Students in Thwing

Special Events Planning: A Guide for Students

Thwing Center has many facilities to choose from, including a ballroom and various meeting rooms. Whatever event you have planned here, the Thwing Center staff is dedicated to helping you make it a success. Recognized undergraduate and graduate student organizations can use the facilities for free, including any equipment that is owned by Thwing Center.

Please review the following information before you make your Thwing Center reservation.

Things to Consider Before Making a Reservation

Know Your Audience

Before you reserve a room and date for your event, decide in advance:

  • Who is the target audience?
  • Are there other events for the same audience at the same time?
  • What are the goals and objectives of the event?
  • Where is the best location?

Before you make your reservation online, you will need the following information:

Give Us the Facts

  • Name of your group/organization
  • The contact name of the officer/member who is helping plan the event
  • Name and type of event
  • Date(s) and time(s) of the event
  • Estimated attendance. Browse our list of room capacities to find an appropriate space.
  • Alternate dates, times and locations in case your first choice is already taken
  • Equipment, chairs, AV requirements, etc.
  • Food service options, whether you need a banquet or served meal, a reception, breakfast, boxed lunch, munchies, beverages, etc.

When choosing a caterer, your selection must appear on the approved catering list. They must have on file a caterer's license by the Ohio Department of Health and provide proof of a $1 million liability insurance policy.

Please note: Thwing Center does not provide table linens and covers.

Review Our Requirements

  1. Properly complete a Thwing Center Reservation Request Form
  2. Upon receiving a confirmation notice, review it for accuracy (dates, times, names, requests, etc.)
  3. Six weeks prior to the event, finalize the date, time and location
  4. Delegate necessary tasks to members of your organization, such as publicity, logistics, food, speakers, decorations, evaluations, etc. Create effective signage for visitors.
  5. If you need to cancel some aspect of your event (i.e. food, AV equipment or setups), or if have any questions, call 216.368.2660 or email the Thwing Center Operations Coordinators.
  6. Review important policies ahead of time
  7. Plan ahead and be on the lookout for important dates!