Policies and Procedures

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: If served or offered, a permit is required from Ohio University, 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 Ohio University 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.

• 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
• Student Orgs may only request re-occurring reservations beginning on the 1st of the prior month
• Space capacities may vary depending on event request

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. 

Reoccurring reservations are only permitted on a one-month basis. Registered student organizations wanting to schedule a reoccurring weekly reservation can submit their requests beginning on the 1st of the prior month. Requests are considered on a first-come-first-serve basis and pending space availability.

• Ex: Requests for Wednesdays, 7-8 p.m. in November can be submitted October 1. The same Wednesday requests for December can be submitted November 1.

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 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/décor 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.

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’s 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 Housing and Residence Life Film Space Reservation Request form .

Independent Films

Independent films are viewed as any outside agency wishing to utilize Ohio University property and should be referred to Ohio University 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 “supervisor” if deemed necessary.