1. How far in advance should I schedule my event?
For banquets, weddings and other larger events, we recommend four to twelve months for the widest selection of dates, though availability greatly depends on the time of year.
2. What is the process of reserving an event space?
Reservations are confirmed with a signed contract, 50% deposit payment and proof of event insurance. University of Oklahoma groups may supply an OU account number in lieu of a deposit. Final payments are due two weeks prior to the event date.
3. Am I allowed to use caterers not on the approved list?
Only caterers from the approved list may be used. As the natural history museum for the state of Oklahoma, the Sam Noble Museum is entrusted to over 10 million artifacts and specimens. Our approved caterers have participated in extensive on-site training sessions to provide our event clients the best possible service while protecting the integrity of our facility, its exhibits and collections. In certain cases, the museum may grant exception to this rule. Please inquire for more details.
4. Are there restrictions on vendors outside of caterers?
You may use any vendor such as DJ, band, florist, event planner, etc., but all should sign and submit the Delivery & Vendor Reminders form at least two weeks prior to the event. All deliveries must be scheduled in advance.
5. What is your maximum capacity?
Capacities depend greatly on a number of factors, but you can find general figures on the Event Spaces page on this website.
6. What type and how many tables are available for use at events?
A complete list of available equipment is located in section VI of the Facility Rental Policy.
7. What time can I arrive to set up?
For most evening events, you may begin loading equipment and supplies through the loading dock at 4:30 p.m. Access to event spaces in public areas will be granted at closing at 5:00 p.m. Exceptions may be granted in certain circumstances.
8. What time are the dressing areas available for the wedding party?
These rooms are typically available by 3:00 p.m., but please check with the coordinator to schedule your arrival.
9. What time can vendors deliver?
In general, vendors should not deliver to the loading dock earlier than 4:00 p.m., as they will not have access to event spaces in public areas until closing at 5:00 p.m. Deliveries should always be made through the loading dock and scheduled two weeks in advance with the coordinator.
10. Can I bring decorations early or the day before?
Storage at the museum is limited; requests for deliveries earlier than 4:00 p.m. on the day of the event should be approved by the coordinator at least two weeks prior to the event date.
11. Can I store decorations overnight following the event and pick them up the next day?
Decorations and equipment must be removed immediately following your event.
12. Am I allowed to use fresh cut flowers at my event?
All floral arrangements must be sourced from a professional florist and prepared according to the guidelines in the Facility Rental Policy. Please submit the Flower-Plant Form to the Coordinator at least 30 days in advance of the event. Your florist should receive the Florist Regulations form and return it to the Coordinator at least two weeks prior to the event.
13. Can I use organic materials in decorations (branches, dried grasses, wood, moss, etc.)?
Generally, organic materials are prohibited from entering the museum due to pest management policies and the risk of infestation. We have the ability to treat some materials in our facility prior to your event so that they are acceptable to be used in the event spaces. Please inquire for more details regarding this process. Requests to utilize organic materials in table arrangements sourced from a professional florist (other than fresh cut flowers/plants) will be evaluated on a case-by-case basis and should be communicated as soon as possible to the coordinator.
14. Why is corrugated cardboard prohibited in the museum?
Corrugated cardboard is a source of harborage and food for pests. All materials must be unpacked at the loading dock and the cardboard packing material removed and disposed of before the item(s) can enter the facility. Cardboard containers from a commercial business that are used to house and transport food (i.e. cake or “to-go” containers) are allowed in the museum. However, once these containers are emptied they should be removed from the building and thrown in the outdoor garbage bin at the loading dock.
15. When can I schedule the wedding ceremony rehearsal?
Wedding rehearsals should take place Monday through Friday between 10:00 a.m. and 5:00 p.m. during the week leading up to the wedding date. Please schedule your rehearsal in advance with the coordinator.
16. What is the event liability insurance requirement?
Groups not part of the University of Oklahoma as well as corporate and individual clients must secure an event liability insurance policy that covers damage to the facility and injury to guests up to $1,000,000 per event. The museum should be listed as a certificate holder and requires a copy of the certificate at least two weeks in advance of the event.
17. What is your cancellation policy?
Cancellations received at least 60 days in advance of the scheduled event are entitled to a full refund of the deposit payment. The deposit payment is forfeited for cancellations received within 60 days. Event clients are obligated to pay the full balance amount on cancellations within 14 days of the scheduled event. Clients are allowed one change of date without penalty.
18. When is the museum available to be booked for events?
The Samedan Oil Corporation Great Hall is available for rental after closing at 5:00 p.m. The Pleistocene Plaza may be used as a luncheon or reception space during public hours depending on the daily schedule. Please contact the Facility Rentals Office for specific availability. Kerr Auditorium and Classroom events may take place anytime beginning at 7:00 a.m. and concluding by 12:00 a.m. midnight.
