University of Oklahoma Special Events Request Form

Event Information

THIS FORM IS NO LONGER BEING USED BY REGISTERED STUDENT ORGANIZATIONS (RSO). PLEASE REFER TO THIS LINK FOR THE RSO EVENT REGISTRATION PROCESS: 

FOR ALL UNIVERSITY DEPARTMENTS AND NON-UNIVERSITY GROUPS: This form must be submitted a minimum of fifteen (15) days before your event, except for competitive races, runs, walks which require longer lead times. If your event does not meet this requirement, please reschedule your event. 

If you have an OU NetID and Password, please make sure that you are logged into ENGAGE before completing and submitting this form. 

Important: UNAPPROVED SPECIAL EVENTS ARE NOT PERMITTED

A Special Event is defined as any activity proposed to take place on University property which alters the property’s ordinary use and/or involves the erecting or placement of tents, structures, platforms, inflatables, fixed equipment, automotive vehicles, aircraft, or other mobile craft in an effort to assemble persons for the purposes of live entertainment/performances, celebrations, attractions, participation, races, walks, runs, parades, fairs, festivals, rides, competitions, sponsored outdoor catered events, and similar occasions.

Events that contain any of the following: third parties, contracts, large structures or inflatables, animals, an outdoor space larger than 10’x10’, or other risk factors, will need to complete this form, no later than 15 days prior to the event, unless otherwise approved by Campus Scheduling or Director of Risk Management. All relevant information for the event shall be provided in the application. Any additional information requested by an appropriate University authority shall be provided upon request.

No University department shall conduct a Special Event without submitting a completed application and receiving approval from the University. The University reserves the right to cancel any event that has not complied with any of the provisions of the special event policy or any aspect of the application process. 

How the Special Event Request Form process works: 

  • Please make sure that you are logged into ENGAGE before submitting this form. Failure to log in ENGAGE may result in a denied form.
  • First Review: the form is first reviewed for completeness. If there are any questions, comments will be left within the form submission. Please make sure that your ENGAGE notifications are being forwarded to your email. 
  • Second Review: Once the form has passed the first review, it is distributed to various members of the OU Special Events Committee such as Risk Management, Emergency Operations, Facilities Management, Fire and Safety, etc. Committee members will leave comments, questions, and concerns within the form commenting section. Please make sure that your ENGAGE notifications are being forwarded to your email. 

Please note: This is a request form. Submission does not indicate approval. You will be notified when your event has been approved.
Will third party (outside) groups be involved with this event?
required
Will food or beverages be provided at the event?
required
Will the event be catered?
required
Do you expect minors under the age of eighteen will be attending your event?
required
Will there be any exotic or domestic animals associated as part of your event?
required
Is your proposed event an organized 5K on campus?
required

ONE EMS is a student organization that provides free first aid standby by trained EMTs (Emergency Medical Technicians) for on-campus events). ONE EMS can provide a first aid station table or have roaming bike medics depending on event logistics.

Would you like to request ONE EMS services for your event?
required
Required