Organizational events and meetings must be registered through the Office of Student Affairs. You must submit the Online Event Registration Form at least one week before the event is scheduled or a speaker/guest is invited.

Note: An EVENT is any activity scheduled/planned by an individual or organization.

Failure to comply with student events registration policy results in scheduling conflicts and may cause the event to be cancelled.

SERVING ALCOHOL AT THE EVENT: If you are planning on serving alcohol at the event please carefully review the OU-HCOM Policy and Guidelines for serving alcoholic beverages at student events.

CANCELLATION POLICY: If the organization cancels an event you must e-mail Betty Woodley with the organization name, event date, and contact information. Betty Woodley will cancel the room reservation. The student scheduling the event is responsible for notifying all other parties. FAILURE TO FOLLOW THESE CANCELLATION PROCEDURES WILL RESULT IN LOSS OF ROOM RESERVATION PRIVILEGES FOR 30 DAYS!

STEP ONE:  Decide on a Date/Time

Check the following calendars for conflicting events first:  OU-HCOM Calendar; Academic Schedule; AHEC Calendar. For information on Ohio University Events, see the OU Calendar of Events.  Make sure to allow adequate time for event set-up and clean-up. The organization is responsible for cleaning up all trash (pizza boxes, soda cans, etc.) in the room immediately after the event.

STEP TWO:  Select a Place

Before completing the online event registration, you must obtain your faculty advisor's verbal approval of the event and you must tentatively reserve a room. Here's how:

• Meeting room schedules can now be viewed through your Microsoft Outlook calendars. Click on "file," "open," "other user's folder" (make sure the folder type is on "Calendar") and then type in "Grosvenor Hall," "Grosvenor Hall West" or "Parks Hall" or "Irvine Hall" or "ARC" then click on "OK." Keep drilling down until you see the rooms, then click on the room you want to check availability for. Once you click on the room, it should appear under calendar. You should be able to see all the rooms in Grosvenor, Grosv. West, ARC &Irvine. The room schedule is no longer going to be available online as in the past.

• For all rooms in Grosvenor and Grosvenor West, contact Becky Vinson.

• To schedule events in Irvine lecture halls and The Bricks, contact Mark Loudin (194 Irvine, 593-2305).                                                                                                Note 1:  Both lecture halls cannot simultaneously be used for event scheduling.  

• Note 2:  The Bricks is NOT a suitable area for Blood Drives. Suggested alternate rooms are Grosvenor 113 or 126. These can be scheduled through Becky Vinson (above).

• Note 3:  If requesting an evening event, please schedule both an Irvine lecture hall and a Grosvenor meeting room. Groups with less than 50 (determined by RSVP) should use a Grosvenor Room. More than 50 can be in one of the Irvine lecture halls.

• For rooms in Irvine (excluding lecture halls and The Bricks), contact Becky Vinson.   

• The room will be tentatively reserved until the online Event Registration Form has been completely processed.
   

STEP THREE:  Complete the Online Event Registration Form