Frequently Asked Questions
Faculty, Staff, and affiliated CSU Organizations, including registered student organizations, can request reservations for departmental meetings, conferences, luncheons, receptions, academic activities, etc.
Columbus State University welcomes the opportunity to host community events. Non-affiliated groups must have a campus sponsor who will make the request on your behalf. Each request will be considered. Events staff will not find or assign campus sponsors for outside groups.
Submission of an events request should be done in accordance with the following general guideline:
|Participants||Submit at least|
|Over 50||12 working days in advance|
|Over 100||20 working days in advance|
|Over 300||12 weeks in advance|
|Over 500||6 months in advance|
Requests for space require a minimum of five business days to process. Facility Coordinators make every effort to accommodate your request as quickly as possible.
Please send an email to the Facility Coordinator of the building, at least 2 business days prior to the event and include:
- Your reservation confirmation number
- Name of your event
- Date and Time of your event
- Location of your event
Due to the numerous notifications and considerations taken for each event, same-day space reservations will not be accommodated with the exception of self-serve conference rooms if available. Faculty and Staff can make reservations up to one year in advance for events. We will make every effort to accommodate your request but cannot guarantee classrooms as they cannot be booked until the Academic Calendar is imported.
You must notify the Facility Coordinator of changes or adjustments that need to be made no less than 72 hours prior to your event. This is to ensure that all support departments and employees have ample notification for the following services: event setup, equipment rentals, audio/visual scheduling and support, parking, security, plant operations (grounds, custodial, HVAC), event breakdown, public relations (press releases, photographs), environmental (tent permits, etc.), alcohol permissions, etc.
University Support Services can offer guidance in regards to planning. To help produce the best event possible, we have created a sample timeline and sample events checklist that should help answer many of your questions.
University Support Services does not provide decorations for events. However, we have linens available for a cost. We can also provide information on various vendors and resources that may suit your needs. For assistance, please email University Support Services at firstname.lastname@example.org.
Some campus venues have audio-visual equipment as part of a standard setup. When equipment is not standard, you will be referred to the appropriate office for portable equipment. In some cases it is necessary for a technician to work with special equipment. Also, there may be a charge to use or rent equipment. Keep in mind that equipment and personnel are NOT normally available on a last minute basis.
Visitor parking is available for off campus guests. For large events, other arrangements must be made through the Parking Services office by e-mailing email@example.com.
Please check CSU's Cougar Scheduler Reservation System. An account is not needed to view campus events.
There are simple things you can do to make your special event more earth-friendly. From eliminating disposable plates and utensils to making sure recycle bins are available, there are many ways you can make a difference.
You can view general guidelines for hosting a sustainable event online through the Environmental Protection Agency and Green Meetings webpage.
When you review scheduled events in Cougar Scheduler, the times reflected are only the start and end times of the event; the time to set up the event and to break down the event are not shown. For example, a room has an event listed in Cougar Scheduler to begin at 1:00 pm and you would like to use that same room from 11:00 am to 12:00 pm. The reservation request could be denied because of the time constraints to “flip” the room and break down your event ending at 12:00 pm then set up for the event beginning at 1:00 pm