Event Services
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Planning Your Event
A great event starts with proper planning. Before you submit an inquiry, have your preferred dates, estimated attendance and service needs in mind. Our team will review your plans; help you explore the best options and guide you through the next steps.
Submitting an inquiry is the first step. It does not reserve a space or confirm availability. A member of the UToledo team will review your request and reach out to discuss your options and next steps.
Booking for a UToledo department or student organization? See how to reserve a space.
Planning Process
1. Tell Us About Your Event
Submit your preferred dates, expected attendance and service needs.
2. We Review Your Request
The UToledo team reviews the inquiry and consults the appropriate campus departments.
3. We Recommend the Best-Fit Options
A team member contacts you to discuss the spaces and services that best fit your event.
4. Details Are Confirmed
Availability, pricing, policies, agreements and final arrangements are addressed through the planning process.
What to Have Ready
Before submitting an inquiry, it will be helpful to know:
- Preferred and alternate dates
- Start and end times
- Estimated attendance
- Event type and format
- Participant age range, when applicable
- Space and setup needs
- Housing, dining or catering needs
- Parking and transportation needs
- Accessibility accommodations
- Additional services you'd like us to consider
Internal Reservations
Toledo departments and registered student organizations receive internal rates. Contact us at sureservations@utoledo.edu or 419.530.2931 for internal rates or additional information.
University Departments
Complete an Event Request Form. Our team will review your request and confirm availability.
UToledo Student Organizations
Submit requests through InvoNet. Access your organization page and select "Events." Student organizations may not have more than one recurring meeting per week in the Student Union.
Concierge Service
Catering, décor, parking and entertainment, coordinated with your venue by one planning contact. Four levels of service, Essential, Signature, Premier and Tailored.
Frequently Asked Questions
Can accessibility accommodations be requested?
Yes. When you submit your inquiry, tell us about any accommodations your guests may need, such as accessible routes, seating, restrooms, housing, transportation or dietary options. Just describe what’s needed; you do not need to share a medical diagnosis. Our team will work with the appropriate campus department to review your request.
What if I need to cancel my reservation?
Email your cancellation to eventservices@utoledo.edu at least three business days before your event. Include:
- Your name
- Reservation group name
- Event date
- Reason for cancellation
We'll reply by email to confirm your cancellation. There's no charge for cancellations made at least three business days in advance. A $50 fee applies to later cancellations.
Can I bring my own caterer?
If you’re using Concierge Service, our team will coordinate catering for you, with no order minimum to meet. If you’re planning your event independently, request a quote from Rocket Dining, UToledo’s on-campus dining provider. Rocket Dining has first rights of refusal for campus events. To use another caterer or food vendor, you’ll need to complete a Food Waiver Form.
Can I bring my own decorations, or change the room setup?
Decorations are welcome as long as they don't damage the venue. Glitter, confetti, and wall tape or adhesives aren't permitted. Table and chair setups are arranged by University staff based on your event request and shouldn't be changed once in place.
Is parking available for my event?
If you're using Concierge Service, parking is arranged for you, based on the guest count you provide. If you're planning independently, your group is responsible for sharing parking information with your guests and making arrangements directly with Park UToledo; details are available on their website.
How far in advance should I submit a request?
Submit your request at least 14 days before your event. This is the minimum for smaller
meetings and events that need only a room and standard setup.
Larger events and events with more services take longer to plan. The earlier you contact
us, the more choice you'll have of dates and spaces. Allow extra time for:
- Conferences
- Banquets and events with large attendance
- Multi-day events, camps and programs
- Events with catering, parking, technology or other services
Our team plans events of every size, from small meetings to large conferences. Contacting
us early gives us time to coordinate each detail and secure your preferred date.
Requests submitted fewer than 14 days before an event can't be guaranteed.
I’m with a UToledo department or student organization. How do I reserve a space?
Departments complete the Event Request Form, and registered student organizations submit requests through InvoNet. You don’t need to submit an event inquiry. Internal rates apply.