The intent of the policy is to ensure optimum use of facilities on the campus of Ohio Wesleyan University and develop and maintain good public relations with organized groups wishing to use these facilities. These policies are applicable to use of University facilities by faculty, staff, students and visitors to OWU, with the expectation that while on University property all are required to adhere to the standards of conduct applicable to OWU and abide by all pertinent policies and University regulations.
The University must be reimbursed for all direct costs incurred in facility use. “Direct Costs” are defined as all fees incurred by the University as a result of hosting the program in University facilities and are in addition to the actual facility rental rates. Direct expenses include, but are not limited to, costs incurred as a result of occupancy beyond regular business hours, audio-visual requirements, housekeeping, personnel required to service an event, set-ups, tear-downs, special equipment, Public Safety, and technical support.
Ohio Wesleyan is committed to the principle of equal opportunity in employment and education and non-discrimination in all of our business practices. No person will be subject to discrimination in any project, program, or activity because of race, color, religion, national origin, sex, age, sexual orientation, handicap or disability, disabled veteran, Vietnam era veteran or other protected status.
The use of University academic facilities, classrooms, seminar spaces, laboratories, and auditoria for scheduled academic instructional and research purposes shall take precedence over all other uses of such space and will not be displaced without the expressed approval of the President or the President’s authorized designee. Internal University organizations are not permitted to directly negotiate the use of University facilities with external organizations.
By Internal University Organizations
Requests for the use of facilities, other than academic classes, must be made using the University’s scheduling system Ad Astra, available at schedule.owu.edu. All event requests must be approved by the Campus Reservations Coordinator or other authorized approver.
By External Organizations
Requests for the use of facilities by external organizations must be approved through the Conference Services office. A Special Events Agreement must be prepared. Reservations are not confirmed until the Agreement and rental fees are received. No event will take place until proper insurance certificates are received.
The following timeline is used to schedule events:
Events will only be considered after University programs have been scheduled. Events may be scheduled up to, but not more than, fifteen (15) months in advance, with the exception of Summer Conferences which can book up to two (2) years in advance.
External Organizations Already in Partnership with OWU
Requests for facilities, other than for academic classes, must be approved through the Campus Reservations Coordinator. Partnership by OWU with an external organization can only be completed with fulfillment of the following conditions:
Political Candidates/Organizations
See our Campus Use by Political Candidates/Organizations page for more information.
Non-profit organizations must provide a tax-exempt number prior to issuance of the Room Reservation Contract. The organization is responsible for all associated direct costs. A 50% reduction of OWU approved facility costs will be given. Direct costs, such as housekeeping, AV and/or catering fees, may not be “waived” or arbitrarily reduced.
(In the spirit of supporting local non-profit organizations related to the University mission of teaching, research and service, facility rental fees may be waived, though typically, for no more than one event per year. Direct costs incurred by the University, however, may be not waived.)
Facilities utilized on Holidays, weekends, and other days when the University is officially closed, whether by internal or external organizations, will be assessed a surcharge to reflect the costs associated with supporting the program. Any costs incurred due to required support services will be additionally assessed. Such surcharges will be individually determined and clearly communicated at the time of scheduling. Facilities may not be available during some scheduled campus closures.
Private events with over 100 attendees and all organizations are required, at their own expense, to provide $1,000,000 of General Liability Insurance. You must provide a certificate of insurance that names Ohio Wesleyan University as an “Additional Insured” to Conference Services at least seven days prior to the event. There are numerous insurance carriers that can provide this type of coverage, including some home insurance companies, at very low rates. The Conference Services office can offer options to those who need them on this topic. Events will not take place on the Ohio Wesleyan University campus without this insurance requirement.
Ohio Wesleyan reserves the right to reject or cancel any reservation for any reason.
Cancellation by an outside group may be made by the requester 60 days prior for full refund of the rental fee, less a $150 non-refundable processing fee. If a cancellation is made between 30 and 59 days prior, 50% of the rental fee will be returned less the non-refundable processing fee. If a cancellation is made later than 30 days prior to the event, 100% of the rental fee will be retained by the University.
Internal Organizations
Internal organizations that use University facilities are not responsible for facility use costs; however all associated direct costs will be billed to a University budget account approximately 30 days after the event.
External Groups
External groups that use University facilities are responsible for facility use costs plus all associated direct costs. A deposit equaling the facility use fee is required immediately. A reservation is not considered confirmed until the deposit is received. The reservation will be cancelled if the facility use fee is not received within thirty (30 ) days of making the reservation. Direct costs will be billed approximately 30 days after the event. Interest will be charged at 1½% per month on any unpaid balance not received by the University within thirty (30) days after date of invoice.
Failure by an individual or organization to cancel a reservation will result in all fees incurred being billed to the individual or organization. A second failure to cancel may result in the individual or organization being barred from future use of University facilities.
Approval for the use of any University facility may be revoked when facilities are misused, previous amounts owed the University are past due, or any of the provisions of the reservation procedures are violated. Future applications, or facility reservations already scheduled, will not be approved if the organizations’ scheduling privileges have been previously revoked for misuse.
OWU furniture or equipment may not be removed or altered during the use of the facility. All decorations must be approved in advance by the Campus Reservations Coordinator. Decorations must be removed and the facility left in unmarked condition when the reservation is completed. The individual or organization shall be responsible for reimbursement to OWU for all repair and replacement costs arising from negligence or abuse.
Permanent, full-time employees of the University and benefits-eligible retirees may use University facilities at no charge. Events must be hosted by the employee for private, immediate family functions only and can not interfere with or supersede academic programming. (Immediate family includes spouse/partner, parents, children and step-children.) This benefit applies to facility rental fees only. All direct costs will be billed at the normal rates. All current Facility Use Policies, including scheduling requirements, must be followed. (OWU’s contracted employees are not eligible for this benefit.)
It is the responsibility of the sponsoring department or individual to acquire any necessary equipment that is not in OWU’s inventory. A list of approved vendors is available from the Campus Reservations Coordinator.
An external vendor must contract with the Campus Reservations Coordinator and all University Facility Use Policies apply accordingly. Vendor tables are $75 per day and are limited to the Hamilton-Williams Campus Center Atrium area. Vendor tables may not be allowed during certain time periods. The University reserves the right to refuse access to any vendor, for any reason.
No credit card or related vendors and/or their display or promotional postings are permitted on University property.
Ohio Wesleyan University’s Dining Services has exclusive rights for catered events on campus that have food and beverage requirements. Food and drink will be allowed only in designated serving areas. Contact AVI Food Systems at 740-368-3287 or bishopcatering@owu.edu for information on their full-service catering options.
Exceptions may be granted ONLY by the Director of Dining Services. In no case will an exception be granted if a real danger exists in regard to health, sanitation, or good business practices. In no case will an exception be granted if previous exceptions have resulted in abuse of the spirit of this policy.
Alcohol beverages are considered an amenity for a social or business occasion and never the purpose or focus of the occasion. The University’s intention through these policies is to list the consequences attributed to irresponsible or illegal usage of alcohol on campus.
Service
Alcoholic beverages may be served only to persons of legal age in accordance with current State of Ohio liquor enforcement laws. Neither the dining service provider providing the catering services nor OWU will receive any profit from the service of alcoholic beverages. The sole responsibility for properly identifying the age of the person before he or she is served any alcoholic beverages rests with the event sponsor or external organization. Ohio Wesleyan’s Dining Service and/or catering staff may not serve alcohol, under any circumstance, if alcohol is for sale by the drink or available through the use of an entrance fee, cover charge, or similar consideration.
Purchase
The event sponsor must purchase any alcoholic beverages and deliver them to the site of the catered function. Dining Services is not permitted to purchase any alcoholic beverages.
Miscellaneous
Public Safety must be present at all events where alcohol is served. The ultimate responsibility for the event, and for all liability for any personal injury or property damage resulting from the event, rests with the event sponsor or with the external organization. The individual or organization will be billed for the cost associated with the presence of the Public Safety officer(s).
Public Safety has the ultimate authority at their discretion to shut down any unauthorized event, and/or any event that has not fulfilled necessary requirements, or any event where safety and/or security is threatened.
At events where alcohol is provided, food and non-alcoholic beverages MUST also be available in appropriate quantities.
Public Safety shall solely determine and control security arrangements including, but not limited to, the type, placement and use of security personnel, at the organization’s cost.
The University’s Alcohol Policy (PDF) applies to all student events.
Externally distributed promotion and advertising literature of either internal or external programs must be approved by the Office of University Communications prior to publication. An external organization may not use the University name, seal, logo or other University identification in advertising or promotion literature that states or implies such sanction or sponsorship of the event, except to list the location of the program, without OWU’s Office of University Communications’ written consent.
The University’s Copyright Policy covering the ownership of patents, copyrights, and other rights in invention and in written and recorded material shall govern the production and distribution of conference related speeches, proceedings, recorded materials, and other publications.
A person or organization shall not utilize, or allow to be utilized on University premises, any open flame, burning candle or candles, in connection with any public meeting or gathering for purposes of amusement, deliberation, education, entertainment, instruction, recreation, worship, or similar purposes. Exceptions must be made in advance with the Campus Reservations Coordinator.
OWU policy prohibits smoking inside all University buildings.
The state of Ohio allows qualified citizens to carry concealed weapons, but only if certain strict conditions are met. The Concealed Carry Law does not allow concealed weapons to be carried anywhere on the premises of a University unless the weapon is locked in an automobile or in the process of being locked in the automobile. It is illegal to carry a firearm, deadly weapon, or dangerous ordnance, anywhere on the premises of OWU.
No commercial, profit making, or direct sales events are permitted on University property, except through vendors approved by the Campus Reservations Coordinator. University organizations cannot function as on-campus agents or representatives for commercial firms or enterprises. Sampling is the free distribution of a commercial product or souvenir for the purpose of promoting a product or service and must be pre-approved through the Campus Reservations Coordinator’s Office. Distribution of alcohol or tobacco products is expressly prohibited. The distributed item must be appropriate to the mission of the University, be procured through a safe method of distribution, and does not conflict with existing approved vendors currently under contract with OWU.
University organizations may sell or distribute food only if they do so in conformity with the following procedures:
Food Sales/Fundraisers
Donations
Fundraising activities by OWU organizations are not permitted if the funds are designed solely to enrich an individual or commercial partner.
The use of the Hamilton-Williams Campus Center JAYwalk is available to individuals or organizations wanting to exchange opinions as a freedom of speech location, or a non-commercial, information-only program. The space must be scheduled with the Campus Reservations Coordinator and shall be governed by all of the applicable provisions contained herein. Distribution by hand of literature or flyers, and the presence of information solicitors, is also limited to the JAYwalk area. The individual or organization cannot move to indoor facilities due to inclement weather. No individual or organization utilizing the JAYwalk may interfere with the normal daily activities of recognized official University related activities. The individual or organization is responsible for the cleaning of the site.
OWU is serviced by an 802.11n wireless network. Only computing devices that have been properly registered can be directly connected to the OWU network. Each authorized user is responsible for the registered device’s usage and activity originating from that device. To register, you must provide valid identification and contact the IS Help Desk at helpdesk@owu.edu or 740-368-3120.
Usage that violates any institutional, local, state, or federal rule, regulation, or law is prohibited by the University’s Computer Use Policy.
Users may not violate copyright law (Title 17, U.S. Code) through the unauthorized installation, distribution, or reproduction of any material that is defined by intellectual property rights. For more information, refer to the University’s Copyright Policy.
Personal information transmitted over the University network or stored on University-owned computers will be examined, with or without notice, only if the Chief Information Officer, in consultation with the Provost, believes that:
Violators of this policy may be liable for civil and criminal prosecution, and it should be understood that nothing in this policy precludes enforcement under local, state, or federal laws or regulations.
This policy is intended to cover the physical posting of any information in public space on the OWU campus. OWU Departments may have their own exclusive policies that may compliment or refine, but not supersede, this policy.