Support and Tips for Event Planning

If you plan to hire a guest speaker or performer or pay for a service (e.g., DJ, band, inflatables), the OHIO BSC can assist you with the following:

• Setting up a new vendor in the system
• Making payment to a vendor
• Coordinating payment for an honorarium
• Loaning you a PCard or reimbursing you for a guest dinner or reception separate from the event
• Making travel arrangements (i.e., flight, rental car/ground transportation, lodging, per diem) for a speaker or performer

If you need only one of these services, the best forms to use would be:

• Pay a Supplier or Person (non-student) for a Service or Request an Honorarium
• Make Travel Arrangements

If you are in need of multiple services and/or uncertain which form to use, select any of the forms from the My Bobcat Business home page and enter as much information as you can. We'll reach out should we need additional information.

If you plan to provide food and drinks at an event on the Athens campus with a total cost >$500 you must use OHIO Catering, unless you would like to pursue an exemption. You should also submit a permit to serve/sell food on campus.

The OHIO BSC can assist with the following:

• Order or reimburse you for food and drinks for Athens campus events with a spend of <$500
• Submit catering agreements and invoices for off-campus events

To request these services, complete the Purchase an item form or the Reimbursement Personal Payment form.

If you are in need of multiple services and/or uncertain which form to use, select any of the forms from the My Bobcat Business home page and enter as much information as you can. We'll reach out should we need additional information.

To provide alcohol at an event,

• when on campus, a permit is required and must be coordinated through OHIO Catering
• permission of your unit's Dean or VP is required and can be coordinated by your unit's administrative office
• a Foundation account must be charged and can be coordinated by your unit's administrative office

Important reminders:

• Catering agreements may only be signed by staff in Contracts.
• Catering agreements may not be paid using a PCard.
• OU Inn is considered off campus--events in their conference rooms with their catering require service agreements which can be submitted by OHIO BSC staff.
• The OHIO BSC can provide names of regional caterers who are established vendors with OHIO.

If you need to reserve space for your event, the OHIO BSC can assist with the following:

• Facilitate payments for off-campus space reservations. Note: Space agreements may only be signed by staff in Contracts. Space may not be rented using a PCard
• Purchase decorations, or reimburse you or provide a borrowable PCard for you to do so
• Coordinate rental of tables, chairs, and tents for off-campus events or for Athens campus events when Moving and Surplus is not able not provide these
• Arrange for technology or technology service agreements for off-campus locations or on-campus outdoor spaces. Note: For off-campus events, check with venue to determine what technology is available or able to be set up
• Coordinate rental of porta potties

To request these services, complete the Purchase an Item form, or the Reimbursement Personal Payment form, or the Borrow a PCard form.

If you are in need of multiple services and/or uncertain which form to use, select any of the forms from the My Bobcat Business home page and enter as much information as you can. We'll reach out should we need additional information.

Other services for Athens campus events can be arranged as follows:

• Space reservations:
  • For Baker University Center, Galbreath Chapel, Memorial Auditorium, Walter Rotunda, Nelson Commons, The Front Room, and outdoor spaces, reserve through Event Services
  • For classrooms, reserve through the Registrar's Office
  • For other spaces (e.g., Alden Library, Jefferson Hall), contact the unit that oversees the building
• Tables, chairs, and tents: Contact Event Services or Moving and Surplus
• Technology: Contact Event Services for all spaces they oversee
• Custodial: Contact Custodial Services at 740.593.2911

If you plan to advertise and publicize your event, the following resources are available:

• Free: Internal OHIO Resources
  • University Events Calendar
  • UCM
  • Athens News Community Calendar
  • WOUB Community Calendar
• Paid: Internal OHIO Resources
  • Baker Center Digital Displays
  • The Post
  • WOUB Radio
• Paid: External Resources (e.g., The Athens Messenger), the OHIO BSC staff can assist. To request this service, complete the Purchase an Item form

If you are in need of multiple services and/or uncertain which form to use, select any of the forms from the My Bobcat Business home page and enter as much information as you can. We'll reach out should we need additional information.

If you need to arrange parking or transportation for your event, the following resources are available:

• Athens Campus: Contact Transportation and Parking Services 
• Athens City Streets: The OHIO BSC can coordinate the arrangement of bagged meters. To request this service, complete the Pay a Supplier form

If you are in need of multiple services and/or uncertain which form to use, select any of the forms from the My Bobcat Business home page and enter as much information as you can. We'll reach out should we need additional information.

If you need other services for your event, the following resources are available:

• Accessibility Services (e.g., sign language interpreter): The OHIO BSC can facilitate hiring for services. To request this service, complete the Pay a Supplier or Person (non-student) for a Service or Request an Honorarium 
• Printed Invitations or Programs: Contact Printing Services
• Cash Handling or Selling Tickets: Coordinate with your unit's administrative office

If you have other event needs, feel free to contact the OHIO BSC to help you determine how to acquire them.

If you are in need of multiple services and/or uncertain which form to use, select any of the forms from the My Bobcat Business home page and enter as much information as you can. We'll reach out should we need additional information.

Best Planning Practices

• Submit your request for purchases related to your event as early as possible using OHIO BSC's My Bobcat Business. You need only complete one form for your event. Doesn't really matter which form (Honorarium, Travel arrangements, Purchase an Item). Please include as much detail as possible in the notes and submission. 
• Be thoughtful about serving alcohol where minors are also present. Review the University alcohol policy in full.
• Be sure you have a plan in the event of last-minute complications; e.g., after-hours or cell numbers for caterers and transportation.
• Work with your planning unit's communication representative or administrative staff regarding publicity for your event.
• Pay attention to catering vendor deadlines on headcounts to avoid change penalties.

Reminders for Event Planning

• Alcohol:
  • Must be pre-approved by a dean or VP for all events.
  • Must have a permit if served on campus.
  • Must be charged to a Foundation account.
  • Is not allowable for events aimed at undergraduate or graduate students.
• Only staff in the Contracts office in central finance can sign agreements.
• Contracts for catering and room reservations cannot be paid with a PCard.

Additional Resources

• Alcohol policy
• Catering Policy
• Candles for Special Events [PDF]
• Event Planning in Outdoor Spaces on Athens Campus from Event Services
• Event Services
• Food Permit (Temporary) Procedures from Environmental Health & Safety [PDF]
• Green Events
• Production and Hosting of Major Events Policy
• Tent Guidelines

If you need other information to plan your event, feel free to contact the OHIO BSC to discuss.

Q: How do I know who my contact in the OHIO BSC for purchasing and contracts is?​

A: Visit the OHIO BSC website to find your contact, but if you use My Bobcat Business, it will automatically route to the correct person.​

​Q: Why is there so much involved in getting new vendors or speakers set up to be paid by the University?​

A: Because we are a public institution, a lot of information is required. Some of the information is required specifically for tax, insurance, or compliance purposes. OHIO is now using a supplier management system, PaymentWorks, to conveniently and easily collect most of the information needed to add a supplier to our systems.​

​Q: What information will the vendor be asked to provide?​

A: In additional to tax and banking information, for catering and/or facility rentals, OHIO or PaymentWorks will collect: ​

• Certificate of insurance​
• Catering and/or rental agreement​
• Food license

​Q: Why do I have to plan my event so far in advance?​

A: The earlier you begin planning your event, the better. When the OHIO BSC begins communicating with your vendor about the event, several factors can impact how long those communications can take.​

• Vendor response time: If vendors do not respond to the emails from PaymentWorks or the contracts office, we can’t move forward. If you are in contact with vendors, it’s helpful to communicate how important their timely response can be.​
• How quickly terms are negotiated and agreed upon with the contracts office.​

​Q: The vendors I’m working with asked me about the University’s terms. Can you tell me more?​

A: Payment Terms are net 30. The University’s payment will be due 30 days from the date on the invoice unless otherwise negotiated during the establishment of the contract and stated in the agreement. These terms are negotiated with the contracts office in central finance. The OHIO BSC can request different terms, but we do not make the decision to change the terms.