Can I come take a tour?

 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 8am-5pm Monday thru Friday.  We can  accommodate tours on weekends and occasional weekday evenings by appointment only.

Do you offer payment plans?

 Yes, we offer payment plans and we are happy to work with you. An initial 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. 

Can I bring in outside catering?

 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, with the exception of our preferred bartender if you are planning on having alcohol. You can find a list of our recommended vendors on our preferred vendor list.

What is your alcohol policy?

 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.  A security officer will be provided by the Claremore Conference Center for every 50 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.  Plastic cups are only permitted for any alcohol given to guests.

What is your cancellation policy?

 All sales are final. Once you are booked there is no refund of money upon cancellation or rescheduling. If you need to cancel and if your event is more than 90 days away and paid in full, we can issue you a Building Credit. Building Credits must be activated within 500 days from the day that you made your initial booking. This applies regardless of when your initial event date was scheduled or how far out you cancelled. Your Building Credit is only valid for 500 days from the date that you made the original booking. When booking an event with your Building Credit, you may only book as far in advance as the amount of time prior to your original event that you cancelled your date. For example, if you cancelled your original event 4 months before your event date and your event was paid in full, you would receive a Building Credit. If you wanted to book another event (using your Building Credit) for a date in May, you would have to wait until January to book your new event because you could only book your new event 4 months in advance using your Building Credit in that example. 

I don't need 4 hours or all day; why can't I rent fewer hours than that?

 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. 

What is included with each reservation?

 When you book your wedding, corporate or social event at the Claremore Conference Center, we include the following event essentials for no extra charge:

Tables, chairs, setup, take-down, wireless internet and of course a Hostess or two. 

What audiovisual equipment do you provide?

 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.

What are my décor options?

 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). 

Is there a bride’s room and groom’s room where we can get ready?

 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. 

Can we come in early to decorate?

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

Do you have a catering kitchen?

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. 

Can we cook our own food at the building?

 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. 

Can we bring in food from home or do a potluck?

You and your guests are welcome to bring in your own food including homemade items if you would like.

How do I book my event?

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. 

When is the Claremore Conference Center open?

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. 

How can I get a block of rooms at the Holiday Inn Express & Suites?

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.