Reservation and Posting Policy
Posting Information
Residence Halls, LLC, and Jefferson First Floor
Housing and Residence Life is able to post one poster/flyer per space for an event. The event must be hosted or sponsored by an Ohio University Office or Department and have the appropriate Ohio University logo on the flyer. The posters can be a maximum of 11”x17”.
All posters/flyers must be approved by the Director of Residence Life Operations. The poster/flyers need to be submitted to the Office of Housing and Residence Life for approval and distribution more than seven (7) days prior to the event. Any posters/flyers delivered with less than six (6) days until the event will not be accepted and posted.
Digital Message Boards
Housing and Residence Life is able to post one widescreen slide for an event. The event must be hosted or sponsored by an Ohio University office, department or student organization. Slides should be submitted at least 10 days before the event in order to guarantee publication before the event. Slides can be submitted to cabletv@ngskmc-eis.net
Reservation Information
Housing and Residence Life is oversees the management and scheduling of the Living Learning Center and the first floor of Jefferson Hall.
In order to be efficient with space allocation and reservations, it is necessary that usage of space in the Living Learning Center is a priority for classes (LLC 130/150), departmental meetings during business hours (LLC 102/104 and 130/150) and then events that promote faculty/student/staff engagement prior to all other requests.
Jefferson Library and study spaces are not able to be reserved, but the multipurpose meeting space, Jefferson 160, may be reserved for classes, departmental meeting per the approval of the Director of Business Operations.
General Reservation Guidelines
Academic Year Class Reservations
Each fall and spring semester, the Registrar’s Office will have first rights to reserve classroom space within the Living Learning Center (LLC) and may be expanded to Jefferson 160 as an overflow option. Each room must be reserved by deadlines set forth by the Ohio University Registrar’s Office at which point the classrooms will become available for use for events that promote student engagement and community development.
Academic Year Priority Departmental Meeting Reservations
Each fall and spring, after classroom space has been reserved by the Registrar’s Office for academic purposes, rooms within the Living Learning Center (LLC) can be scheduled for use by the Department of Housing and Residence Life for departmental meetings between the hours of 8:00AM – 5:00PM Monday to 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. The Department of Housing and Residence Life in hall staff member may schedule a one-time meeting in the Living Learning Center after 5:00PM. In hall staff meetings will not be scheduled on the first floor of Jefferson Hall engagement space.
Academic Year Priority Event Reservations
Once classes are scheduled, and the Department of Housing and Residence Life have the spaces reserved for meetings, the reservation of space in the Living Learning Center will then be available to reserve by tRAC NRHH, Bobcat Tabletop, OHIO Late Nights, and for events for faculty, staff and campus partners who are coordinating an opportunity to engage with students and facilitate learning outside of the classroom.
The Living Learning Center is not able to be reserved on Saturdays between 6:00PM to 12:00AM (midnight) to support OHIO Late Nights. An event may be scheduled on the first floor of Jefferson Hall provided that engagement opportunity promotes faculty, student, and staff engagement and/or facilitates learning outside of the classroom. Student organizations will not be permitted to reserve space but should be referred to Baker Center.
General Reservation Procedures
Departmental Requests for Events
Housing and Residence Life Members requesting usage of the meeting spaces in the Living Learning Center to hold departmental and/or green meetings (as described above) should contact the appropriate Green Administrative Specialist to coordinate the date/time of the meeting. One time in-hall staff meetings should also resource the Green Administrative Specialist to schedule usage of space in the Living Learning Center. All meeting rooms will be used as is and/or arrangement of the furniture will be the responsibility of the department to rearrange and then place back to the original condition.
Housing and Residence Life Members requesting usage of the meeting spaces in the Living Learning Center and/or first floor Jefferson Hall to hold and event should contact the Assistant Director for Summer Initiatives and Student Engagement. To ensure all unique needs of the event is met, staff should be prepared to provide the following:
- Name of department or organization
- Name, phone number and email address of the event planner
- Date, time and requested location of the event
- A detailed description of the event and how it engages with students
- Equipment and/or resources needed (chairs, tables, staging, microphones, a/v equipment, etc.)
- Room configuration.
- If any beverages and/or food is to be served or sold
Non-Departmental Requests for Events
University departments, faculty and staff can place a reservation request for the use of space after 5:00PM Monday to Friday, all day on Saturday and Sunday in the Living Learning Center or Jefferson Hall three months prior to the start of each term.
Classroom/meeting space within the Living Learning Center (LLC 130/150) is not available for reservation during the academic year (fall/spring) until classroom usage and departmental needs have been met. Information necessary at the time of the request includes the following:
- Name of department or organization
- Name, phone number and email address of the event planner
- A University Oracle account number
- Date, time and requested location of the event
- A detailed description of the event and how it engages with students
- Equipment and/or resources needed (chairs, tables, staging, microphones, a/v equipment, etc.)
- Room configuration.
- If any beverages and/or food is to be served or sold
General Space Usage Guidelines
- Adherence to the Catering Policy will be strictly enforced per Ohio University Policy 47.015. Any food served during the scheduled event totaling $250 or more will be required to coordinate food with Ohio University Catering Services.
- All food use must comply with EHS regulations and a temporary food permit must be submitted and approved before food can be served.
- Alcohol usage at an event requires an individual to complete an Application to Sell or Use Alcoholic Beverages per Ohio University Policy 24.001. Alcohol applications are located in Baker University Center 350. Additional permits may be required depending on event specifics.
- 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.
Location Specific Reservation and Cancellation Procedures
Meeting room reservations are confirmed on a first come, first serve basis. Internal non departmental users are required to provide an Ohio University operating account number to reserve space and event must be open to all Ohio University students.
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. Failure to cancel meeting room reservations will result in a late cancellation fee being assessed.