Space Use Policies and Agreement for Student Organizations

Space Use Policies and Agreement 

ONLY active School of Music student organizations may reuqest space for meetings or events. 

An active student organization is one that represents School of Music interests and has a School of Music faculty advisor.

• Review the current list of School of Music Student Organizations.
• For additional Student Organization resources, visit Student Activities at Ohio State. 

Step 1 — Read all policies below

These policies are designed to promote equitable access, maintain the safety of facilities and support the school of Music's operational standards. 

Student organization officers and faculty advisors must familiarize themselves with the following policies before signing the agreement. Each student organization will be responsible for following all guidelines and policies. Failure to do so will result in strikes and a possible ban from reserving space in the future. 

All gatherings must comply with applicable state and local laws as well as university protocols. Student organizations must also follow the Ohio State Code of Student Conduct (Section 3335–23–02, points A and B).

The School of Music reserves the right to amend these policies at any time.

Step 2 — Sign the Agreement

Each autumn, the primary leader and faculty advisor listed on the Student Organizations official site, will receive the Space Use Agreement via DocuSign. Once signed, it will remain on file for the academic year. 

Each student organization must have a signed copy of the Space Use Agreement on file each academic year.

Questions? Email Stephen Brunson at brunson.66@osu.edu.

Strike Policy

Violating any policy may result in a strike. If an organization receives two strikes in the same semester, it will lose the privilege to reserve space in the School of Music. 

• If the second strike occurs after October 15 or April 1, the organization will lose booking privileges for the remainder of that semester as well as the following semester.
• If the second strike is issued after April 1, privileges will be suspended for the upcoming autumn semester.

Reservation times

• Space availability is subject to current space demands from classes, performances and other official School of Music activity.
• Spaces may be reserved only during building hours. No after-hours events are permitted.
• No spaces may be reserved during home football games, academic breaks or on holidays.

"Leave No Trace" Policy

• Any alterations to the reserved space or equipment require approval, and may incur fees.
• Spaces must be left in a clean, safe condition with its original setup.  
• Refer to additional clean-up instructions under the Food Policy. 

Cancellation and Relocation Policy

By the Organization

If an organization must cancel, written notice is required (email is acceptable). The following applies:

• Reservations without charges canceled fewer than 2 business days before the scheduled time will be considered "no-shows" and will result in a strike.
• Reservations that carry charges must be canceled at least 2 weeks prior to the event. Failure to give 2 weeks' notice will result in a fee of $100.
• Email Stephen Brunson at brunson.66@osu.edu.

By the School of Music

While the School of Music is committed to the success of confirmed events, it retains the right to cancel or reschedule use of a space.

The School of Music reserves the right to relocate reserved spaces at no cost to the organization. If a reservation is moved, it will remain within the same building whenever possible, and will retain similar accommodations (e.g. setup, audio/visual equipment, capacity). The organization will be notified via phone and/or email.

Food Policy

Permission

Written approval is required before food and/or beverages may be brought into School of Music spaces. Email Stephen Brunson at brunson.66@osu.edu.

No cooking (no hot plates, waffle irons, etc.) are permitted to be used in the building, per university policy and Fire Code.

Locations

• Food and/or beverages are only permitted in classrooms and in uncarpeted public spaces.
• NO FOOD OR DRINK is permitted in Timashev Recital Hall or Weigel Auditorium.

Catering

• Organizations must follow all food service policies established by Student Life.
• Food served by University Catering may not be removed from the premises, except for non-perishable or pre-packaged items.

Post-event Clean-up

All food, beverages and packaging must be removed from any reserved space at the conclusion of the event. Bring trash bags and take all trash with you when you leave. Often, the building trash receptacles cannot accommodate large amounts of excess trash. 

NO food or drink is allowed in the Timashev Recital Hall or Weigel Auditorium at any time.

Fundraisers

Reserving a space in order to hold a fundraiser? 

• Organizations must follow policies set by Student Life for fundraising and events involving food or catering.
• Organizations must request to hold a School of Music Fundraiser and follow School of Music Fundraising Policies. Review the policies and submit the request form:

Student Organization Fundraiser Request

Event Advertising

Flyers must be posted only on student bulletin boards with prior approval.

NEVER post flyers on building walls with tape. You may be held responsible for damage to the wall. 

Complete the Poster Approval Request form

Decoration Policy

Decorations are allowed only with prior approval. Email Stephen Brunson at brunson.66@osu.edu.

Violations of the decoration policy will result in a strike.

• Approval is required for any setup, including banners, signs, or balloons.
• Do not obstruct emergency exits, signage or safety equipment.
• Nothing may be taped, nailed, stapled or fastened to surfaces.
• All decorations must be flame retardant and removed immediately following the event.

Prohibited items include:

• Straw or dry plant material
• Smoke, fog, fire machines, sparklers
• Candles
• Confetti, glitter, rice, powder
• Adhesive-backed decals
• Paints, chemicals, liquids
• Portable helium tanks

Space Reservation Guidelines

Space is prioritized for academic use, but may be available for student organization meetings. These privileges may be revoked if policies are violated.

Scheduling 

• When to submit a request and reservation limitations varies by space. Visit the space options below to learn how to schedule each space.
  • Autumn reservations begin after the first week of autumn semester classes.
  • Spring reservations begin after the first week of spring semester classes.
  • Classroom space is not available during summer term. 

Room Setup 

• Organizations must adhere to a "Leave No Trace" policy. Restore a room to its original setup.  
• DO NOT prop open doors to the building.
• Bag and remove all food waste from the building. Regular building trash cans cannot accommodate excess catering trash. Large trash bins can be found in the back Timashev hallway by the freight elevator and Instrument Room.
• Above violations, such as stacking chairs in classrooms or moving equipment, will result in a strike.

Report Prior Damage

• To avoid being held responsible for prior room damage, report any damage within 15 minutes of your reservation start time to Stephen Brunson at brunson.66@osu.edu, with photos attached.

Audiovisual

• Available AV equipment varies by space. Visit the space options below to learn what is available in each space.
• Additional AV (e.g. fog machines, external speakers) is not allowed.
• Tampering with AV systems (e.g. unplugging cables) will result in a strike.

Request a space reservation

Refer to the Space Guides below to determine which space meets your event's needs. Review space amenities, fees, requirements and booking procedures.