Planning Your Event

We are excited to host your event or meeting at the OSU-Tulsa Conference Center. The information on this page is to help you know what to expect before, during and after your event. For more information or questions on any of these topics, contact the events team at tulsa.events@okstate.edu or 918-594-8000.

How to Book an Event

Submit the form from the Book Your Meeting or Event page.
- Conference Center hours of availability are: Monday-Friday from 7 a.m. to 9 p.m.
Once event details are confirmed, you will receive an email with your event confirmation, an event quote and a Facilities Use Agreement, which must be signed and returned before the day of your event.
When you arrive for your event, check in at the Information Center in the North Hall Lobby.
After your event, you will be sent an invoice.
Invoices may be paid by cash, check, credit card or money order.
- If you are paying by check, note the invoice number in the memo and make the check payable to OSU-Tulsa.
- Mail checks and money orders to the OSU-Tulsa Conference Center, 700 N. Greenwood Ave., Tulsa, OK 74106 Attn: Bursar.
Clients with invoices more than 90 days past due cannot book new Conference Center events until their account is brought current.

Cancellations

All event cancellations are to be submitted via email. Event cancellations are not accepted over the phone.
Cancellations are requested no later than five (5) business days prior to the scheduled event.
Events canceled two (2) weeks before the scheduled event will be invoiced 50% of the cost to the client.
Events canceled within one (1) week of the event will be invoiced at full cost to the client.

Food and Beverage

OSU-Tulsa has a self-service Marketplace, which offers beverages, snacks and ready-to-eat items such as sandwiches. Occasionally, there are pop-up food vendors in Pete's Pop-Up Kitchen and food trucks in Parking Lot A. For more information regarding those pop-ups, please see the calendar here.

It is recommended that you use an external catering service for your event. Contact tulsa.events@okstate.edu for a list of catering companies that previous groups have utilized.

Audio/Visual and IT Support

OSU-Tulsa Events staff is here to help you connect to our wireless network and get your event started. For the best experience, make sure your presenters are familiar with the programs or technology they plan to utilize during your event. Groups using the Auditorium are encouraged to bring their own audio/visual equipment and operators.

OSU-Tulsa does not provide dedicated staff to run sound or lights during events.

If you experience technical issues during your event, visit or call the OSU-Tulsa Information Center in the North Hall Lobby at 918-594-8000 for assistance.

Safety and Security

OSU-Tulsa has a CLEET-certified police force with officers on duty 24 hours a day, 7 days a week. In the event of an emergency, University Police officers will respond and provide guidance. If you experience an emergency while at OSU-Tulsa, call University Police at 918-594-8123.

While planning an event at the OSU-Tulsa Conference Center, it's important to monitor severe weather conditions and have an emergency plan in place to ensure the safety of all attendees. For more information on how to stay safe during inclement weather, visit the official safety website.

Learn more at the OSU-Tulsa Safety website.

For more information on safety and security at OSU-Tulsa:

View OSU-Tulsa's Public Safety Guide and Annual Security Report.

Inclement Weather

In the event that inclement weather warrants a schedule change, information will be posted on our website and Facebook.

Any decision to close the campus or to cancel classes because of severe weather or other adverse conditions will be made as early as possible. Local news stations will be contacted immediately when a decision is made to close campus or delay opening.

If and when an announcement is made that campus is closed or will open late, the closure or delay will also impact all scheduled events on campus, including Conference Center events, unless otherwise specified. Conference Center groups with affected events will be contacted directly.