Requesting Space

Georgia Tech students, Registered Student Organizations (RSO), and Georgia Tech Departments and Colleges are permitted to reserve space in centrally scheduled classrooms. Classrooms are first and foremost, intended for academic purposes. Your reservation can be changed at anytime to the status of "cancelled" if an academic course must be scheduled. Be sure to review the final status of your reservation prior to your event. 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. 

Booking Rules

Classrooms will open for reservations to the Georgia Tech community in GT Events based on the following timeline:

• Summer Semester: Beginning at 8 a.m. on the first Monday in April of each year
• Fall Semester: Beginning at 8 a.m. on the first Monday in August of each year
• Spring Semester: Beginning at 8 a.m. on the first Monday in December of each year

Reservations must be made online via GT Events. Event requests are processed Monday – Friday between 8 a.m. and 5 p.m. Completed reservation requests must be received at least 72 hours in advance of a requested reservation date. Please allow at least 48 hours for us to review your reservation request. 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.

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.

Fronting

Institute entities may not reserve space or equipment for, or on the behalf of, an external entity, or for a personal event. This behavior constitutes fronting and is not permitted. Fronting is when a GT entity makes a reservation for an external entity, or for a personal event, with no authentic connection to their department/college/RSO mission. If fronting is discovered, standard/off-campus space and equipment rental rates and procedures will apply, and future reservation privileges will be impacted.

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. 

Room Setup

Classrooms come "as is." Moving desks/tables or removing or adding furniture is strictly prohibited, without the prior approval of the SCEC Department.

Cancellations

Classroom cancellations must be received online via GT Events or in writing by emailing classroomreservations@stucen.gatech.edu at least three (3) business days prior to the scheduled event to allow for rebooking of the space.

Food Procedures

Food is permitted in classrooms with the exception of the Molecular Science and Engineering Building (MoSE) and the Sustainable Education Building (SEB). Catered meals are permitted in classrooms, however, meals requiring hot plates or sterno burners (open flames) are prohibited. View the complete food and beverage procedures here.

Custodial Fees

Custodial cleaning fees apply to all classroom spaces and are determined based on room size, duration of the reservation, number of rooms booked at one time, and day of the week. Custodial fees are assessed through the Infrastructure and Sustainability Custodial Services department and are subject to change each fiscal year.

Once your reservation has been reviewed and determined custodial fees will apply, Custodial Services will send the contact on the reservation an invoice and instructions on how to pay. Custodial fees must be paid by 12 p.m., no less than three (3) business days in advance of your reservation date. Failure to pay custodial fees will result in the cancellation of your reservation. 

Custodial fees apply on Monday - Friday after 8pm, and all day Saturday & Sunday for all classroom spaces except for the Instructional Center. The Instructional Center requires custodial fees to be paid Sunday - Thursday after 11pm, and all day Friday & Saturday. If you have any questions regarding custodial fees, contact buildingservices@facilities.gatech.edu.

Excessive Cleaning Fees

The Custodial Services team are responsible for refreshing rooms in between reservations, which include pulling trash, vacuuming floors, and wiping down tables and chairs. Groups, organizations, or individuals reserving classroom space will be subject to incur hourly custodial fees for excessive cleaning.

Film Viewing

In accordance with the United States Copyright law, Registered Student Organizations, GT Departments, and External Clients planning movie screenings, live streaming, or any other film-viewing event are required to obtain the rights to show the film in a public setting. U.S. Copyright law requires that all videos displayed outside of the home, or at any public place, must have public performance rights. Rights to show the film can be obtained in numerous ways and must be done prior to the event being confirmed. Please note individual streaming subscriptions, rentals, or purchases of the film do not give the right to show the film in a public setting.

What Does This Include?

• DVDs
• Movie Websites
• Streaming Platforms: Netflix, Hulu, Disney +, etc.
• Live Streaming: Sporting Events, Concerts, Award Shows, etc.

How to Obtain Rights to Show a Film

Obtaining the rights to show a film in a public setting may have a separate fee associated that is not controlled by Student and Campus Event Centers. Below are general guidelines for obtaining rights to show a film:

• Reach out to the creator or owner of the film directly.
• Platforms such as SWANK Motion Pictures and Criterion Pictures can provide the rights to films within their platform.
• Films with Public Performance Rights (PPR): Some films may already be licensed to show in a public setting. If this is the case a (PPR) icon would be listed within the film's description.

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.