General Event Booking FAQ

Events hosted in Heritage College spaces must align with the Mission and Vision of the college. 

Per Heritage College of Osteopathic Medicine Policy Number 6.02, space reservations are prioritized in the following order:  

1. Heritage College Curriculum 
2. Executive Dean's Office sponsored meetings 
3. Heritage College Meetings and Functions 
4. Ohio University partners 
5. Community Partners 

• Events are accepted on a first-come first-served basis, and more advanced notice will increase the likelihood of availability/resources/staffing; however, events will not be approved until after the curricular calendar is finalized each semester.    
• Event form must be submitted at least 1 month in advance if:  
  • The event requires classroom connectivity (locally or between campuses) with participants on MS Teams or Zoom AND occurs after regular business hours (7:30-5:30) or on weekends OR 
  • There is a request for IT assistance to be onsite during events after regular business hours or on weekends.  IT assistance requests are not guaranteed to be approved. 
• All other events must be submitted a minimum of two weeks in advance of the event date. 
• The Event Booking Page contains links to both the Departmental/External and the Student Organizations request forms, as well as links to event-planning resources for all campuses.

• Events happening on each Heritage College campus can be viewed by selecting the links below. 
  • Athens Calendar of Events  
  • Cleveland Calendar of Events 
  • Dublin Calendar of Events 
• The Heritage College will not host events during holidays and university closure dates. A full list of closure dates can be found on the Ohio University HR website.  

• Events put on by groups external to the Heritage College must be sponsored by a Heritage College department.  
• On the event request, the requestor must specify the sponsoring HCOM department, contact name, email address and phone number. The sponsor will receive a copy of the request and be copied on any event-related communication.  
• The sponsor is responsible for understanding the event/event needs and providing guidance to the customer, helping the customer to find an ideal date/time for their event based on understanding of the college and campus event calendars, and to be present at the event to assist with swiping into certain spaces and providing event support.  

• By completing the Event Request form, if approved, you will receive a room reservation, MS Teams or Zoom link (if applicable) and tech supplies/support.  
• It is the responsibility of the customer/event planner to reserve/coordinate all other needs (I.e. additional tables/chairs, food, hotels, decorations, etc.).  
• Please review the campus specific FAQ guides to view event supplies available at each location.  

Your event is not considered approved, scheduled, or confirmed unless you receive an official e-mail notification from  from a member of the HCOM Events Team. Please provide at least 1 full week for consideration. 

No, please only submit 1 event request. The form will allow you to request a space on any HCOM campus.  

No, a link will be provided to you that is supported by the software in our event spaces.  

• To cancel or request to edit an event, please reply all to your original confirmation email.
• A member of the HCOM Events Team will cancel/edit the room reservation and update the calendar. The event organizer is responsible for notifying all other parties (guests, speakers, catering, parking, hotels, etc.).