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Event Services revises space reservations procedure for 2012-13

New process will increase flexibility in scheduling


Ohio University Event Services has revised the procedure by which reservation requests for major event spaces will be submitted, reviewed and accepted for the 2012-2013 academic year.

This new procedure requires an evaluation of the proposed events based on priority status. It only affects reservation requests for Memorial Auditorium, Galbreath Chapel, Walter Hall Rotunda, Baker University Center Ballroom, Theatre, Multi-Purpose Room and the Front Room. 

This change establishes a priority user status and timeline, and allows for greater flexibility in scheduling. 

"These venues are in high demand and we are responding to feedback from our users, the majority which are students, that a more flexible, fair and timely confirmation process be implemented," said Sujit Chemburkar, executive director of Event Services. 

What this means for the event planner is that the current process for requesting space one calendar year in advance will no longer exist. The new practice will require that reservation requests be submitted through a new online request system beginning on March 7, 2012, for academic year 2012-13. Reservation staff will review requests placed beginning on this date and place them into the new priority categories. Reservations will continue to be accepted after the March 7 date, but will be on a first come, first serve basis.

"Our goal is to provide the requestor with a confirmation or denial of space quicker than we have been able to historically. Having all of the University wide sponsored events and programs already set in place before we open the books for other requests will help expedite our response," Chemburkar said.

The ranking system gives priority to University events including Bobcat Student Orientation, Homecoming, Commencement, and Opening Weekend. Following these events in priority will be special recruitment programs planned by the Office of Undergraduate Admissions that will be scheduled in conjunction with other priority users. Requests will then be categorized based on Ohio University affiliation and the event's consistency with the university's mission, goals and priorities.

Departments and organizations that have in the past hosted standing annual events will need to follow the new protocol for requesting space.

"This will be a change for departments who have had annual programs on a traditional date, so it is important that a certain level of pre-planning occurs to be ready to submit requests beginning March 7," Chemburkar said "This date needs to be 'red-lettered' on everyone's calendar." 

Standard meeting room reservations will continue to follow the current process of first come, first served by calling Baker University Center Reservations at 740-593-4021. This includes meeting rooms on the second floor of Baker University Center. 

Complete information and reservation training details can be found on the Event Services website.