Event Services Reservation Procedures for Student Center, Exhibition Hall, & Academy of Medicine: Registered Student Organizations and GT Departments & Colleges

Requesting Space

Space in the John Lewis Student Center and Stamps Commons (Student Center), Exhibition Hall, and Historic Academy of Medicine (Academy of Medicine) are available for reservations one year in advance to Registered Student Organizations (RSO), Georgia Tech (GT) Departments and Colleges, and External Clients. Reservations are confirmed on a first-come, first-served basis. In accordance with the Georgia Tech Procedures for the Use of Facilities & Spaces, in the event that multiple requests conflict, the following order of precedence shall govern:

1. Academic instruction;
2. Institute-sponsored activities, events, and programs;
3. Recognized student organizations’ activities, events, and programs;
4. Student activities, events, and programs;
5. All other campus community activities, events, and programs; and
6. Non-campus community member activities, events and programs.

If the occasion arises when an Institute-sponsored activity, event or program (including instruction) needs to utilize an already scheduled space, the Institute event or activity takes precedence. Event services will work with the sponsors or organizers of the displaced activity to find suitable alternative locations and times. 

An event request submission does not guarantee that the room is available for the date and time you requested. Reservations must be made online via GT Events. Event requests are processed during normal business hours, which are Monday – Friday, between 8 a.m. and 5 p.m. You will receive a response from the Event Services team responding to your request for space within three (3) business days. Please read your reservation response thoroughly, as all requested space and/or equipment may not be confirmed. Your meeting or event is not confirmed until the status of the reservation is listed as “confirmed” in GT Events. Please do not announce or publicize any event until your event has been confirmed.

Institute-Level Event Exceptions

Institute-Level Events are defined as events that benefit the mission of the Institute; Promote the recruitment and/or retention efforts of the Institute; And are open to the general campus community. Institute-Level Event Exceptions may reserve space in the Student Center, Exhibition Hall, and Academy of Medicine facilities more than one year in advance. A maximum of two (2) dates can be held for the same event at any given time. Once the event date is finalized, the group must cancel the hold on any spaces that will not be used. Event dates must be confirmed at least four (4) months in advance, or the dates will be released to wait-listed events. Reservation requests will not be processed for groups that have past-due payments owed to SCEC.

Groups wishing for an event to be considered as an Institute-Level Event may apply via this form to reserve space more than one year in advance. Relationships will be evaluated bi-annually for an effective date of January 1 and July 1.

Event Co-Sponsorship

Co-sponsored events are organized/presented by a RSO or GT Departments & Colleges (Institute entity) collaboratively with an external entity. The Institute entity will plan the event, remain liable for all parties during the event, and provide the funding necessary for the event. 

If an external organization is hosting an event on campus and takes responsibility for event planning, guest liability, and/or funding for the event, with an Institute entity invited to “co-host”, this will be considered a fully external event. In such cases, external rates and procedures will apply.

Event Categories

To ensure the success of any event, the Event Services team has implemented a category structure that indicates the minimum amount of time needed to process an event. While reservation requests through GT Events can be made outside of this timeline, they may be denied based on the event category. Additionally, event planners who are unresponsive within the category's deadline fall at risk of their event being cancelled.

Logistics Meeting

To ensure the success of a large event, all large events, conferences, and special events will require a logistics meeting prior to the event. In addition, all events in the Exhibition Hall Midtown Ballroom, Student Center Walter G. Ehmer Theater, Student Center Cypress Theater, or Academy of Medicine will require a logistics meeting beforehand. Smaller meetings and events may also require a logistics meeting at the Event Services team's discretion. Event planners who fail to set up a logistics meeting or are unresponsive to the Event Services team’s request to set up a logistics meeting will risk having their event cancelled.

Reservation Fees

Facility Rental Rates

In most cases, RSO and GT Departments & Colleges may use the Student Center and Exhibition Hall spaces at no charge. Room charges will apply to RSO and GT Departments & Colleges on two occasions:

• RSO and GT Departments & Colleges charging admission or collecting fees (to attendees or vendors) for an event. Events for the sole purpose of fundraising for a RSO are included.
• RSO and GT Departments & Colleges co-sponsoring with an off-campus organization. RSO who are directly affiliated with an off-campus organization are excluded if the event/meeting directly relates to the mission of the RSO.

All RSO and GT Departments & Colleges will be subject to room reservation rates at the Academy of Medicine.

Equipment Rates

The Event Services team offers a wide array of equipment that RSO and GT Departments & Colleges may request as part of their facility reservation. Available equipment and rates can be found on the event services website. Equipment is subject to availability and should be requested prior to the event. Rates listed on the website are always assessed for RSO and GT Departments & Colleges.

Staffing Rates

The Student and Campus Event Centers team provides on-site staff for assistance with your event at no cost to the group. These Operations and Event staff can assist with room access, trouble-shooting AV issues, and/or assist with changes to set-up or equipment. A phone number to reach the on-site staff will be provided on your final confirmation and listed outside of each reservable space. 

Groups wishing for personal attention for their event may also request a dedicated staff member for an additional fee. Requests for dedicated staff must be received at least two (2) weeks before the event and are subject to availability. More information about fees and services can be found on the event services website.

Reduced Set-Up Window

Each space has a designated set-up window between events for the Operations team to properly set for the next event. Requests to reduce the set-up window will incur additional fees at the rate of $75 per hour (minimum of one hour charge and subject to staffing availability). Multiple set-up changes during a reservation will also incur reduced set-up window fees. Reduced set-up window fees always apply for RSO and GT Departments & Colleges.

Overnight Storage

RSO and GT Departments & Colleges may request to store items in their reserved location(s) for either the day before or day after their event (this is inclusive of equipment from third-party vendors). Approval is based on space availability; the group should include the additional date for storage in their initial reservation request. Overnight storage fees apply to all groups. The overnight storage fee is assessed once per night, regardless of the amount of space being utilized for overnight storage.

Green Room Fee (Exhibition Hall)

The Green Room in the Exhibition Hall is available for reservations with events in the Midtown space. This space is not available on GT Events but can be requested to be added to your existing reservation in the Midtown space by email to SCreservations@stucen.gatech.edu. The flat daily rate for the Green Room applies to all groups.

Payment

RSO and GT Departments & Colleges will receive a finalized invoice for their event after the event concludes. The Event Services team generates and sends invoices bi-weekly and RSO and GT Departments & College are responsible for submitting payment within 30 days after the invoice is received. 

Payments are accepted in the form of Departmental Worktag, Credit Card via Online Payment Portal, Business or Certified Check, or Money Order. RSOs who are utilizing Buzzfunds or SOFO Funds to pay for their event are responsible for ensuring the correct payment information is provided to the Event Services team.

Future reservation privileges will be impacted for groups with past-due balances for events. 

• 61-90 days past due: A reservation hold will be placed on your account, preventing your RSO or GT Departments & Colleges from making new reservations.
• 91 days or more past due: A reservation hold will be placed on your account and all existing reservations will be cancelled.

Hold Policy

RSO and GT Departments & Colleges are permitted to hold space on multiple dates for the same event while finalizing event details. The maximum number of dates that can be held for the same event at a time is two (2). The Event Services team will reach out to groups before any spaces are released. Once the event date is finalized, the group is responsible for cancelling the holds placed on spaces that will not be used. Event dates must be confirmed at least four (4) months in advance, or the dates will be released to wait-listed events.

To maintain good stewardship of limited campus spaces, multi-day holds for setup and teardown will generally not be permitted. This includes holding spaces the day before and/or after the event for set-up and teardown. Such requests will be approved on a case-by-case basis, considering other space requests. Event planners should plan for an efficient setup and teardown process, inclusive of coordination with outside vendors.

Rain Plan

Space(s) held for back-up to an outside event as a rain plan must notify the Event Services team at least 48 hours in advance from the start of the event. Rain plan events scheduled for Mondays must notify the Event Services team by Friday at noon to confirm use of the space or cancel the space reservation. Notification must either confirm use of the space or cancel the space reservation. Rain plan events will remain in the "Rain Plan" status until notification is received by the Event Services team. 

When making the space request in GT Events, these spaces must be designated clearly by placing "Rain Plan" in the event name.

Special Use Spaces

The following spaces are considered "Special Use Spaces": Student Center: Walter G. Ehmer Theater, Cypress Theater; Exhibition Hall: Midtown spaces; Academy of Medicine. Activities in these spaces should be distinctive in nature; typical recurring meetings will not be confirmed in these locations. All events in Special Use Spaces will require a logistics meeting prior to the event. 

Wait-List for Special Use Spaces 

RSO and GT Departments & Colleges wishing to use special use spaces for typical recurring meetings can remain on the wait list. If the space is available three (3) weeks in advance, the Event Services team will confirm the event on a week-by-week basis. It is recommended that groups seek alternative spaces for their weekly meetings.

Room Changes

The Event Services team reserves, at its sole discretion, the right to relocate an event to a space similar in size and layout. This right will only be exercised in emergency or extreme situations after other options have been exhausted and after consultation with the reserving/affected group. Groups are not permitted to change their reserved spaces with other groups without approval from their designated Event Reservation Coordinator.

Using External Vendors

RSO and GT Departments & Colleges may decide to work with external/third-party vendors to supply equipment and/or services for their event. It is the responsibility of the RSO or GT Departments & Colleges to ensure the external vendor is compliant to conduct business on Georgia Tech's campus. A valid business license and certificate of insurance is required for all external vendors conducting business on Georgia Tech's campus. These documents should be submitted through this form at least two (2) weeks in advance of the event. Failure to disclose the use of external vendors or supply the appropriate documentation in a timely manner may result in Event Services cancelling or rescheduling the event to a later date. 

Cancellations

Meeting Rooms, Table Spaces, and Off-Site Equipment Rentals 

Cancellations must be received online via GT Events or in writing by emailing SCreservations@stucen.gatech.edu at least three (3) business days prior to the scheduled event to allow for rebooking of the space. Failure to cancel a reservation will result in a "no-show" violation. All room, equipment, and labor fees apply for no-shows. A late cancellation is preferred over a no-show. Instant Reservable spaces are not included in the cancellation policy. 

Special Use Spaces 

Cancellations must be received online via GT Events or in writing by emailing SCreservations@stucen.gatech.edu at least five (5) business days prior to the scheduled event to allow for rebooking of the space. 

Late Cancellations

Late cancellation violations are listed below and reset yearly on the first day of the fall academic semester. A late cancellation is preferred over a no-show.

No-Show

A group is considered a "no-show" for an event if Operations staff visit the space two (2) times during the reserved event time and find no one in the space. Failure to cancel a reservation in a meeting room will result in a no-show violation. No-show violation penalties are listed below and reset yearly on the first day of the fall semester.

Appeals Process

Groups who wish to appeal a no-show violation must do so to the Event Services team at SCreservations@stucen.gatech.edu within three (3) business days from the notification for violation.

Terms of Use

By utilizing campus space for a reservation, the responsible party agrees to abide by all applicable laws and Georgia Tech regulations, including those listed on the SCEC website. The responsible party (listed as the 1^st contact on the event confirmation) must ensure all involved comply with these laws and regulations. 

The responsible party must not use the premises for any improper purposes. The event must be conducted safely in the reserved space. If SCEC Operations and Event Services find the event hazardous or unsafe, they will notify the responsible party and allow time to address the issue. Failure to resolve the issue may result in immediate termination of the event. 

Additionally, failure to comply with any applicable laws and Georgia Tech regulations may result in liability for additional charges or other consequences, including but not limited to suspension of reservation privileges or Institute disciplinary action.