Host a Student Event

Ohio State student events are the heartbeat of our vibrant and engaging community. Student events serve as catalysts for connection, learning, and personal growth. The Events and Conferences team is here to assist you from reservation to execution. 

Student Organization Space Request Information

Space Use Agreements: Student Organizations looking to request meeting space with the Office of Student Life Events and Conferences (the Ohio Union, North District Event Spaces, outdoor spaces, Recreational Sports and classroom space) must have a completed Space Use Agreement (SUA) on file for each academic year. The organization’s President, Treasurer and Advisor must review and sign the document via DocuSign. Requests can be submitted only by students listed on their organization’s Space Use Agreement (SUA). The student organization must have submitted their Space Use Agreement at least two weeks prior to the opening date for submissions. If you have any questions or trouble completing the document, please email oustudentmanger@osu.edu or call 614-292-5200. 

Space Request Tool: Student organizations should use our Space Request Tool. The tool allows users to see real time space availability and submit space requests quickly and easily. For additional help using the Space Request Tool please download our Space Request Tool - Quick Guide. 

• When you create a Space Request Tool account for the first time, it takes 3-5 business days for your account to be approved and set up to submit space requests. 

Event/Performance Space: To request the Archie M. Griffin Grand Ballroom, U.S. Bank Conference Theater, the Performance Hall/Potter Plaza, or Curl Viewpoint please submit a request for information. 

Reservation Guide: Review our reservation guide for basic information on the process to request any of the spaces we help manage! 

Classroom Requests 

Once academic classes have been scheduled in the system, registered student organizations can request meeting space in a limited number of classroom buildings around campus. 

Policies and procedures to keep in mind: 

• We do not begin booking classroom space for any academic terms until the Office of Scheduling has finished scheduling classes and midterms into the system. 

• Classroom space reservations are intended for student organization meetings. Special events or programs should be hosted in other University event venues which are listed on the http://planevents.osu.edu/ website. 

• To inquire about technological capabilities of each classroom space, please visit the Classroom Services page. Any additional technology beyond what is provided in the classroom must be requested by the organization's faculty/staff advisor, by calling 614-292-3131. 

• Outside equipment is not permitted in classroom spaces.  This includes, but is not limited to, AV equipment (microphones, amplifiers, etc.), tables, chairs, and theatrical sets. 

• Food is NOT allowed in classroom spaces.  This includes food service from University Catering or an outside caterer, meals, and potlucks. 

• Classrooms should be returned the way they were found at the end of each meeting.  Under no circumstances should furniture be removed from classrooms.  Please remove all trash at the end of your meeting. 

If a group uses a space and notices that a group before them did not adhere to these policies, they should report it to the Ohio Union Reservations Coordinator at ohiounionclassroomrequests@osu.edu within the first 15 minutes of their scheduling meeting time.  Please provide photos of any aspect of the space or equipment in the space was damaged. 

Outdoor Space Request 

Registered student organizations can request outdoor space in several areas around campus. The outdoor space request process is intended to help ensure that your event is a safe and successful one. Any questions or comments should be directed to the Reservations Coordinator at outdoorevents@osu.edu. 

Policies and procedures to keep in mind: 

• Please submit your request at least two weeks in advance to give ample time for your request to be reviewed.  If you are planning a large-scale event, we recommend at least 3 weeks’ notice. 

• Equipment rental (tables, chairs, etc.) are NOT INCLUDED in outdoor space approval. If approved, you must provide your own equipment or rent from an external company. 

• Rain/Indoor locations are not included in the outdoor space process. Please be sure to request indoor space in case of inclement weather through the Space Request Tool. 

• Once the form is submitted, your request will be sent to the Reservations Coordinator to review. If all the necessary information is completed and the outdoor space is available, a TENTATIVE reservation will be booked for your organization. The information from your online request form is then sent to several University Departments (Public Safety Student Life Risk Management, Facility Operations & Design, etc.) for approval, so that you do not have to contact them all directly. If additional information is needed to approve your event, your reservation will be held as DETAILS PENDING and the Reservations Coordinator will contact you. Please keep in mind that the more information you enter regarding your event, the easier and faster it will be to obtain approval from each of the departments. 

• Please visit our events resources page for additional information and resources for your event planning. 

Space Request Submission Windows: Student organizations can submit requests for recurring meeting space using the Space Request Tool beginning on the following dates. Note If the 15th falls on a weekend or holiday, requests will open the first business day following the 15th.