Organization Space Reservation and Offices

Booking Space on Campus

Booking Space Overview

As an urban campus, finding available space can be a challenge. The university has several different offices that manage spaces on campus, with distinct reservation processes and policies. For an overview of all available spaces on campus and how to book, view this GW Venues overview.

An advance reservation is required to utilize most spaces on campus. Space reservations are distinct from posting the event on Engage. An approved Engage event does not represent or result in a reserved space.
Student organizations are responsible for scheduling, planning, and executing an event held in campus space. External organizations that utilize the space for their own events will be charged as an external client. When a recognized student organization hosts an external (non-GW) organization (regardless of profit, non-profit, or faculty/staff association with academic societies) for an event, this is considered a “Sponsored event” and space rental fees will apply.
The student organization booking a venue must ensure that the space is used exclusively for the purpose and organization indicated during the booking process. If the space is used by a different group or for a different purpose, the organizations risk their privilege to reserve venues in the future. Student organizations who violate this policy may also be held responsible via the Code of Student Conduct’s policy on Dishonesty and Misrepresentation.
Student organizations may not impede on the rights of any other organization or entity, whether internal or external to the university, to use space which has been properly reserved. See Free Expression at GW and the Demonstrations Policy for more information.
Student organizations are not permitted to place overnight structures of any sort on Kogan Plaza due to the amount of space required and the high-traffic nature of that particular community-wide space.

Schedulers (Who Can Book Space)

Only officers designated as “Scheduler” on their organization’s Engage roster may book space for their organization. Organizations are limited to no more than three (3) Schedulers at a time. Having more than three Schedulers on your Roster may delay the processing of your reservation.

To designate a member as Scheduler, navigate to your organization’s roster on Engage, then select the edit icon next to the name of the individual you wish to make a Scheduler and check Scheduler in the pop-up box.
Officers may be designated as a Scheduler in addition to their formal position (e.g., president, finance officer).
The assignment of the Scheduler role in the reservation system may take one or more days.

Note (Fall 2025): Due to a technical issue between Engage and the Academic Scheduling platform, some Schedulers may not be automatically able to reserve classrooms. If you're not provided access to book classrooms within 48 hours of adding the Scheduler position, please contact orghelpgwu [dot] edu (orghelp[at]gwu[dot]edu) (include name, email, and GWID) and we will work with Academic Scheduling to update your access.

Spaces on Campus

Division for Student Affairs

The Division for Student Affairs manages the following spaces:

University Student Center (800 21st St. NW)
Most outdoor space (Kogan Plaza, University Yard, Square 80, Anniversary Park, G St. Park, and the outdoor classroom)
District House
Mitchell Theater
Lerner Health & Wellness Center through Campus Recreation (see below)
Mount Vernon Campus Event Spaces (Hand Chapel, Post Hall, Pelham Commons, Eckles Auditorium, and the Quad)

HOW TO BOOK: For all of the spaces above visit the Student Affairs Reservable Space website. Find and select the space that best suits your needs. You will then be taken to the reservation system via Single Sign-On. The Student Center team or Campus Recreation will confirm your reservation or reach out for more information.

For more information, visit the Student Center website or email studentcentergwu [dot] edu (studentcenter[at]gwu[dot]edu).

For Lerner Health & Wellness Center, visit the Campus Recreation facilities website or email recreationgwu [dot] edu.

Classrooms (Academic Scheduling)

Academic Scheduling, within the Office of the Registrar, manages classroom and lecture spaces in academic buildings. The best uses of academic space are for simple meetings, discussions, and lectures. Food is not permitted in classroom spaces. Take a moment to review policies related to reserving classroom space on campus as there are restrictions on what a student organization can do within academic space.

HOW TO BOOK: Submit a request through the Office of the Registrar website.

If you need assistance or for more information, visit the Office of Registrar website or email schedgwu [dot] edu (sched[at]gwu[dot]edu).

Events & Venues

Events & Venues, within the Division for Safety and Operations, manages the following spaces:

State Room & City View Room (1957 E Street NW)
Jack Morton Auditorium & MPA 2nd Floor Lobby
Lisner Auditorium

HOW TO BOOK: All spaces above must be booked 30 days in advance through the Student Organization Event Portal. The Events & Venues team will confirm your reservation or reach out for more information. Student organization events will have costs associated with them (e.g., production, A/V). To view the university price lists and estimates, log into the University Box folder. Note only university clients will have access to these links.

For more information, visit the Events & Venues website.

Athletics

GW Athletics manages the following space:

Smith Center
Mount Vernon athletic fields, tennis courts

HOW TO BOOK: Email athschedgwu [dot] edu (athsched[at]gwu[dot]edu) to inquire

For more information visit the Athletics facilities website.

Student Theater Council

Organizations belonging to the Student Theater Council (STC) are able to request campus performance space through STC. This process is outlined by STC and its leadership with the organizations who may utilize affiliated spaces (i.e., Lisner Downstage, Mount Vernon Black Box). If you would like to use either of these two spaces and are not currently in the STC, you may contact the STC leadership to check the availability at stcgwu [dot] edu (stc[at]gwu[dot]edu. )

Other GW Spaces (Law School, Medical School, etc.)

Some campus locations may have restricted access and/or reserve space for their affiliated students, faculty, and staff (e.g., Law School, School of Medicine and Human Services). Visit the individual school or venue websites for more information.

Cancellation of Space

Different spaces have different policies in regard to canceling space. As a rule of thumb, your organization is responsible for canceling space if you know you are not going to be using it. Please be considerate of other student organizations and campus partners who may be looking for space with very limited availability.

You may inquire about cancellation policies for other spaces by contacting the managers of those spaces directly. Most space managers ask that you cancel reservations when you know you will no longer use it. Repeatedly booking space without using it may result in losing your organization’s privilege to book space.

Student Organization Storage and Office Space

Overview

Storage and office space on campus is very limited. Organization offices are located on the fourth floor of the University Student Center. Storage lockers are located in the University Student Center, Shenkam Hall, and South Hall.

Assignments are typically made on an annual basis and previous assignment of storage space does not guarantee future assignment. Changes to storage assignments may be made by the Division for Student Affairs at any time for any reason.

Access to the space is contingent upon the organization being in good standing and compliance with USC Policies, university and student organizations policies, and the guidelines below.

Storage Lockers

Regular checks will be conducted to ensure compliance with the guidelines below. Organizations found in violation must remedy any violations in a timely manner or be subject to increased warnings or revocation of locker assignment.

By accepting the locker assignment, your organization agrees to the following terms:

Storage is only to be used for items belonging to the student organization assigned to the locker.
Items may only be stored in assigned lockers - all other lockers and common areas may only be used with the expressed written permission of the Division for Student Affairs.
No perishable items (including snacks and candy), alcohol, drugs, illicit paraphernalia, weapons, fireworks, flammable materials, or other prohibited items. Discovery of these items may result in immediate removal of the group from their storage space, in addition to potential university sanctions against the organization and/or individual members.
The Division for Student Affairs reserves the right to remove any items from the storage lockers at any time.
The Division for Student Affairs is not responsible for loss, theft, or damage of any items stored in the lockers. All storage is kept in the location at the student organization’s own risk.
Organizations must reapply for storage annually. A current assignment of space does not guarantee a future assignment. Failure to reapply will result in the organization losing their assigned space. Organizations will be given notice to remove their belongings. If belongings are not removed they will be disposed of.
Each organization will be assigned one lock per assigned locker. Only the assigned locks may be used within the storage room space. Personal locks will be removed.
Loss of a lock will result in the organization being charged for the cost of a new lock - approximately $10-$20.

Organization Offices

Some organizations have access to University Student Center (USC) office space, which is very limited.

Regular checks will be conducted to ensure compliance with these terms of use. Organizations found in violation must remedy any violations in a timely manner or be subject to increased warnings or revocation of space assignment.

Use/Purpose

Student Organization office space is provided to foster opportunities for student organizations to conduct student organization business.

Storage may not be the primary use of an office space.
Unauthorized use of space includes, but is not limited to, parties, socials, and personal item storage.
Office space may only be used by the organization to which it is assigned. Student organizations are not permitted to share any allocated space with other student organizations, unrecognized groups, external organizations, etc.

Storing food items in office spaces should be limited to prevent pests.

Food items must be stored in sealed containers. Any sealed food stored in offices must be removed before the expiration date.
Any food which is consumed in your office by organization leaders during office hours must be disposed of in waste bins outside of your office space to prevent pests.

Prohibited items to store in office space include:

Paint cans
Spray paint
Sterno (“canned heat”)
Compressed gasses (e.g., helium, propane)
Flammable items
High-consumption electrical appliances (e.g., microwaves, refrigerators, hotplates)
Acrylic poster paint is permitted, however, is not to be used within the office space.

Prohibited items will be confiscated and disposed of if found. Org Help will notify organization officers and their assigned Staff Advisor of a violation. Continued violations are subject to sanctions, up to and including the removal of office space, at the discretion of the Division for Student Affairs.

Housekeeping and Cleanliness

Assigned office spaces must be kept clean and organized.
GW manages a Housekeeping Staff which maintains the cleanliness and general appearance of the University Student Center.
- Desks will only be dusted if they are prepared (i.e. desks must be cleared off).
- Trash and recycling bins will be emptied on a daily basis.
- Vacuuming of organization office spaces is available upon request.
- Contact the University Student Center to inquire about other custodial needs.
Random walkthroughs will be conducted to assess the usage and cleanliness of office spaces.
Should your space be found to be unsatisfactory, your e-board and Staff Advisor will be notified.
Organizations that are found to consistently violate terms of use and do not rectify the issues may be charged a $100 surcharge for cleaning and will be prohibited from applying for office space for the following academic year. No appeals will be accepted.

Office Hours

Organizations must commit to a minimum of ten (10) office hours per week while classes are in session during the academic year.
Office hours must be clearly displayed on the door of the office space for the duration of the academic year.
At any time the office hours change, please ensure they are updated as soon as reasonably possible. Office hours should also be included on your organization’s Engage page as an ongoing event for the duration of the academic year.
Any organization that repeatedly fails to meet the minimum requirement may have their office space revoked for the remainder of the academic year and may not be eligible to receive office space the upcoming academic year.

Reporting facilities problems

Requests for repairs should be submitted through the FixIt system.
Organizations are responsible for reporting any facilities or furniture issues that occur during their use of the office, including damage to the physical infrastructure and broken/unstable desks or chairs.

Office Setup

Signs, pictures, and posters may only be taped on walls, doors, and desks using painter’s tape.
Organizations may not otherwise hang, affix, or tape items to interior office walls, other surfaces, or outside their office except for designated areas (e.g., bulletin boards, glass cases).
No items may be hung on windows.
Temporary items may not be tacked or nailed to walls or doors.
Organization may incur the cost to repair damages caused by hanging items on walls or doors.

Personal Conduct

Possession and consumption of alcoholic beverages are prohibited within the University Student Center. Smoking and other use of tobacco is prohibited at all times within all areas of the University Student Center.

Access

Office space will be available during USC hours of operation. University Student Center staff may adjust hours of operation based on the level of activity within the facility, as well as during special events and university breaks. On most occasions, the building will close at midnight during the academic year.
Organization officers are the only members of the organization that should have access to your office space.
No Division for Student Affairs staff will open offices for individual organization members who do not have the code to the office. Each organization is individually responsible for coordinating access to individual members.
The university is not responsible for stolen or missing items from your office space due to misuse of office access. We encourage all organizations to refrain from storing valuable items in your office space.
Access codes to each individual office will be changed on an annual basis before the beginning of the Fall semester.

Liability

The university, the Division for Student Affairs, or any official university subsidiary shall not be held responsible for any loss or theft of property from an office.
The university is not responsible for any damages that may occur within the office. Student organizations are responsible for the repair of any damage beyond normal usage.

Organization Mail and Packages

Mail is delivered to the Division for Student Affairs. Upon notification, organizations can retrieve any received mail from Org Help (USC 433A).
Mail should be addressed to:

[ORG NAME]
800 21st Street NW, Ste. 204
Washington, DC 20052

Organization Mail and Packages

It is understood that an assignment is for the duration of an academic year, concluding at the end of Spring classes.
Staff will notify organization leadership whether their assignment will continue for the next academic year, whether they will be reassigned, or whether they will need to vacate the office space.
Any organizations who are asked to move their belongings and fail to are subject to cleaning fees to dispose of left-behind items.