This process is intended for Ohio State Marion faculty and staff planning Ohio State Marion events and activities.
Ohio State Marion hosts a wide range of events and activities throughout the year. This process helps maintain awareness of activities across campus, identify potential scheduling or space conflicts, encourage early planning and coordination, and preserve useful campus event information for planning and reporting.
Not every meeting or activity requires an Event Request. Follow the pre-check and the six simple steps to reserve your space, receive approval, and successfully plan your internal event.
Event Pre-Check – Does Your Event Need to Be on the Internal Calendar?
Before planning your event, please review the Event Pre-Check Guide to determine whether your activity should be included on the Ohio State Marion Internal Events Calendar.
This guide distinguishes campus-wide events from routine meetings and operational activities, helping ensure appropriate coordination of campus spaces, event promotion, and student engagement opportunities.
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.
🕓 Check Outlook to Confirm Space Availability
All indoor and outdoor reservable spaces at Ohio State Marion can be reserved directly through Outlook (desktop or web app).
Use your own Outlook calendar to check space availability:
Open your Outlook Calendar.
Select New Meeting and enter your date and time.
Add the room to the meeting.
Select Scheduling Assistant.
If the room shows as free, it is available.
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.
Please allow 24–48 hours for Dean’s Office review.
⏰Is your event after hours?
If your event takes place outside regular building hours (8:00 a.m.–5:00 p.m.), you must submit a Facilities Work Order immediately after submitting your Event Request.
Do not wait for your Event Request to be approved. Facilities requires a 45 day advance notice to schedule overtime staffing. If your event is not approved or is canceled, the Work Order can be canceled.
Once your event is approved, you can begin coordinating the details.
As the event owner, you are responsible for coordinating the space, services, communications and support needed for a successful event.
📋Use the Event Planning Toolbox for campus resources, contacts and guidance to help you coordinate your event needs.
Remember: Event approval does not automatically arrange services or support. Be sure to coordinate any applicable needs in advance using the resources provided in the toolbox.
Before Moving to Step 5
Make sure you have:
Confirmed and reserved your event space
Submitted applicable requests from the EVENT PLANNING TOOLBOX above.
Followed up on any other requirements included with your event approval
Everything Set?
Continue to Step 5 — Send Your Calendar Invitation
📣 Keep attendees informed and campus calendars up to date.
If your event is canceled, rescheduled, or moved, the event owner is responsible for updating event information and notifying the appropriate individuals and departments.
Be Sure To:
Update or cancel the Outlook invitation so attendees receive the changes.
Notify the Dean's Suite – Chris Deel.26 to update the Internal Campus Event Calendar.
Notify Marketing & Communications – Wayne Rowe.31 if your event appears on the external web calendar or has an Asana request.
Notify Security – Jade Elkins.135 if security support was requested.
Release your reserved space if the event is canceled or moved to another date or location.
Notify other supporting departments, such as Development, Admissions, Career Services, or Student Affairs, as applicable.
If You Are Rescheduling
Before confirming a new date:
Check for event conflicts – repeat Step 1: Check the Campus Event Calendar.
Check space availability – repeat Step 2: Check Space Availability.
Update your Outlook invitation with the new date, time, and location.
Notify the Dean's Suite and any supporting departments to update the Internal Events Calendar, work orders, promotional materials, and support requests as needed.
Remember: Keeping event information current helps prevent scheduling conflicts, releases spaces and resources for others, and ensures our campus community stays informed.