Rental Guidelines

Reservations

  • To reserve a date, Lessee must complete a contract and submit a deposit of 50% of the total rental fee. No dates will be held without the appropriate fees and a signed contract. The balance of payment must be paid no later than 48 hours before the start of the event.
  • Unless otherwise specified, all payments will be made to and in the name of “The Ohio State University.” Acceptable forms of payment are check or cash.
  • OSU Urban Arts Space reserves the right to cancel an event if the facility rental forms are not complied with or if payments are not received on time.
  • Rental equipment, such as audio-visual items, lecterns, phone needs, etc. are available through OSU Urban Arts Space.
  • If admission is charged for the event, the OSU Urban Arts Space may require a 10% commission.


Rental cancellation refunds are as follows:

  • Event is cancelled within 180 days prior to event then 100% of deposit will be returned.
  • Event is cancelled between 91 and 179 prior to event then 50% of deposit will be returned.
  • If event if cancelled less than 90 days prior to event, no deposit will be returned.
  • If Lessee has submitted a 100W for payment, the 100W will act as a deposit and will be billed following the above guidelines.


Set-up & clean-up

  • During gallery hours, at least one gallery has to be open to the public.
  • All spaces are available for rental from 6am to midnight. Lessees must be out of the Space by midnight.
  • Early entry (prior to start time as listed in contract) is not permitted.
  • No Urban Arts Space exhibits shall be moved, rearranged, or otherwise altered by Lessee in preparation for or during an event.
  • Nothing may be set up in public areas during regular operating hours unless prior authorization or approval has been granted by the Space Staff.
  • Props, floral arrangements, live plants, and weighted helium balloons are welcome. No tacks, nails, candles or similar items may be used in any rental space.
  • Lessee must present all space requirements, equipment requirements, and program details to the Space Staff no later than FOUR (4) weeks prior to the event date. Failure to meet this requirement may result in the non-availability of equipment and/or personnel for this event.


Alcohol

  • Lessee must submit an application for approval through The Ohio State University.
  • All bars require catering personnel to handle all sales and service of beverages.
  • Any persons consuming alcohol are required to abide by the Ohio Liquor Laws. You and/or your organization assume all responsibility and liability and will hold OSU Urban Arts Space harmless from any liability that may result from illegal practice or violation of these laws. Intoxicated persons, habitual excessive drinkers, and minors will not be serviced and will be monitored.
  • All bars shall close and entertainment shall end thirty minutes preceding the end of the event, and guests shall be encouraged to depart at the closing time of the event.
  • Smoking is prohibited inside the building.


Vendors

  • Only the preferred caterer or those who are pre- approved by the Space Staff are permitted to provide catering services.
  • All deliveries must be coordinated through the Space Staff.
  • It is understood and agreed that you and your vendors, agents, employees, and attendees use OSU Urban Arts Space at your own risk, and OSU Urban Arts Space shall not be liable for any damage arising from personal injuries sustained by any such persons on the premises of OSU Urban Arts Space.


Loading Dock

  • A loading dock is available for use to access the space (no stairs). All deliveries must be coordinated through the Space Staff.