Event Planning

• Ensure your organization is in good conduct and financial standing.

• Have at least three leadership members present for the entire event.

• Advisor attendance may be required by the Office of Student Engagement and Residence Life. 

Submit event details and register the event through Presence. (required for all student-organization-sponsored events on campus grounds or in campus facilities).

Events sponsored by BGSU recognized student organizations can enrich the lives and interests of all community members. As outlined in University Policy 3341-1-14, BGSU recognizes its primary function is to practice, or support the practice, discovery, improvement, transmission, and dissemination of knowledge and citizenship education by means of research, teaching, discussion, and debate. 

To further this function the University enforces the protections outlined in the Ohio Public Policy on Principles of Free Speech, which includes it commitment to maintaining a campus where ideas may be freely exchanged. To this end, a registered student organization may invite guest speakers to campus subject to the following provisions:

1. Reserve space through the BTSU Conference & Event Services Office and register the event with Student Engagement.
2. Ensure sponsorship is by a registered student organization.
3. Clearly state that the organization - not the University - invited the speaker and sponsors the evet.
4. Comply with the promotional requirements set forth in the University’s Posting by Students, Recognized Student Organizations, and Student Groups policy. In promoting and carrying out an event, student organizations must emphasize that expressed views are solely those of the organization and do not represent the views of the University. You may use the sample language provided to include in promotion materials. The views expressed are those of the hosting student group and not BGSU, whose communication of this event does not imply endorsement or approval of its content.
5. Ensure compliance with BGSU’s Event Management for Recognized Student Organizations policy. This includes maintaining safety measures and orderly conduct during the event.
6. Conduct your events in accordance with BGSU’s Freedom of Expression policy and the Expressive Activity and Use of Campus Grounds Guidelines and Procedures. 
7. Consider providing a Q&A or discussion for critical evaluation.

Contact planevents@bgsu.edu or 419-372-9000 for help with space reservations.

All Registered Student Organizations (RSO’s) are encouraged to book meeting rooms in the Bowen-Thompson Student Union (BTSU) for use at no charge, as long as the use of the meeting room/classroom meets all three criteria below:

• Classroom spaces available for booking free of charge

• The meeting room/classroom is scheduled by an authorized RSO representative

• The use of the room is planned, and the event is executed/led by the same RSO who booked it

• More than 50% of the attendees are current BGSU students, faculty and/or administrators.

• If the majority of the attendees do not meet this criteria for an RSO booking/event (it is the RSO’s obligation to prove this criteria), then appropriate University sponsored/department rates for a given space will be charged. A higher public rate may be charged if it is determined that a given space is actually an event being advertised and/or executed by a third party.

Learn more about all of the different options available to you when reserving spaces on campus for indoor and outdoor events.

Begin the Process Early: Start at least one month before the event date.

Complete the Vendor Onboarding Form

• Fill out the Vendor Onboarding Form

1. Collect the following:
2. A completed W-9 from the vendor
3. Proof of your event (e.g., event flyer or reservation)
4. Your organization roster
5. Email all documents to: involved@bgsu.edu

Contract and Vendor Setup

• The Office of Student Engagement and Residence Life will send a contract to the vendor.
• All parties (BGSU and vendor) must sign the contract. The student organization leaders/members should not sign any agreement with the vendor.

Payment Process

• After signing, the vendor will receive an invitation to register in Jagger, BGSU's vendor management system
• The vendor will be paid after:
• They have successfully completed the onboarding paperwork in the vendor management system
• Services have been rendered

Understand potential risks (food, physical activity, vendors, time of day, crowd size, etc.).

The Office of Student Engagement and Residence Life may require:

• Planning meetings

• Liability waivers

• Additional safety measures

• Police presence

If Police require it, contract paid security through BGSU Police.

1. Designate event staff for the entire duration.
2. Make sure staff are easily identifiable (e.g., matching shirts, badges).

Be prepared to cover costs for any event-related fees (e.g., damages furniture, custodial services, structural repairs).

• Alcohol only allowed with prior written approval from the Office of Student Engagement and Residence Life.
• Student sponsored events where alcohol will be served may require police officers be present at all times, paid for by the sponsoring group.  The required number of officers present will be determined by the university Police Department in consultation with the Office of Student Engagement and Residence Life.
• Alcohol must be consumed in designated areas only.
• The sponsor of the event assumes the responsibility of monitoring the event and the behavior of those attending the event.