Event Scheduling

Capital Planning & Space Management (CPSM) is responsible for scheduling campus space for a variety of campus activities including events sponsored by student organizations and academic departments. Classrooms, conference rooms, atriums and outdoor space can be reserved through the GTEvents Reservation Website.

Who Can Reserve Campus Space through the GT Events Reservation Website?

Members of the Georgia Tech community can log into GT Events with their Georgia Tech user ID and password. Individuals can browse for available space in campus buildings and outdoor venues. The space can be reserved by using the Reservations menu and entering the scheduling information. To access GT Events click on the link above or click on "Reserve Space" in the Resources box on the right side of this page.

Individuals who are not members of the Georgia Tech community cannot reserve space through GT Events but can obtain information on availability and fees by sending an email inquiry to the administrator of the facility or space they are interested in.

Event Logistics Committee

Student organization members, as well as department administrators, and non-GT individuals may be required to meet with the Event Logistics Committee (ELC) depending on the size and scope of the event. The ELC is a campus organization that consists of members from the various service departments like Campus Police, Parking & Transportation, Grounds/Landscaping, Recycling, the Student Involvement Office and others. The ELC provides information and advice to help with event coordination and to ensure a well planned and well organized event. All organizations that are planning campus-wide events are encouraged to meet with the Event Logistics Committee. Please send an email inquiry to events@spaceplan.gatech.edu for more information on the Events Logistics Committee.

Classroom Use Policies

Chartered student organizations, department administrators and staff who reserve classrooms and other space in campus buildings must adhere to the following use requirements:

For use of classrooms, conference rooms, atriums or other building space during regular business hours (8:00 A.M. – 5:00 P.M.), custodial service is not required unless you are having a catered event.

Unless otherwise approved, food and beverages are NOT PERMITTED IN CLASSROOMS. Groups can set-up tables in some of the common areas like hallways or atriums for food and beverages; however these spaces must be reserved by the building manager for this purpose. Groups that use the common areas for food or sign-in tables can handle their own clean-up but they must adhere to the following building and classroom use policies:

  • Classrooms must be left clean and all trash must be removed from the building at the close of the event.
  • Trash should not be left behind in rooms, hallways, atriums or any other place in the building.
  • Groups that leave trash behind in classrooms or other areas will be charged for custodial service and will face suspension from use of classrooms until further notice.
  • Trash bags or containers must not be left on the ground outside of any campus building. Trash must be removed and discarded appropriately. Large dumpsters are located near campus buildings and can be used for this purpose.
  • For groups planning to recycle please contact the GT Recycling Department to obtain free recycle containers.

In addition to the above Classroom Use Policy certain event types will require Custodial Service for any use of classroom space. The following is the policy for custodial service in campus buildings and classrooms:

  • Small to medium sized meetings in one classroom with no food: No custodial service required.
  • Use of more than one classroom at a time: Custodial Service required.
  • Conferences, retreats, pledge events, contests, shows, events with food or catered events, science projects with experiments, all camps: Custodial Service required.
  • Events sponsored by off-campus groups: Custodial service required.
  • Events co-sponsored with off-campus groups: Custodial service required.

Important: The following campus buildings require fees for custodial service by any group for any event type in these buildings after 8:00 P.M. during the week; and custodial service for any weekend event:

  • Klaus Computing Building
  • College of Computing
  • College of Management

If you plan to reserve space in any of the three buildings listed above after 8 P.M. during the week, or on any weekend dates, please plan to pay for custodial service even if you reserve just one classroom.

Off-Campus Groups

Individuals who are not members of the Georgia Tech community are required to pay custodial fees for use of any space contracted for use. Service fees are not included in the contract for use of the classroom but will be billed separately by the department providing service. Other fees include liability insurance, parking, security, catering and any other service that may be required. For more information send email inquiries to events@spaceplan.gtech.edu.

Outdoor Space

Outdoor space on the Georgia Tech campus includes selected lawns, walkways, amphitheaters, sidewalks, courtyards, plazas, and parking decks. These areas can be scheduled by chartered student organizations and GT departments. They can be reserved through the GT Events Reservation Website. Groups that reserve outdoor space for their events are responsible for cleaning up the area at the close of the event. All displays, tables and exhibits must be removed from the area once the event has ended. Trash cans and recycle bins can be obtained from the Facilities Department. In addition, recycling is required for all outdoor events. To obtain free recycling containers contact the GT Recycling Office. Please see the Guidelines for Use of Outdoor Space located in the Resources box on this site for more information on the use of outdoor space on campus.

Individuals who are not members of the Georgia Tech community are not permitted to use outdoor space on campus for advertising or sales. They may use outdoor space only as part of a free speeech activity (see next section), or as a GT sponsored activity (send an email inquiry to events@spaceplan.gatech.edu for more information).

Free Speech

The Georgia Institute of Technology reserves the right to regulate the time, manner, and place of public speech on campus in accordance with the law. The free speech area for the general public who are not GT students, faculty, administrators or staff is located at the Amphitheater adjacent to the Ferst Center for the Arts. Other campus locations for use of free speech may be designated to accommodate larger crowds or any campus emergency. Members of the general public may request use of the Amphitheater adjacent to the Ferst Center for the Arts by filling out the Freedom of Assembly and Expression form. The form should be submitted at least five business days prior to the event date. The Freedom of Assembly and Expression form is located in the Resources box on this site.

Flyers/Banners/Sidewalk Chalking

Flyers may only be posted inside the Student Center and some classroom buildings when permission is obtained from the building manager or an administrative staff person in the building. Flyers should not be posted outdoors but can be distributed by student organization members or GT staff people during designated times. For more information about flyer distribution please send an email inquiry to events@spaceplan.gatech.edu.

Banners can be posted on the second floor of the Student Center building. This banner space can be reserved through the GT Events Reservation Website.

With permission, chalking is permitted on ground surfaces around campus. Chartered student organizations and departments can chalk to advertise events. Please do not use chalk-spray, markers, or paint.  To obtain permission to chalk on ground surfaces please send an email inquiry to events@spaceplan.gatech.edu.

Amplified Sound Outdoors

Amplified sound is only permitted outdoors on Tuesdays and Thursdays between the hours of 11:00 A.M. and 12:00 P.M. Insititute events that serve the entire community and have approval may use amplified sound outside of these parameters. Please send an email inquiry to events@spaceplan.gatech.edu for more information.

For More Information

For more information on use of outdoor space please see Guidelines for Use of Outdoor Space located in the Resources box on this site.