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Oklahoma State University

Event Planner's Guide

Meeting and Conference Services staffs highly trained and experienced employees to assist you with the planning of your function. The Student Union contains the Atherton Hotel, parking garage, and many event spaces along with 11 dining options including Celebrations Catering. Along with our exclusive provider of catering, our staff also completes all space setup and technical arrangements so your event will be successful.  Our Event Specialists will need a few key pieces of information to discuss appropriate locations and setups for your event.  Please call today to schedule an appointment with a representative at Meeting and Conference Services.

Event Planning Questions

  • Date of event
  • Event type (meeting, banquet, performance, conference, etc…)
  • Event start time and end time
  • Estimated guest count
  • Table and chair setup style
  • Catering needs
  • Audio/visual needs
  • Agenda
  • Sponsoring organization  
  • Contact information for event planner
  • Payment information

Table and Chair Setup Styles

  • Theater style: rows of chairs facing one direction of a space
  • Classroom style: rows of tables with chairs on one side facing one direction of a space
  • Conference style: chairs around all sides of a table. Also called Boardroom style
  • Hollow Square style: chairs around all sides of a multiple-table rectangle or square
  • U-Shape: similar to Hollow Square style but open at one end with opening in the middle
  • Rounds: multiple 60” round tables with 7-10 chairs per table
  • Browse Session: 6’ or 8’ tables around the perimeter of a room to create exhibit space