Office of Student Life

Ohio Union

Outdoor Space Request

Welcome to the Outdoor Space Request Process (Buckeye Event Network). The outdoor space request process is intended to help ensure that your event is a safe and successful one. Any questions or comments should be directed to the Reservations Coordinator at ben@osu.edu.

  • Registered student organizations can request outdoor space in several areas around campus. For more information about registering as a student organization, visit the Student Activities website.
  • Student organizations should use our Space Request Tool. The tool allows users to see real time space availability and submit space requests quickly and easily. For additional help using the Space Request Tool please download our Space Request Tool - Quick Guide.
    • When you create a Space Request Tool account for the first time, it takes 3 business days for your account to be approved and set up, in order to submit outdoor space requests. If you have any questions, please contact ben@osu.edu.
  • If you are a university department or external user, please email outdoorevents@osu.edu with information about your proposed event to place an outdoor space request.

Space Use Agreements: Student Organizations looking to request outdoor event space must have a completed Space Use Agreement (SUA) on file each academic year. The organization’s President, Treasurer and Advisor must review and sign the document via DocuSign. Requests can be submitted only by students listed on their organization’s roster. The student organization must have submitted their Space Use Agreement at least two weeks prior to the opening date for submissions. If you have any questions or trouble completing the document, please email ben@osu.edu or call the Ohio Union Administrative Office at 614-292-5200.

Submitting Space Requests: Student organizations can submit outdoor space requests for the upcoming academic year using the Space Request Tool beginning on May 15 at 9:00am. If May 15 falls on a weekend or holiday, requests will open the first weekday following the May 15.

Here are some key elements of your outdoor space request to keep in mind:

  • Please submit your request at least two weeks in advance to give ample time for your request to be reviewed.  If you are planning a large-scale event, we recommend at least 3 weeks’ notice.
  • Equipment rental (tables, chairs, etc.) are NOT INCLUDED in outdoor space approval. If approved, you must provide your own equipment or rent from an external company.
  • Rain/Indoor locations are not included in the outdoor space process. Please be sure to request indoor space in case of inclement weather through the Ohio Union Space Request or Classroom Space.
  • Once the form is submitted, your request will be sent to the Reservations Coordinator to review. If all the necessary information is completed and the outdoor space is available, a TENTATIVE reservation will be booked for your organization. The information from your online request form is then sent to several University Departments (Public Safety Student Life Risk Management, Facility Operations & Design, etc.) for approval, so that you do not have to contact them all directly. If additional information is needed to approve your event, your reservation will be held as DETAILS PENDING and the Reservations Coordinator will contact you. Please keep in mind that the more information you enter regarding your event, the easier and faster it will be to obtain approval from each of the departments.

Please visit our events resources page for additional information and resources for your event planning.