Event Space Reservations - AU20 & COVID-19

The University emphasizes on the Safe and Healthy Buckeyes website that "Virtual events should continue to be conducted when feasible as the health and safety of our community remain our top priority." 

On the Safe and Healthy Buckeyes website, the University continues on to say, "If an event must take place in person, appropriate measures, such as physical distancing, must be preserved. All events must include registration or attendee lists that include participant contact information to facilitate contact tracing if needed. Events at Ohio State . . . must comply with building reopening requirements and all rules mandated by the university, and state and local governments. All events must adhere to these requirements as a basis for minimal acceptable practices, understanding that individual units or facilities may issue additional guidelines for permissible events."

Please note: CFAES will NOT consider holding events of 100 or more at this time. All CFAES educational outreach activities and events using in-person programming hosted by anyone in CFAES, regardless of the location, must be approved through the Approval Processes as outlined by the Dean in her CFAES Events and In-person Program Proposal Process email from 7/20/2020. 

To learn more about the Safe and Healthy Buckeyes website, please visit: https://safeandhealthy.osu.edu/ 

Columbus Mid-West Campus CFAES Instructional, Meeting, General Assignment, and Novel Use Spaces

Due to COVID-19, many of the spaces that our office previously scheduled for activities and events are not permitted to be scheduled until further notice. Below is a listing of spaces with more information regarding spaces around Mid-West Campus. 

Assignment Descriptions:

CFAES - these spaces are managed by the College of Food, Agricultural, and Environmental Sciences.

GENERAL ASSIGNMENT - these spaces are managed by the University. Reservation requests will not be accepted for these spaces until further notice. No events/activities/groups may be scheduled into these spaces.

NOVEL USE SPACE  - these spaces are temporarily being included in the General Assignment (classroom pool) for Autumn 2020. These spaces are being treated as general assignment spaces. Due to this, reservation requests cannot be accepted for these spaces until further notice. No events/activities/groups may be scheduled into these spaces.

UNIT CONTROLLED SPACES - these are spaces controlled by one of the College's units, i.e. ANIMSCI, SENR, ACEL, etc. Requests to use these spaces must be submitted directly to the unit contact listed. The units approve or deny space requests at their discretion and an additional approvals process may be required to use their spaces per COVID-19 guidelines. 

APPROVAL PROCESS 
for the Kottman Hall Lobby and Kottman Hall Gazebo 

At this time, it is our understanding that requests to host any type of activity/event in-person must go through an approval process. 

For in-person programming by OSU professionals 
from CFAES' statewide, Columbus, and Wooster Campuses 

Individuals will submit their request via the following Qualtrics Survey: www.go.osu.edu/CFAESf2fEventRequest. 

Submitted Qualtrics Surveys are reviewed by the committee weekly, and upon approval, the individaul who submitted the request will receive an approval letter (via email).

Once the approval letter has been received, and if you are interested in requesting to use the Kottman Hall Lobby or Kottman Hall Gazebo, please email the approval letter and the following information to CFAES_SpaceRequest@osu.edu. Please include in your email request: 

• Approval Letter from the college
• Space being requseted (i.e. Kottman Hall Lobby East, Kottman Hall Lobby West, or Kottman Hall Gazebo)
• Name of entity, group or unit reserving space
• OSU Name.# of the currently employed CFAES faculty or staff who is submitting the reservation request 
• First and Last Name of the currently employed CFAES faculty or staff who is submitting the reservation request
• Purpose for which the space is being reserved
• Date requesting to reserve 
• Start time of event/activity
• End time of event/activity 
• Expected attendance at event. This attendance should reflect the ability to adhere to all social distancing guidelines within the requested space

For in-person events/activities/meetings led by student organizations

Please see the University's guidance from Student Life regarding meetings and programs here: https://activities.osu.edu/posts/documents/guidance-for-student-organizations-20-21-updated-july-13-2020.pdf 

KEY CONSIDERATIONS FOR HOSTING EVENTS/IN-PERSON PROGRAMS
from Dean Kress' CFAES Events and In-person Program Proposal Process email on 7/20/2020

• Continuing virtual programming is strongly reccomended, if possible. 
• In-person events/programming should be reserved for time-sensitive, critical events that cannot be addressed virtually or delayed.
• All events must meet ODH/CDC/and university safety guidelines and make sense in the context of local public health advisory system updates. Such guidelines include: 6 foot physical distancing between participants, face masks for indoor events, sanitizing, PPE, and strategies to reduce contact with hard surfaces must be utilized. 
• This is not an invitation or encouragement to rush to hold in-person events/programming. It is, instead, another option for meeting the needs of clientele in the circumstances where virtual events and programs cannot accomplish the necessary objectives.