Event Locations
It's important to note that the student organization must reserve the location with the venue and register the event in the Hub. The Center for Student Activities, Engagement, and Leadership reviews the status of the reservation, reviews the risk management, ensures that activities comply with university insurance and policies, and determine if additional approvals or coverage is needed. Both steps are integral to hosting successful events, ensuring that your chosen venue aligns with your vision and that the necessary arrangements are in place for a seamless event experience.
On-Campus Locations
The Armstrong Student Center, Marcum Hotel and Conference Center, and Philip R. Shriver Center offer a variety of campus locations for student organizations' events, as well as Miami Catering services. Visit the following pages for additional information
- Armstrong Student Center - Available Space
- Armstrong Student Center - Scheduling Space and Reservations
- Armstrong Student Center - Building and Event Policies
- Marcum Hotel and Conference Center and Shriver Center - Scheduling Space and Reservations
- Marcum Hotel and Conference Center and Shriver Center - Services and Policies
Note: To reserve a study room in a library or Armstrong Student Center, visit the Miami University Libraries website.
The Office of the Registrar handles the scheduling of all classes and scheduling of academic classrooms across campus for exams, review sessions, workshops, orientation, meetings, conferences, and special events.
Classroom Scheduling Policies and Procedures
Note: Exterior doors that have card readers will be programmed to open 15 minutes prior to the requested start time and locked at the requested end time.
Miami Recreation offers a number of facilities and venues for student organizations to rent for events. You will be contacted within two working days to formalize your reservation request. When approved, you will be provided a confirmed reservation rental contract from the Director of Special Events and Reservations. Please verify the content of the rental contract. If you require any changes or need clarification, call (513) 529-6868. Once you have verified the rental agreement, sign and deliver the agreement to the Recreational Sports Center prior to your first rental date.
To make a reservation for these specific outdoor locations, complete a reservation request in EMS and an event request in the Hub (be specific on the location and description of the event). Please be considerate of the surrounding residence halls when planning your events. Late night, early morning, and loud events may not be allowed to accommodate residents.
All Miami University and Regulations for On-Campus Living apply to the use of the Hamilton Sisterhood Suites. The full capacity of the Sisterhood Suite is 350 with air wall open. Hamilton Sisterhood Suite 157 has a capacity of 160 and Hamilton Sisterhood Suite 158 has a capacity of 190.
Reservations are not available at the Hamilton Sisterhood Suites during university holidays/extended holiday weekend or when the university closes due to extreme weather conditions (risk management issues/limited campus services). If a reservation occurs when the university closes due to inclement weather, reservations will be cancelled. If applicable, fees will be refunded to the customer.
The Panhellenic Council has first priority over reservations of the Hamilton Sisterhood Suites; Panhellenic sororities have second priority over reservations. Departmental and registered student organization reservations will be considered on a case by case basis. Reservations for events are typically available from 7:30 am to midnight and are requested through EMS. Groups must also submit an event request through the Hub.
Once your reservation is confirmed, you (or a designee) will be granted temporary access to the space by using your Miami ID card. The Hamilton Sisterhood Suites must be cleaned and left in good condition upon leaving. Trash must be collected and deposited in receptacles outside, lights turned off, windows closed and doors locked. Furniture may be moved but must be returned to its original position. Organizations that reserve the space will incur fees associated with any building/grounds damages or extra cleaning required as a result of a group’s negligence and will be subject to the loss of future reservation privileges.
Miami has many event spaces available to be rented out by both university departments and the public. Hall Auditorium, Formal Gardens, Millett Hall, Dogwood Grove, Ernst Nature Theatre, and Peffer Park are requested through the Special Facilities office. Information on the capacity and features of each space and how to reserve can be found on the Physical Facilities website.
Indoor and outdoor table reservations are available for student organizations, university departments and non-university groups when hosted by student organizations or university departments. Reservations are requested through the EMS System.
- Only one table may be reserved at a time.
- Organizations may not reserve more than five days in any two consecutive week period, excluding weekends.
- As outlined in Chapter 7 of the Student Organization Handbook, tables may not be used to advertise consumption of alcoholic beverages or tobacco, promote commercial activity of any person or entity other than a student organization, and are subject to all applicable state and federal laws including libel laws.
- Student organizations hosting a non-university organization must be present with them for the duration of their time on campus. The tabling request will not be approved until registered in the Hub. Charges may apply.
- Cancellations should be made 24 hours in advance. No-shows will be contacted and, if there are additional days in a reservation, those days are subject to cancellation.
- Fire Code Capacity - WRA Cabin: 40, Western Lodge: 40
- Western Lodge and WRA Cabin are non-smoking buildings
- Burning candles is prohibited
- Alcoholic beverages are prohibited in both buildings and surrounding grounds
Reservations are not available at Western Lodge or WRA Cabin during university holidays/extended holiday weekends or when the university closes due to extreme weather conditions (risk management issues/limited campus services). If a reservation occurs when the university closes due to inclement weather, reservations will be cancelled. If applicable, fees will be refunded to the customer.
Western Lodge and WRA Cabin may be reserved by registered student organizations and University departments for social events up to one year in advance and free of charge through the Recreational Sports Center. Reservations for student organization events are available from 7:30 am to midnight and must be made 48 hours prior to your event. Please use the Recreational Sports Miami Cabin Reservation form to request a reservation.
Building keys may be picked up Monday through Friday between 9:00 am and 4:00 pm from the Recreational Sports Center, 705 S. Oak Street, Oxford, Ohio 45056. Keys must be returned the next business day. Student organizations will be charged for keys not returned and will be subject to the loss of future reservation privileges.
Student organizations will incur fees associated with any building/grounds damages or extra cleaning required as a result of a group’s negligence and will be subject to the loss of future reservation privileges.
University Libraries offer rooms for reserve in King, Art and Architecture Libraries, CIM studio rooms and Armstrong Student Center study rooms. Study rooms are excellent options for quiet study with a partner and group work. Study rooms are also equipped with technology to make your group work easier.
Parking locations can be reserved for a cost by contacting Parking and Transportation Services.
Off-Campus Locations
Student organizations must be registered on the Hub to sponsor an off-campus event. A Right of Way Permit or Public Park approval is required for City of Oxford spaces. Events must be submitted through the Hub for final approval.
- Contact John Buchholz, Business Liaison Officer for the City of Oxford, to schedule an appointment.
- e-mail: JBuchholz@cityofoxford.org
- cell phone: 513-839-4781
- The City of Oxford Liaison will review off-campus event process and assist in filling in the city application and submit the application to the City for their approval.
- will submit the application to the City for their approval.
- A City staff member will notify the applicant and Enjoy Oxford by mail if event/location is approved or denied.
- The City of Oxford will return full copy of application as “approved” or “denied”.
- Approved application will indicate fees to be charged, such as police services
- Payment for expenses are submitted by treasurer through Miami BuyWay.
- If police services are needed, schedule an appointment with the Oxford Police Department 30 days before the event date.
- Note: If a contract is required by the artist or vendor, schedule an appointment with the Office of Student Activities for contract review.
- Student organization must have “Approved Form/Permits” displayed/available throughout the event.
Student Activities
