Space Standards

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A. Purpose and Principles of Usage

Central Ohio Technical College and The Ohio State University at Newark are committed to protecting the First Amendment right to free speech and expression on our campuses. Intellectual freedom and civic engagement are foundational to the institutions’ values and enhance the academic community. COTC and Ohio State Newark support the right for everyone to peacefully express their views and to speak out about issues that are important to them.

Accordingly, the institutions make available certain designated indoor and outdoor spaces for hosting events which support their missions. The purpose of these standards is to assure the right of free expression on the campuses while supporting the ability of institutional community members to carry out academic and administration pursuits without substantial disruptions.

The institutions’ buildings, grounds, facilities, and other property (for the purpose of these standards, “space”) are dedicated to the fulfillment of their educational missions. The institutions are also responsible for ensuring the continued safe and effective operation of the business of the campus and college. The institutions allow designated outdoor and indoor spaces to be reserved for events consistent with the institutions’ educational missions, administrative and other official functions, and students’ campus-life activities. The institutions may limit access to or use of its space as may be necessary to provide for the safety of the campus/college community and the orderly conduct of the institutions’ educational missions, administrative and other official functions, and students’ campus life activities.

Accordingly, the institutions have designated their classrooms, laboratories, recreation areas and facilities, residential facilities, as well as administrative, office, research, and facilities buildings as closed for public use, unless otherwise specified. Select buildings have spaces, including but not limited to outdoor spaces, conference rooms and classrooms, and designated areas within facilities that may be reserved for activities or events that support the institutions’ teaching, research, and service missions, administrative or other official functions, or students’ campus-life activities consistent with these standards. Non-affiliates are free to visit and walk through our campuses; however, they must comply with these standards to conduct events.

These standards work in conjunction with other college and university rules, policies, standards, and related governing documents including:

B. Definitions

An event is any non-curricular planned gathering including but not limited to lectures, speaker presentations, conferences, forums, performances, concerts, demonstrations, protests, rallies, celebrations and social gatherings.

A non-affiliate is defined as any person who is not a student, employee, trustee, or emeritus of the university or college.

A registered student organization is an association of students created for any educational purpose that supports the vision and goals of the institutions.

Restricted noise is defined as noise disrupting the function of the college or campus. Noise that is disruptive includes, but is not limited to, amplified sound [which includes, but is not limited to, audio enhancement devices, vocally amplified sound (i.e. shouting), and other noise-making instruments] and other loud noise that is disruptive as defined within The Ohio State University Faculty Rule 3335-11-02 or in COTC’s Freedom of Expression Policy or is noise occurring during the restricted hours outlined in Section F(2) below. Restricted noise does not include noise which is necessary for the conduct of official university or college functions, including noise related to construction, maintenance, and landscaping.

The phrase “university or college authorized activity” shall be taken to mean any activity that the college/university conducts, sponsors, or permits to be carried out on the campus or in any university/college building or facility.

The phrase “with an intent to disrupt” shall be taken to mean that a person knows or reasonably should know that their act or acts will have the consequence of preventing others from carrying out university authorized activities.

C. Designation of Space for Reservation

The college and campus have designated some spaces that may be reserved for holding events by registered student organizations, students, faculty, staff, and non-affiliates for the support of the institutions’ missions, administrative functions, or campus-life activities. In these spaces, the institutions may place reasonable time, place and manner limitations on usage to ensure that the usage does not disrupt the institutions’ mission, administrative functions, or campus-life activities.

Designated college/campus indoor and outdoor spaces must be reserved as outlined in Section D. below for the purpose of hosting events, when one or more of the following conditions apply:

  • If event organizers expect or promote the activity as having the sole usage of a space; or
  • If the activity requires or event organizers expect campus staff support or resources in order to conduct the activity or hold the event; or
  • If the activity requires physical set-up of equipment, signs, or other structures.

Similarly, the institutions, within their sole discretion and subject to change based upon the operational needs of the institutions, have designated spaces that are not available for reservation by registered student organizations, students, faculty, staff, and non-affiliates. These spaces are assigned for specific college or university administrative functions, teaching, learning, or research and cannot be reserved.

Use of space for purposes other than those for which they have been designated will not be  permitted.

D. Reserving Space for Events

Reservations for spaces are processed on first-come, first-served basis with priority given to college or university departments, registered student organizations, and other official college or university functions. Reservations are non-transferable and the institutions reserve     the right to reschedule events consistent with these standards.

Reserving space for events occurring in or on college/university outdoor space should proceed as follows:

  1. Registered Student Organizations – Registered student organizations must submit requests through the Office of Student Life student organization form repository. Registered student organizations sponsoring visits from political candidates or surrogates must also comply   with the Protocol for Visits by Political Candidates or Surrogates Sponsored by Registered Student Organizations.
  2. College/University Departments, Faculty, Staff and Non-Affiliates – College/university departments, faculty, staff and non-affiliates must submit requests through 25Live.  Non-affiliates without access to 25Live must submit requests through the Facilities department.

E. Rescheduling of Events

Events that are determined to pose a risk to personal safety, college/campus property, or facility security may be moved to another space or rescheduled, where reasonably practicable, with at least a three-business day advance notice until such time as adequate and appropriate security can be made available, as determined by the Office of Public Safety.

The Facilities Department reserves the right to cancel scheduled events (or have events moved to a predetermined alternate location) with, where reasonably practicable, a three-business day notice due to weather, grounds, and maintenance considerations. Notice of cancellation due to weather conditions and/or other unforeseen incidents (i.e. power outages) will be made as soon as possible.

F. Rules Governing Usage of Space

  1. Facility Hours and Usage

Other than college/university use or written permission from the COTC president and/or the Ohio State Newark dean/director, usage of institutional space is limited to the designated hours of operations for the space, and other property. Usage shall not disrupt the college’s or university’s administrative functions or other campus activities and may not impede ingress or egress to the campus, any college or university property, parking lot, building, facility, or event.

  1. Use of Sound

Due to the proximity of offices, residence halls, classrooms, and residential neighborhoods, unless approved by campus leadership, amplified sound is not permitted when academic terms are in session Monday through Friday before 5:30 pm or after 10:00 pm, and Saturday and Sunday before noon or after 9:30 pm.

Restricted noise is not permitted in indoor spaces unless approved as part of an event registration or official college/campus function.

Exceptions for use of restricted noise outdoors may be granted, in its sole discretion by the college/campus in consideration of the duration of the sound, time during the academic semester, and type of restricted noise used. Exception requests must be submitted for approval to the Department of Facilities for review a minimum of five (5) business days prior to the event. Even when occurring during approved hours, restricted noise should be kept at a reasonable level and the college/campus may request that organizers adjust the volume if the sound is disrupting the function of the college/campus.

3. Temporary Signage or Posting

No bills, signs, or banners may be attached, affixed or projected to college or university furniture, trees, light poles, buildings (except in cases where prior approval is obtained), or handheld wooden sticks or plastic or metal poles, pursuant to the institutions’ University Signage Standards (used for both COTC and Ohio State Newark). Signs, a-frames, banners, projected images and other forms of advertising may only be posted or displayed within the approved event space.

Freestanding signs must be secure and safe. No signs causing ground penetration are permitted without prior approval from the Facilities Department. Signs, a-frames, banners, and other forms of advertising are not to be raised in other areas of campus or posted in such a way as to prevent ingress or egress to college/campus buildings or the use of sidewalks, walkways or streets.

4. Tents and Temporary Structures

No tents or other temporary structures may be set up without prior approval from the Facilities Department or the COTC president and/or the Ohio State Newark dean/director. Any approved structures may not cover grass for more than 24 hours after the conclusion of the event reservation.

No staking of temporary structures is permitted. All temporary structures must use a weighting system (e.g. water barrels) approved by the Facilities Department that does not penetrate the ground.

Tents or air supported temporary membrane structures (inflatables) more than 200 square feet in size or canopies more than 400 square feet in size must have a permit provided by the Ohio Department of Commerce. OSU Emergency Management & Fire Prevention can be  contacted for additional information.

5. Food and Beverage

No foodstuffs shall be sold except by college or university food services or contracted vendors with authorization to serve a particular area. Food and beverages may be distributed free of charge in the approved area. All food should be prepared on site, delivered to the site from a licensed caterer or restaurant, or commercially pre-packaged. Student organizations’ bake sales are only permitted if foods are offered for an unspecified donation.

Food is not allowed in classroom spaces. This includes food service from University Catering or outside caterer, meals, and potlucks.

Alcoholic beverages are permitted only in accordance with the college’s Alcohol and Other Drugs policy.

6. Grills and Open Burning

Open burning, including fires and bonfires, and the use of grills with charcoal are not permitted with the exception of college/campus-approved and installed permanent charcoal grill pits. Propane grills must be placed atop a shield to protect the surface beneath from drips or spills and be accompanied by a fire-suppression device approved by the Newark Campus Public Safety Office.

7. Ingress and Egress

To ensure accessibility for students, faculty, and staff, any event approved for an outdoor space may not block sidewalks, walkways or streets in a way that obstructs usage; must maintain ingress and egress to proximal indoor facilities; two means of egress or the minimum number required as emergency egress by public safety officials, whichever is larger, must be accessible.

8. Animals

Dogs or other animals under an individual’s ownership must be on a leash at all times and accompanied by their owner, per city ordinances.

Farm, wildlife, and/or zoo animals are not permitted in indoor and outdoor spaces without the prior consent of the  Facilities Department and the Department of Public Safety or the COTC president and/or the Ohio State Newark dean/director.

9. Pond

The pond it not intended or approved for recreational use of any kind at any time. Swimming, wading or entering the water is not permitted and is considered criminal trespassing. No person, pet, or watercraft is permitted on or in the campus pond or any other body of water (including when frozen) without the prior consent of the Facilities Department or the Department of Public Safety.

10. Motorized Vehicles

Motorized vehicles are not permitted to be used on sidewalks, walkways and grounds for events without permission from the Facilities Department.

Use of motorized vehicles for events requires advance approval by the Facilities Department and the Department of Public Safety.

11. Public Safety Needs

Public safety needs, including any security, law enforcement, fire safety, and/or medical needs, must be noted when being scheduled. Notification should go to the Department of Public Safety, the Office of Student Life, and any other appropriate offices. The Department of Public Safety will determine any necessary and required security arrangements in conjunction with the event host and the venue operator. Final determinations regarding necessary and required security arrangements are the sole decision of the Department of Public Safety.

Costs for public safety arrangements will be based on the event size, location, date and time, any special safety arrangements requested by the event host, and other safety or risk considerations specific to the event. Costs may also include any special safety arrangements required for third party security and related equipment affiliated with the event.

Any law enforcement, security officers, or safety/security equipment requested or planned for utilization by event host at the event must have approval from the Department of Public Safety. Approval is required a minimum of three (3) business days before the event. All security personnel must meet criteria developed by the Department of Public Safety.

The college/campus will provide the event host with an itemized statement of public safety costs for the event. The cost of security is the responsibility of the event host(s).

12. Timing and Duration of Events

Unless an official college/campus function or an approved event reservation, events ending after 10 p.m. are not permitted.

Events consistent with the college’s/campus’s teaching, research, and service missions requesting to end after 10 p.m. must:

  • Be confined to a single 24-hour period.
  • Not occupy the same space on consecutive days.
  • Not have outside or inside  habitation be the primary focus of the event.
  • Be reviewed and approved by the Department of Public Safety, the Facilities Department, the Office of Student Life, or the COTC president and/or the Ohio State Newark dean/director.

13. Unmanned Aircraft Systems

Usage of unmanned aircraft systems in college/university spaces for both COTC and Ohio State Newark is governed by The Ohio State University’s Unmanned Aircraft Systems (UAS) Policy and the use of UAS during events requires advanced approval.

G. Damage to Space

Persons or organizations reserving space are responsible for any damage and shall repair the damage to the satisfaction of the Facilities Department or pay for others to complete. Specific services when required or if needed must be arranged and paid for directly with the appropriate department (i.e., Facilities, Public Safety, etc.). Deposits or an agreement regarding use of space, liability, and payment may be required for reservation.

H. Enforcement of Standards

All persons on college or university property are required to abide by college/university policies and shall identify  themselves upon request to institutional officials who are acting in the performance of their duties.

Students, registered student organizations, faculty, staff, and non-affiliates are expected to conduct themselves in accordance with these standards, all applicable college/university policies, and applicable local, state and federal laws. Students and registered student organizations are also expected to conduct themselves in accordance with the Code of Student Conduct. Use of institutional property must not, in any form, disrupt college or university business.

When enforcing these standards, an officer or employee authorized to maintain order on the campus or  facility should make a reasonable attempt to warn and advise all persons to cease the prohibited conduct or activity before citing and/or arresting the individual for violation of these standards, except where the conduct violating these standards reasonably appears to create a threat to or endanger health, safety or property.

Issued: June 2022
Edited and approved by Drs. Berry and MacDonald: July 18, 2024
Edited and approved by Drs. Berry and Smith: April 14, 2026