HOTEL

Double-occupancy hotel accommodations are included in the $665 Institute Fee and are available to participants who live 35 miles or more from the Thurman J. White Forum Building (1704 Asp Avenue, Norman OK).  Room reservations and roommate requests must be made via the institute registration form.  Roommate requests will be honored if at all possible.  If a roommate is not indicated or if the requested roommate does not register or has already requested someone else, one will be assigned.

There are a limited number of single rooms available for an additional fee.  Please inquire about availability before submitting your registration form.  The single room fee MUST accompany your registration form.  Single rooms MAY NOT be requested at the hotel check-in.  All hotel accommodations must be made through our office.  A rooming roster is sent to the hotel in advance and the hotel staff will only provide a room to those that are on the roster.

Hotel information will be included in your confirmation email.

MEALS

Lunch and an afternoon snack will be provided each day.  For those staying at the hotel, a complimentary breakfast buffet will be available. Participants are responsible for all other meals.

DIETARY RESTRICTIONS AND FOOD ALLERGIES

Attendees with special dietary needs that are medically necessary have the responsibility to make the University of Oklahoma event staff aware of their needs.  Event staff will use reasonable efforts to pass special need information on to the catering staff regarding food allergies and dietary restrictions.  Caterer is solely responsible for the preparation of the food and University has no control other than to confirm with the caterer they have been made aware of the special dietary needs and are accommodating the need.  Because of the number of meals served and the number of items used each day, along with food product changes from food vendors, it cannot be guaranteed that every allergen in the food served will be identified and labeled.  Attendee acknowledges and understands that there is a possibility of cross-contamination of food prepared in the caterer’s kitchen, and Attendee agrees to assume the risk.  The University cannot assume any liability for adverse reactions to food consumed, or items one may come in contact with while eating at the event.  Attendees with life-threatening food allergies who may need to use an Epi-Pen or other similar treatment should be carrying their own and be able to administer them.  University event staff are not trained to administer Epi-Pens and cannot provide or administer them.  Attendee acknowledges that there are certain risks of physical injury or illness associated with consumption of food at the event, up to and including death.  Attendee acknowledges and hereby states that participation in this activity is entered into as a free and voluntary act and agree to these terms and conditions.  Attendee hereby releases the Board of Regents of the University of Oklahoma, its employees and agents from any liability whatsoever related to any adverse reaction to food consumed or which attendee came in contact with while at the event.  Attendee understand that by agreeing to these terms, attendee gives up substantial legal rights that attendee may otherwise have to recover damages.

TRAVEL

The street address for the Forum Building is 1704 Asp Avenue, Norman OK 73072.  If you are flying in, your destination will be Will Rogers World Airport in Oklahoma City.  To get to campus or the hotel, you can use the Airport Express Shuttle Service.  Information can be found on the Airport Express web site www.taxivan.com.  

Participants will be responsible for their own transportation to and from campus each day.