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Rates and Policies
Event Services Policies
Rates
To view our rates, please reference the following links:
2017-2018 Equipment, Room and Staffing Rates
Baker University Center Policies
Cancellation & No-Show Fee
Failure to cancel a reservation within 21 business days in advance for Major Event Space: Ballroom, Theater, Front Room, Galbreath Chapel, Walter Hall Rotunda, Multicultural Center 219 or Multi-Purpose Room event will result in a fee being assessed. A conference room needs to be canceled at least 1 business day in advance in order to avoid incurring a late cancel fee.
All registered student organizations, University departments, and other users are subject to this policy. If the event is not cancelled prior to the cancellation cut-off date, the user will be billed for 100% of the cost of the room rental, in addition to event specific labor. Failure to show for a confirmed reservation will result in a no show fee being assessed. The no-show fee is 100% of the cost of the room rental + $25.00 for a conference room or 1804 Lounge, or $50.00 for a major event space.
Alcohol Policy
All events held at Ohio University at which alcoholic beverages will be sold or distributed must comply with university policy requirements and must be approved in advance.
Application to Sell or Use Alcoholic Beverages at Ohio University
Early Open/ Late Close Policy
Requests to keep an Event Services facility open beyond specific normal operation hours must be approved by the Executive Director, or designee, prior to final confirmation of reservation. After this request form is received by the Administrative Office (located in Baker 347), it will be reviewed and confirmed with the requestor. Event Services requires 45 days advance notice to insure adequate staffing of the event space. There will be an $85.00 fee for each hour (in one hour increments) that exceeds past building hours for an approved early open/ late close reservation. Early open requests should not exceed prior to 5:00 am while late close requests should not exceed past 2:00 am.
Early Open/ Late Close Request Form
Lost and Found Policy
The Ohio University Event Services Lost and Found practice is designed to provide a step by step process for handling items that are lost or found within Baker University Center. The practice aims to improve the likelihood of lost items being recovered by their owner(s).
If you've lost an item, the Guest Services desk (located on the 4th floor) can assist you in recovering your item.
Reservation Policies
Reservation Policy 3.0
General Reservation Policies for Event Services. Includes outdoor space sound restriction information.
Copyright Licensing
The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. This practice documents the process and regulations surrounding the public showing of movies within any Event Services managed venues. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the right to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition. This legal copyright compliance requirement applies to colleges and universities. The movie studios who own copyrights, and their agents, are the only parties who are authorized to license public viewings. No other group or person has the right to exhibit or license exhibitions of copyrighted movies.
Digital Display Boards
Placing a graphic slide on the digital display screens within Baker University Center is a great way to promote upcoming events across campus as thousands of students, faculty, staff and guests travel through Baker Center every day.
Promotion of events and announcements is limited to individuals or groups affiliated with Ohio University for events or announcements associated with Ohio University. Each individual slide is limited to a 7-day concurrent run and will be visible for 6 seconds as part of a 10-30 slide rotation (minimum of 480 views/day) during the entire Baker Center day of operation.
Baker University Center does not provide graphic design services for digital display slides. All display ads should be emailed to Erin Dunn (dunne1@ohio.edu). Emails must include reservation number and the dates your display ad will run.
The guidelines for the production of slides for online submission are available below:
- 1068 pixels wide x 600 pixels high 72 dpi JPEG format (no optimization/compression necessary)
- Must include the Ohio University department or registered student organization name on slide
- Please include in email your reservation number and dates your display advertisement will run
All information must be submitted at least 3 business days prior to the first run date of your display.
The content on digital display slides within Baker University Center is subject to approval by the Director of Ohio University Event Services and must not be unlawful, harmful, threatening, abusive, harassing, tortious, defamatory, vulgar, obscene, libelous, invasive of another’s privacy, hateful, or racially, ethnically or otherwise objectionable. Those that do not meet that requirement will not be placed.
Event Support Details
Event Support
If you are planning an event that may require any setup beyond our basic arrangements, you must meet with our Event Planning staff at least 2 weeks prior to the event so we can help ensure the space meets your expectations.
Technology
A/Vcapability is provided in most conference rooms and event spaces within Baker University Center. Baker University Center uses VGA connections for projectors in all conference rooms and event spaces. For Apple computers or PCs without VGA, guests should bring the appropriate adapter and allow ample time to setup and test your equipment before your event. Please let our reservation staff know of all the a/v requirements you will be using to ensure your meeting or event space will be set-up correctly.
Parking
Ohio University Parking Services offers a wide range of parking options for individuals hosting meetings or special events on campus including permit issuance, lot/space reservation, and meter reservations. Space availability on campus cannot be guaranteed without the purchase of a lot or meter reservation, regardless of date or time. Contact Parking Services at 740-593-1917 for more information on special event parking options and costs.
Lot 122, the lot directly outside of Baker University Center, is a pay-by-hour lot. Parking is $1.00 per hour in this lot. A pay station is available at the lot entrance. Additionally, patrons may pay for parking within this lot and at any metered space on campus by using the ParkMobile application. For more information regarding parking using ParkMobile, visit http://us.parkmobile.com/ to set up your account and get started with the ease of Park and Go! Additionally, the pay station and all meters accept coins for those wishing to pay via this method. Limited parking is available in the Baker University Center pay to park garage located below Baker University Center. The fee is $1.00 per hour to utilize this facility. All other University parking lots require permits during posted, restricted times as noted on the sign located at each lot entrance.
Food & Beverage
All food and beverage served in Baker University Center must be provided by Ohio University Catering unless you have obtained special approval and an exemption form from Ohio University Catering and Environmental Health and Safety. Catering and other food requests must be submitted to Ohio University Catering, Room 125, 740-593-4035, no later than one (1) week prior to your event. Please see the following web-sites for the appropriate forms
http://www.ohio.edu/catering/
http://www.facilities.ohiou.edu/food/extsrvs_formsandpolicies.htm http://www.ohiou.edu/ehs/general/forms.htm
All food and retail operations in Baker University Center are operated by Culinary Services and offer a variety of food service options. Operational hours for the below venues are on the following web-sites.
The Front Room Coffeehouse, http://www.facilities.ohiou.edu/food/
West 82 Food Court, http://www.facilities.ohiou.edu/food/
Latitude 39 for casual fine dining, http://www.facilities.ohiou.edu/latitude39/
Tobacco Free
Ohio University supports community wellness by prohibiting the use of tobacco products at the Athens campus. Thank you for helping to make OHIO a greener, healthier place to be! See www.ohio.edu/tobacco-free
Ohio University is committed to becoming a more sustainable campus. If you would like to contribute to the efforts by hosting your event as a Green Event, please register your event
here