Frequently Asked Questions

Our team meets once a week to discuss event requests. Please wait 5-10 business days to follow up on your request. Your event contact will reach out to you once your event request has been reviewed.

Venue rental fee covers a one day reservation. This includes: Event Services’ equipment set up and tear down of chairs, tables, dance floor, risers, and pipe and drape. Technology is determined by the space but may include: microphones, LCD projection, and up-lights. Additional charges may apply, please contact your Event Services contact for more information.

Outdoor reservations include the space only. Your Event Services’ contact will be happy to refer you to the applicable contacts for your equipment needs.

If your event is internal to the University, the Oracle Account Number listed in Mazevo will be billed in the month following your event.

For external events, an invoice will be sent from the Bursar’s Office in the month following your event.

No discounts are offered at this time.

Event space must be canceled no later than 21 business days in advance. If the event space is not canceled in a timely manner, there will be a fee.

All food not served by Catering Services requires submitting a Food Permit to Environmental Health and Safety. If your food cost is over $500.00 (this includes food, drinks, cups, plates, napkins, etc.) you are required to utilize Ohio University’s Catering Services. If you wish to use outside catering, you must be granted exemption by Ohio University Catering Services. To contact Catering for additional information please call 740-593-4035.

If you would like to serve or sell alcohol at your event, you must complete an application. This application must be received at the Baker University Center Administrative Office, Baker 417, at least 5 days in advance of the event serving alcohol and 35 days in advance for events selling alcohol. You can request an alcohol application by emailing reservations@ohio.edu.

A/V needs are determined by the space. The following are our offerings included with the reservation for each space:

• Grand Ballroom: 4 wireless microphones, 1 podium with microphone, 2 LCD projectors, and 10 up-lights
• Walter Rotunda: 4 wireless microphones, 1 podium with microphone,1 LCD projector, and 6 up-lights
• Galbreath Chapel: 1 podium with microphone

Yes! Event Services staff must execute all set ups within event spaces and atriums. Mishandling of set up equipment, chairs, or tables can result in injury or damage. Staff members are trained in the safe handling of stacked chairs and table carts and adhere to a dress code aimed at preventing injuries. Changes to set up by customers or last-minute changes will result in additional fees.

Customers are responsible for any additional set up such as flowers, additional rented items, décor, table numbers and table cloths (if not provided by Catering Services), etc., you choose to bring to enhance your event.

Yes, there are student staff who are trained to help with event support who oversee events in all Event Services venues. If you need assistance during your event you can call 740.593.4000 or stop by the Guest Services desk on the 4th Floor of Baker University Center for further assistance. The staff member you have been working with to finalize your reservations, is not guaranteed to be at your event.

If you would like a dedicated technician, this must be requested no less than 4 weeks prior to your event.

Light levels and colors for emergency egress, exits, and fire alarms shall not be reduced, nor shall those fixtures be covered or obscured. Taping, nailing, gluing, nor command strips/ similar products are not permitted any event spaces. If you are wanting to display items such as photos, posters, etc., you may request easels or signholders. If you have specific decoration questions, please feel free to reach out to your Event Services contact.

Flames are not permitted in any event space. Battery operated candles are welcomed.

Yes, all major event spaces are ADA compliant.

Ohio University does not allow pets in any of the indoor event spaces. Please note: registered service animals are acceptable.

If you wish to have any parking for your event (for example loading, unloading, or a vehicle remaining on-site during your event) we are happy to coordinate this with Parking Services. Our events team is happy to assist with this process. For more information regarding parking, please contact your Event Services contact.

The dark green and purple lots on campus are open for public parking after 5pm on the weekends. This only applies if the lots are not closed for a university event. Your guests could utilize parking within one of the non-metered spaces. Space cannot be guaranteed without a reservation. A map detailing the location of these lots is available from Transportation & Parking Services. If you are interested in learning more about transportation options such as renting a bus for your guests, call 740-593-1611 or via email at transportation@ohio.edu.