Office of Student Life
Ohio Union Activities Board

Collaboration Process

Next Steps

After you submit your application, you will get an invitation to a Convo with Collab Session. During Convo with Collab, you have the opportunity to meet with OUAB members to expand on the ideas in your application. The conversation revolves around your event vision and other ideas you have for it.

After Convo with Collab, your application gets sent to the relevant committees to create event proposals for the next semester's event slate. Programming committees include Concerts, Lectures, Comedy, Special Events, Spirit & Traditions, and Visual & Fine Arts. 

You will be notified if your application gets to the voting stage, where the directors decide which proposals are going to be events for the following semester. No matter the decision, you will be informed of the status of your application by the Director of Collaborations. If your event is not chosen for the next semester's event slate, your application stays in the system for consideration for an additional three more semesters.


Collaboration Timeline

  1.  Submit your application by the priority deadline: September 5, 2025 11:59pm - SP 2026
  2. Within a week of the priority deadline, invitations for Convo with Collab are sent out.
  3. Your organization attends Conversation with Collab. This is mandatory for consideration. 
  4. Mid-semester your organization will be notified if your application is a committe writes a proposal for your collab app
  5. After a proposal is written, you will be notified whether your application moves into the voting stage. This is where directors vote through which proposals are going to be events for the following semester.
  6. Toward the end of the semester, you will receive an update from the Director of Collaborations regarding whether your application is being considered on the event slate for the folliwing semester.

Note: If your event is not chosen for the next semester slate, your application stays in the system for three more semesters for consideration.


Selection Timeline

  1. If the application is selected for the next semester, the Director of Collaborations will reach out to set up a meeting to discuss the next steps.
  2. In the initial meeting between your organization and OUAB, a collaboration agreement is drafted. This is where respective expectations are shared and discussed.
  3. Over the course of the semester, meetings will be set up between your organization and OUAB to finalize event details. This includes anything from discussing vendors, marketing, or volunteer logistics.
  4. Event Day!
  5. A follow-up meeting will be set up after the event day for your organization to share about their experience during the collaboration process.

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Collaborative Events Guidelines & Procedures

A collaboration with OUAB can include the following:

  • Brainstorming with the OUAB Collaborative Events Committee for event ideas including:
    • Marketing strategies for the event including event release date, social media posts/graphics, etc.
    • Potential moderators for the event.
    • Additional opportunities for students to engage with the event.
  • Volunteer contributions from OUAB and the collaborator for day-of-event.
  • Marketing contributions from OUAB and the collaborator.

OUAB can provide:

  • Research for an event, booking talent(s), reviewing and signing contracts, venue booking, day-of event operations and execution.
  • Volunteers for the day of event.
  • An OUAB promotional/marketing table at the event.
  • Advertising for events through OUAB's social networks, flyers, website, live announcements, digital signage, and other OUAB marketing efforts.

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 fundraising events
  • Galas or award ceremonies

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.
  • Collaborating organizations do not have to be able to support the event financially. A group’s ability to offer financial resources does not enhance their application.
  • If talent is attached to the event, backups must be provided as talent availability and interest can change. Possible event dates are based on available resources and proposed talent schedules.
  • 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, E-cigarettes or illegal substances shall be permitted at any event in collaboration with 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, the 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.

Please note: Priority will be given to those organizations we have not collaborated with within the last three years. Additionally, applications can be considered for up to two additional application cycles. (ex. An application submitted for Spring 2022 can still be considered through Spring 2023 if the organization is still interested.)

OUAB reserves the right to void all collaboration if not included in major decisions of the program.