Practices and Policies

Alcohol

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.

To request an Alcohol Application, please email reservations@ohio.edu.

Food

All food and beverage served on Ohio University’s campus must be provided by Ohio University Catering unless you have obtained special approval from Environmental Health and Safety and an exemption form from Ohio University Catering. Catering and other food requests must be submitted to Ohio University Catering, catering@ohio.edu, 740-593-4035, no later than one (1) week prior to your event.

About OHIO Catering

Culinary Services Forms and Policies

Digital Displays

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 University 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 will be visible for 8 seconds as part of a 10-30 slide rotation (minimum of 480 views/day) during the entire Baker University Center day of operation.

The cost for a 7-day run is $10 for Student Organizations and $20 for University Departments. Please have your account number ready when placing your reservation.

Baker University Center does not provide graphic design services for digital display slides. To prepare a digital display ad, please make sure to make your reservation prior to submitting artwork. Artwork should be emailed to Erin Wooten (dunne1@ohio.edu). Emails must include billing account number and the dates your display ad will run. The guidelines for the production of slides for online submission are available below:

Landscape oriented slide in JPEG or PNG format (no optimization/compression necessary)

Must include the Ohio University department or registered student organization name on slide

All information must be submitted at least 3 business days prior to the first run date of your display

Banners

All banners must have a visible name or logo of the sponsoring department or organization. All banners should also have a grommet in all four corners. Banner dimensions are dependent on the location you have reserved. Please see the below for specification on banners. All lengths are maximum.

• 3rd Floor Banner Railing North 28" x 284"
• 3rd Floor Atrium Banner South 28" x 257"
• 4th Floor Atrium* 28" x 269"
• 5th Floor Banner Railing North 28" x 269"
• 5th Floor Atrium 28" x 269"

All banners should be dropped off at the Reservations Office, Baker University Center 417, the business day prior to the reservation. Banners must be picked up within 2 weeks of the reservation end date.

North banner spaces can seen going up the escalators in Baker University Center, while South banner spaces can be seen going down the escalators.

*4th Floor Atrium banner space is only reservable with Ballroom reservation.

Failure to cancel a reservation within 21 business days in advance for Major Event Space (Ballroom, Theater, Front Room, Galbreath Chapel, Walter Hall Rotunda, or Multi-Purpose Room 240/242) event will result in a fee. 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.

Request Timeline

Requests for all Major Event Spaces and outdoor spaces must be reserved at least 30 business days (6 weeks) in advance. All reservations in non-major event spaces require one business day to book. No "day of" reservations can be made.

Technology

Audio Video capability is provided in most conference rooms and event spaces within Baker University Center and Walter Rotunda. Baker University Center and Walter Rotunda use HDMI connections for technology in all conference rooms and event spaces.

Please note: Customers are responsible for bringing their own computers, adapters, and presentation clickers for the technology in our spaces. Event Services does not provide those.

Set Up/Moving Equipment

Event Services staff must execute all setups within event spaces and atriums. Mishandling of setup 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.

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! 

Event Sustainability

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. If you have any questions or would like to learn more about Green Events and sustainability at Ohio University, please contact zerowaste@ohio.edu.

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.

Timeline

Reservations must span the date that any equipment is delivered through the date all equipment is picked up and removed from the space.

Work Orders

Customers must submit a work order through Facilities. The customer must have their account number available when submitting the work order. There may be additional fees for any of the items listed below. Please use one work order for everything associated with the event.

1. To locate and turn on electricity at a location
2. To locate and have water turned on at a location
3. To have grounds marked for a tent. Approval is also required by the Major Events Committee.
4. To request the grounds are cleaned up and mowed
5. To request additional trash, recycling and compost bins

Tables and Chairs 

Event Services does not provide tables, chairs or technology for outside events. We recommend the following vedors: 

• OHIO Moving Services- To place an order for tables, chairs, and staging contact Moving & Surplus at 740-593-0463 or movingandsurplus@ohio.edu. 
• Bedrock Rentals- We recommend reaching out to Bedrock if you need the following items: tents, padded chairs, outdoor dance floor, specialty tables (8ft, sweetheart tables, cocktail tables, etc.) and specialty items.

Speakers, Microphones, and Technology

If you are in need of a sound system for your event, we recommend contacting a local DJ for your sound needs. Your Event Services contact can provide some suggestions for a local vendor.

Inflatables, Animals, and Porta Potties

Inflatables: Customers who want to bring inflatables for an event, will need to have proof of insurance per Risk Management. Please include Jeff Campbell (campbell@ohio.edu) from Environmental Health and Safety in your planning.

Animals: Customers who would like to have animals at their event, should include Jeff Campbell (campbell@ohio.edu) from Environmental Health and Safety in their planning.

Porta Potties: Please use Bobcat Buy to use our preferred vendors for Porta Potties. Please communicate the drop off and pick up time with your event coordinator Pick up and drop off times should be within your reservation.