Event Planning & Space Usage

Events and Gatherings refer to college-led activities that will include a larger number of participants but are not college meetings (faculty & staff meetings, division meetings, etc.). Participants may include college faculty and staff, students, alumni, external stakeholders, and/or other university personnel. These activities can be conducted within college facilities (including classrooms), in another university space, within the greater Columbus community, or at a specific location outside of Columbus. 

Events and gatherings require a significant amount of communication and coordination to ensure that all appropriate parties have knowledge of the event and have the opportunity to provide input. This includes the Dean’s Suite, the College Business Office, Marketing and Communications, Advancement, College Registrar, and Facilities Manager. Examples of events and gatherings include (but are not limited to): White Coat ceremony, Alumni Tailgate, all-college beginning and end-of-year celebrations, college holiday brunch, awards banquets, and graduation events.

The event organizer will be responsible for coordinating all services required for the event. The following list will guide you through this process.

Submit the Event Management Form

The event organizer should complete the Event Management Form. Submissions will route to the Dean’s Executive Assistant, and the events management team will check for conflicts and update events calendar in Teams.

1. Submit one form for each event. Do not batch events together on the same form.
2. Complete all relevant information on the organizer, event title, date and time.
3. Event Location – If the event is being held in Parks Hall or the Riffe building, please include 
   the building name and room number. If the event is being held outside of COP space, 
   please include the name of the location (i.e., Grand Event Center), complete address, 
   and room number if applicable.
4. Event Category – Select the most appropriate category descriptor for the event.
5. Select all audience types that apply.
6. Answer the remaining questions as appropriate.
7. Submit the form once you have completed all the information. 

Note: This form does not reserve the space requested if in Parks Hall or Riffe or request IT or marketing and communications services.

Once the Event Management Form and room request (if applicable) have been completed, the event organizer can complete any additional tasks for the event, such as:

1. Workday requisitions for space and/or catering.
2. Contracting
3. Communications and/or outreach (i.e. Save the Date)

Scheduling Classroom Spaces

1. Room requests should be submitted using the online Room Request Form on the college website.
   1. Normally, requests should be submitted no later than two business days prior to the requested reservation date.
   2. Same-day reservation requests can be emailed directly to the College Registrar.
2. Confirmation (or rejection) will be sent by the College Registrar to the requester via email.

Scheduling Conference Rooms

1. All conference rooms are available to use by faculty and staff.
2. Use Outlook to see which conference room is available.
3. If available, the requester sends a calendar invite using the conference room as an attendee.
   1. +COP PK 212 Conf Room
   2. +COP RF 142 Conf Room
   3. +COP RF 416 Conf Room
   4. +COP RF 516 Conf Room
   5. +COP RF 616 Conf Room
4. The conference room schedule will accept or deny automatically based on availability.

Use this form to request services from the IT team.

If you need help promoting your event via email, the website or social media, or if you need print collaterals or event photography, submit a project request to the marketing and communications team and a representative will get in touch!