BGSU :: Student Union :: Bowen-Thompson Student Union

Event Planning FAQ

Event Planning is a process that includes the reservation of a facility or space, but also involves the identification of a variety of support services required to produce a successful event. The Bowen-Thompson Student Union Event Planning Staff specializes in helping you achieve that goal.

What Spaces Does The Bowen-Thompson Student Union Reserve?
The Event Planning Staff can accommodate a number of requests for a variety of venues.

The Bowen-Thompson Student Union Event Planning Staff reserves space:
1) In the Bowen-Thompson Student Union
2) In the Olscamp Hall Conference Center
3) Prout Chapel

4) Classroom space for non-academic use in most academic buildings
5) Outdoor spaces on the main campus area (not including athletic and intramural spaces or area adjacent to residential facilities)
6) Banner space on the east side of the Student Union the south side of the Business Administration Building
7) Table space in the Student Union, at the doors at the Education Building and inside Math Science and University Hall
8) Spirit Rock

9) Window Splash areas in the Bowen-Thompson Student Union

What Information Do I Need to Reserve Space?
Arrangements for a room reservation begin by supplying basic information. Please have the following information available before submitting your request:

Date of Event
Event Start Time and End Time
Building/Room Preference and Setup type
Number of People Attending
Sponsoring Group: Student Organization, University Department, or Individual
Name, Address, Telephone and E-mail Address of One Contact Person
Event Name and Event Type

Additional Event Planning details you can prepare for include:

Event Agenda
Setup needs including tables, chairs and audio/visual needs
If the event involves food and/or alcohol
If the event is in need of special sound or additional lighting equipment
Other services needed (ie. Security, parking)

What Audio/Visual Equipment Services Are Available?
The Bowen-Thompson Student Union offers many forms of Audio/Visual equipment to help contribute to the success of your event. For a complete listing or Audio Visual equipment, click here.

If an event requires use of A/V equipment in the Bowen-Thompson Student Union, please notify your Event Planner at least two weeks in advance of event date.

If an event requires use of A/V equipment in Olscamp Hall or other academic buildings, contact Instructional Media Services in 118 Olscamp Hall at 419.372.6993.

How Do I Make Catering Arrangements?
University Dining Services Catering Arrangements is pleased to provide all food served at meetings and events in spaces scheduled by Event Planning and Reservations. Please contact University Dining Services Catering Arrangements Office in 231 Bowen-Thompson Student Union at 419.372.6951. Food service arrangements are to be made at least three (3) weeks prior to the event. For additional information, click here.

How Far In Advance Should I Plan My Event?
Reservations are filled on a “first come - first served” basis. A minimum of two (2) weeks is required prior to a proposed event.

Requests are accepted beginning in November for the next academic year. Requests for events occurring during the summer are processed after October 1st of the previous year. Institutional needs are given priority in every semester.

What Suggestions Does Your Staff Have About Planning a Successful Event?
To plan a fun and successful event in the Bowen-Thompson Student Union, our Event Planning staff would like to offer you a few suggestions to make your planning experience easy and enjoyable.

Here are some tips you should consider:

Allow time to plan an event . Planning is the most crucial and time-consuming aspect for any type of event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and realize a successful event.
Budget! Have dollar figures in mind when you plan. You should be able to build a budget based on your event plan. Payment information is required when booking an event at the Bowen-Thompson Student Union.
Reserve a room based on the number of attendees you realistically expect and best fulfills the purpose of the event . You don't want to crowd your guests and you want to accommodate all the activities during your event. Our Event Planning staff can offer suggestions.
Order equipment and determine furniture placement early! Ordering equipment and determining a room's furniture placement will be simplified if you plan in advance how you want the room to look and discuss it with our Event Planners. Include what elements you feel are necessary such as food tables, staging, podiums, sound equipment, etc.

What Additional Tips Can Your Staff Provide?

Plan ahead . We can't say this enough! You should contact an event planner and dining and catering services 3 to 12 months ahead of time for any sizable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do this before you send out invitations or advertisements.
Be prepared if your event is outside . Consider renting a rain site or tent for bad weather. Don't forget you will also need garbage cans, and possibly fencing, electricity, heaters, extra lighting, or extra ice.
Read contracts carefully , even the boring parts. It will save you money and headaches down the road. The contract is what the facility or business will provide for you; if you don't see something on the contract, you won't see it at the event. It also states what your obligations are, which are very important to know.
Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
If money is tight, seek donations or co-sponsorship . Some companies, such as florists and caterers, may be willing to donate their product in exchange for advertising. Look up alumni associated with your organization and ask for their help.
Talk with the caterers for the event . Most will customize menus and many will negotiate prices. They can do more for you if you give them a budget to work with. Make sure you are clear when discussing prices; a "per person" price is usually just for food and does not include delivery, service, china, linen, or decoration.
Think about paying for extras that will make your event a success . Rental of items like professional sound equipment, or extra servers could make a big difference in the success of your event. Linen, decorations, and extra lighting may go far in giving you the ambiance you want.