Oakwood Live! October 2-5, 2024

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Your Future Starts Here!

Join us for an unforgettable experience as you explore our campus, meet faculty and students, and get a feel for life at Oakwood University. This event is an excellent opportunity for prospective students to get a “snapshot” of the “Oakwood Experience”.

WHAT IS OAKWOOD LIVE?

WELCOME TO OAKWOOD LIVE 2024!

Oakwood LIVE is a 4-day campus visit, designed for High School Seniors – Transfer students and Juniors are also welcomed to attend.

During this event, students will:

Immerse themselves in the “Oakwood Experience”!
Explore a variety of academic opportunities and meet with faculty.
Reside on campus and experience life in our vibrant Residence Halls.
Join us and participate in the exciting AYM (Adventist Youth Ministries) program.
Participate in a fulfilling service outreach project and give back to the community.
Attend exciting sporting events and Tryout for a team!!
Meet potential classmates who will join you at Oakwood University.

. . . and so much more!

IMPORTANT - WHAT’S NEW!!

There have been some IMPORTANT CHANGES we want to highlight for OU LIVE 2024:

Oakwood University will host an OU LIVE 2024 – Welcome and Kick-off at 3:30PM on Wednesday, October 2^nd
Students registered to attend OU LIVE are required to submit their Admissions Applications and Current Transcripts (Unofficial transcripts are acceptable) before their arrival.
DEADLINE: Admissions Applications and transcripts must be submitted by September 15th to qualify for the one-time $500 OU Live Scholarship and On-Site Acceptance.
High School Juniors are welcomed to attend OU LIVE but will not be housed in OU Sponsored Housing. Juniors may book accommodations at one of our Courtesy Hotels, provided they have an approved chaperone to accompany them in the hotel and ensure their safety and participation during the event. All registered and paid attendees will not be excluded from any OU Live events and meals. Transportation will be provided to and from the OU Designated hotels on a scheduled basis.
Sponsored Chaperone Accommodation Limits:
- One OU sponsored male chaperone for every 10 male student attendees.
- One OU sponsored female chaperone for every 10 female student attendees.
- Additional Chaperones are welcome to attend; however, OU sponsored housing will be provided based on the ratio above. Additional Chaperones may book with OU Designated hotels at a courtesy rate, or their personal choice. However, transportation will only be provided to and from the OU Designated hotels (on a scheduled basis).

Chaperones must be at least 24 years old. Student relatives currently enrolled on campus may host, but are not permitted to chaperonevisiting family members. Attendees under 21years of age will be assigned a University Chaperone.
Registration Check-In will be located in the BCBLC Building on Oakwood University’s Campus
Registration Check-In will CLOSE promptly at 8:00PM SHARP on October 2^nd. Parties arriving after Registration hours, will be served the following day. Please plan accordingly as student guests cannot enter the Residents Halls or OU Designated hotels without Checking-In.

Registration

Registration

Registration is NOW LIVE!!! The Fee is $100/Per Person: Register Here!
We recommend that each attendee complete their own registration to ensure accuracy.
Late Registration: A $25 fee will be added for late registration after September 15th at 11:59 PM CST
Registration Fee is Non-Refundable. You may transfer your fee to another party, but they must submit a separate registration. Please notify Admissions at 256-726-7356 of this change right away.
Students registered to attend OU LIVE are required to submit their Admissions Applications and Current Transcripts (Unofficial transcripts are acceptable) before their arrival.
- Click Here to Apply: For faster processing, upload your transcript to your application. However, if you are having difficulty, you may send it to: admissions@oakwood.edu.
- Please type: “Full Name – Transcript” in the subject line, but bear in mind that we will be receiving a high volume of emails daily.
- Please ensure that the names entered for the event registration match the legal names listed on the transcripts. This aids in tracking attendee applications and processing scholarships.
- Completing an application does not obligate you to attend Oakwood University, but presents you with an option and allows you to receive your preliminary scholarship offer.

DEADLINE: Admissions Applications and transcripts must be submitted by September 15th to qualify for the one-time $500 OU Live Scholarship and On-Site Acceptance.
Group Registration: Eash registrant attending with a school, church, organization, or small group/family must submit an individual registration with unique contact information and details. However, payment must be submitted by the group coordinator for all attendees in the group to the Cashier: 256-726-8429. Group Coordinator must submit a roster, and all parties in the group should be included or will be subject to the Registration Fee of $100.00. Please see Group Registration tab for details.
High School Juniors are welcomed to attend OU LIVE but will not be housed in OU Sponsored Housing. Juniors may book accommodations at one of our Courtesy Hotels, provided they have an approved chaperone to accompany them in the hotel or alternate housing. This individual will ensure their safety and participation during the event. All registered and paid attendees will have access to all OU Live activities and meals. Transportation will be provided to and from the OU Designated hotels on a scheduled basis.
Sponsored Chaperone Housing Limits:
- One OU sponsored male chaperone for every 10 male student attendees.
- One OU sponsored female chaperone for every 10 female student attendees.
- Additional Chaperones are welcome to attend; however, OU sponsored housing will be provided based on the ratio above. Additional Chaperones may book with OU Designated hotels at a courtesy rate, or their personal choice. However, transportation will only be provided to and from the OU Designated hotels (on a scheduled basis).

Special Needs: At Oakwood LIVE we want to ensure a safe and enjoyable experience for all students. To facilitate this, we kindly ask that any student requiring additional support be accompanied by a chaperone. This will help us make sure that every student can safely participate and enjoy themselves.
Registration Check-In will be located in the BCBLC Building on Oakwood University’s Campus
Registration Check-In will CLOSE promptly at 8:00PM SHARP on October 2^nd.Parties arriving after Registration hours, will be served the following day. Please plan accordingly as student guests cannot enter the Residence Halls or OU Designated hotels without completing the Check-In Process.

Group Registration

Group Registration

Each individual attending with a group (i.e., school, church, organization, or small group/family) is required to submit an individual registration form, with unique contact information and details. Please make the appropriate selection on your event registration to indicate that your group has submitted payment on your behalf. However, the group coordinator must submit a payment for all attendees in the group to the Cashier: 256-726-8429. Group Coordinator must also submit a roster naming all parties in the group for which the payment was submitted; otherwise, the missing party will be subject to the Registration Fee of $100.00 or $125.00 (with added $25 late fee) after September 15^th 11:59pm. Roster should be emailed with Subject Line: PAYMENT ROSTER: GROUP NAME to oakwoodlive@oakwood.edu immediately following the payment.

Late Registration: A $25 fee will be added for late registration after September 15th at 11:59 PM CST
Registration Fee is Non-Refundable. You may transfer your fee to another party, but they must submit a separate registration. Please notify Admissions at 256-726-7356 of this change right away.
Students registered to attend OU LIVE are required to submit their Admissions Applications and Current Transcripts (Unofficial transcripts are acceptable) before their arrival.
- Click Here to Apply: For faster processing, upload your transcript to your application. However, if you are having difficulty, you may send it to: admissions@oakwood.edu.
- Please type: “Full Name – Transcript” in the subject line, but bear in mind that we will be receiving a high volume of emails daily.
- Please ensure that the names entered for the event registration match the legal names listed on the transcripts. This aids in tracking attendee applications and processing scholarships.
- Completing an application does not obligate you to attend Oakwood University, but presents you with an option and allows you to receive your preliminary scholarship offer.

DEADLINE: Admissions Applications and transcripts must be submitted by September 15th to qualify for the one-time $500 OU Live Scholarship and On-Site Acceptance.
High School Juniors are welcomed to attend OU LIVE but will not be housed in OU Sponsored Housing. Juniors may book accommodations at one of our Courtesy Hotels, provided they have an approved chaperone to accompany them in the hotel or alternate housing. This individual will ensure their safety and participation during the event. All registered and paid attendees will have access to all OU Live activities and meals. Transportation will be provided to and from the OU Designated hotels on a scheduled basis.
Sponsored Chaperone Housing Limits:
- One OU sponsored male chaperone for every 10 male student attendees.
- One OU sponsored female chaperone for every 10 female student attendees.
- Additional Chaperones are welcome to attend; however, OU sponsored housing will be provided based on the ratio above. Additional Chaperones may book with OU Designated hotels at a courtesy rate, or their personal choice. However, transportation will only be provided to and from the OU Designated hotels (on a scheduled basis).

Special Needs: At Oakwood LIVE we want to ensure a safe and enjoyable experience for all students. To facilitate this, we kindly ask that any student requiring additional support be accompanied by a chaperone. This will help us make sure that every student can safely participate and enjoy themselves.
Registration Check-In will be located in the BCBLC Building on Oakwood University’s Campus
Registration Check-In will CLOSE promptly at 8:00PM SHARP on October 2^nd . Parties arriving after Registration hours, will be served the following day. Please plan accordingly as student guests cannot enter the Residence Halls or OU Designated hotels without completing the Check-In Process.

Event Highlights and Schedule

Wednesday, October 2:

08:00 – 05:00PM Registration Check-in & Badging

10:00 – 11:45AM Campus Tours

03:30 – 05:00PM Welcome & OU LIVE Kick-Off

05:30 – 06:45PM Chaperone Orientation & Reception – REQUIRED

07:00 – 08:30PM Prayer Meeting

08:30 – 10:30PM “Social Event”

Thursday, October 3:

08:00 – 05:00PM Registration Check-in & Badging

09:50 – 11:15AM OU LIVE University Chapel

01:00 – 05:15PM Academic Showcase/Community Service Event/Sports/Workshops

07:00 – 09:30PM OAKWOOD LIVE CHOIR CONCERT

Friday, October 4:

08:00 – 12:00PM Registration Check-in & Badging

08:30 – 12:00PM Departmental Academic Fair

08:00 – 10:00PM AYM Release

Saturday, October 5:

11:00 – 01:00PM Worship Service

07:00 – 11:00PM Women’s and Men’s Basketball Games

Sunday, October 6:

10:00AM Check-out/Departure

Student Packing List

This event is a four (4) night stay: storage will be limited, please plan accordingly.

Clothing:

Comfortable outfits for the day (casual and appropriate for the college environment)
Pajamas or sleepwear
Underwear and socks
Comfortable shoes (walking shoes and/or formal shoes)
Light jacket or sweater (in case it gets chilly or rains)

Personal Items:

Sleeping Bag, Pillow, and Blanket (if staying in the Residence Halls)
Towel and Toiletries (toothbrush, toothpaste, deodorant, shower gel, etc.)
Hair products, brush or comb
Personal medications (i.e., asthma pump, epi-pen, insulin, etc.)
*Spending money (optional for additional purchases)

Technology:

Smartphone and charger
Portable charger

Miscellaneous:

Valid ID or student ID
A small bag or backpack for carrying personal item.

* Students will have options to make purchases at the University Market, Treehouse Bistro, and Oakwood Farms Market as well as concessions at the basketball game. However, we advise that you leave your valuables at home, as the university will not be responsible for theft, damage, or loss.

Download Student Packing List

Chaperone Packing List

Clothing:

Church Attire
Comfortable shoes
Light jacket or sweater (in case it gets chilly or rains)

Personal Items:

Toiletries (toothbrush, toothpaste, deodorant, etc.)
Medications (personal)

Administrative Materials:

List of students and their contact details
Emergency contact information
Critical Medical Information for students
Student transcripts (if they have not been uploaded in advance – *will not qualify for OU LIVE Scholarship)

Technology:

Smartphone and charger
Laptop or tablet (if needed)
Portable charger

Miscellaneous:

Valid ID (Government Issued)
First aid kit (basic supplies)

Additional Tips:

Communication: Ensure students and chaperones have a way to stay in touch (e.g., a group chat).
Travel Essentials: If traveling, include travel tickets, student passports, or boarding passes.
Health & Safety: Consider any necessary items for health protocols, such as masks or hand sanitizer.
We advise that you carefully manage your valuables, as the university will not be responsible for theft, damage, or loss.

Chaperone Responsibilities

Visiting Chaperone Responsibilities and Expectations:

Chaperones must be at least 24 years old. Student relatives currently enrolled on campus may host, but are not permitted to chaperone visiting family members. Attendees under 21years of age will be assigned a University Chaperone.
Responsible for assisting with the initial Check-in of all participants in your group upon arrival. Please ensure that each of your participants move through the event registration process and receive all of their materials and wristband.
Establish a group chat with assigned participants before arrival.
You are required to meet and check-in with your assigned attendees at least 3 times daily.
- Ex. Before mealtimes (Blake Center – food tent), before or after worship services
It is expected that you perform at least one random in-person check-in daily to ensure that students are actually on campus as expected and ongoing “accountability check-ins”; however, ensuring curfew(nightly) and check-out are mandatory at the end of the event.
Conduct rounds at curfew are mandatory to make sure participant(s) are present and accounted for in their assigned room accommodation.
Ensure that you have the Emergency contact information for each participant in your group.
Provide a direct mobile number where you can be reached by the OU Live Chaperone Coordinator and attendees that are part of your group.
Chaperones will be housed within a 3.0-mile radius of the University. You may be responsible for providing your own transportation to and from campus should you be called to address an emergency (i.e., medical, disciplinary, or otherwise) matter for any one of your student attendees.

Travel Reimbursement

Travel Stipulations and Travel Reimbursement

Oakwood University wants to make your OU LIVE experience a pleasant one. We pledge our support to guests to offer this experience to as many prospective “Oakwoodites” as possible! However, there are important planning details that you should know as it relates to your travel to OU LIVE 2024:

Airline Discount Requirements:

Air travel assistance up to $100/per ticket will be available to groups of five (5) or more traveling on the same flight by a commercial airline. A minimum distance of 1,200 miles round trip is required.

Assistance is based on one-third of the ticket cost, not to exceed the stipulated $100 limit per ticket.
The last day to submit all airline receipts for reimbursement is Friday, October 4th, 2022, by 12pm (no exceptions).
If you have not previously received a reimbursement for OU Live, you will need to complete a W-9 Form for payment to be processed – only one (1) check will be cut per group

Charter Bus Discount Requirements:

Invoice assistance for Charter bus groups of thirty (30) students or more are eligible for travel assistance of up to $2,500.

If you would like the reimbursement to be available on October 2nd, 2024, Admissions must receive bus invoices postmarked by September 12th, 2024 (no exceptions).
Bus companies should be paid prior to your arrival – we will not pay your driver. All reimbursements will be made out to the participating school.
Please allow up to three weeks to receive your reimbursement for submissions after September 12th.

Please Note: Accommodations are not available for bus drivers. Please plan accordingly.

Additional Considerations:

Early arrivals will not be accommodated for transportation or housing.
Any receipts/invoices submitted after 12pm, October 4th , 2024, will not be reimbursed.
All emailed receipts should be submitted to oakwoodlive@oakwood.edu. The subject line should clearly read: “OU Live Travel Receipt.”
Submit all airline receipts and bus invoices to Admissions before your arrival or in person by Friday, October 4th, 2024 at 12:00 pm, to receive the reimbursement – Admissions will be in the Millet Activity Center.
All participants are to check-out of the Residence Halls no later than 10AM October 9th, 2024.

Download 2024 OU LIVE Travel Stipulations (PDF)

HOUSING ACCOMODATIONS

Additional Information:

Limited campus housing will be available for High School Seniors only.
High School Juniors are welcomed to attend OU LIVE but will not be housed in OU Sponsored Housing. Juniors may book accommodations at one of our Courtesy Hotels, provided they have an approved chaperone to accompany them in the hotel and ensure their safety and participation during the event. Registered and paid attendees will have access to all OU Live events and meals. Transportation will be provided to and from the OU Designated hotels on a scheduled basis.
Campus housing will be hosted by current students in the Residence Halls. We recommend bringing a sleeping bag, blanket, and pillow for your comfort, since guests will camp-out on the floor.
Towels and personal toiletries will not be provided, so we kindly suggest that you bring your own.
High School Juniors must be accompanied by a chaperone and make alternate housing plans.
Limited OU Sponsored hotel accommodations (paid by the University) will be provided for registered chaperones based on availability (Double Occupancy) – do not delay!
Sponsored Chaperone Housing Limits:
- One OU sponsored male chaperone for every 10 male student attendees.
- One OU sponsored female chaperone for every 10 female student attendees.
- Additional Chaperones are welcome to attend; however, OU sponsored housing will be provided based on the ratio above. Additional Chaperones may book with OU Designated hotels at a courtesy rate, or their personal choice. However, transportation will only be provided to and from the OU Designated hotels (on a scheduled basis).

No additional hotel room charges will be paid by the University. A personal Credit/Debit Card will need to be provided for incidentals.
All other attendees may book accommodations at one of the designated event hotels for our courtesy rate (based on availability). There are no occupancy stipulations for these bookings.
Attendees staying at non-designated hotels will need to arrange their own transportation. No Exceptions.
The University will not provide supervision for students who choose to stay off-campus during OU LIVE. Please note: Oakwood University is not responsible for any injuries, losses, or damages that may occur while individuals are off University premises. Students and/or their guardians further agree to indemnify and hold the University harmless from any claims or expenses arising from off-campus accommodations.