Policies and Procedures
This page contains the policies and procedures for reserving a Housing and Residence Life operated space. Please take a moment to examine the policies and procedures provided below before proceeding with your reservation request. By submitting your reservation request, you acknowledge that you have reviewed, understood, and agree to abide by the policies and procedures outlined herein.
Overall Reservation Guidelines
Meeting room reservations are confirmed on a first come, first served basis. Internal non-departmental users are required to provide an 91探花 operating account number to reserve space and the event must be open to all 91探花 students.
Classroom Reservations
Each fall and spring semester, the Registrar鈥檚 Office will have first rights to reserve classroom space within the Living Learning Center (LLC Room 130/150) and may be expanded to Jefferson 160 as an overflow option and only by request. Each room must be reserved for the future term by the Registrar by the 6th week of fall and spring semester for the future academic term, at which point the classrooms will become available for use for events that promote student engagement and community development. Classroom reservations will not be scheduled in any Housing and Residence Life controlled spaces during the summer term.
Interdepartmental Reservations
Each fall and spring, after classroom space has been reserved by the Bursar for academic purposes, rooms within the Living Learning Center (LLC Rooms 130/150) can be scheduled by the Department of Housing and Residence Life for departmental meetings (week 7) between the hours of 8:00AM 鈥 5:00PM Monday - Friday. Multipurpose rooms in Bromley, Carr, Luchs, Sowle and Tanaka will be used exclusively by the students and/or the Resident Director of each hall for community development. In hall staff meetings will not be scheduled in any HRL controlled engagement spaces.
The LLC room 102/104 and Jefferson Hall Multipurpose Room may be reserved for the future semester after week 2 of the current semester as priority usage to the Housing and Residence Life Leadership team. After the 6th week of the semester, the spaces will be offered to external departments for event reservations that have been approved by the Administrative Specialist responsible for HRL controlled spaces.
Event Reservations
Once classes are scheduled and the Department of Housing and Residence Life has the spaces reserved for meetings, the reservation of space in the Living Learning Center, Jefferson, and Boyd will then be available to reserve by RHA, NRHH, Bobcat Tabletop and OHIO Late Nights and for 鈥渆vents鈥 for faculty, staff and campus partners who are coordinating an opportunity to engage with students and facilitate learning outside of the classroom. Student organizations will not be permitted to reserve space but should be referred to Baker Center.
Policies and Procedures for Review
Access
Most spaces are access controlled facilities. Any access needs will be configured for day of use if the reservation request is made outside one week of the event.
Food & Alcohol
Food: If served or offered, a permit is required from 91探花, Environmental Health Services 14 days in advance of the event.
- All food use must comply with Environmental Health and Safety (EHS) regulations, and a temporary food permit must be submitted and approved before food can be served.
- Any food served during the scheduled event totaling $450 or more will be required to coordinate food with 91探花 Catering Services per University policy 47.015.
- Any event serving food will be charged a service fee for custodial and trash. No concessions may be sold within the space unless prior written approval has been given by the Office of Housing and Residence Life.
- Alcohol usage at an event requires an individual to complete an Application to Sell or Use Alcoholic Beverages per University Policy 24.001. Alcohol applications are located in Baker University Center 350. Additional permits may be required depending on event specifics.
Alcohol: To serve or provide alcohol, an "F" permit is REQUIRED from the State of Ohio 30 days in advance of the event. The request to serve alcohol must be approved by the Office of Housing and Residence Life.
General Policies
- Completing the Facility Reservation Request Form does not guarantee use of the requested space
- Requests must be made two-weeks in advance of the event
- Space capacities may vary depending on event request
Rental Fees
Many of our spaces have different set-ups that can be requested upon reservation. Set up requests must be made/confirmed a week prior otherwise the space will be set up as is. Any equipment, trash, custodial or additional resources are subject to charge.
- There will be no charge for room usage unless a specific set up is required. Any event occurring outside of the operational hours in the Living Learning Center and/or Jefferson that requires student staffing will result in $15/hour to provide services and support.
- Reservations made by university departments must be confirmed with an operating account number to which final fees will be assessed, if applicable.
Reservation Cancellations
Meeting room reservations must be cancelled no later than five business days prior to the start time of the event. Cancellations are made by calling 740.593.4090 and/or emailing housing@ohio.edu. Failure to cancel meeting room reservations will result in a late cancellation fee being assessed.
Signage & Decor
- Signage placement and decorations must be approved through the Office of Housing and Residence Life one week prior to reservation date. Contact housing@ohio.edu with questions regarding approved signage and decoration locations
- Confetti of any material is not permitted in any of the spaces
- Signage/d茅cor may NOT to be hung on walls or windows. Tape on any surface is prohibited as it can be damaging to the paint/drywall and remove finish from the floors.
Video and Filming Policy
Academic Projects
Students are permitted to reserve space in residence hall facilities for filming or video class projects. Independent film creation is outside of the scope of academic requirements and must follow a separate process for approval.
Reservation of specialized areas in halls (lobbies, seminar rooms, recreation rooms, etc.) can only be reserved at the discretion of Housing and Residence Life staff. Priority for use of Residence Hall facilities during academic terms will be given first to residents of the hall, then to students, and then to outside groups or student organizations.
- Location release agreement (attached) must be completed.
- Student rooms that are occupied are not permitted to be filmed unless the occupant(s) have given written approval.
- Props are permitted to be brought onto location providing they are not in violation of the Student Code of Conduct.
- No alcoholic beverages or drugs are permitted.
- All university furnishings must be returned to their original location.
- All trash must be removed from the area and taken to a dumpster.
- Filming within a residence hall is not permitted beyond the building鈥檚 established quiet hours. No overnight filming or access is generally permitted.
- Students are not permitted to sleep overnight in a filming location.
Failure to comply with the above procedures may result in a referral to Community Standard and Student Responsibility based on any Student Code of Conduct violation. If the filming location is not properly cleaned after use, cleaning charges will be assessed. These charges will be applied to the student holding the reservation of the space as well as a denial of any additional reservations for the academic year.
To make a request to film in the residence halls, complete the .
Independent Films
Independent films are viewed as any outside agency wishing to utilize 91探花 property and should be referred to 91探花 Communications and Marketing. Individuals wishing to make an independent film are required to comply with the above rules and regulations, as well as the following:
- Complete a location agreement (provided by Legal Affairs)
- Provide evidence of insurance
- Provide a means (credit card or account number) to pay a daily rental fee, as well as to cover any costs associated with set up or cleanup of the space.
- Cover costs related to an on-site 鈥渟upervisor鈥 if deemed necessary.