Georgia Tech: Capital Planning & Space Management: Event Scheduling

Event Scheduling
Capital Planning & Space Management

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Facility Use Priority Statement

5.11.3.6.
Campus organizations chartered by the Georgia Institute of Technology may use campus facilities on a space available basis for regular meetings and other events related to the stated objectives and purposes of the organization. Dues or initiation fees pertaining directly to the maintenance of the organization may be collected during scheduled meetings but admission may not be charged nor other funds solicited at such meeting or sponsored event unless specifically approved by the Office of Capital Planning and Space Management.

5.11.3.13(b)
The use of the facilities shall be restricted to purposes, which offer to benefit directly a major segment of the population of the Georgia Institute of Technology in an educational, or entertainment context or which are compatible with the academic or residential functions and responsibilities of the Institute.

Event Scheduling Guidelines

The Space Management Department schedules rooms for student use in 24 academic classroom buildings.

Chartered student organizations can request a room in one of these buildings for meetings and events by completing the Request for Use of Campus Space form. Please note, some of these buildings may have special policies that may prevent usage at particular times. The Facilities Coordinator in the Space Planning Office can explain these policies to you. Academic classes are scheduled each semester in most of these classrooms and have priority over events. In an effort to make space available for student events, a waiting period of two weeks after the initial start of classes is required before events are scheduled. This two week waiting period is to allow for the classroom changes that often occur.

Room Equipment

The Office of Information Technology has equipped many of these classrooms with video projectors, cable access, and other equipment. To find out what equipment is available in rooms please click on the Classroom Feature Table located at the top right side of this page. Student groups wanting to use this equipment but who may not be knowledgeable should contact OIT for information on proper equipment use. The student group will be held responsible if room equipment is lost or stolen during their event.

Room Use Etiquette

Many student events occur in the evening or on weekends, therefore it is important that rooms are left clean and in order at the close of an activity. In most cases a class will follow your event. If you have moved chairs and tables around please put them back in classroom order. In addition please remove garbage from the room; do not leave trashcans piled high with boxes and food.

Outdoor Space

Students may choose to use outdoor space on campus for meetings, fundraisers, and organized activities. Tables may be set-up on Skiles walkway and other areas around campus for the purpose of promoting membership and events. Groups can also use green space for concerts, cookouts and other activities. Tables, chairs and services can be obtained from the GT Customer Service Department. Once an organization receives confirmation to use outdoor space they can contact Customer Service to request tables or other equipment. The Facilities Coordinator will include contact information for outdoor equipment with your confirmation.

Event Scheduling by the General Public

Tech reserves the right to regulate the time, manner and place of public speech activities on its campus in accordance with the law. The free speech area for the general public, who are not Tech faculty, staff, students or groups chartered by Tech, is generally limited to the Centennial Amphitheater located near the Ferst Theater. Tech may designate alternative free speech areas to accommodate large crowds and any campus emergency.

Members of the general public may request use of the Centennial Amphitheater by filling out the Freedom of Assembly and Expression form. This form should be completely filled out and submitted to the office of Capital Planning and Space Management for approval. A three day notice is required.

Fliers/Banners/Sidewalk Chalking

Any chartered GT organization may place fliers or printed material on bulletin boards or kiosks provided by the Institute for this purpose. Groups may also hang fliers on bulletin boards inside buildings. There are two areas on Skiles walkway where students may hang banners advertising their events. The Student Center balcony can be scheduled, as well as the Skiles stairway railing, which accommodates banners up to 7' wide. In addition, students are permitted to advertise their events by chalking on ground surfaces around campus. The guidelines for chalking are as follows: chalking is permitted on ground surfaces only. No chalking at the campanile area, on campus fountains, stairways, or buildings. The use of markers or paint is not permitted. To hang fliers/banners or chalk on campus send an email request to Beverly Peace. Completing a Use for Campus Space form is not necessary.

Amplified Sound Use

In order to maintain a suitable environment for study the use of amplified sound during group events is limited. Events featuring live music, DJ's, loud radios, CD players, etc. are restricted to Tuesdays and Thursdays between the hours of 11:00am and 12:00pm. Special outdoor events that serve the GT community and have an annual occurrence may use amplified sound with special permission.

If at any time you have questions about reserving event space on campus please contact Beverly Peace at 404 894-4802.

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