Creating the Extraordinary Student Experience: Office of Student Life

Documents

University Housing Spaces

COVID-19 Update on Events & Gatherings

All Ohio State autumn 2020 events and gatherings with more than 10 people — whether on or off campus — will be virtual. Gatherings with fewer than 10 in-person participants must adhere to guidelines regarding physical distancing and the use of face masks.

For more information, visit https://safeandhealthy.osu.edu/

Please carefully read the following guidelines BEFORE you submit your reservation request:

  • In order to fairly accommodate the many groups who are competing for reservations, our spaces may not be used for weekly or biweekly meetings.
  • Events held in University Housing spaces must be open to all students. Students should not have to be a member of the requesting student organization to attend the event.
  • There is no charge to reserve University Housing spaces. No sales are allowed and no admission or registration fees may be charged for events held in these spaces. Cash donations may not be collected at the door. No food or other items may be sold during your event.
  • In order to be granted swipe access to the requested space, you must provide the dot number and (short) BuckID number of at least one individual affiliated with your organization.
  • If you plan to serve food at your event, please clearly indicate this in the event description. You are responsible for cleaning up the space. **COIVD-19 UPDATE: all food served at events or gatherings must be pre-packaged—no buffet-style meals (open pizza boxes, etc.) are permitted**
  • Follow all guidelines to ensure proper use of University Housing spaces. All policies of the Code of Student Conduct will be enforced. Failure to follow Residence Life policies may result in loss of privileges to use spaces or in assessed charges to the reserving party.
  • Spaces are provided "as is". We are unable to provide additional A/V equipment, furniture, or other items (including but not limited to laptops, table linens, platforms or staging).
  • We strongly recommend that you submit your request at least 3 weeks prior to your event date. If we are able to accommodate your request, you will typically receive a confirmation of your reservation via email within 3-5 business days. Please note that processing time may increase depending on current request volumes.
  • Please be aware that submitting a request does not mean that the space is reserved for your event. You may be contacted to request additional information about your event prior to receiving confirmation.
  • Please be aware that A/V support is limited as University Housing does not provide on-site event support. It's a good idea to request additional event time to account for any A/V set-up or testing prior to the start of your event. An HDMI cable and a micro HDMI adapter are located in each room; however, we recommend bringing your own if your device requires a unique cord and as back-up. 
  • Prior to submitting, carefully read the PDF documents linked on the right side of the page above to familiarize yourself with available set-ups, maximum capacities, and audio/visual capabilities of our spaces.
  • Our spaces support the residential student experience and are primarily for University Housing affiliated events and programs. First priority is given to those parties; all requests are subject to availability and the discretion of University Housing staff. If a University Housing staff member requests a room for an emergency meeting within 48 hours of the event date, the reserving party with be immediately notified and asked to find another location for their event. When possible, University Housing will try to provide alternative space. 
  • In order to be granted swipe access to our spaces, BuckID numbers must be submitted for up to three people. 
  • If you have any questions, please contact UniversityHousingSpaces@osu.edu or call the Residence Life office at (614) 292-3930.

 
Student organizations and university users may submit a reservation request for one of our spaces via the Space Request Tool


TO CREATE AN ACCOUNT

  • VISIT go.osu.edu/spacerequesttool
  • CLICK on the click here button to create an account as a virtual user
  • SIGN UP by completing all necessary fields, including Email, Password, About You and Additional Information
  • WAIT for an email which will be sent to you, within 3 business days, once the account is approved

TO SUBMIT A REQUEST

  • SIGN IN with email and password at go.osu.edu/spacerequesttool
  • CLICK in left panel click Create a Reservation. Click Book Now in the top right
  • ROOMS: On left side enter event date, time and location. If event is recurring select Recurrence. Select room(s) and follow subsequent prompts. Click Next Step
  • SERVICES: Select corresponding room A/V option. Under Conference Equipment tab choose laptop
  • connection type. If you would like to add catering click the Web Request Catering Information and
  • enter information. Click Next Step
  • DETAILS: Complete Event Details and Client Details. Add Additional Information if needed Click Create Reservation
  • WAIT for your confirmation which will be emailed within 5 business days with any next step instructions
  • REVIEW the confirmation details and contact us with any questions