Hosting A School Visit?

If you are a School of Music faculty member hosting a school group to visit your class, rehearsal, etc. please follow this process to ensure a successful visit for all.

Requests to schedule space(s) in the School of Music must be made at least 6 weeks in advance.

Due to the high volume of activities, visit requests are evaluated on a case-by-case basis.

Confirmation cannot be guaranteed for all requests.

Questions? Email Stephen Brunson

Step 1

6 weeks in advance

Once you either receive a request from a school group, or you initiate a visit, make the initial request by emailing Tim Donel and Stephen Brunson. 

Include any known/tentative details of the visit in your request:

• Name of group and their location, if not local (e.g. traveling from Cleveland).
• Indicate: requested date(s)/time(s)/rooms(s) and approximate length of visit.
  • It is advisable to propose more than one date, when possible.
• Indicate:
  • Simple Visit — visiting an existing class/ensemble time. No additional room request needed.
  • Special Visit — Outside of existing class times, requesting special times in SOM spaces. 
• Addition details such as:
  • Eating bag lunches in the building due to their length of visit
  • You are arranging a catered/pizza lunch
  • The group has also arranged to visit the Stadium Band Center, etc.  
    • Band Center visits must be arranged with that office

Step 2

Once the visit is confirmed by Stephen/Tim, please send the link to the Visit Details Form to the teacher/leader bringing the school group. 

This form will provide necessary details of their visit so that we can provide the appropriate information such as bus unloading, parking, etc. It is important to have as much detail about the visit as possible, especially when classes are in session and visitors are sharing spaces with our students and faculty

Send this link to the visiting teacher: go.osu.edu/music-visit-details

Once the teacher submits the form, Stephen will coordinate final details with you and will send Final Instructions to the teacher, re: bus unload, parking, etc.

Step 3 — Suggestions for a Successful Visit

• Bus Arrival — Stephen Brunson will send final instructions for bus arrival, drop-off/pick-up and parking. 
  • Bus drop-off on College Rd. in front of the building is NOT the approved process. 
• Parking — Be clear on campus and parking policies when communicating with the teacher/leader.
  • Example: the only garage open to visitors when classes are in session is Union South. Arps and Union North are pass parking only. 
• Arrival — Communicate clearly to the teacher/leader where the group should arrive: 
  • South doors/commons (across from the Oval). 
    • This it the best choice if visitors are parking in the Guest Garage — Union South — during the academic day. 
  • North doors/commons
    • the option for most bus visits, as they are usually instructed to drop-off beside Hughes Hall in Annie and John Glenn Ave. 
• Greet your Guests — Assign someone to greet the group in that location. 
  • It is helpful to exchange cell phone numbers so that the teacher can text when they are 5-10 minutes out
• Photography — DO NOT take photos of the visitors (minors or adults), or post on social media. Unless you have coordinated with the MarComm Team and taken these steps, the required Photo Release Forms that provide permission to do so are not on file for this group.  
  • Please also share this with School of Music students who may be assisting with the visit. 
• Admissions Updates — Check with Tanya Sparks, admissions coordinator.
  • Does this visit lend itself to a brief introduction and talking points from Tanya? Appropriate for high school ensembles, etc. 

Thank you for helping us to provide a quality experience for your guests.