Facilities Use Policy and Forms

Facility Use Form - OGI Facilities

Download Facilities Use Form (internal)
Download Facilities Use Form (external)
Serving of Alcohol Policy
Approval of Use of Alcoholic Beverages Form

What does the Facility Use Form do?

All OGI facilities, are restricted to use by OHSU employees and groups affiliated with OHSU.

Use of the OGI Wilson Clark Center and Quad requires the involvement of several key departments. This form facilitates clear communication between those key departments, thereby ensuring your meeting or event runs smoothly. Please note: this form does not reserve facility space - it only gives the applicant approval to use the space. You must reserve the facility through Donna Reed at (503) 748-1178 prior to completing this form. This form upon completion of signatures/approval will be forwarded to the Facilities Manager's Office and faxed to the applicant. In addition, a copy of the signed form will be forwarded to the West Campus Vice Provost.

Do I need to fill out this form?

You are required to fill out this form if your meeting or event meets one or more of the following criteria:

• Your event is taking place in the OGI Wilson Clark Center or the Quad
• It is being held outside regular business hours
• It requires special logistical support (cleaning, furniture arranging, garbage removal, etc.)
• It's not sponsored by OHSU

What does the "Approval of Alcohol" form do?

To manage OHSU's risk in having alcohol served at OHSU-sponsored events or in OHSU facilities, this form serves to communicate policy requirements and approval of use to key departments. Upon completion of signatures/approval, this form will be forwarded from the OGI Facilities Management Office to Public Safety/Parking, Environmental Services, and the applicant.

Is there a charge for use of the facility?

OHSU departments, groups directly affiliated with OHSU, or groups certified by an OHSU department director as meeting the University's mission goals, are not charged for basic use of OHSU facilities. Use of OGI facilities for events that do not meet this OHSU mission or business-related purpose are available to current OHSU/OGI faculty, employees or students for a facilities use fee of $250 for the first four hours of use. An additional $250 is charged if the facility is used for more than four hours (i.e., more than half a day).

Any event requiring special janitorial services either before or after the event will be charged at cost for those services. Rates for audio-visual equipment rental, delivery, public safety or grounds staff services may be obtained from the contacts listed below.

• For janitorial services, furniture arranging or access to facilities after hours, please contact Ed Elkins, OGI Facilities Manager at (503) 748-1508.
• For Public Safety please contact (503) 494-7744.
• For audio-visual rentals please contact Gordon Frost, Manager, West Campus Telecom at (503) 748-1044.
• For catering please contact Anne's Deli at (503) 748-1299. Anne's Deli has an exclusive agreement with OHSU to provide food services for special functions held at the Wilson Clark Center cafeteria.

Whose signatures do I need?

Non-OHSU groups should obtain the signature of the organization president or similarly responsible officer, and send the form to Donna Reed at the OGI Facilities Management office for approval. OHSU groups require the signature of the individual organizing the event, the fiscal authority signature (for the alias number given in case such charges should occur), and Donna Reed, in the OGI Facilities Management Office fax (503) 748-1110. A copy of the signed form will be forwarded to the West Campus Vice Provost.

Contact for Signatures:

OGI Facilities Management, Administrative Coordinator - Donna Reed, reeddo@ohsu.edu
Phone: (503) 748-1178
Fax: (503) 748-1110

How far in advance should I submit the form?

Non-OHSU groups should submit the completed form and must receive return notice of approval prior to any publicity or distribution of informational material about the event. OHSU may require the publicity material carry an institutional disclaimer. OHSU groups should submit the completed form to the OGI Facilities Management Office no later than 10 working days prior to departmental meetings, and one calendar month prior to public events. This allows time for service departments to schedule staff and resources with minimal impact. In either case, facility use requests that fail to meet these timelines may be denied.

Who cleans up?

The group using the facilities is responsible for general clean-up and returning the facility to its original state. Therefore, plan additional time for set-up and clean-up. Because of liability issues, applicants cannot move furniture. If the applicant needs to change the room configuration, Facilities must be contacted for this service. If you are serving food, you must arrange for dish removal and cleaning so the room is ready and available for the next group. All food and other garbage must be put in containers for removal by the janitorial staff.

Whom can I call with questions?

Donna Reed in the OGI Facilities Management Office will be happy to answer questions at (503) 748-1178.