Campus Grounds Use Request Permit (CGUR)

Please review the following information before starting your form.

"Campus Grounds" refers to all outdoor areas on campus, including all campus streets and sidewalks, park and lawn areas, parking lots, patios, malls, etc. Some exclusions apply regarding the need to fill out this form. See below under "where is your event taking place" to see if you need to fill out this form.

The CGUR permit process does not give complete and exclusive use of any public area but instead an approval, which indicates a planned use of that area by a given group/s. If multiple groups request space use in close proximity/same region, the submitters will be emailed, introduced to one another, and then asked to communicate directly to determine if there are any potential conflicts, and come up with a resolution if one is needed.

  • Campus Grounds Use Requests must be submitted at least 14 days before the event date. 
  • Any events involving alcohol must be submitted at least 21 days before the event date.
  • Any events requiring road closure must be submitted at least 28 days before the event date and may require a City of Corvallis Parade Permit.

Fees:

  • A $40 non-refundable administration fee will be charged for all submissions. Payable by index (OSU Departments, USOs, and ASOs that have an index), check (ASOs without index) or credit card.
  • Additional fees may apply for road closures, complicated events, and damage repairs.

Road Closures/Construction:

  • Road closures are very disruptive to campus operations. Please request a road closure only when all other options and locations have been ruled out. 
  • Please refer to the Closure Notices to see the most updated information on current campus detours and road closures.

Where is your event taking place?

If your event involves City of Corvallis property or roadways (e.g. marathons, marches, etc.) you will need a Parade Permit. This process can take up to 4 weeks. *Many city streets and transit routes (e.g. 14th/15th, 35th, Western & Monroe) cross through campus. If you have a race, you MUST call (541) 766-6924 to check if the area is City property.

Campus Grounds Use Request (CGUR) is not needed for the following locations (note clarification under campus residential lawns). Please contact the department directly for permission to use their space. However, if your event also involves other locations on campus not listed below, you WILL ALSO need to fill out a Campus Grounds Use Request form in addition to contacting the department.

  • Athletic Outdoor Locations/Athletic Fields: You must contact Sam Koken, Director of Events & Facility Operations, by email at [email protected]. Outdoor locations include areas like Parker Plaza.
  • Campus Residential Lawns: You must contact University Housing & Dining Services at (541) 737-4771. More information about UHDS Grounds Use Request. Please note this does not include McNary Field (also known as lower campus). If you are using McNary Field, you must fill out the CGUR form.
  • Memorial Union Quad or SEC Plaza: You must contact the Memorial Union at (541) 737-2416.
  • OSU Research Forests: You must contact the Recreation & Engagement Manager at (541) 737-6702.
  • Student Legacy Park and Peavy Fields: You must contact Recreational Sports at (541) 737-6783 or email [email protected].
  • OSU Cascades:  You must fill out an OSU-Cascades Space Request form.
    • For questions, please contact:
      • OSU-Cascades Conference Services (External Clients) please call 541-322-2030
      • OSU-Cascades University Events (Internal Clients) – email [email protected]

Does your event involve food and beverages?

If your event involves food and beverages, you must follow the OSU Food Service Guidelines.

DOES YOUR EVENT ENGAGE MINORS (UNDER AGE 18) WHO ARE NOT OSU STUDENTS?

  • If your event involves at least one minor (under age 18) who is unaccompanied by their parent or guardian, you must submit a pre-event registration with OSU Youth Safety & Compliance. This includes all OSU programs and activities, visiting school groups, contractors, and external partners, whenever a child attends an event on university-owned or controlled property without their parent or guardian present.

Process:

  • Once you fill out the CGUR form, in order to ensure campus safety is maintained, and space conflicts are avoided, this request/form is forwarded to the following to be reviewed for approval before it can become an official event: Public Safety, Facilities Services, Risk Management, Transportation Services, and other University Departments as Required.
  • If multiple groups request space use in close proximity/same region, the submitters will be emailed, and then asked to communicate directly to determine if there are any potential conflicts, and come up with a resolution if one is needed.
  • The submitter will be contacted by email regarding the final status (approved/not approved).
  • Submitted contact information (name, phone number and email) and information in this form will also be shared with others (OSU community and nearby community members) associated with this process. If you do not want your contact information shared, someone else needs to fill out this form.

 

Questions:

If you have questions or need further assistance, please email [email protected] or call 541-737-2402.

Submit a Campus Grounds Use Form (CGUR)