Student Center Space Requirements

The following procedures and guidelines apply to venue reservations in the University Student Center, District House and Outdoor spaces managed by the DSA Student Center team.

How to Book Space

Use the GW Venues page to book spaces in the Student Center - go.gwu.edu/reserve

Booking Confirmation

After putting in a request, the event host will receive confirmation from the GW Venues Team. If any questions, please email schedulegwu [dot] edu (schedule[at]gwu[dot]edu).

Student Organization/GW Department Events

A student organization/GW department event can be located in the Student Center, an outdoor space, District House, Mitchell Multipurpose Room, or Mount Vernon Campus. The event may be:

• Meetings
• Events
• Series of meetings

…planned, executed, and managed solely by the registered student organization. Student organizations will incur other applicable fees for facility-related support depending on the nature of the event. Any and all applicable fees will be the responsibility of the student organization. Applicable fees can include but are not limited to:

• GWPD,
• Grounds
• Labor,
• Translations services,
• Third party vendors,
• Damage,
• Excessive trash, etc.

If a non-GW organization/company/entity initiates the reservation or is involved in the planning/execution of the event, this is considered a Sponsored event. See GW Venues page for more details. The student organization who is booking the venue must ensure that the space is used exclusively for the purpose and group indicated during the booking process. If the space is used by a different group or for a different purpose, the booking organization risks its privilege to reserve venues in the future.

No-Show Policy: See GW Venues page for more details.

Sponsored Events

See GW Venues page for more details.

Policies, Terms and Conditions

• The event host of the student organization/GW Department needs to be present at all times during the event.
• All reservation time frames should take into account the time required for rehearsal, client set-up/break down, catering arrival and cleanup, etc. within the booking window.
• The Student Center Team reserves the right to relocate events to specific rooms based on the planned activity on how the space will be used.
• The room will remain locked until the event booking start time and when the event host is present.
• Student organizations are subject to CESA violations if they fail to leave their reserved space after their reservation end time as scheduled. CESA has the ability to freeze/suspend student organizations, withhold transcripts, etc. More information can be found on the CESA webpage.
• Uses of Venue: The GW organization shall only use the reserved space for the event, during the date and time period specified in the Booking Confirmation. The GW organization agrees that reserved space is sufficient for its purposes. The GW organization acknowledges and agrees that representatives of Student Affairs shall have unrestricted access to the reserved space at all times.
• Assignment: The GW organization shall not assign, sublease or transfer space to other organizations or departments.
• Housekeeping Fee: Should reserved space not be returned in the manner in which it was received (i.e. the room should be in its original state, without damage and/or additional materials such as decorations, extreme amounts of papers, food or beverage, glitter, tape, granular materials, rice, confetti, sequins, or mess/damage caused by food or beverage, etc.) a housekeeping surcharge may apply.
• Smoking and Vaping Restrictions: In compliance with the “Smoke-Free GW” policy, smoking and vaping is not permitted within any university owned and managed buildings as well as on university owned outdoor spaces. This includes any public space that abuts buildings in the Foggy Bottom campus that are used for academic, athletic, recreational, residential, and administrative purposes.

Equipment, Furnishings, Storage, Personal Property

• GW organization shall return the venue and all furnishings and equipment at the end of the event in the same condition as they were received. Failure to do so may result in a fee assessed as appropriate.
• Organizations must clean up and remove any and all garbage from the spaces and deposit it in the provided receptacles.
• Certain AV equipment must be checked out from the Student Center team. The Student Center team will inform the event host when an equipment checkout is required.
• If you plan to use any technical or AV equipment provided by the Student Center, then the use of any external equipment—excluding a laptop—is strictly prohibited. This includes, but is not limited to:
  • DJ Equipment
  • External speakers
  • Microphones
  • Projectors
  • Mixing boards
  • Lighting rigs
  • Audio interfaces
  • Cables and adapters not provided by USC
• This policy ensures compatibility, safety, and smooth operation of the Student Center’s equipment and facilities.
• For events in the Student Center and Mount Vernon major spaces as well as outdoor spaces, GW organization shall not make any alterations to the furnishings, equipment or reserved space.
• Furniture and AV equipment should not be removed from the reserved space.
• If you plan to have a DJ for your event, the simultaneous use of any Student Center equipment in combination with the DJ’s equipment is strictly prohibited.
• If you plan to have a vendor for your event, the simultaneous use of any Student Center furniture (chairs, tables, etc.) in combination with the vendor’s equipment is strictly prohibited.
• Organization assumes all risks of loss or damage to the furnishings, equipment, or licensed space from any cause during the event. Any additional costs associated with equipment and furnishings, such as excessive cleaning costs or security costs will be added to the event invoice.
• The GW organization shall not be entitled to store items of personal property within the reserved space unless an exception is applied for in writing and granted by the Student Center Team in writing. If GW organization is permitted to store items, GW shall not be liable for loss of or damage to such stored items. GW shall have no liability for any loss or damage to any personal property of the GW organization or any attendee at the event.

Poster Policy

All Student Org posters and banners must follow the Postering Guidelines outlined in the Student Org Handbook.

The GW Poster Policy applies for the University Student Center, District House, Mitchell Multipurpose Room, outdoor spaces, and Mount Vernon Campus event spaces.

• Approval Required: Posters (whether posted on pin boards or in the elevators) must first be approved by USC staff. An approved poster will receive a dated stamp from the USC 304 office.
• Approved Posters are permitted in the following locations:
  • Pin Boards: Posters can be placed on designated poster pin boards located on the G and 2nd floors.
  • Elevators: Inside the glass case. Posters in elevators must be in portrait orientation, Size 8 ½ x 11 inches (Letter), be advertising an event taking place on the GW campus, Include the event title, date, time and location, and include the GW institutional logo.
• Unauthorized Locations: Posters found in locations outside the designated areas will be removed by USC staff.
• Event Signage: Posters that are connected to an event taking place in the USC at the time of posting must be on an approved easel or wooden clip stanchion in the approved designated area.
• Digital Signage: To submit digital signage slides, use the designated submission form.

Single Use Plastics

The university has committed to eliminating all single-use plastics at GW. This commitment includes all non-essential, non-compostable, single-use plastics with available alternatives. Eliminating single-use plastics on campus will require individual and collective action. The purpose of this policy is to set the expectations for the GW community, including student organizations, in order to meet this commitment.

Resources for further information:

• GW Single-Use Plastics Policy
• GW Office of Sustainability's Green Event Guide
• GW Green Office Network

Decorations & Signs

• Only painter's tape may be used to affix anything to any walls. The use of glitter, tape, granular materials, rice, confetti, sequins, or the like is strictly prohibited and will result in Housekeeping charges. Open flames are not permitted.
• Before affixing anything to the walls of the USC, you must have expressed approval from the USC Team.
• All free-standing signage placement must be approved by the USC Team.

Contract Services

• The GW Organization shall not use any non-university service providers for the event without first receiving the Student Center Team’s approval. Some vendors must be booked through the Student Center Team.
• Contracts with vendors for student events must be arranged and executed through Org Help and Org Finance.
• Contracts with vendors for department events must be arranged and executed through GW Procurement.

Catering

• External Caterer: the GW Organization may use a catering service of their choice, subject to Student Center Team’s prior approval.
• A copy of the following documents must be provided prior to the event date;
  • Executed food/beverage/catering contract
  • The outside contractor’s business license
  • The outside contractor’s certificate of liability insurance
  • If alcohol is present at the event, a valid ABRA license and GWPD presence is required.
• The time needed for catering set-up and breakdown must fall within the reservation time.
• No food/beverage is permitted in the Betts Theatre, District House B132 (Dance Studio), or the Presentation Space.
• All organizations must clean up after themselves when utilizing the spaces; this includes disposing of all trash in designated receptacles.
• If sterno is used, a fire extinguisher and designated safety person must be present to watch the sterno.
• Propane can only be used in outdoor locations with the permission of the GW University Fire Marshall. Caterers using propane for cooking will need to have a 10 lb ABC fire extinguisher at each cooking appliance using propane and the cooking appliance must be at least 10 ft from any building.
• No cooking or flame of any kind is allowed on USC 3rd Floor Terrace.
• If a group leaves the space with garbage that is not appropriately disposed of, they will be charged for housekeeping fees.
• All catering and food and beverages policies outlined in the Student Organization Handbook must be followed.
• Alcohol. Alcohol is permitted in the Student Center venues, with the exception of the venues listed above that do not allow food and beverage. Events with alcohol must follow all policies outlined in the Student Organization Handbook. GWPD is required to be present. A copy of the following documents must be provided prior to the event date;
  • Executed food/beverage/catering contract
  • The outside contractor’s business license
  • The outside contractor’s certificate of liability insurance.
  • DC ABRA-issued liquor license
• Potluck events: Potluck events are permitted for internal GW events, where all attendees are GW students, staff, or faculty.
• Bake sales: All bake sale items must be individually wrapped and are only permitted for GW events, where all attendees are GW students, staff, or faculty.

University Media

The university may photograph events for use in university sponsored media and communications.

Outdoor Space Event Policies

• Student organizations may not place overnight structures on Kogan Plaza.
• Fire pits and grills are not permitted in Square 80.
• During the academic year, amplified sound will be permitted starting no earlier than 9am and until 9pm on Sunday - Thursday and 10pm on Friday and Saturday.
• Amplified sound must be no louder than 95dba as measured 1 meter from the source and 70dba inside the nearest building.
• Outdoor sound will not be permitted during university designated reading days through exam periods.
• Student Center A/V equipment used outdoors requires the use of a technician and may incur a charge.
• Outdoor Movies
  • Outdoor movies are not permitted to be shown if the rating is R, MA, or beyond.
  • You must purchase the rights to whatever film is being shown to a public audience outside or inside. More information regarding contracting can be found in the Student Organization Handbook.
  • Outdoor movies may only occur between March 21st and October 31st.
  • Weather calls must be made by noon the business day prior to the event.
  • A rain site is required for outdoor space bookings at the time of primary event space booking. Otherwise, USC Team will not provide a rain site for the event.
  • An outdoor inflatable screen cannot be set up if the weather forecast has precipitation at a 40% chance or above and/or a wind rate of 15mph or above. The University Student Center staff will dictate the final decision.
• Grounds labor is required for all outdoor food related and/or excessive disposal needs. Your assigned Student Center team member will work with you in securing grounds, GWPD, and facilities services these services if needed, as these services all have labor costs associated with them. Costs are per staff person with a four-hour minimum, and events may require the need for more than one staff person.
• Table and Chair maximums available for outdoor spaces:
  • University Yard - 15 tables and 30 chairs
  • Kogan Plaza & Potomac Square - 10 tables and 20 chairs
  • Square 80, Anniversary Park & G Street Park - 5 tables and 10 chairs
  • Tabling row - 1 table and 2 chairs per table space
  • Outdoor classroom - none

Event Modification

See GW Venues for event modifications.

Event Cancellation and No-Show Policy

See GW Venues for event cancellations.

External Events

External (non-GW) organizations can submit space reservation requests through the GW Venues Webpage.