PROVOST’S CONFERENCE ROOM

Use of the Provost's Conference Room (LIB 223) is extended to any OUHSC unit or group.  This room reservation is made with the understanding that, in the event of a conflict, you may be asked to move or reschedule your meeting based on the needs of the Senior Vice President and Provost and/or his staff or designees. 

Please note the following:

Room/Equipments/Video Conferencing
The room has 20 chairs around the table and another 20 chairs around the perimeter of the room. 

If you are not familiar with the room and equipment set-up, we request that you schedule a time to preview the room and equipment to assess your needs prior to your event. 

All items in the conference room are the property of the Provost's Office and are not to be removed for any reason.  A dry erase board, projection screen and video conferencing equipment are available for your use. 

Please contact the Television Services at (405) 271-2318 for video conferencing assistance.

Parking
If you anticipate that 10 or more attendees will require parking accommodations, you MUST coordinate parking arrangements with the Parking Office.  Please send an email to parking@ouhsc.edu in order for their staff to accommodate the parking needs of those attendees.  The email should be sent as soon as the event is in the planning stages.  The Parking Office will need to know the name of the event, date(s), time(s), how many guests are anticipated, and a point of contact for the event.  They will also need a confirmation email sent with the final number of attendees one week prior to the event.  The Parking Office will get in touch with the point of contact for the event and work out the parking arrangements.

Alternate parking facilities will be arranged according to availability.  On campus participants are expected to walk or use the campus shuttle bus system.  If arrangements for parking have not been made to park in the J-Lot, unauthorized vehicles will be ticketed.  For more information, please go to: http://oupts.ouhsc.edu/conference.htm.

Catering/Food
If you are planning an event that will involve food, arrangements need to be made for someone to be present at the time of delivery.  It is important that you consider the additional time needed for food delivery, set-up, and cleanup when you select the times that you reserve the room.  You are responsible for returning the room to its original state by removing all food, wiping down tables, turning off equipment, lights, and shutting and locking doors.

Please contact the General Servicesat (405) 271-2311 to arrange for additional housekeeping services if needed (extra trash can delivery and pickup, etc).

Also, please notify the Provost’s Office for meeting cancellation.
Room Reservation/Cancelation/Questions
Phone: (405) 271-2332  

ONLINE Scheduling using Microsoft Office Outlook:
1. Open Microsoft Office Outlook
2. Go to File > New > Meeting Request
3. Click on "To..." button
    Under Search on the Global Address List Address Book, type in: Provost’s
    Double click on “Provost’s Conference Room (HSC)”, click “OK” button
4. Click on “Scheduling Assistant” button on the toolbar
    Choose the meeting date; start and end time (depending on the room availability)
5. Click on “Send” button, for online scheduling reservation (only if the room is open)