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The Ohio State University Department of Public Safety

Event Planning Guide

Are you planning an event, but aren't sure of the steps to take or calls to make?


Are you an event planner with questions about who to call for what?


Are you a student, staff member, faculty member, or a member of the non-campus community who is interested in having an event on campus?


The first step to planning an event is to ask these questions:

  1. When and where it will occur?
  2. Inside or outside event?
  3. Who is the target audience and how many will attend?
  4. What is your budget?

A "special event" can include--but is not limited to--parties, dances, rallies, protests, dignitaries, VIPs, politician appearances, concerts, special speakers, 5K runs, walks, fun-runs, athletic or sporting events, etc.


In order to allow for the proper coordination and planning of an event, the event coordinator for the sponsoring organization should contact all of the above agencies as soon as the event planning process begins. Allow a minimum of 3 weeks prior to the event in order to secure all approvals. The sponsoring organization is responsible for paying for all costs incurred that are associated with their event.


To begin the planning process for a special event on campus, the event coordinator of the sponsoring organization must contact and receive approval from the following departments as soon as the event planning begins:


OUTDOOR EVENTS: Policies and Contacts

Rules for the Oval and other outdoor locations

Tents, Grills, and Inflatables


Buckeye Events Network (BEN) – for student organizations only to request any outdoor space.
       BEN Coordinator: ben@osu.edu


Scheduling Office – for any non-student groups to request outdoor space.
       Jordan Keel: keel.6@osu.edu


Transportation & Traffic Management – for traffic, road closure, and bus route information. Must contact for any event with over 100 attendees estimated.
       Mary Akanni: akanni.2@osu.edu


CampusParc – for any parking arrangements (pre-sold garages, valet, etc.). Must contact for any event with over 100 attendees estimated.
       Marc Ogg: mogg@campusparc.com


Public Safety Special Events – for any police, security, traffic, EMS, first aid, etc.
       Carrie Jarka: Jarka.1@osu.edu


Facilities Operations and Development – for assistance coordinating electricity, porta johns, trash, recycling, outdoor lighting, vehicles on grounds and sidewalks, sprinkler systems, etc.
       (614) 292-HELP


INDOOR EVENTS: Policies and Contacts

Scheduling Office – for any non-student groups to request outdoor space.
       Jordan Keel: keel.6@osu.edu


Event Venue Guide – for 18 different event venues on campus plus links for catering and conference services.


Transportation & Traffic Management – for traffic, road closure, and bus route information. Must contact for any event with over 100 attendees estimated.
       Mary Akanni: akanni.2@osu.edu


CampusParc – for any parking arrangements (pre-sold garages, valet, etc.). Must contact for any event with over 100 attendees estimated.
       Marc Ogg: mogg@campusparc.com


Public Safety Special Events – for any police, security, traffic, EMS, first aid, etc.
       Carrie Jarka: Jarka.1@osu.edu


Facilities Operations and Development – for assistance coordinating classroom bells, trash, recycling, heating and cooling, etc.
       (614) 292-HELP
       You should also contact the appropriate building coordinator.