Scheduling & Reservations
Community members, campus organizations as well as faculty and staff who wish to reserve any space should contact the office of Budget and Operations for pricing, availability and the appropriate forms.
Event Planning is a process that includes the reservation of a facility or space, but also involves the identification of a variety of support services required to produce a successful event. The Office of Budget and Operations Staff specialize in helping you achieve that goal.
What Spaces Does The Office of Budget and Operations Reserve?
The Office of Budget and Operations can accommodate a number of requests for a variety of venues.
The Office of Budget and Operations reserves:
- The Cedar Point Center Conferencing and Training Facilities
- Classroom space for non-academic use in the North and West buildings as well as Foundation Hall.
- Outdoor spaces on the BGSU Firelands campus (not including the McBride Arboretum)
What Information Do I Need to Reserve Space?
Arrangements for a room reservation begin by supplying basic information. Please have the following information available before submitting your request.
- Date of Event
- Event Start Time and End Time
- Building/Room Preference and setup type
- Number of People Attending
- Sponsoring Group: Student Organization, University Department, or Individual
- Name, Address, Telephone and E-mail Address of One Contact Person
- Event Name and Event Type
Additional Event Planning details you can prepare for include:
- Event Agenda
- Setup needs including tables, chairs and audio/visual needs
- If the event involves food and/or alcohol
- If the event is in need of special sound or additional lighting equipment
- Other services needed, ie. Security, parking
What Audio/Visual Equipment Services Are Available?
The Office of Budget and Operations will coordinate your request with Audio Visual Services and Technology Support Services if required. The College offers many forms of Audio/Visual equipment and facilities to help contribute to the success of your event.
If an event requires use of A/V equipment in the Cedar Point Center, contact Audio Visual Services, in room 1012 of The Cedar Point Center.
If an event requires use of A/V equipment in a building other than the Cedar Point Center, please notify the Office of Budget and Operations at least two weeks in advance of event date.
How Do I Make Catering Arrangements?
Depending on the location of the event you are planning, one of several facilities may be available for use by the catering company you choose. For more information on making sure that the facilities you are scheduling can support catering, contact the Office of Budget and Operations.
How Far In Advance Should I Plan My Event?
Reservations are filled on a “first come - first served” basis. A minimum of two (2) weeks is required prior to a proposed event.
Request are accepted beginning in November for the next academic year. Requests for events occurring during the summer are processed after October 1st of the previous year. Institutional needs are given priority in every semester.
What Suggestions Does Your Staff Have About Planning a Successful Event?
To plan a fun and successful event at BGSU Firelands, our staff would like to offer you a few suggestions to make your planning experience easy and enjoyable.
Here are some tips you should consider:
- Allow time to plan an event. Planning is the most crucial and time-consuming aspect for any type of event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and realize a successful event.
- Budget! Have dollar figures in mind when you plan. You should be able to build a budget based on your event plan. Payment information is required when booking an event at BGSU Firelands.
- Reserve a room based on the number of attendees you realistically expect and best fulfills the purpose of the event. You don't want to crowd your guests and you want to accommodate all the activities during your event. Our staff can offer suggestions
- Ordering equipment and determining a room's furniture placement will be simplified if you plan in advance how you want the room to look and discuss it with our staff. Include what elements you feel are necessary such as food tables, staging, podiums, sound equipment, etc.
What Additional Tips for Can Your Staff Provide?
- Plan ahead. We can't say this enough! You should contact an event planner and dining and catering services 3 to 12 months ahead of time for any sizable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do this before you send out invitations or advertisements.
- Be prepared if your event is outside. Consider renting a rain site or tent for bad weather. Don't forget you will also need garbage cans, and possibly fencing, electricity, heaters, extra lighting, or extra ice.
- Read contracts carefully, even the boring parts. It will save you money and headaches down the road. The contract is what the facility or business will provide for you; if you don't see something on the contract, you won't see it at the event. It also states what your obligations are, which are very important to know.
- Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
- If money is tight, seek donations or co-sponsorship. Some companies, such as florists and caterers, may be willing to donate their product in exchange for advertising. Look up alumni associated with your organization and ask for their help.
- Talk with the caterers for the event. Most will customize menus and many will negotiate prices. They can do more for you if you give them a budget to work with. Make sure you are clear when discussing prices; a "per person" price is usually just for food and does not include delivery, service, china, linen, or decoration.
- Think about paying for extras that will make your event a success. Rental of items like professional sound equipment, or extra servers could make a big difference in the success of your event. Linen, decorations, and extra lighting may go far in giving you the ambiance you want.