Internal Event Planning & Reservation Process
Check your proposed event date for potential conflicts.
🗓️ CHECK THE CALENDAR
- This takes you directly to the Internal Campus Event Calendar in Smartsheet.
- You will need to create a Smartsheet account if you do not already have one.
- Use your Ohio State credentials to log in to Smartsheet when accessing the Internal Campus Event Calendar.
Before selecting your event date, review the Internal Campus Event Calendar for other events already scheduled that day.
Consider potential conflicts such as:
- Events with a similar audience
- Campus-wide activities
- Major academic events
- Parking or resource needs
- Duplicate entries
If you identify a potential conflict, consider an alternate date or time. You may also reach out to the event owner of the conflicting event to determine whether the events can successfully occur at the same time or whether there may be an opportunity to collaborate.
🕓 Use Outlook to confirm that your preferred room or event space is available.
All indoor and outdoor reservable spaces at Ohio State Marion can be reserved directly through Outlook (desktop or web app). This streamlined process allows you to check room availability and submit your reservation in just a few clicks.
Use your Outlook calendar to check whether your preferred room or event space is available:
- Create a new meeting in Outlook.
- Enter your proposed date and time.
- Add the room or space.
- Use Scheduling Assistant to check availability.
Important: An available room does not mean your event is approved. Continue to Step 3 to determine whether an Event Request is required and, if applicable, submit your request for Dean's Office review.
Additional Tools
- How to check space availability in Outlook
- How to add a calendar to your Outlook to view space availability
- Space Available To Reserve at Ohio State Marion
- Map of Indoor Space for each building
- Map of Outdoor Space
🔔 Spaces Requiring Approval
All outdoor spaces and the following indoor spaces require approval:
- Guthery Community Room
- Bull Board Room
- Morrill Hall 100 Auditorium
- Wayne and Geraldine Kuhn Fine Arts Gallery
- Greg Swepston Gymnasium
After requesting one of these spaces in Outlook, you will receive a tentative response while your request is reviewed. The meeting invitation will then be accepted or declined.
Rooms may be reserved up to one year in advance.
Need Assistance?
Contact the appropriate Space Reservations Specialist at Ohio State Marion:
- Chris Crisler.6: Ohio State Marion classrooms
- Chris Deel.26: Bull Board Room, Guthery Community Room, and Morrill Hall and Science & Engineering Building conference rooms
- Dawn Hockensmith.6: Alber Student Center
For general questions about the event reservation process, contact the Dean's Office.
Do I Need to Submit an Event Request?
Before moving forward with your event, determine whether Dean’s Office approval is required.
📋 YES - Submit an Event Request
Submit an Event Request if any of the following applies:
- Your event is intended for campus-wide participation by faculty, staff and/or students. Examples include:
- Signature Events
- Community of Scholars
- Campus celebrations
- Lectures or speaker events
- Student engagement events
- Your event includes community members or external guests, whether the event is held on campus or off-site.
- Your event is held at the Downtown Engagement Hub.
- Your event is an Ohio State Marion-sponsored event held at an off-site location.
If either applies, complete the Internal Event Request Form before making final event arrangements.
Please allow 24–48 hours for Dean’s Office review.
NO — You Can Move to Step 4
You do not need to submit an Event Request if:
- The meeting or event is limited to your department, program or a specific internal group; and
- No community members or external guests will be attending.
No approval needed? Continue to Step 4.
PLAN AHEAD
Please submit requests early enough to allow time for review and coordination.
Major Events
Submit at least 45 days prior to the start of the semester in which the event will occur.
Smaller Events
Submit at least 4–6 weeks in advance.
Events Requiring Significant Support
Allow additional planning time for events requiring extensive coordination with Marketing & Communications, Facilities, IT/AV, Security, catering or other campus partners.
BEFORE YOU START THE FORM
Having the following information ready will make the submission process easier:
- Event name, date and time
- Setup and cleanup time
- Primary contact and sponsoring department/program
- Target audience
- Estimated attendance
- Event purpose and desired outcomes
- Preferred location
- Food or catering needs
- IT/AV needs
- Marketing and communications needs
- Facilities or room setup needs
- Campus leadership participation, if applicable
Requesting Dean Schlueter's Participation?
Please include:
- The role you would like the Dean to have
- Requested arrival time
- Approximate length of attendance
- Any speaking, welcome, introduction or presentation responsibilities
NEED HELP WITH YOUR EVENT DESCRIPTION?
Keep your description brief and focused on:
Purpose — Why are you holding the event?
Audience — Who is the event intended for?
Experience — What will participants do or experience?
Outcome — What do you hope the event accomplishes?
WHAT HAPPENS AFTER I SUBMIT (STEP 3)?
SUBMIT (STEP 3) → DEAN'S OFFICE REVIEW → APPROVAL →
COORDINATE YOUR EVENT (STEP 4)
Once your request is submitted, the Dean's Office will review the event details and follow up with approval or any questions.
Please wait for approval before making final arrangements or submitting requests to Marketing & Communications, Facilities, IT/AV or other campus service areas.
Event Approved?
Continue to Step 4 — Coordinate Your Event →
Your Event Is Approved — Now Let's Bring It Together
Once your event is approved, the event owner is responsible for coordinating the services, space and support needed for the event.
Use the resources below based on your event needs.
RESERVE YOUR SPACE
Confirm and reserve your approved event location in Outlook.
- If your approved location requires additional coordination or special access, follow the instructions provided with your event approval.
[RESERVE YOUR SPACE →]
EVENT PLANNING TOOLBOX
MARKETING & COMMUNICATIONS
Promotion • Design • Signage • Branding • Photography • and More
- Need help promoting your event or creating event materials?
- Submit a Marketing & Communications request and include your event approval with your request.
[SUBMIT MARKETING & COMMUNICATIONS REQUEST →]
FACILITIES
Room Setup • Tables • Chairs • Custodial Support • Special Event Needs • and More
- Need a particular room setup or Facilities support?
- Submit a Facilities request and include your event approval and event setup details.
IT / AV SUPPORT
Microphones • Displays • Presentations • Technology Support • and More
- Determine your technology and audiovisual needs early, particularly for events involving speakers, presentations or larger audiences.
[REQUEST IT / AV SUPPORT →]
SECURITY & BUILDING ACCESS
After-Hours Access • Building Access • Event Security • and More
- Events taking place outside normal building hours or requiring additional security/access may need advance coordination.
[CONTACT SECURITY →]
FOOD & CATERING
Catering • Refreshments • Event Food
- If your event includes food or refreshments, coordinate catering arrangements and any event-specific setup needs.
[VIEW CATERING RESOURCES →]
BEFORE MOVING TO STEP 5
Make sure you have:
- Confirmed and reserved your event space
- Submitted applicable Marketing & Communications requests
- Submitted applicable Facilities requests
- Coordinated IT/AV needs
- Addressed security or after-hours access, if needed
- Confirmed food and catering arrangements, if applicable
- Followed up on any other requirements included with your event approval
Everything Set?
Continue to Step 5 — Send Your Calendar Invitation →
Once your event is approved and finalized, make sure your attendees have it on their calendars.
Once your event is approved, the space has been reserved and event details are finalized, send an Outlook calendar invitation to your attendees.
For events intended for the entire Marion campus, send the calendar invitation to MarAll (MarAll@lists.osu.edu).
✉️ Before Sending to MarAll
Before sending an invitation to MarAll, select Response Options and make sure both of the following options are unchecked:
- ☐ Request Responses
- ☐ Allow Forwarding
Unchecking these options helps prevent unnecessary responses, including out-of-office replies, and prevents recipients from forwarding the campus-wide invitation.
Include all essential event information in the invitation:
- Event name
- Date
- Start and end time
- Location
- Important instructions or information attendees need to know
Additional Tool
- How to Set Response Options Before Sending Your Calendar Invitation to MarAll
Keep everyone informed and campus calendars up to date.
If your event is canceled or rescheduled, the event owner is responsible for updating all event information and notifying the appropriate individuals and departments.
Be sure to:
- Update or cancel the Outlook calendar invitation so attendees receive the change.
- Notify Chris Deel at deel.26@osu.edu of the cancellation or new date/time. This ensures the Internal Campus Event Calendar can be updated appropriately.
- If the event appears on the external web calendar, notify Wayne Rowe at rowe.31@osu.edu so the listing can be updated.
- Release the reserved space if the event is canceled or moved to another location.
- Notify supporting departments such as Marketing & Communications, Facilities, IT/AV, Security or Catering so they can cancel or adjust any requests already submitted.
- If rescheduling, repeat Steps 1 and 2 to check the new date for event conflicts and confirm space availability before finalizing the change.
Remember: Keeping event information current helps us avoid scheduling conflicts, release spaces and resources for others, and keep our campus community informed.