The MU East International Forum has been designed to be a multipurpose facility with a range of specific equipment to assist with program endeavors. It is an excellent site for catered meals and has been approved by the University beer and wine service when a one-day event permit is obtained by University Food Service. Seating capacity runs between 170 and 200 people depending on the room arrangement.
LIGHTING House Lights: Separate switching for house lights provides the opportunity to alter the lighting tone and density in different areas of the facility. The house lights are easily accessible on the side of the master control console located on the third tier of the Forum. House lights are both fluorescent and incandescent bulbs.
Stage Lights: Each light is complete with color frame, pipe clamp, and connector. A dimmer board provides for patch panel and an eight-channel two-scene operation. For further details, call MU Reservations Office.
SOUND The sound system includes three speakers, 2/3-octave equalizer, mixer, amplifier, CD, cassette and tuner, and four microphone outlets. For specific information pertaining to capabilities of this equipment please contact the MU Sound and Light Supervisor.
CONTROL CONSOLE For customer convenience, a control console is located on the third tier of seats, giving access to house lights, stage lights, sound systems controls, and video tape operation.
SOUND AND LIGHT OPERATORS An experienced sound and light staff member will be assigned to each event once stage lights or sound system components have been requested. A self-operated sound system with a speaker’s podium is also available without an assigned sound and light operator. Current hourly sound and light operator rates are available from the MU Reservations Office.
Located in Memorial Union East, International Forum, Escape is easily accessible to both on and off campus groups wishing to host nightclub style events. Escape is a non-alcoholic nightclub operated by the Oregon State University Memorial Union.
Originally designed as a venue to host events for a primarily under 21 group, they are a high voltage environment which supports many different types of events. We currently maintain a state-of-the-art sound and lighting system that is suitable for both DJ and live band use.
Reservations made less than two weeks prior are subject to availability of the room and staffing. Any reservation canceled less than two weeks prior to the event will be subject to one half of the estimated rental rate.
Billing for the club is figured using a tiered system dependent on the user type and nature of the event being hosted. (See MU General Building Policy priority system at beginning of chapter).
Billings are rounded to the nearest half hour after the initial room reservation and the minimum 2 hours of event time.
Billing estimates will be provided, when requested by the user. However, these estimates are subject to change due to the nature of the event.
PRICE LIST For a list of price rates and special policies go here.
IMPORTANT INFORMATION!!! Escape reserves the right to require additional security for any event. Additional security offices will be billed at the rates shown on a per hour, per officer basis.
All food service is at the discretion of Escape and will be provided at all events unless specifically noted during initial booking consultation. Profit sharing for food/ beverage service is not available.
Catering is available if advance notice is given to one of the three approved OSU catering companies.
Escape requires the use of our in-house cash handling services. Campus organizations are required to provide an index number for fund deposit as well as a billing index for billing purposes.
Reservations To reserve a space at one of the Cultural Centers, call the center or stop by during the open hours. Open hours vary for each individual cultural center. (Please refer to each cultural center’s homepage web address on the following pages).
A reservation form can be printed and filled out from herePDF before arriving at the center.
Current Price List There is typically not a fee to rent a cultural center by a recognized student organization
Types of Events the Cultural Centers Accommodate Small events such as meetings/gatherings. 15-25 people will fit comfortably in most cultural centers.
Space Use/Building Policies The same space use policy applies to all cultural centers. It is included in this section.
Equipment Varies depending on the specific center.
Space Schematics Varies depending on the specific center. More information is included as pertaining to specific cultural centers in this section.
Special Food Policies Cultural Resource Center staff members need to be trained in Benton County Health Food Handler’s guidelines to be able to help with food preparation for Cultural Resource Center events. Food for all major events and programs must be prepared in the MU East kitchen facilities and transported to the individual Cultural Resource Center. Ready-to-eat food, food prepared for individual consumption, and cooking demonstration cuisine may be prepared at the individual Cultural Resource Center kitchen facilities. For clarification or more information regarding this policy, contact Robin Ryan (7-2917) and/or the Cultural Meal Support
Other Important Information Before Reserving a cultural center it is important to read the following:
Expectations for Cultural Resource Center Community Members
We have expectations concerning the behavior of each member of our community. We are individually and collectively responsible for our behavior and fully accountable for our actions.
We must take responsibility for own learning and awareness about racism, classism, heterosexism, religious oppression, and other forms of oppression.
Bigotry will not go unchallenged in our communities. No one has the right to malign another human being on the basis of race, gender, age, sexual orientation, religion, national origin, disability, or other personal characteristics.
We will not tolerate verbal or written abuse, threats,harassment, intimidation and violence against or by any member of our community. We do not accept alcohol or substance abuse as a rationale for such behavior. It is also not acceptable to claim that the behavior was "just a joke".
In order to promote a healthy community, each person should take the responsibility to identify and speak out against such behaviors as it occurs.
These community expectations are an integral part of the Diversity Development mission statement.
Reservations Dixon Recreation Center and the conference rooms inside, McAlexander Fieldhouse, Tennis Courts, Peavy Sports Fields, Stevens Natorium, and the Indoor Climbing Center can all be rented out through Rec Sports.
To reserve a facility, or ask questions regarding a facility, contact Dixon’s Assistant Director for Facility Operations. This person’s information is here. Scroll down the list of people, their titles will be in bold—Look for Assistant Director—Facility Operations.
Reservations must be made at least two weeks in advance!!!
If you can’t get in touch with this person, fill out and submit a facility reservation request form here
Current Price List The rental prices are assigned according to group classification and charged on an hourly basis.
Types of Events that Rec Sports Facilities Accommodate McAlexander Field House is a great place for dances and large gatherings. This space however, is also large and airy, making it difficult to host lectures within.
Dixon and the other athletic facilities are a great place for sports related activities. Classroom and conference space is available, which makes it good for a meeting space.
Space Use/Building Policies A complete set of policies that encompasses all of Rec Sports Facilities is available here.
Equipment Available Limited equipment is available. Contact the Assistant Director-Facility Operations at Dixon to ask about specifics.
Space Schematics Varies greatly depending on the space requested. Call the Assistant Director-Facility Operations for more information.
McAlexander Fieldhouse layout is included in this section.
Special Food Policies Food and Beverages are only allowed in the designated lounge areas at Dixon Recreation Center, Stevens Natatorium, and the Outdoor Recreation Center. Food and beverages are not allowed in other Rec Sports Facilities.
No open drink containers are allowed in any activity area. Water may be carried in squeeze bottles with secure lids into all Rec Sports Facilities.
Other Important Information Sport Courts can be reserved up to two days in advance for one hour of play activity per day.
Bulletin Board Posters and Banners There are 5 available bulletin boards at Dixon Recreation Center. All information posted to the boards must first be approved by the Recreational Sports Administrative Assistant. More information is included in this section.
Cancellations Cancellations must be made at least two days before the scheduled rental date. If a cancellation is made less than two days before, the full rental rate will be charged.
Bulletin Board and Banner Policy at Dixon and Recreational Sports Facilities
There are 5 General Posting Boards in Dixon Recreation Center. There is one board in the main level hallway leading from the lobby to the east entrance, one in the lower level hallway beside Weight Room C, one between the racquetball courts in the lower level hallway, one in the Women's Locker Room and one in the Men's Locker Room.
All information for General Posting Boards generated outside the department must be approved and authorized for posting by the Recreational Services Administrative Assistant.
All information for General Posting Boards generated inside the department must have the DRS approval stamp with the date of removal.
Information for General Posting Boards with tobacco, alcohol or other drug advertisements will not be approved.
All other Posting Boards are for use by the Department Administrative Staff.
Banners that promote programs sponsored or co-sponsored by the department may be approved to be hung near the front entrance of Dixon or in the stairwell. These requests should be directed to the Assistant Director for Facilities.
Posting is allowed at the Indoor Climbing Center and Outdoor Recreation Center provided it does not contain advertising for alcohol, tobacco or other drugs.
General Posting is not approved for McAlexander Fieldhouse or Tennis Facilities.
PRODUCT/ADVERTISEMENT/FLYER AND COMMERCIAL DISTRIBUTION
Distribution of products and other commercially related items will not be permitted in Department of Recreational Sports facilities unless it is determined their usage is in conjunction with a departmentally sponsored event or activity.
Decisions for distribution of such materials will be made by the Assistant Director for Facilities, with consultation with Administrative Staff as needed.
Reservations To check availability, you can submit the availability form online here
The Reservation & Events Coordinator in the CH2M Hill Alumni Center is in charge of reserving this space. Call the Alumni Center to reach this person-the phone number will be located on the homepage (listed above).
Current Price List Contact the Reservation & Events Coordinator for a price quote.
Types of Events the CH2M Hill Alumni Center Accommodates This space is available for different types of events, depending on the need of the group. As there are many different space options available, many different events can be accommodated.
Space Use/Building Policies Contact the Alumni Center (information listed on homepage above).
Equipment Available The following equipment comes standard with each room and is available upon request.
Tables and Chairs with white coverings and skirting as applicable
Podium with microphone (1 per room)
Dry Erase Board w/ pens
Overhead projector and Screen (1 per room)
Carousel slide projector and screen (1 per room)
Standing or tabletop microphone
Risers—6x8 (if available)
Tripod easels (limited number available)
Space Schematics For specific floor plans and links to individual room web pages, go here.
Special Food Policies The Alumni Center allows a specific list of caterers that can be found here.
Other Important Information A facilities Meeting needs to occur 3 weeks before event. Students will need to meet to talk about setup.
Information Needed When Making A Reservation at CH2M Hill Alumni Center
Dates of Event
Name of Event
Type of Event (meeting, conference, reception, etc.)
Access time to conference rooms
Event Start Time
Event End Time
Will Alcohol Be Served?
Billing Contact (this is the person that will be signing the contract)
Coordinator Contact (the person coordinating the event)
Organization (or Department on Campus)
Address of Organization (or Department on Campus)
Contact Phone #’s
Seating style is something to consider when looking for a conference room. It will determine what size of room you may need. Another thing to consider is anything else that may be used in the room such as A/V equipment (screen, speaker table, podium, projectors, etc.) or for a dinner or reception (buffet tables, stage, etc.)
Alumni Center Ballroom The Cascade Ballroom is the cornerstone of the CH2M HILL Alumni Center. Large enough to seat 500 at round tables, the ballroom is extremely classy and comfortable. The room has housed events ranging from conferences and annual meetings to weddings, charity auctions and high school proms.
The adjoining Foyer and South Concourse are complementary with rental of the Cascade Ballroom, as is the use of the Center's stage risers and piano.
Adjoining Center Foyer
(Included w/ Ballroom rental) Adjoining Foyer Information As soon as you walk in the doors of the Alumni Center, you find yourself in the foyer. This large room has a beautiful slate floor and features striking works of art.
The foyer is complementary with rental of the Cascade Ballroom, and provides the perfect place for event registration and check-in. Large conferences also use the room as a set-up area for vendors or for buffet services.
Adjoining the foyer is a reception and information office that houses phone, fax and photocopying service for patrons.
Reservations Use of the many outdoor areas, such as lawns and parking lots on campus, are coordinated by OSU Conference Services.
To reserve outdoor areas on campus, follow the instructions and fill out the reservation form herePDF.
Current Price List Contact OSU Conference Services for most updated price list. Their contact information can be found here
Types of Events Outdoor Space Accommodates A variety of events can take advantage of the outdoor space on campus such as runs, serving food, etc.
Space Use/Building Policies If using any sort of sound for your event, the OSU Sound Use Permit must be filled out. OSU Conference Services will get the Sound Permit to the appropriate departments and notify the organization of acceptance.
The OSU policy is included in this section.
Equipment Available Any equipment can be used.
Space Schematics A map of campus grounds is included in this section.
Special Food Policies Discuss food planning with OSU Conference Services.
Other Important Information Campus grounds need to be reserved at least 14 days prior to the event.
OSU Conference Services is NOT responsible for the following campus grounds:
Memorial Union Quad: The MU Quad is reserved directly by the MU. For more information see section labeled "MU QUAD".
Valley Library Quad: The Valley Library Quad is NOT AVAILABLE for groups to use unless special approval is given.
Intramural Fields: Intramural Fields are reserved directly by the Department of Health and Human Sciences in 123 Women’s Building. Contact this department for more information. Contact Information is here
CAMPUS GROUNDS USE REQUEST FORM
Instructions for submission of the Campus Grounds Use Request:
Complete the Form (see below) with as much detail as possible.
Submit Electronically: Submit completed form as directed. Submit forms for Alcohol or helicopter landings if applicable.
Review: This form is sent to specified departments on campus for review and approval. The applicant may receive a response from a specific department asking for further information regarding the event prior to the department submitting an approval (details of a security plan from Public Safety, ground restoration efforts from Facilities/Landscaping, etc.).
Notification: The applicant will receive an email notice of approval/disapproval from the Director of OSU Conference Services.
Campus Grounds Use Form OSU Conference Services @ 541-737-2402 (This includes all campus streets, park and lawn areas, parking lots, patios, malls, etc.)
OSU Sound Use Permit Information The Sound Use Permit Application is available and can be filled out on page 4 of the PDF file onlinePDF
On- or Off-Campus Noise Control Policy 576-018-0140 On- or Off-Campus Noise Control Policy
Recognized student organizations must register any event to be held on or off campus if the event involves high volume noise the public might hear.
Outdoor events that involve high sound levels (such as the use of amplified sound, musical instruments and crowd noise) must be authorized by the Student Involvement office and must be terminated by 11 p.m. unless a specific permit has been obtained.
A person at the event must be designated to respond to noise complaints. If the noise cannot be controlled, the event must be terminated.
Use the online map of the OSU campus and outdoor grounds. Please refer to it when making Grounds Requests with OSU Conference Services. It can be located here
Reservations Reser Stadium and the rooms within it, Gill Coliseum, The Valley Football Center, Merritt Truax Indoor Center, and Trysting Tree Golf club are included among the variety of Athletic Facilities owned by OSU.
Reservations are made through the Athletic Department’s assistant director, whose contact information can be found here. All questions should go to this person.
Additional contacts will include security services of some sort. This can be done through Public safety, or contacting a private security business.
Current Price List The latest information is included in this section, but you should contact the Athletic Department to confirm rates.
Types of Events Athletic Department Buildings Accommodate Depending on the needs of the group, these spaces are used to accommodate a LARGE amount of people for a variety of events (See Space Schematics: Capacities below).
Space Use/Building Policies Availability based on athletic events. Should post-season events be attained, the athletic department reserves the right to cancel reservations in order to host post-season events. Reservations are limited to no more than 6 months prior to the event.
Equipment Available Unique to each space
Space Schematics Gill Coliseum capacity: 9,500 people Reser Stadium capacity: 43,300 people Valley Football Center: 200 people
Special Food Policies Discuss food requirements/requests when reserving these spaces. All catering needs to be arranged through Sodexho. 737-8822
Other Important Information FACILITIES MEETING WITH CONFERENCE SERVICES (6 months before event) At this initial meeting the following should be well-communicated and clear:
Event Date Time(s) Type of Activity Security Needs Facility Needs
After this, the student organization does not need to meet with Conference Services again until about a month before the event, and then the week of the event
Valley Football Center is located above a weight room. This should be taken into consideration when making reservations.
MERRITT TRUAX INDOOR CENTER - Not available for Public Rental
Reser Stadium Club and Loge levels - Not available for Public Rental
CURRENT RENTAL RATES
Included in rental rate are: Building Access, pre-event planning meeting attendance by OSU Athletic Department staff person, clean facility ready to host event, attendance by Athletic Department staff person at event if necessary.
Reser Stadium Reser Stadium is the home of Oregon State University football. The stadium went through a major renovation ($80 million) prior to the 2005 season with the addition of a new east side section. The structure includes numerous state-of-the-art amenities, including the spacious Club and Loge levels. http://www.osubeavers.com/ViewArticle.dbml?DB_OEM_ID=4700&ATCLID=131119
Gill Coliseum Gill Coliseum opened in 1949 and is the home of the men's basketball, women's basketball, and volleyball teams. OSU's nationally recognized gymnastics and wrestling programs also compete in the building. In addition, major concerts, NBA exhibition games, and other campus activities are routinely scheduled for the Coliseum.
Valley Football Center The Valley Football Center is considered one of the finest football facilities in all of college athletics. The $6.2 million privately funded building contains coaches offices, banquet facilities, a massive weight room, training room, video theatres, video operations, state-of-the-art physical rehabilitation equipment, and locker rooms. http://www.osubeavers.com/ViewArticle.dbml?DB_OEM_ID=4700&ATCLID=131122
Reservations Academic classrooms and auditoriums such as Milam can be reserved. Reservations for general purpose classrooms are made through different entities depending on the type of event.
For Open Events: Reserve rooms through University Conference Services: Conference Services Manager. This person’s contact information is available under "Conference Services Manager" here
For Closed Events: Reserve rooms through the Registrar’s schedule desk or fill out form here.
Check Room availability through the Registrar here.
Current Price List Call OSU Conference Services or see this section for a price list.
Types of Events General Purpose Classrooms Accommodate Classrooms are suited to having all sorts of programs. Auditoriums are great for large speakers and gathering of many groups.
Space/Building Use Policy Space use differs depending on the department that the classroom is located within. Be sure to check with the department for specifics.
Equipment Available Communication Media Center (CMC) is the main contact for reserving equipment. They need 24-hour notice placed by 2PM the day prior to day of use. To learn more, or reserve equipment, go here.
For list of available equipment and rental rates go here.
For a list of enhanced classrooms with links to individual classroom websites go here.
Space Schematics A complete list of OSU campus classrooms along with capacities, accessibilities, attributes, and enhanced features is listed here
A complete list of rooms with disability access is here
Special Food Policies No specific requirements for most classrooms. Food and drink is not allowed in Milam Auditorium.
Other Important Information
Keep in mind that reservations are tentative until 2 weeks prior to the event. This means that academics are the #1 priority, and if needed can ‘bump’ student events until 2 weeks before the event.
Milam Auditorium Use Milam auditorium has a special reservation and use policy. There are opening/closing fees and your event might need door control and security services.
Other Possible Fees Enhanced Classroom Fees (if applicable): $95.00 per day $50.00 for 4 hours or less A $30.00 fee may apply if an enhanced classroom is left unsecured by previous users and Media Services staff are sent to secure the equipment and room.
Campus mail your request to CMC Scheduling, Kidder 109.
Office hours: 8:00 a.m. to 5:00 p.m. Monday - Friday
If necessary, CMC technicians can deliver, set up and operate equipment for instructional use. Equipment operators can be scheduled on a fee basis for non-instructional events. Technical staff will design and install media systems, provide consulting on purchasing, operations, and facility planning, assessing charges for parts and labor.
Repair and maintenance services are provided for university owned audio visual and video equipment.
Enhanced Classrooms are computer-equipped and networked to campus servers and to the Internet for complete large screen computer data and video projection for classes ranging in size from 50 to 750.
A full time support person is on-call to assist faculty with equipment or network problems
Enhanced Classroom Locations (Highlighted in Orange):
http://oregonstate.edu/mediaservices/enhanced/MAres.html Milam Auditorium is a theater style facility that has a capacity of 421 on the main level and an additional 301 seats in the balcony. The Auditorium has a stage with limited lighting. The first priority for Milam Auditorium is instructional use which usually takes the form of classroom instruction and occurs Monday through Friday from approximately 8:00 a.m. to 5:00 p.m.
Milam Auditorium Reservation and Building Use Policy (Important Points highlighted in BOLD)
If using for academic course, contact the Scheduling Desk: 737-2181
If using for nonacademic event, contact LaSells Stewart Center: 737-2404
In addition to reserving the facility itself, you will need to contact CMC for costs of equipment and an attendant for opening and closing the building. Payments, purchase orders, and proof of Door Control and/or Security must be delivered to CMC in Kidder Hall by 4 PM the day before the event or THE EVENT WILL BE CANCELED!
At a minimum, CMC charges $20.00 for opening and closing the Auditorium.
Milam Auditorium has a self-contained sound system that is used for instructional and non-instructional use, speech reinforcement and surround sound playback for video sources.
Events such as concerts, bands, and musical shows will need to provide their own sound equipment.
Building Use Guidelines
As mandated by state and federal regulations, fire and open flames are prohibited inside of buildings and/or its immediate surroundings without proper approval from the Corvallis Fire Department.
Use of any machine or device to produce smoke, fog, steam, or mist for prop, decoration or any other purposes, is prohibited inside of buildings.
Flammable natural materials, i.e., bales of hay, fried corn stalks, etc. cannot be used for prop or decoration.
If/when hanging, mounting, or posting decorations or any other material, no other type of tape other than drafting tape can be used on walls and posts.
Nails, tacks, staples, or any materials that puncture curtains, walls, or floors are prohibited.
Food and Beverages are prohibited in the Auditorium.
If tables and chairs in the foyer are used in the Auditorium, please place them back where you found them.
Corridors and exits must be clear and free of any obstruction.
For items such as pianos, tables, and chalk boards, contact Facilities Services at 737-4038.
It is the responsibility of the organization’s officer/representative making the reservation to ensure that these guidelines are strictly observed and properly disseminated to all members, volunteers, performers, and guests.
Events that DO NOT require door control and/or security services
Closed events for members only or with invited guest(s)
Open meetings, lectures, guest speakers, and similar events where controversial issues or personalities are not involved
Situations where the sponsoring group may assume full responsibility including attendance and admission determination and procedures.
Events Requiring Door Control Staffing (1-2 staff if balcony is used)
Movies, free movies, contests, lectures, cultural events, and other similar activities whether free or a fee or ticket is required for admission
Any free event where potential attendance may exceed the prescribed capacity of the facility
Events Requiring Security Staffing (1-2 staff determined by type of event)
Rock band concerts, popular dances, movies, and similar events that have potential for attracting a crowd and possible consequent behavior problems
Lectures, featured guests speakers, movies, and similar presentations involving issues, topics, themes, and/or personalities that are controversial in nature
Any event that may be anticipated or expected to attract a crowd in excess of the event facility’s prescribed capacity.
When an event involves door control and/or security services please allot 30 minutes before the start of the event for the personnel to be at the doors to provide ample time for customers to be admitted and settled at their respective places.
Door control and security staffs are to remain until the facility is cleared of customers and guests; group members may stay until their aftercare tasks are done.
The start and end of an event must be predetermined and agreed by both the organizer(s) and CMC, and must be adhered to. NO on-the-spot requests for extension of an event will be entertained. The CMC staff reserves the right to facilitate compliance of this condition.
Extra charges to the group accrue until the facility is totally cleared. To minimize or avoid such charges, it is important for the sponsoring group to so advise their guest performers who use more complicated technical set-ups so that they do not drag in tearing down their equipment and in clearing the facility.
No guest (performer, band personnel, technician, etc.) may remain in the facility without any officer or representative of the sponsoring group accompanying.
DOOR CONTROL & SECURITY SERVICES Door Control and Security services are provided by the Memorial Union Business Office and may be arranged with the Night Manager. In planning your event, one of the questions that need to be addressed is:
Whether or not the event would need door control and/or security staffing? ** Some events may require a combination of door control and security staffing as defined above.
Reservations Different Sections can be reserved in the Quad (See Space Schematics #6 below). This includes the grass as well as concrete and the MU steps. When reserving a space, be sure to have an alternative date available.
View current reservation schedule or check availability onlinehere.
Reservation contact names, emails, and phone numbers are availablehere.
Current Price List There is no cost to reserve the Quad. The only costs are in the equipment rentals, which are the same as the Memorial Union Building equipment costs.
Types of Events the MU Quad accommodates The Quad is an excellent place to do anything from a small table to advertise a group or an upcoming program/event, to a large-scale concert. Also, students can do overnight events within the quad.
Space Use/Policies The same rules apply to the MU Quad as do the MU
Equipment Available The same equipment available to rent for the MU is available to rent for the Quad. When making reservations, communicate clearly what is needed for the event (tables, chairs, lights, sound, etc.). To have amplified sound, a permit must be applied for during the registration process.
Space Schematics A map of the Quad and sections available to reserve are on the next page.
Special Food Policies From 6AM Monday morning to 6PM Friday night, a vender cannot be brought into the quad unless it is tied to a very large event.
Otherwise, the same requirements for other events are applicable here, in that they do not have to be catered, but the food must be brought in through the SI Kitchen and self produced, or are prepackaged.
Types of Events the MU Accommodates The MU is good at accommodating many different types of programs. Rooms are available for anything from small meetings, moderately sized groups for speakers, or large events. Informational fairs are only allowed in the ballroom.
Space Use/Building Policies All policies regarding the MU are included in this section
Special Food Policies Policies are included in this section
Other Important Information FACILITILES MEETING—IMPORTANT!: (5 Weeks before event) Students are expected to have a facilities meeting at least five weeks before their event. At this time students should be able to answer basic questions regarding their event. Be able to describe the event in enough detail so that the MU has a very clear picture of what is expected, and how they can accommodate the group’s needs. More detailed information is included in this section.
MU FACILITIES MEETING OUTLINE
At Least 5 Weeks Before Event
For an event to be successful, careful and thorough planning by both event sponsors and the Memorial Union staff is important. Joint planning is done in a special facilities meeting to be attended by both parties. This meeting is scheduled at the MU Information Desk, for a mutually agreed upon date and time so all parties are duly represented, and information commonly shared.
In order to prepare for the facilities meeting, the following checklist is suggested. Please review it prior to the facilities meeting so time can be spent productively. The meeting agenda will be based on these areas.
Overview of Event
What is the title and theme of the event?
What is the beginning and ending time of the event?
Is the program divided into parts, so as to require reconfiguration of the setup in between?
Is it a ticketed event?
What is the expected number of attendees?*
Will the event require audio/visual support? (see #3 below)
Will food be served? (see #4 below)
*Door Control/Security needs are determined and arranged by MU Building Manager
Program Related Items
Will there be a MC? If so, how many?
What is the preferred configuration of tables/chairs/other furnishings?
Will there be performers requiring a dressing room?
Do you need coat racks, and if so, will you provide coat-check services?
Will any guests be requiring special arrangements?
Audio Visual Requirements
Which sound system will the event require?**
** The Event Services Supervisor will determine the appropriate sound system
Any other audio/visual equipment needed?
Projector: Data? Video? Overhead? Slide?
Microphones: How many?
Will follow spotlights/stage lights or other lighting be required?
Will group members or paid performers bring equipment to be used with the MU’s?
Will a projection screen be needed? If so, where?
A script is always required to ensure proper synchronization between the MU audiovisual operator and program participants. Please provide a copy of program script to the Event Services Supervisor at least five days prior to the event.
Who is preparing food to be served at this event?
Self prepared in MUE Kitchen
A list of approved Caterers
At what point in the program will the food be served?
Will service be buffet style or served by the group?
Have arrangements been made with the MU Business Office for possible use of table tents, easel spaces and/or display cases?
Will you have your own cleanup crew? Or will you need professional MU staffing for cleanup?
Have specific numbers!!! Each volunteer, performer, server, guest, counts as a person toward the maximum fire code limit. Include these people in your total count number.
Hopefully the funding you receive through Educational Activities will cover the expenses you anticipate for your event. Unfortunately, in many cases the funding from Educational Activities does not cover all the expenses to put on an event. The following is a summary of ideas on how to find additional dollars for your event, and a basic description of how to go about making use of the dollars provided.
Funding - Each type of funding determines how it may be utilized by your organization. The various funding sources listed below can be complex on how to receive and administer them, so use time to your advantage. Once you have determined what you needs are, it is never too early to begin seeking additional funding.
Sources of funding - your funding from Educational Activities should be your primary source of funding for your event. Find out from your treasurer how much has been allocated from your organization’s budget for your upcoming event. Ticket sales for an event is a way many organizations offset the total cost with the amount raised from ticket income. If budgeted amount is inadequate to cover all the anticipated expenses, and you will be unable to cover your expenses through additional ticket sales, then begin looking for other sources.
Other Sources of Funding - possible sources on campus!
Educational Activities Annual Fund: an organization that has been recognized for at least one year may make application for additional funding through the Annual Funds. The same guidelines are used for use of annual fund dollars as for your organizational Educational Activities dollars. There is a request packet available in Student Involvement, and on line at (http://www.oregonstate.edu/dept/edact). To request money you will fill out the form and submit a budget for your needs.
Co-Sponsor with another student organization: some organizations that are funded through Educational Activities have additional dollars available to co-sponsor events. Sometimes organizations don’t have enough money to produce an event on their own, but collectively with other organizations, each contributing some amount, they are able to successfully fund an event. Contact other members of funded organizations for possible co-sponsorship. If you chose to co-sponsor an event, there is a form in the Financial Management guide, or at the website that should be completed to document the amount being sponsored by each.
The Student Foundation - much like the Annual Fund, the Student Foundation has a request form, found in Student Involvement, that you may make request for additional dollars as needed. You will fill out the information requested on the form, what your organization is, what your need is, etc. and submit it to the foundation for review and possible award.
Departments on campus - a number of departments on campus make available funding for student organizations and their activities. Funding sources through departments vary a great deal depending on what type of funding it is, and if from a Foundation Account, Departmental dollars (general fund, auxiliary, etc.), or other sources. Generally the way to request money from a department is to draft a letter, stating what your organization is, what event you are hoping to put on, how much money you are in need of, and what specifically will the requested dollars be used for.
The funding source from the department determines how the money will be administered. Some departments have foundation accounts, where they are able to transfer money into your organization’s account (index). Other departments with foundation money chose to pay for an expense directly from their account, thus processing goes through the OSU Foundation. Some departments use their departmental dollars directly. This is accomplished in a couple of ways. One is where the department pays an invoice directly for you. For instance, a department has agreed to contribute $100.00 towards your event, and you have a $100.00 invoice for supplies. They would process the payment for you, thus have contributed $100.00 toward your event. The other way is to make use of an index from the department and incorporate the contributed amount on an invoice being paid through the university.
What should be on the letter you send out.
What is your organization
What is the event you are seeking funding for
How will the event impact students and the campus in a positive way
Where will your event be held at
When is your event
What is the total amount you are seeking, to be able to hold your event
What types of expenses do you need covering - food, supplies, rentals, etc.
Who is the contact person from your organization, phone number, email, SI mailbox
Be sure to list the Ed. Act. Advisor as a contact as well - due to the complexity of the funds contributed.
**Be sure to contact the Ed. Act. Advisor, Curt Black, at 737-6260, 158 Memorial Union East, before you send out a letter to departments requesting funding, to insure you have included all the details needed**
Use of your organizational money in an FIT account - sometimes organizations have to make use of their money on deposit in the Memorial Union Business Office, room 217. These monies are called Funds Held In Trust. Generally these are accounts where the organization has raised its own money through member dues, fund raisers, etc. The use of these dollars is typically when an organization has been unable to find enough money from other means, or for the purchase of items that a funded account cannot pay for - such as cards (invitations, thank you). These are accessed by way of a Disbursement Request. Contact Chris Howard, MU 217 for additional help.
Off Campus sources of funding - often times businesses are willing to contribute products or money for organizations putting on events. Much like soliciting money from departments, generally a letter is drafted including the same basic elements as the departmental letter; who you are, what your need, etc. The difference is that most businesses seek to write off the expense for tax purposes. This cannot not be accomplished by putting money into your Educational Activities account, but must employ a process through the OSU Foundation.
If a business was to contribute products for your event, and was seeking a way to write the expense off there is a form from the Foundation which accomplishes this. It is called a "Gift in Kind" form. Basically the vendor fills out a portion of the form, the organization another, and it is sent to the Foundation for completion and receipting to the vendor.
If the business is donating money and is seeking to write off the expense for tax purposes, the processing of the money must go through the Foundation. This can be accomplished by depositing the donation into your Funds Held In Trust account in the Memorial Union. Where they will make a copy of the check and send you to the OSU Foundation for proper receipting to the vendor. The other process is if you have a OSU Foundation account and the deposit may be made directly into that account.
***Due to the complexity and tax ramifications of soliciting products or money from outside vendors, contact the Educational Activities Advisor Curt Black, for an appointment on how to proceed with these efforts. At 737-6260, 158 Memorial Union East***
What to do once funding has been identified!
First and foremost, keep a list of those contributing to your event, how much for what, etc. and provide a copy to the Educational Activities Advisor for reference. Click here to view an example Excel sheet to keep track of contributions.