benefit the Tulsa campus.
Serve a broad audience or community beyond the sponsoring department.
Have no other source of funding associated with the event, or a funding source that does not cover the complete amount. In this case in-kind consideration may be given to meet the difference.

For events funded by grants, OSU-Tulsa must receive F&A and it must cover the cost of the facilities. If you are unsure about your F&A status, please consult OSU-Tulsa's Budget and Finance team.

OSU units with grant funding to cover facilities should contact the OSU-Tulsa Events and Services team for assistance with invoicing.

If in-kind consideration is not available or the annual in-kind limit has been reached, OSU units are charged at the nonprofit rate.

Description	In-Kind Available?
OSU Faculty or Staff External Organization Meeting Examples: Board meetings, professional associations, professional conferences and similar events where most attendees are not OSU students, faculty or staff	Yes
OSU-Sponsored Event Examples: Workshops, talks, performances, screenings, round tables, town halls, trainings and similar events where most attendees are not OSU students, faculty or staff	Yes
OSU-Sponsored Event - North Hall Weekend Examples: Event not presented by OSU-Tulsa administration held in North Hall/Conference Center on a Saturday or Sunday.	No
OSU Internal Meeting Examples: Meeting where the majority of attendees are OSU faculty, staff or students and the event is not open to the public, including student organization meetings and department meetings. Internal meetings are typically scheduled in standard classrooms or smaller conference rooms. Conference Center spaces are reserved for these types of meetings only when other options are unavailable.	N/A
OSU-Tulsa Event Examples: Event presented by department or academic unit that falls under OSU-Tulsa administration	N/A

Questions?

If you have questions about the in-kind process or would like assistance with your request, contact the OSU-Tulsa Events Team.