Submitting a Reservation Request

Secure an event space through GT Events. More information on how to book these spaces can be found here.

• If you do not have access to make a reservation for your GT Department/College, please submit a ticket via Service Now.
• If you do not have access to make a reservation for your RSO, please follow these instructions here.

Reservations will only be approved for RSO and GT Departments & Colleges use only. If you would like to make a reservation for personal use, you must submit a request as an external client and follow applicable procedures, which can be found here.

Confirming Details for your Reservation

Logistics Meeting
To ensure the success of an event, the Event Services team can require a logistics meeting to review event details. 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. To prepare for your logistics meeting, please come prepared to discuss the following:

• Desired look and feel for attendees of your event
• Number of attendees
• Event timeline/run of show
• Setup (including lighting options in the large spaces) and AV needs for each individual space
• Decoration plans
• Food plans (including alcohol)
• Names of third-party vendors
• Parking and transportation needs
• Ticketing plans (if applicable)

After Hours Requests
After hours refers to any event with a scheduled arrival time earlier than 7 a.m. or a scheduled departure time later than 11 p.m. Monday – Sunday. The following guidelines are in place for the safety and protection of students, faculty, staff, and visitors to the Institute.

Requesting spaces
After securing space, requests to extend facility hours must be made in writing via email to SCreservations@stucen.gatech.edu (for events at the Student Center or Exhibition Hall) or AcademyofMedicine@gatech.edu (for events at the Academy of Medicine) at least six (6) weeks in advance. Note this request may be denied at the SCEC team's discretion. If approved, the event planner must attend a logistics meeting with an Event Services team member.

Police and Security
At the discretion of the SCEC team, at least one (1) uniformed GTPD or an approved security company may be required during the duration of the after-hours event. The Event Services team will arrange for GTPD. Security costs associated with the event will be added to each reservation.

Additional Fees
After-hours events are charged $50 per hour outside of the standard facility hours (7 a.m. - 11 p.m.). One (1) operations staff member will be present and is included in the extended building hour cost. Additional operations staff may be required at an additional cost at the SCEC team's discretion.

Space Setup 

• Review the reservable spaces pages to learn more about each space’s capabilities, including setup capacities and available AV options.
  • Exhibition Hall
  • Student Center
  • Academy of Medicine
• Please specify your desired setup and how many guests are expected. The Event Services team can assist with suggesting layouts based on the desired guest experience and attendance.
• Please specify any additional equipment needed, such as tables or chairs for catering, check-in, and other event requirements.

Food/Catering Details
Please review the food policy available here. You will be required to disclose the following information:

• The expected total budget for food at your event.
• The source of food. Please note, Tech Catering is the exclusive provider for food budgets over $600 at both the Student Center and the Exhibition Hall.
• Plans for hosting a bake sale, if applicable.
• Whether alcohol will be served at the event. If alcohol will be served, event planners must submit the alcohol approval form and supply the Event Services team with the written approval, once received.

Potlucks are not permitted.

Additional Equipment and Services Needs
A detailed list of available equipment and staff services can be found here. Equipment and staffing fees are assessed for all groups. If you are unsure of the needs for your event, you may schedule a logistics meeting with a member of the Event Services team to discuss options. Equipment and staffing requests must be made in advance of your event and are approved based on available inventory.

Equipment can be requested directly through your reservation in GT Events. Staffing services must be requested in writing via email to SCreservations@stucen.gatech.edu (for events at the Student Center and Exhibition Hall) or AcademyofMedicine@stucen.gatech.edu (for events at the Academy of Medicine).

Risk Management Requirements

External/Third Party Vendors
If a third-party vendor will be providing equipment or services for your event, you must submit the vendor's current Business License and Certificate of Insurance to Georgia Tech Insurance & Claims Management. This requirement applies to all vendors, including event rental companies, production companies, photographers, DJs, and similar service providers.

More information regarding insurance limits and submission of these documents should be made via this form.

If you have any questions, please contact Georgia Tech Insurance & Claims Management: (gtinsurance.ask@business.gatech.edu)

Physical Activities
Any performance or event offering a physical activity, game, sport, walk/run, and/or inflatable that could cause risk and/or injury to participants must have individuals complete and submit participation waivers.

Paper waivers must be kept by the event host for at least three (3) years. For RSOs, electronic waivers are available through OrgSync. Electronic waivers are preferred to paper copies. Find Georgia Tech’s general waiver of liability here.

Film/Movie Screening
In accordance with U.S. Copyright Law, event planners intending to host movie screenings, live streaming, or any other film-viewing events must obtain public performance rights for the film. U.S. Copyright Law mandates that any video displayed outside of a private home or in a public setting requires these rights. These rights must be secured before your event can be confirmed. Please note that individual streaming subscriptions, rentals, or personal film purchases do not grant permission to show the film publicly.

The following types of media require public performance rights:

• DVDs/Blu-ray discs
• Movie websites
• Streaming platforms
• Live streaming (e.g., sporting events, concerts, award shows)

Securing the rights to show a film publicly may involve a separate fee, which is not controlled by the SCEC. Below are general guidelines for obtaining these rights:

• Contact the film's creator or rights holder directly.
• Use platforms such as SWANK Motion Pictures or Criterion Pictures, which can provide the necessary rights for films available on their platforms.
• Films with Public Performance Rights (PPR) are licensed for public viewing. Look for a PPR icon in the film’s description to confirm this.

Proof of the acquired public performance rights must be submitted to the Event Services team before your event can be confirmed.
Films obtained from the GT Library or GT Library Database are also required to obtain the rights to show the film in a public setting. To ensure your film has been approved please reach out to the GT Library (eresources@library.gatech.edu). The Event Services team must be provided with approval from GT Library.

Animals
Non-service animals and pets are not permitted within the Student Center, Exhibition Hall, and Academy of Medicine. Service animals are defined as those animals that are individually trained to do work or perform tasks for the benefit of a differentially abled person. The service animal must always be under the control of its handler.
 

Pet Therapy
Event spaces may be reserved for pet therapy. In accordance with the Georgia Tech procedures for animal exhibits, generally only non-dangerous, mature domestic animals with the required documentation are permitted.
Provider of the animals must provide the following to Georgia Tech Insurance & Claims Management (gtinsurance.ask@business.gatech.edu):
 

• Documented proof that all animals have had their required shots including vaccinations, such shots are up to date, and the animals are free of rabies.
• Evidence of liability insurance coverage with limits of at least $1,000,000 per occurrence with an insurance company with at least an A-/VII rating by A.M. Best Company. Georgia Tech, its officers and employees must be named as additional insured on the liability insurance policy.

Georgia Tech Police Department/Youth Programs Requirements

Cash/Money Onsite
The following procedures must be followed when collecting cash during an event:

• At least two (2) members of the hosting organization must always be present
• Any monies collected onsite must be stored in a secure container with a lid.
• Event must register with GTPD through their online form.
• Events collecting only digital payments (Cash App, Venmo, etc.) are not required to submit the GTPD special events form.

Security Presence
The Event Services team reserves the right to require a GTPD officer or an approved security company for any event, at the cost of the event planner, regardless of the event time or expected attendance.

To ensure seamless coordination between the event planner, host site, and GTPD, the event coordinator will submit the GTPD request form on behalf of the client. Event planner will be invoiced for GTPD services as part of their final reservation invoice after their event.

Youth Programs
“Youth” is defined as individuals under the age of 18 who are NOT Georgia Tech students. Any event-hosting youth participants are required to register for the program through the Youth Programs Office here. Contact youthprograms@gatech.edu with questions.

Proof of the youth program approval (or exemption) must be submitted to the Event Services team before your event can be confirmed.

Additional Services/Procedures

Internet Options
There are several options for connecting to the internet during your event depending on the attendee demographics (campus community versus external).

Eduroam
Georgia Tech students, faculty, and staff and other participating educational institutions may connect to the eduroam network from anywhere on campus. Guests should log in utilizing their full “.edu” email address (example: gburdell@gatech.edu) and password for your email account.

Free Guest Wifi
Free guest wifi is available in the Student Center and Exhibition Hall using the “GTVisitor” network. Note, free guest wifi is not available at the Academy of Medicine.

Premium Wifi (Academy of Medicine)
Wifi for non-campus guests must be requested in advance and access codes will be provided to the event host at the cost of $5 per day, per code. Alternatively, event hosts can direct their guests to pay for wifi on their own using their laptop to connect to “GTvisitor” and following the on-screen instructions.
 

Detailed instructions on how to access the different options for connecting to the internet can be found on our website.

Ticketing
Campus Tickets is the preferred ticketing platform for events in the SCEC venues. The Campus Tickets team will work with event planners from customizing their registration page through providing on-site event support.

To find out more about the service and to start the process, visit the Campus Tickets website.

Parking
To accommodate institute visitors, there are parking zones and meters situated across campus for visitors’ use. Please note that all visitor parking is first come/first served. Please visit the Visitor’s Parking Website to view more information about locations and hourly rates. Click the links below for more information about each building.
 

• Student Center
• Exhibition Hall
• Academy of Medicine

Low-Speed Vehicle Parking
Event planners should carefully consider how attendees will arrive at the venue, including both on-campus and off-campus guests. For on-campus attendees, walking or using the campus bus system, which is free for all, is highly encouraged. It is important to communicate transportation options clearly to all attendees. For more information regarding transportation options, visit the Parking and Transportation website.
 

Parking for golf carts and low-speed vehicles is limited near the venue and generally discouraged. If golf carts are necessary for campus attendees, they must park in designated zones, clearly marked by signage. Please note that any low-speed vehicles parked in unauthorized areas, such as along pathways or outside building entrances, will be required to move.

Marketing Your Event
SCEC offers several advertising channels for groups to promote their upcoming events:

• Plasma Promotions: Submit a request to promote the event on display screens in the Student Center and Exhibition Hall.
• Table Space: Events can be promoted by tabling. Both inside and outside options are available, and they can be reserved directly through GT Events.
• Flyer Displays: Post and hand out event flyers in designated areas. All posting must adhere to the SCEC Posting Guidelines and Practices.
• Sidewalk Chalking: Water soluble chalking is permitted on campus sidewalks only. Chalking must be at least 20 feet from all building entrances and not placed under any overhead obstruction or on stairways.

More information on marketing options and posting guidelines can be found here.