Campus Event Space Requests

 

The Space Management team of Capital Planning and Space Management (CPSM) is responsible for scheduling centrally scheduled classrooms and outdoor campus space for events; and facilitating communication with other GT Departments who provide approvals for certain aspects of space use. Georgia Tech is committed to enabling the primary use of the Georgia Tech campus to be a resource for students, faculty and staff. As the campus re-opens to broader use, we have put in place the following requirements in order to enable a focus on Georgia Tech fulfilling its event management responsibilities.

Timelines for advance requests must be adhered to in order for events to be considered. Event spaces must be requested in the Event Management System (https://gtevents.gatech.edu/emswebapp/). Outdoor events require a minimum of three weeks advance reservation; indoor events (for rooms that are currently centrally coordinated through CPSM) require 48 hours for staff and faculty and 72 hours for students advance reservation. Spaces not currently managed by CPSM likely have different advance reservation policies; please check the individual venue sites for more detail (http://space.gatech.edu/event-space-contact-information).

Events in Centrally Scheduled Classrooms

Event information is submitted via GT Events and the resulting reservation request is reviewed by Space Management to ensure that all required event information has been included. Once all of the necessary information has been included, a confirmed reservation status is booked for the event. Please keep in mind that academic courses take precedence over all events. Your reservation can be changed at any time to a status of canceled if a class must be scheduled. Be sure to review the final status of your reservation in GT Events prior to your event. You will also be notified via email should a change in status occur.

In most cases, custodial fees for classroom space apply Monday-Friday, after 8pm and on Weekends. Custodial fees for the Instructional Center and West Village begin at 5pm on Fridays. If custodial fees apply, a custodial fees due reservation status is booked. Instructions for payment and payment amount will be included in your email notification. Payments must be made by 12pm no less than three (3) business days prior to your event. If payment is not received 3 business days in advance, the reservation will be canceled.

Outdoor Events

Event information is submitted via GT Events and the resulting reservation request is reviewed by Space Management to ensure that all required event information has been included. Once all of the necessary information has been included, a tentative reservation status is booked for the event pending authorized Departmental approvals. If additional information is needed to approve the outdoor space event, you will be contacted by someone from the relevant Department.   

**Notifications are sent to the relevant Department no more than 30 days prior to your event. All Departmental approvals must be received no less than five (5) days prior to the event. If you have not received all approvals 5 days prior to your event, the reservation will be canceled. It is important to turn in all documents and approvals in enough time to make any adjustments.**

Once the Departmental approvals have been received, the status of the reservation will change to confirmed and you will receive an email confirmation. Be sure to review the final status of your reservation in GT Events prior to your event. Bring a copy of the confirmed reservation to your event. You will also be notified via email should a change in status occur.

Rain Backup / Indoor locations are not automatically included in the outdoor space reservation. Request the appropriate indoor location during the time of your initial outdoor space reservation in case of inclement weather. Relocating to an indoor location without an approved reservation is prohibited.

The outdoor space process is intended to help ensure that your event is safe and successful. Please refer to the FAQ for more information.

Alumni and individuals who are not members of the Georgia Tech community may reserve space by clicking here. On campus facilities may be used as outlined in the Campus Space Use Procedures.

Any Student Organization, School, or Department who is hosting an event in co-sponsorship with an external group, must be the primary organizer of the event and present at all times when the external group is on campus; Review the Campus Space Use Procedures, Section 6.9.5