OUAB - The Ohio Union Activities Board

Collaborative Events Information

Thank you for your interest in programming a collaborative event with the Ohio Union Activities Board! The OUAB Collaborative Events Committee is dedicated to helping student organizations and departments program events in a collaborative fashion. It is our goal to develop leadership and programming experience in Ohio State students by working together to plan events. We especially value opportunities to program diverse events to benefit the Ohio State community. Please read all the information below and if you have any questions, do not hesitate to contact Kayla Wood, 2011-2012 Collaborative Events Chair, at wood.681@osu.edu or Katie Krajny, OUAB Advisor, at krajny.1@osu.edu

The deadline to apply to collaborate with OUAB on Spring Quarter 2012 events has passed.

Applications to collaborate with OUAB on events taking place during Fall Semester 2012 are due Friday, April 6 @ 5pm.

If you are looking strictly for funding for your event, and you are a student organization, please consider requesting CSA Programming Funds through the Ohio Union. The request form can be found under Funding at http://ohiounion.osu.edu/get_involved/student_organizations. Please note that the request deadline for Spring Quarter programs is 11:59pm on Friday, February 3.

Collaborative Events Guidelines & Procedures

OUAB can provide for your organization/department the following:

• One or more of our members on any planning committee for the event
• Volunteers for the day of event
• If there are any bookings to be done for artists we will arrange them or help your group arrange them
• An OUAB promotional/marketing table at the event
• Vast experience and connections for booking talent
• Advertising assistance for events
• Assistance in obtaining facilities
• Possible, but in no cases exclusive, funding for the event

A good collaborative event proposal has very little planning already done because OUAB would like to be involved in the process from the very beginning. Therefore, OUAB will rarely approve any of the following types of events/programs:

• Those which only request funding
• Those which only request marketing resources/assistance
• Any event which has already been planned (Ex.: time, date, bookings already completed)
• Events which do not have a viable programming aspect
• Philanthropy or fund raising events (with the exception of BuckeyeThon and the NPHC Step Show)

OUAB will consider requests for collaborative events from all interested active student organizations, hall councils, or University departments. Events must meet the following guidelines and procedures to be considered for collaboration:

• The event must be open and advertised to the entire OSU student body.
• Attendance and ticketing policies must comply with the OUAB Ticketing & Event Policy.
• OUAB and collaborating organizations/councils/departments must approve all details of the event.
• Meeting time must be set up between both organizations in order to discuss responsibilities and expectations.
• Final financial commitments must be confirmed by week 9 of the term prior to the event or OUAB reserves the right to void all collaboration. 
• Final event arrangements must be made at least two weeks prior to the date the event is scheduled to occur or OUAB reserves the right to void all collaboration.
• All advertising for this event must be reviewed and approved by OUAB before distribution (i.e. flyers).
• All advertising must include the following:
  • OUAB Logo
  • Logos of any other collaborating organizations
  • The University disability clause
• An OUAB Event Evaluation form must be completed and returned after the event by your organization.
• NO alcohol, tobacco, or illegal substances shall be permitted at any event in collaboration OUAB. If any of these substances are present at the event, or if any member of the collaborating group arrives in an intoxicated state at the event, collaborator may forfeit any funding from OUAB.
• OUAB cannot sponsor any event that is also sponsored by any group or organization dealing with alcohol, tobacco, or illegal substances.
• OUAB reserves the right to void all collaboration if not included in major decisions of the program.

Collaborative Events Timeline

Applications are received on a rolling basis, therefore it is of the group’s benefit to apply early. Applications may be submitted at any time as long as they are received no later than the Friday of the 2nd full week of the preceding quarter, with the exception of Autumn quarter which is due no later than the 4th Friday of Spring quarter.

After you submit your application:

• You will receive a confirmation email from Kayla Wood, Collaborative Events Chair.
• All applications are reviewed by the OUAB Collaborative Events Committee and the OUAB Advisor.
• During the review, applications are declined, tentatively accepted, or followed up on for more information.
• If an application is declined, your group will be contacted immediately.
• If an application is tentatively accepted, it will be taken before the OUAB Executive board for vote. At this time, it will either be voted declined or accepted as a program.
• If an application is followed up on, a member of the Collaborative Events Committee will arrange a meeting with the group contact.
  • Based on the additional information gathered these events will either be declined or tentatively accepted.
• Applications passing Exec Board vote by 2/3 majority become OUAB Collaborative Events
• The collaborating group will provide verification of financial commitment by week 9 of the quarter prior to the event or the collaboration will be voided.
• OUAB and the group in collaboration will schedule regular meetings and all parts of the event will be worked through together

Collaborative Event Rationale

OUAB considers several factors when deciding whether to approve a Collaborative Event application.

• Time of involvement: OUAB gives the most preference to Collaborative Events that involve OUAB in programming decisions from initial planning stages.
• Funding Sources: OUAB will look most favorably upon proposals in which at least half of the funding has been anticipated from other sources. We rarely will collaborate on programs in which OUAB is the primary or sole funding source.
• Attendance: The more detailed information regarding event attendance numbers the proposal contains, the better. This can be obtained through Internet research, collaboration with OSU student organizations, contacting other schools who have done similar events, or speaking with booking agents.
• Diversity: OUAB is always looking for opportunities to provide programming which appeals to diverse audiences at Ohio State.
• Development: OUAB wants to develop diversity of leadership and programming experience in other groups on campus. Those groups who have a strong desire to learn programming and who we have not worked with in the past will be given preference.

Please note that OUAB will give each Collaborative Event application a complete and thorough review. The contact person(s) listed on the application will be notified with OUAB's decision no later than week six of the quarter preceding the event. OUAB does not guarantee funding or approval of any Collaborative Event application.

Questions about the OUAB Collaborative Events Process? Please contact:

Kayla Wood

OUAB Collaborative Events Chairperson
wood.681@osu.edu
614-292-3117

Collaborative Events Application

By checking this box, you are argeeing with the terms of this Collaborative Events policy.