Space Reservation Guidelines Get Updates

Whether you’re planning a meeting, coffee hour, or special event, a few recent updates to space reservation guidelines will affect how and when you book space on campus in the future. 

Effective this month, several modifications have been made with the intent to make the process run more smoothly. 

“We’re really hoping to help people organize so there are not last minute issues,” said Sharon Myers, campus space coordinator for Capital Planning and Space Management. Myers assumed this role in March after several years of managing reservations at the Bill Moore Student Success Center. 

For outdoor events, all info table requests will now require notice of seven days instead of five, to account for weekend requests and be sure all can be accommodated in time.

Outdoor events that require more than an info table will now require three weeks notice. This amount of notice will enable all those planning events to attend a meeting of the campus Event Logistics Committee, which provides information and assistance to students, faculty, and staff hosting events. For outdoor events that are co-hosted with non-Georgia Tech entities, there will now be a $200 space usage fee, replacing the previous $1,000 deposit. 

For classroom scheduling, students will now need to book classroom space three days in advance, as opposed to the 24-hour notice previously required. This change was made in part to help with the collection of cleaning fees when they are required. Chartered student groups will be able to do this using the Chartered Student Group Request Form (Classrooms), available at www.gtevents.gatech.edu/virtualems under the Request Space menu.

Above all, Myers hopes the updated guidelines will help ease the process of event planning and space reservation on campus.

“We want to help everyone’s event be the best it can be,” she said. “The more information we receive in the beginning, the more we can help.”

Semester Event Reservation Windows

For students, faculty, and staff, new annual event scheduling dates are meant to help them plan for each semester. The dates when space may be reserved for upcoming semesters are:

• Summer 2015: Request for space through Aug. 13.
• Fall 2015: Beginning Aug. 1, students can request for Aug. 14 – Dec. 16. Faculty and staff can request through Dec. 19.
• Spring 2016: Beginning Dec. 1, students can request for Dec. 7, 2015 – May 1, 2016. Faculty and staff can request for Dec. 20, 2015 – May 8, 2016.
• Summer 2016: Beginning April 1, 2016, students can request for May 2 – July 31, 2016. Faculty and staff can request for May 9 – Aug. 6, 2016. 

More resources and information on campus events and space guidelines are available at www.c.gatech.edu/eventscheduling and www.c.gatech.edu/eventtoolbox.