Planning Events

Successful event planning requires planning in advance. The best events can't be pulled together at the last minute. Don't plan the entire event by yourself--work with your fellow group members to share responsibility! Should you have questions, a Student Organization Services Graduate Assistant in the Office of Campus Activities is happy to help. To schedule a meeting, please call OCA at 419-372-2343.

Event Approval Form

The Office of Campus Activities has officially launched a new event approval form! The goal of this form is to have conversations with students at the beginning of the planning process regarding the following: risk, finances, safety, food, and space with the objective that student organizations will enter the planning phases of their events more informed about what is available to them via resources and required of them via safety and risk.  At the conclusion of these conversations OCA will either approve events to move forward with planning or deny and give student organizations direction about how to make changes that will get the events approved. The Event Approval form should be submitted at least 45 days in advance.   If you do not submit the request at least 45 days in advance it will still be reviewed, however adjustments may need to be made to your event to obtain final approval

How will I know if I should submit an event approval form?

 "Event" is not a monthly meeting or tabling in the union, instead if the event involves alcohol, does not end by midnight, involves unsupervised minors, etc. then the student organization must submit the registration form.

The Event Approval form gives specific details of what constitutes an "Event" and the registration process.

Questions? Contact the Office of Campus Activities at 419-372-2343 or e-mail involved@bgsu.edu.

Event Information

The Student Union Conference & Event Services Office will be your primary resource for reserving locations on campus. Event Planning can help your organization reserve space in the Bowen-Thompson Student union, Prout Chapel, Olscamp Hall, academic classroom space, outdoor space, banner space, table space, window splashes in the BTSU, and the Spirit Rock. 

All other space is managed by their individual departments. This includes:

Should you wish to invite a University administrator, such as a Vice President, the Dean of Students, or the President, to your event, please submit the Administrative Appearance Request Form (sign in required). Requests should be files as early as possible, with two months notice requested for the President. Organizations should submit this form to OCA and should not contact the President's Office directly.

  • To print posters or flyers, you can use Stamper's in the Bowen-Thompson Student Union or a third-party company or website.
  • Organizations can print in the Student Organization Suite, 410 BTSU, at the rate of $.03 per page. The Org Suite only offers black and white printing and requires a copy code. To obtain a copy code, please contact the Office of Campus Activities.
  • Submit a PowerPoint slide to the 4Winds TV's in the Bowen-Thompson Student Union.
  • Submit a JPEG to the Dining Services LCD Screens.
  • Reserve a banner or window splash in The Student Union Conference and Event Services Office.
  • Submit a Campus Update.

Neither students nor student organization have any authority to obligate the University to a contract.

For contracts relating to registered student organizations, only the Vice President for Student Affairs (or designee) has the authority to execute an enforceable contract.

Students shall not participate in forming contracts with entities in which the student or the student’s immediate family has an ownership interest. 

University employees may not enter into an agreement with student organizations for compensation.

All contracts, other than p-card purchases, by registered student organization activities must be submitted to the Office of Campus Activities no later than four (4) weeks prior to the effective date of the contract.  Contract submitted within four (4) weeks or less of the performance date may not be approved.

Existing University contractual relationships may result in the denial of contract approval.

The contract will be reviewed by the Office of the General Counsel pursuant to University Policy.  If approved by the Office of the General Counsel, the agreement may be then signed by the Vice President for Student Affairs (or designee).

Only the Vice President for Student Affairs (or designee) has the authority to bind the University or the student organization to an agreement involving a student organization. 

A student organization submitting a contract for approval must have sufficient funds  on deposit in its University account to pay for the goods or services specified in the contract.  A student organization may not rely on revenue to be derived from the event (e.g., ticket sales) to pay contract obligations. A student organization can satisfy the financial resources requirement by co-sponsoring the event with another organization.

A contract signed by a student on behalf of a student organization is not binding on the University or the student organization.  A student signing a contract risks being held personally responsible for that contract.

Reserving Space

The Student Union Conference & Event Services Office will be your primary resource for reserving locations on campus. Event Planning can help your organization reserve space in the Bowen-Thompson Student union, Prout Chapel, Olscamp Hall, academic classroom space, outdoor space, banner space, table space, window splashes in the BTSU, and the Spirit Rock. 

All other space is managed by their individual departments. This includes:

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Administrative Appearance

Should you wish to invite a University administrator, such as a Vice President, the Dean of Students, or the President, to your event, please submit the Administrative Appearance Request Form. Requests should be files as early as possible, with two months notice requested for the President. Organizations should submit this form to OCA and should not contact the President's Office directly.

ADVERTISING YOUR EVENT

  • To print posters or flyers, you can use Stamper's in the Bowen-Thompson Student Union or a third-party company or website.
  • Organizations can print in the Student Organization Suite, 410 BTSU, at the rate of $.03 per page. The Org Suite only offers black and white printing and requires a copy code. To obtain a copy code, please contact the Office of Campus Activities.
  • Submit a PowerPoint slide to the 4Winds TV's in the Bowen-Thompson Student Union.
  • Submit a JPEG to the Dining Services LCD Screens.
  • Reserve a banner or window splash in The Student Union Conference and Event Services Office.
  • Submit a Campus Update.

Contracts

Neither students nor student organization have any authority to obligate the University to a contract.

For contracts relating to registered student organizations, only the Vice President for Student Affairs (or designee) has the authority to execute an enforceable contract.

Students shall not participate in forming contracts with entities in which the student or the student’s immediate family has an ownership interest. 

University employees may not enter into an agreement with student organizations for compensation.

All contracts, other than p-card purchases, by registered student organization activities must be submitted to the Office of Campus Activities no later than four (4) weeks prior to the effective date of the contract.  Contract submitted within four (4) weeks or less of the performance date may not be approved.

Existing University contractual relationships may result in the denial of contract approval.

The contract will be reviewed by the Office of the General Counsel pursuant to University Policy.  If approved by the Office of the General Counsel, the agreement may be then signed by the Vice President for Student Affairs (or designee).

Only the Vice President for Student Affairs (or designee) has the authority to bind the University or the student organization to an agreement involving a student organization. 

A student organization submitting a contract for approval must have sufficient funds  on deposit in its University account to pay for the goods or services specified in the contract.  A student organization may not rely on revenue to be derived from the event (e.g., ticket sales) to pay contract obligations. A student organization can satisfy the financial resources requirement by co-sponsoring the event with another organization.

A contract signed by a student on behalf of a student organization is not binding on the University or the student organization.  A student signing a contract risks being held personally responsible for that contract.