Policies

• Signed Facilities Use and License Agreement is required for all bookings.
• THD facilities are tobacco free so there is absolutely no smoking on THD property. Failure to abide by this policy could result in being asked to leave the building.
• The demonstration kitchen cannot be used to prepare food; however, the kitchen can be used to prep or set-up.
• All dishes, glassware, silverware, pots/pans or any other utensils in the kitchen cannot be used.
• A licensed caterer is required for groups over 15 or purchased food items from a licensed vendor can be used.
• We encourage the use of disposable supplies when utilizing the kitchen facilities.
• No alcoholic beverages allowed.
• THD’s audio-visual equipment cannot be used without prior permission. Any laptop or other equipment being used should be brought in a few days early to test for compatibility. A THD audio and visual tech staff member may be requested for an additional fee to be on site during business hours to set-up the audio-visual equipment prior to your event.
• Film and/or photography of events are allowed as part of venue rental.
• All decorations must be free standing and are in compliance with the signed Facilities Use and License Agreement. Only blue masking tape permitted on walls.
• All advertisements of any kind publicizing events held at THD including but not limited to, brochures, flyers, pamphlets, stickers, buttons, leaflets and any material created for television, newspaper, radio or outdoor advertising, shall be submitted for approval of THD in advance of distribution. No advertisement shall state or imply that THD is in any way affiliated with, a sponsor of, a beneficiary of or a supporter of the specific activity or of
  the event or participants in general. See more in next drop down menu.

Bayarin

• Deposit: 25% upfront to reserve at least two weeks prior to the event.
• Cancellation: Full refund up to 7 days before the event; 50% refund up to 48 hours.
• Livestream support price to be determined (if requested).
• IT Support price to be determined (if requested).
• All fees must be agreed upon in writing and paid 48 hours in advance of the event.
• Fees are subject to change at the discretion of THD administration.
• If additional cleaning is required, the users will be charged the cost of the cleaning.
• If damage to the room or THD’s equipment is incurred, users will be charged for such damage.

Abuse

• Matters concerning abuse to meeting rooms or privileges of use will be handled by Site Supervisor of the THD location.
• Abuse to a meeting room, to the building or to the contents of a THD facility may result in the termination of the privilege to use the facilities. Matters of abuse may be defined as:
  • Damage to the room, building or contents
  • Failure to adhere to policies governing meeting rooms.
  • Leaving children unattended or the failure to supervise the activities of children.
  • Failure to leave the room or building in a neat and clean condition in the time allowed for the meeting.
  • Failure to notify the THD of meeting time changes or cancellations.
  • Excessive noise or activity which might disturb other THD customers.

All publicity outside of your organization’s membership regarding a meeting or event held at a THD location must be approved in advance. Please fill out the Facility Rental Publicity Submission Form.

• Posters, announcements and promotional material must be professional in appearance, lettering and reproduction.
• Communications, including press releases, posts to webpages or other social media outlets (ex: Facebook, Instagram, X, etc.) also need approval.
• Contact information for the organization must be included on all publicity including printed promotional material and social media postings.  
• THD's logo may not appear on any promotional materials or publicity. The following disclaimer must appear on all promotional materials or publicity:
  • "This event is not affiliated in any way with the Tulsa Health Department. The Tulsa Health Department neither sponsors nor endorses this event, the speaker(s) or the organization."
• A THD staff member will review your publicity request. Within 3 business days, you will receive an email with approval or denial of your publicity.
• You must notify THD of invitations to high-profile guests, presenters or speakers. Also notify THD if you expect larger than normal attendance due to a high-profile participant prior to planning and promoting the event/meeting. Examples include but are not limited to: local/national elected officials, media, celebrities, newsmakers, etc. THD reserves the right to cancel any event that did not receive prior notification.
• Failure to follow the foregoing requirements may result in an organization being denied use of THD facilities.