What is the size of the conference center?

The downstairs area is 17,400 sq. ft. and can be broken down into four individual areas. The upstairs consists of seven seminar/meeting rooms. Maximum capacity in the largest, downstairs area is 1,800 for theatre-style setup, and 800 with tables and chairs.Upstairs room capacities vary from 30 - 75 for classroom style and 40 - 120 theatre style.

 

Is Wi-Fi provided on your facility grounds? 

Yes, we provide Wi-Fi free of charge to the buildings and barns – to organizers, exhibitors, and attendees. Wi-Fi in campgrounds is not provided and is spotty at best.

 

Do you have on-site parking and is there a charge?

Yes, there are two large parking lots directly adjacent the facilities. Exhibit hall parking is located within walking distance to both barn areas, RV parking is available in the RV park area as well as overflow parking if needed on site. Handicapped parking is available for conference center events. All parking is free except for RVs, which must be reserved online here. 

 

Do you offer catering and concession services?

Yes. Food and Beverage services can be organized along with your venue rental. Contact us for more specific information on what is available for your event. 

 

Can we bring in our own catering or alcohol?

Outside food and beverage services must be specifically approved by and organized with our Events Director and management. The Heart of Oklahoma Expo maintains a full mixed beverage license and will provide all alcohol services. Any outside alcohol for sale or consumption is prohibited and may be removed by Expo Staff. 

 

Am I allowed to bring in outside food and beverages?

Outside food is not permitted in our buildings or dining areas during events. 

 

Is there a kitchen area that is included with my building rental? 

No, we do not rent out the use of our kitchen facilities on grounds, they are utilized by staff only. 

 

Is there a dining area?

Yes, both indoor arenas are equipped with dining areas which seat between 30 and 50 people. The conference center can be set for formal sit-down meals, buffet style events or concession areas as well.

 

How do I find out if an event is booked at the facility?

All public events are listed on the event calendar, and the information for ticketing and event details is available there is you click on the event you’re interested in. If you want to know if we have a facility open on your event’s preferred dates, contact us!

 

Do you supply decorations or offer decorating services for my event?

We can furnish tables, chairs, stages, presentation screens, a dance floor, and other event setup equipment, but we do not currently offer decor rentals or services. Linens are available with catering if needed. For an additional charge, you may rent linens with Bob McNeil, (405) 808-9023.

 

Do you have any rules regarding decorating rooms in the conference center?

No thumbtacks may be used to secure anything to the walls and duct tape is not permitted on the walls or flooring as it leaves residue behind. Fishing line, white sticky tack (ONLY) and painters’ tape are all permitted. Easels also work well for displays. Candles must be in a glass container and the flame must be one inch below the top of the container. Fog machines are not allowed as they trigger the alarm system.

 

Do you have a dance floor? What is the size?

We have a portable dance floor that can be built up to 60 x 60. 

 

When can we have access to the room for set up and decorating? 

Please contact the Expo Center staff to find out when your event space will be set and ready for you to come in to decorate. Most times it is the day prior to the event depending on scheduling. 

 

Can I have my event on a major holiday or major holiday weekend? 

Yes, we charge an additional $500 room rental fee for holidays or holiday weekends (Thanksgiving Day, Christmas Eve or Day, New Year’s Eve or Day).