Yes! We would love the opportunity to show you the building and discuss the details of your event. Please call us at (918) 965-1931 or fill out the form on the contact us page. We typically schedule tours from 8 am-5 pm Monday thru Friday. We can accommodate tours on weekends and occasional weekday evenings by appointment only.
Yes, we offer payment plans and we are happy to work with you. An initial booking deposit is due at the time of booking and you have the option to pay in full or to set up a monthly payment plan. For specific information, please contact the building directly. If you are booking within 3 months of your event, full payment is due at the time of booking.
At the Claremore Conference Center we have an open-vendor policy. You are able to bring in any vendor that you would like, including the caterer of your choice, with no restrictions. We have a list of recommended vendors that you are welcome to choose from but we do not require you to use anyone on that list. You can find a list of our recommended vendors on our preferred vendor list.
If you are planning on serving alcohol at your event, the Claremore Conference Center requires all clients to use our in-house bartenders unless a licensed & insured bartender is provided with the catering company. All alcohol must be poured in plastic or Styrofoam cups that you provide. A security officer will be provided by the Claremore Conference Center for every 75 people. The Security is to be paid in cash before the event begins. We do not allow glass beer/wine/hard liquor bottles unless it is controlled by the bartender. We do not allow keg stands or shots.
All sales are final. You may cancel your event anytime but the booking deposit to reserve the date is non-refundable. It is a binding contract, if cancelled within 45 days prior to the event you will be responsible for 50% of total price and payment must be made at cancellation. Postponements or a date change must be made in writing within 45 days prior to event and subject to availability. However, booking deposits from a canceled event may be used towards another event. Any credits for future events are only valid for 300 days from the cancellation date.
In our vast experience in the event industry, we have found that it is stressful for the client, event host and the vendors to try to complete everything in a smaller block than 4 hours (9 hours for wedding events). This doesn’t allow much time for the setup of food or personal items, and it adds undue tension. Because of this, we have competitively priced our time blocks so that you have a comfortable amount of time while still staying within your budget.
When you book your wedding, corporate or social event at the Claremore Conference Center, we include the following event essentials for no extra charge:
Water set up, ice, graphic displays, wireless internet and of course a Hostess or two. Setup and take-down are additional fees.
All of our rooms are equipped with a built-in projector, surround sound, and HDMI hook-ups for a laptop. We can also provide microphones (wired, wireless or lapel) blue-tooth sound, a podium and technical assistance.
*Charges do apply.
You are welcome to design a custom room layout with our event assistants. The use of birdseed, blowing bubbles, and sparklers* is permitted outside only for wedding and reception farewells. Rice, sawdust, confetti, glitter, spray string, sand, rocks, hay, artificial snow, pyrotechnics (fireworks) or similar materials are not permitted inside or outside the facility. Open flame is permitted as long as it housed in containers that are taller than the candles to catch the wax and so the flames are not exposed.
* Sparklers- If a fine is assessed to the client or to the Claremore Conference Center for improper use of sparklers, the client will be responsible for paying all fines in full (including those assessed to the Claremore Conference Center).
Yes! The bride/groom ready rooms provide a great space to get ready for the big day as well as store personal items during your event. Each room is rented individually unless you choose to book the whole building.
You are allowed access to your event space when your time block starts. If you will need extra time to decorate, make sure you take that into consideration when booking your event. When your time block begins, we will have all of your tables, chairs and tablecloths (if rented from us) set so the room will be ready for you or your vendors to decorate at that time.
*As a complementary gesture, we allow clients to come the day before to decorate during office hours if the room is not booked for another event
Yes. The Claremore Conference Center has a prep space that features a sink, refrigerator and counter space. We also provide ice, but our catering kitchen is not equipped with a stove. Clients can rent our kitchen for full use to access ovens, microwave, coffee/tea maker and our other rent-able items. Please note that the Claremore Conference Center does not provide plates, napkins, flatware or wait staff.
The Claremore Conference Center provides a prep space, however it does not come equipped with a stove. The prep space is ideal for preparing cold items and placing warm items in chaffing dishes or warmer. Caterers or restaurants should be prepared to bring the food in hot boxes to keep it warm for your event. Please note that the Claremore Conference Center does not provide plates, napkins, flatware or wait staff.
You and your guests are welcome to bring in your own food including homemade items if you would like.
Bookings can be done in person at the conference center or over the phone. For payment plan options, please make your reservation in the office or over the phone with a Claremore Conference Center representative.
The Claremore Conference Center is available for events every day from 7 am - midnight. On days when we do not have events scheduled, our business hours are Monday-Friday from 8 am - 5 pm.
Our lovely General Manager for both the Claremore Conference Center and the Holiday Inn Express & Suites is Cyndi Robinson. She can set up room blocks at the hotel for your event. She can be reached at either location.