Outdoor Events touch all aspects of Georgia Tech’s campus and require the approval of several campus stakeholders. Please follow this planning guide to ensure your outdoor event is on track for final approval from Student and Campus Event Centers (SCEC) and the necessary campus partners. Questions should be directed to outdoorevents@stucen.gatech.edu.

Not all action items will be applicable for every outdoor event.

Please do not advertise the event until the reservation status in GT Events has changed to "Confirmed" and all necessary approvals have been granted. Note, that confirmation of space availability does not equate to final event approval. 

Student and Campus Event Centers (SCEC) Requirements

Outdoor Event SpaceSecure an event space through GT Events at least three (3) weeks prior to the desired date. Include your set-up and breakdown times in the request. A description of the event and a copy of your layout must be provided to outdoorevents@stucen.gatech.edu along with any relevant information or approvals.
Contingency Plan (Required)In case of inclement weather or other force majeure, please coordinate a contingency plan and reserve the necessary date(s) and/or location(s) through GT Events. To manage high demand for Outdoor Event spaces and prevent unused reservations, single-day outdoor events are allowed a maximum of two contingency date reservations for the same space. Cancellations must be received at least 48 hours in advance for reservations and rain dates, as failure to comply may impact the hosting organization’s future reservation privileges.
Tech Walkway Table Space
  1. There are ten (10) table spaces per side of South, East, & West and five (5) along the North side to make way for daily food trucks. Location of table spaces are determined via side, not number.
  2. A Tech Walkway Tabling confirmation from SCEC does not guarantee tables.
  3. Submit requests for tables from GT Staging at least five (5) business days prior to your event date via this form.

Tables reserved through GT Staging are complimentary Monday - Friday, 8:30 AM - 3:30 PM for RSOs. Table/chair requests outside of these days/times are billable. All table/chair requests are based on availability and honored on a first-come first-served basis.

Event Logistics Committee Meeting (ELC)The ELC is a campus-wide committee composed of members from various departments who provide guidance and support to event planners in coordinating large-scale or complex events and obtaining the necessary approvals. If required to attend an ELC meeting, you will receive an invite from the Outdoor Events team.
Off-Site Equipment RentalRegistered Student Organizations and Georgia Tech Departments may request Student and Campus Event Centers equipment to be used in outdoor event spaces or non-SCEC managed facilities on campus. To view a full list of reservable equipment, please visit our website. All requests must be made via this request form at least four (4) weeks in advance. A denial from GT Staging (brandon.ford@facilities.gatech.edu) is required before the approval of an off-site request for tables/chairs.
Amplified Sound RequestEvents with amplified sound, including DJs, bands, megaphone announcements, etc., on weekdays before 5 PM are required to receive prior approval from the Registrar’s Office. Complete the Amplified Sound Request Form. No amplified sound will be approved during Reading Periods/Final Exams.
EMT For Race/Walk/RunAn Emergency Medical Technician (EMT) is required to be present for any race, walk, run, 5K, etc. on campus. This individual must be currently licensed in the state of Georgia and dedicated to medical care and no other tasks and/or volunteer roles.
Vehicles

Display vehicles, medical testing vehicles, food trucks, etc. must be shown on your final layout. The owner of these vehicles must provide a business license, if applicable, and a certificate of insurance that includes a minimum of $1,000,000 automobile liability insurance. No vehicles are allowed to be operated on landscaped surfaces. Display vehicles must be rolled onto green spaces. 

To request the Ramblin’ Reck (the 1930 Ford Model A) submit this form.

Fire Safety Requirements

LayoutOutdoor event layouts require consent from the Fire Safety Office. Submit the event layout here; show all tables, tents (dimensions and staking requirements), stages (dimensions), game/activity areas, catering areas, rides, generator/power cords, etc. Fire access roads, lanes, and/or sidewalks must remain unobstructed at all times.
Inflatables & Carnival Rides

Provide a full description and specs for each inflatable and/or carnival ride proposed to be onsite, including its power source and requirements. Vendors supplying these items are required to provide a current business license and certificate of insurance. These items may require a generator, which must be located at least 20' from tents and other structures, on a paved surface, or plywood, and fenced off from public access. A fire extinguisher is always required when a generator is present. 

To request Big Buzz (the 40' inflatable), please submit this form.

Risk Management Requirements  jwright408@gatech.edu (Jerome Wright)

Physical ActivitiesAny outdoor event offering a physical activity, game, sport, walk/run, and/or inflatable that could cause risk and/or injury to participants is required to have individuals complete and submit a waiver and release form. Completed forms must be kept by the event host at least three (3) years; electronic forms are available through OrgSync. Find Georgia Tech’s Waiver and Release Form here.
Third Party VendorsAny event utilizing the product(s) and/or service(s) of a third-party vendor is required to submit a current business license (BL) and certificate of insurance (COI) to the Risk Management office. This includes caterers, event rental companies, production companies, petting zoos, photographers, DJs, co-sponsors etc. BLs expire at the end of each calendar year. COIs can expire at any point in the year and may be requested for each event to guarantee coverage.
AnimalsAny event hosting pet therapy, petting zoos, or other animal on campus is required to submit each individual animal’s current vaccination record to the Risk Management office. These records must be submitted at least five (5) business days prior to the event date; these records should not be submitted more than a week in advance as the final listing of animals onsite could change. Review the full policy here.

Georgia Tech Police Department/Youth Programs Requirements

Cash/Money OnsiteContact Captain Walton (marcus.walton@police.gatech.edu) to review controls required for collecting funds at an event. At least two (2) members of the hosting organization must be present at all times and any monies collected onsite must be stored in a secure container with a lid. Events collecting only digital payments (CashApp, Venmo, etc.) are not required to contact Captain Walton.
Race/Walk/Run Lane ClosuresPi Mile is the preferred route for a race, walk, run, 5K, etc. on campus. Other routes are approved on a case-by-case basis. If the proposed route requires a street crossing and/or lane closure, a request to GTPD must be submitted at least four (4) weeks in advance. Register your event with GTPD here. Please also see EMT ONSITE FOR RACE/WALK/RUN.
Security PresenceDedicated crowd managers are required at a ratio of one (1) crowd manager for every 250 attendees. Request GTPD officer(s) onsite for your event here.
Youth Participants“Youth” is defined as individuals under the age of 18 who are NOT Georgia Tech students. Any event hosting youth participants is required to register the program through the Youth Programs Office here. Contact youthprograms@gatech.edu with questions.

Catering Requirements

Food/Beverage Offered
  • Pre-approved Caterers – No additional approvals required; see a full list here.
  • Other Caterers – If spending $600 or more with a caterer not listed in the policy above, event hosts are required to submit the Catering Exemption Form along with the vendor’s current business license (BL) and certificate of insurance (COI) at least seven (7) business days prior to the event date.
  • Food Trucks - If scheduling a food truck that is not on the approved list, an inspection by GT Fire Safety Office will be required along with submission of a current BL and COI. All sales made on campus property are commissionable. Please contact Maurice Gibson (mailto:maurice.gibson@dining.gatech.edu) with any questions regarding food trucks on campus.
  • Grills/Cookouts - Grilling/Cooking raw food MUST be performed by an approved caterer with the appropriate food service permits, insurance, and licenses. No potlucks allowed. Additional guidelines for food, including bake sales, can be found here.
Alcohol OfferedThe alcohol prior certification request form must be completed for every event on campus offering alcoholic beverages no less than seven (7) business days before the event date. Bartenders are required to be locally licensed under city/state regulations and certified with “Training for Intervention Procedures” or TIPS. Review the full Georgia Tech alcohol policy here.

Additional Service Requirements

Recycling, Trash Bins, & Trash BagsSubmit a Trash Services Request via email to facilities-landscaping@mail.gatech.edu at least seven (7) business days prior to your event for a quote. To request recycling bins for your event, complete this request form.
Restroom AccessIf an event is after hours or on the weekend please connect with the closest building's manager to request facility access. Custodial fees may be applicable. If utilizing a vendor for portable restrooms, please also see THIRD-PARTY VENDORS.
Landscaping Please contact facilities-landscaping@mail.gatech.edu to review precautions and damages policies for events in campus green space. Landscaping reserves the right to cancel an event at any time if weather conditions put the space at a heightened risk of damage. Preference is always to host the event and/or event structures on a hardscape (paved surface) instead of soft-scape (soil, turf/vegetation, etc.). Please request Landscaping to mark irrigation lines prior to events that require staking.
StagesSubmit stage layouts to GTPD, FSO, Landscaping and Event Services (refer to the respective sections above). All stage pieces in green space must be on plywood to protect the turf. Weight limitations exist on the North side of Tech Green above the underground cistern. Stages in this area should be half on the paved walkway. Be sure to reserve North Tech Walkway Spaces in addition to Tech Green Lawn.
ParkingIf parking is required for event attendees or as an event site, complete this form for Parking & Transportation Services at least seven (7) business days prior to the event date. For any additional questions go to https://pts.gatech.edu/.
Marketing & Communications
  1. CHALKING – Chalking is permitted on outside ground surfaces only with washable chalks; the use of markers, paint, or chalk spray is prohibited. Chalking must be at least 20 feet from any and all building entrances and never placed under any overhead obstruction/awning/covering or in stairwells. Chalking is not permitted in the Campanile area, on campus fountains, or on buildings/vertical structures.
  2. FLYERS – Flyers may only be posted inside some classroom buildings with prior permission from the building manager. Flyers should never be posted outdoors but may be distributed by event host volunteers during designated times.
  3. WAYFINDING – If signage is used for wayfinding for event attendees, it is the event host’s responsibility to remove all signage immediately following the event. Residual signage found will be discarded and the hosting organization’s future reservation privileges may be impacted.