General Guidelines

Event set ups for events scheduled by the Student Centers staff will be performed during regular work hours, Monday through Friday from 8 am – 11 pm and Saturday and Sunday from 9 am – 11 pm. The high demand for space often results in multiple set ups in a particular space on a given day. Therefore, it is not always possible to accommodate any last minute changes to your request.  If you have a specific need for any setup outside of the timeframes listed, additional fees can be assessed to ensure the setup is complete.

Additional in-house event staff is billed by the hour for a specific event. Applicability of these charges will be determined by the Student Centers staff and discussed with the client in advance when possible.

The Student Centers scheduling staff will arrange for the set up of tables and chairs for campus events held within Student Center spaces. Clients are asked to provide information on the space reservation request form about the number of people attending the event so that the number of tables, chairs and other equipment is slotted in the appropriate space.  Changes and updates to the original request should also be made in writing via email to studentcenters@georgetown.edu. Accommodation of last minute changes to the original request cannot be guaranteed. You are encouraged to plan ahead and plan carefully.

Not all set-up configurations are suitable for all spaces.  Student Centers reserves the right to relocate your preferred request according to space availability and/or appropriateness.  The high demand for space often results in multiple set ups in a particular space on a given day. Therefore, it is not always possible to accommodate any last minute changes to your request.

The reservation time should reflect additional set-up time for the caterer, whom the client shall arrange to meet. If there is no caterer the client will arrive at the facility at the time the facility is requested to be opened but no later than one half hour prior to the event. The client is also responsible designating a representative from the organization to act as the event contact.

Table linens for events may be arranged through University Special Events or the Student Centers event scheduling contact, when available. Table linens for receptions and food service should be arranged by the client directly with the selected caterer.

Any set up information required for your event, including Audio-Visual needs, should be clearly stated in your original event request.

Insurance may be required by the Risk Management office for individuals and organizations that are being co-sponsored by University departments and student organizations.

If this is the case, the organizations must provide evidence of Comprehensive General Liability Insurance in the minimum limits of $1,000,000 each person, $1,000,000 each occurrence and $50,000 property damage. Such insurance will name as insured both the individual or organization and Georgetown University and its agents and employees as their interests may appear. The University reserves the right to require limits above these minimums, when in the sole opinion of the University, such higher limits are justified. Coverage must be with a company satisfactory to the University and a policy or certificate of insurance will be forwarded to the HFSC a minimum of 72 hours prior to the event.

Per DC Fire Safety regulations, the client must ensure that all fire exits are clear and accessible.  A copy of the emergency plan is located outside of each event space

Clean up is the responsibility of the requestor. All loose trash must be thrown out in receptacles provided for the event.  A charge to cover all the labor costs to restore the area will be assessed if this obligation is not met.

If damage occurs, Student Centers reserves the right to charge the User for the damage. Any damages not reported to Student Centers staff after the event will be charged to the client.

The security of any equipment brought into any space by the requestor is not the responsibility of Student Centers staff. Organizations should not leave equipment in or around the facility overnight or after the event. The requestor assumes sole responsibility for any equipment stored in or around the hall overnight or after the event.

The rooms must be left in the same condition as they were found.

Organizations cannot duct tape, nail or tack anything to any surface in a meeting space or classroom. Nothing can be hung to the ceiling, ceiling tiles, or light fixtures.  In certain circumstances things may be affixed with Drafting Tape ONLY with special permission. Damage to any building surface from any source will result in a fine to the organization responsible for the posting.

The following items are prohibited:

1. Candles or any other open flame source (i.e. sternos, votives).
2. Glitter, confetti, sand or any Mylar product.
3. Taping of push pinning banners, posters, signs on any painted wall of fabric wall.
4. Halogen lights and hay are not permitted for use in any Student Centers spaces.

Candles or any source of open flame are not permitted within Student Centers space unless special written permission is obtained from the Director of Student Centers prior to the event. Groups obtaining written permission to use candles must use non-drip candles. If any damage results from the use of candles (wax on the carpet), the group is responsible for the fees to remove the wax.

At no time are the windows in any room in Student Centers space to be covered, unless curtains are temporarily hung in room to facilitate coverage by Student Centers staff.

When planning outdoor activities, requestors are advised to consider an alternate indoor location or date in the event of inclement weather. Rainsite/raindate locations must be scheduled in advance by completing a space request form. Rainsite/raindate locations will be held as long as no other organization or department has requested use of the space. Intent to use a rain site must be specified at least 24 hours prior to the event.

A major event planned by an organization or department is defined as any events occurring in Student Centers space including conferences, concerts, VIP speakers, dance parties, or events involving over 100 attendees in consultation with the student organization advisor or department head. An event checklist will need to be completed for all major events and submitted to the organization’s advisor and/or to Student Centers.  The event checklist details all of the plans associated with the event.

When planning a major event in any on-campus space, please keep in mind the following things:

• Appropriate attention must be paid to the personal safety of all in attendance as well as the security of campus facilities and properties.
• All requests for these events require the signature approval of the student organization’s advisor or department head before the event can be confirmed.
• The nature of major events suggests logistical and public welfare issues of large dimension that must be closely supervised by the appropriate administrative staffs.
• No major events which results in the personal profit of any individual will be allowed.
• Major Events must have fully executed contracts before the individual or group renders service. Fully executed is defined as a document bearing the signatures of the artist/s, the student organization advisor, and the University Business Office, or their designee.
• Security for major events must be coordinated with the Student Centers staff and GUPD.
• All funds received and expended in the production and management of any major events shall be accounted for through appropriate University accounting procedures.
• If the event is ticketed, each participant must be designated a ticket or wristband in order to gain admission into the space.
• Insurance may be required by Risk Management for individuals and organizations that are being co-sponsored by University departments and student organizations.
• Any exceptions to policies must be approved by Student Centers staff.

Please post the following text in a highly visible location at any event in which there will be photography or video (University, professional, or amateur) taken:

“Please be advised that photographs will be taken at the event for use on the Georgetown University website or social media and in the press, GU marketing materials, and all other university publications. By entering this event, you consent to the University photographing and using your image and likeness.”

The Georgetown University Police Department holds a high commitment toward protecting life at Georgetown University with a commitment to providing high-quality public service with diligence and professionalism.

For all events, the number of officers assigned to an event is at the discretion of GUPD. Costs for security can be assessed to the event sponsor at the discretion of GUPD, depending on the nature of the event, the number of attendees, and cash handling.  For these events, an officer will be present one-half hour before the event for a security briefing and a half hour after the event for cash drops and general security needs.

Factors Considered When Determining Event Security:

• Advertising – Dependent upon its content and nature, advertising can either increase or reduce the need for security. It is more difficult to accurately gauge the anticipated crowd size of an event when using broad advertising to draw the attendance. This type of event will require more security. Advertisements indicating that the attendance at the event will be limited in number and/or restricted to GU students and their guests may reduce security needs.
• Timeframe – Any major events occurring between 8 pm and 2 am may need to include GUPD.
• Closed vs. Open Event – Closed events (restricted to the members of the sponsoring organization and their guests) may require less security than an event open to all GU students and their guests.
• History of Sponsoring Organization and/or Similar Event – The sponsoring organization’s track record conducting events will influence security requirements. Moreover, the track record of similar events will influence security requirements (i.e., concerts involving a particular band).
• Expected Crowd Size – Larger crowd size will dictate the utilization of additional security personnel. A security position is defined as either an officer and/or police aide.
• Money Collection – The collection of money for any purposes (ticket sales, souvenir sales, refreshment sales, etc.) could require additional security personnel. Personnel assigned to a security position to guard and/or escort cash receipts are not generally available to patrol other areas of the event. The amount of cash on hand will impact the decision to utilize GUPD.
• Nature of Crowd – Individuals affiliated with the University generally require less security than outsiders.  Events with minors under the age of 18 generally require more security than college-aged students.
• Risk Assessment – Increased risks (e.g., threats received, demonstrations planned) will increase the security requirement.
• Searches – If searches are required (e.g., when mandated by a promoter of a concert, guest lecturer, or the police) they must be coordinated by GUPD. At least one officer is needed for every point of entry where searches are to be conducted.
• Written Invitation or Prior Ticket Sales – Events which are restricted to persons with written invitations or advanced ticket sale holders will usually require less security than events selling tickets at the door.
• VIP attendees – If you are expecting a foreign dignitary, politician, or other public figures, find out if he or she will be accompanied by security personnel. A tour will need to be arranged between the advance staff of your guest and a representative of GUPD.
• Alcohol – An officer will be assigned to any event where alcoholic beverages are served.

GUPD officers are assigned to safeguard those attending the function and the members of the GU community.

For more information in regards to GUPD, please call (202) 687-4343.

The Risk Management Office partners with the GU community to protect university assets and also works to reduce financial, operational, and technological risks.

The office administers insurance, environmental, health, and safety needs; and assists departments in monitoring compliance with federal and local laws and regulations.  The department inspects buildings, conducts fire drills, and is constantly on the look out for unsafe practices or conditions. Risk Management provides the necessary insurance coverage for activities that are sponsored by the University, and assists those groups in obtaining required permits or authorizations from The District of Columbia.

Participation in voluntary activities may require that you sign a claim waiver or Hold Harmless. The content of form will vary with the type of activity. If you have not yet reached the age of majority, they may require the signature of a parent or guardian.  For more information, please call (202) 687-6622.

Parking on campus is limited. If you are planning an event and anticipate a high volume of traffic, contact the Office of Transportation Management for their advice on how to handle any additional parking needs. They may be able to reserve parking for your event in one of the GU lots and post “Event Parking” signs to direct your guests. To alleviate parking problems at your event, you may want to publicize information about Metro accessibility to the campus and use of the GUTS shuttle bus in your invitation or promotional literature.  For more information, please contact (202) 687-4372.

Georgetown University does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veteran’s status and shall comply with section 504, Title IX, and the ADA in employment, education and all other areas of the university. The university provides reasonable accommodations to qualified individuals with disabilities upon request. Requests for reasonable accommodations must be received four weeks prior to the event.

The following is intended to assist you with preparing promotional material for your event.

• Prior to promoting the event, identify a member of the group/department sponsoring the event to act as a liaison to individuals with disabilities and to the Academic Resource Center (ARC).
• It is preferable if you can ask to receive any accommodation requests three (3) weeks prior to your event.

Frequently requested accommodations include:

• Adequate room lighting
• Reserved seats close to the presenter

The staff at the ARC are pleased to assist in making programs and events accessible.  Please notify the office of accommodation requests as early as possible to allow adequate time for planning.

For more information, please call the ARC at (202) 687-0100.

If you are planning on showing a film or movie in any space in any Student Centers space, you must abide by the following guidelines:

• Events held in public/open venues will need to show proof of copyright.
• Proof of copyright clearance will not be required for 1-time showings of films in meeting rooms, provided no fee is being charged for entrance.
• If a film showing is for educational purposes, without an entrance fee being charged, the event needs to be approved by Student Centers staff.
• Organizations hosting events for which an entrance fee is being charged, regardless of the event’s location, will need to show proof of copyright, if a copyrighted film/show is being shown.

Georgetown University is committed to standards promoting speech and expression that foster the maximum exchange of ideas and opinions. Individuals or groups who wish to plan a protest or demonstration are encouraged to work with staff members in the Center for Student Engagement, Student Centers, and Georgetown Event Management Services so that the safety and security of all community members may be properly safeguarded and the routine functions of the University are not disrupted.  Consult the Speech and Expression policy for guidelines.

Special Guidelines for Unscheduled Demonstrations

It is the intent of this policy to ensure that all demonstrations on campus occur with minimal threat to the safety and security of persons or facilities and with minimal disruption to educational activities through proper planning and scheduling. Occasionally, events occur which demand immediate public outcry, and it is not the intent of this policy to limit students’ rights to protest such events. However, it is inappropriate for events which have been planned to circumvent the policies by claiming to be spontaneous.

Persons who are not members of the University student body, faculty or staff may participate in demonstrations, rallies, or equivalent activities only upon invitation by a bona fide student, faculty or staff member unless otherwise specified by the university. All non-students are obligated to the terms of this policy during participation in such activities. Since organizations and persons who are not students, faculty, staff members, or recognized organizations of the university are not subject to University discipline procedures, failure to comply with this policy may result in action under terms of District and Federal law, as appropriate.

Policies of Georgetown University regarding alcohol and other drugs are covered in the Student Conduct Code.
University events that received approval for the distribution or sale of alcohol are exempted.  All alcohol served at food service locations or events must be contained in the assigned event space.

Georgetown University is committed to maintaining a healthy and safe community through education and intervention efforts for alcohol and other drugs. GU community members uphold university policies and abide by local, state, and federal laws pertaining to alcohol and other drugs. Individuals accept personal responsibility for the outcome of their decisions regarding alcohol and other drugs.

Student Centers has bulletin boards and easel space available for campus advertising. These locations are for University organizational and departmental uses only.  All postings related to events must follow these regulations.  Student organizations found in violation of these policies may be referred to Student Conduct. Please note that there is a separate policy for posting in the residence halls.