Event Planning Guide

Reserving Space

Registered student organizations and University departments have use of the Center's meeting rooms/event spaces and outside facilities free of charge on a first-come-first-served basis. Individuals or groups not affiliated with the Ohio University (external users) may use the Center's meeting rooms/event spaces on a fee basis when not reserved for use by a registered student organization or University department. Meeting facilities in the Center vary in both size and atmosphere and can accommodate a variety of meetings and activities. Please see the list of room descriptions and dimensions below.

Beginning the sixth week of each quarter, reservations for the following quarter are accepted by the Reservation Coordinator. Special event reservations may be scheduled one year in advance but require a written proposal to the Reservation Coordinator detailing the meeting/event information listed below.

The professional and courteous staff at Baker University Center are happy to provide special room arrangements, audio/visual equipment, and other equipment (some on a rental basis) for your event. For information about meeting rooms/event spaces and reservations, please call 593-4020 and speak to the Reservation Coordinator or the Facilities Coordinator.

You will be asked for the following information when calling or stopping by the administration office to schedule a meeting or event in the Center:

• The Date and Time
• The Number of People attending
• The Event Title
• The Student Organization/University Department or External Group Name
• The Name, Phone Number of the contact person
• Set-up Requirements (e.g. room arrangement)
• Audio/Visual equipment needs
• Catering needs
  • All food and beverage served in Baker University Center must be provided by Baker University Center Catering Baker University Center Catering must approve exceptions to this policy. For information about Catering and food service in Baker University Center, please contact Baker University Center Catering at 593-4035.
• Any additional special requirements.

Conference Rooms

The following is a list of conference rooms available in Baker University Center.

Note: Because of the tremendous use of these conference rooms, we ask that meeting room furniture not be rearranged. A $15.00 reset fee will be assessed to individuals or groups that do not return furniture in conference rooms to its original arrangement.

Special Event Spaces

Special event spaces in Baker University Center may be reserved one year in advance by submitting a written request to the Reservation Coordinator detailing the specifics of the event. Because of the versatility of these rooms, users of special event spaces in the Center are required to meet with the Center's Facility Coordinator so that their event may be best accommodated. The following is a list and description of special event spaces.

1804 Lounge

The 1804 Lounge is an elegant room suitable for a reception, lecture, or presentation. The 1804 Lounge is equipped with everything needed to make your event a success. The 1804 Lounge comfortably accommodates 75 people. ($250/event for external users)

Alumni Lounge

The Alumni Lounge is an executive-style meeting room that will accommodate sixteen people around a large oval conference table. The Alumni Lounge also has additional chairs to accommodate up to twenty-four meeting attendees. The Alumni Lounge is also suitable for small receptions of approximately 35-50 people. ($200/day for external users).

Ballroom

The Center's 5000 square foot ballroom can be configured to accommodate a wide variety of events and activities ranging from dances, concerts, award banquets, conferences, seminars, or lectures for up to 400 people or formal receptions and served dining for up to 300. ($500/event for external users).

Bunch of Grapes Room

Located on the ground floor, the Bunch of Grapes Room's quiet and cozy atmosphere makes it a popular place to study or relax between classes. In the evening, the Bunch of Grapes Room can be reserved for organizational meetings, small social gatherings, poetry jams, or intimate acoustical concerts. ($100/event for external users).

Corner Room Café

The Corner Café is open Monday through Friday from 11am-7pm. Enjoy Salubre Pizza, Subsations sandwiches, Nathan's Famous Hot Dogs, and Otis Spunkmeyer cookies. The Corner Café can also be reserved evenings and weekends for meetings and programs. ($150/event for external users).

Front Room

The Front Room Campus Coffeehouse is one of the most popular spots on campus for meeting with friends in a comfortable and vibrant atmosphere. The Front Room is available to student organizations and university departments to plan a variety of entertainment programs; comedy shows, acoustic music, poetry readings, and films. Many of these events are fundraisers or benefits for student organizations. ($150/event for external users).

Recreation Room

Located in the lower level of Baker University Center is a spacious recreation room sporting eleven pool tables, video games, pinball machines, foosball, ping-pong table, and air hockey. Group discounts are available to registered student organizations and university departments.

Recreation Room Prices

Billiards: $4.00/hr. per table
Foosball/Ping Pong: $2.00/hr.
Air Hockey: $.50 per game
Video Games: Tokens 4/$1.00 or 25/$5.00

College Green Sites

It is the policy of Ohio University to allow registered student organizations and University departments the use of the following college green sites: Campus gate, Howard Hall site, Howard Hall table, West Portico of Templeton-Blackburn Alumni Memorial Auditorium, Lindley Park, Wilhelm Amphitheater, Wolfe Garden, and Campus Gate Banner. To reserve and use a College Green site, please complete a "College Green Site Reservation" form, available from the Reservation Coordinator in Baker University Center Administration Office, Room 201, on on-line as a 76 KByte Acrobat Reader File here. Alcoholic beverages are not permitted at College Green sites. For additional information about College Green sites please contact the Reservation Coordinator at 593-4020 or visit the University's policy and procedure web site at http://www.ohiou.edu/policy/24-016.html.

Audio-Visual Equipment

Baker University Center can provide, for a fee, limited types of audio-visual equipment, which may be reserved through the Baker University Center's Reservation Coordinator or Facilities Coordinator. Media Boards, including dry erase board/markers, screen, flip chart, are permanently installed in all conference rooms. If necessary, a wide range of audio-visual equipment can be obtained, for a fee, from Ohio University Instructional Media & Technology Services (IMTS) in Alden Library.

The audio-visual equipment items listed below are available on a rental basis from Baker University Center:

• Ethernet connections are available in each conference room and various other locations in Baker University Center. If you need an Ethernet connection, please mention this to the Reservation Coordinator at the time you make your reservation. Laptops or computers are not available through Baker University Center.
• Telephone lines can be activated, for a fee, in all of our meeting rooms. If you need a telephone line, please mention this to the Reservation Coordinator at the time you make your reservation.

Select Policies Governing the Use of Baker University Center

Alcohol

Consistent with applicable state law and university policy, the sale and/or use of alcohol in Baker University Center is permitted under the Baker University Center permit. An "Application to Sell or Use Alcoholic Beverages at Ohio University" (available on-line as a 72 KByte Acrobat Reader File: here) must be completed and returned to Baker University Center Administration, Room 201. Copies of the complete university policy are available upon request from the Baker University Center Administration Office or online at http://www.ohiou.edu/policy/24-001.html. Alcoholic Beverages are not permitted at College Green sites.

Violations of Ohio liquor laws and/or university policy may result in referral to appropriate law enforcement agencies, University Judiciaries, and/or denial of permission to use or sell alcoholic beverages.

Catering

It is the policy of Baker University Center that food and beverage served in Baker University Center must be provided by Baker University Center Catering (Room 208, 593-4035). Baker University Center Catering may approve exceptions to this policy. If an exception to this policy is granted, please notify the Reservation Coordinator in Baker University Center Administration (Room 201, 593-4020).

Cancellations

Please notify the Reservation Coordinator at Baker University Center Administration (Room 201, 593-4020) as soon as possible and no later than 72 hours prior to an event if there is a need to cancel a reservation. If an event involved catering, please also cancel catering at Baker University Center Catering (Room 208, 593-4035).A cancellation fee will be assessed if the Baker University Center Administration and Baker University Center Catering (when the event involved catering) is not notified of a cancellation at least 72 hours prior to the scheduled event.

Decorations

The Baker University Center Administration Office must approve all decorations in advance of the event. The Director of Baker University Center (or his/her designee) has discretion to approve or disapprove any special request. Use of any tape on walls, windows, doors, ceilings, etc., is prohibited in Baker University Center. The use of candles must be approved by the Director of Baker University Center (or his/her designee). Portable bulletin boards or easels are available for meetings/events requiring space to hang posters, charts, etc., and should be requested at the time the reservation is made.

External Users

External users may reserve conference rooms and special event spaces when not in use by a registered student organization or university departments. The ballroom and other special event space, are available to non-university external users during the summer and winter breaks. Ballroom and other special event space reservations may be made one year in advance and require a written proposal to the Reservation Coordinator detailing the nature of the event. External users are required to complete a Baker University Center contract and make full payment for the ballroom or special event space before the date of their event. Because of the versatility of the ballroom and other special event spaces, users of these spaces in the Center are required to meet with the Center's Facility Coordinator so that their event may be best accommodated.

Fund Raising

Registered student organizations may conduct fund raising activities on the Ohio University campus. A fund raising form must be completed and returned to the Office of Student Activities, Baker University Center, Room 204. This form can be obtained from either the Office of Student Activities or Baker University Center Administration, Room 201 or download a an electronic copy here.

Smoking

Smoking is strictly prohibited in Baker University Center. Ash receptacles are conveniently located outside the entrances of the center and on the Front Room Campus Coffeehouse patio for those patrons who wish to smoke.

Hours of Operation