The Office of Campus Activity Facilities, located in room 1507 of the Leavey Center (adjacent to the Commons), schedules and coordinates support services for the facilities and spaces listed in the Indoor Spaces section. The staff of the Office of Campus Activity Facilities is dedicated to delivering quality customer service.

Several large events held on campus on an annual basis are given scheduling preference. The Special Spaces section contains a list of these priority events.

The question often arises, "How far in advance can I schedule an event?" In January and February, the Office of Campus Activity Facilities takes reservations for University-wide events scheduled for the following academic year. During these months, events such as commencement, convocations, new student orientation, parents weekends and alumni reunion weekend are given priority for scheduling. In March and April, requests for reservations submitted by University organizations and departments are given priority. After May 1, external individuals and organizations can reserve facilities and space for the following academic year. No activities are scheduled in residential facilities during study days or exam periods.

To assist the Office of Campus Activity Facilites in reserving a facility and coordinating an event, the following steps are recommended:

1. Contact the office (1507 Leavey Center, 687-3726) to determine the availability of a facility or outdoor space. A 10-day hold may be placed on the facility or outdoor space, if the location is available.
   
   
2. Fill out a request form completely and return to:

   	Campus Activity Facilities 1507 Leavey Center Georgetown University Washington, D.C. 20057-1118 Fax:(202) 687-2191

   
   or complete the form online.
   
   
3. Complete all questions including a detailed description of the event and the sponsoring organization and an account number to which space and equipment will be charged. Incomplete information will delay processing. This form is a reservation request only.
   
   
4. All requests for the use of University space by student organizations under the auspices of the Center for Student Programs must have an approval signature from the Office of Student Programs. All requests by student clubs (departmental) must have an approval signature from the club advisor. The approval signature will also verify that adequate resources are available to fund the event.
   
   
5. Return the completed form within 10 working days of the initial inquiry and no later than 10 working days prior to the requested date of the event. A tentative reservation will be held for 10 days. All phone or undocumented requests are considered tentative and are subject to cancellation after the ten-day hold period.
   
   
6. All changes and updates to the original request must be submitted in writing to the Office of Campus Activity Facilities. Any last minute changes to the original request cannot be guaranteed. Therefore, it is important to be as accurate as possible when submitting initial reservation and equipment requests.
   
   
7. The facilities coordinator will make arrangements with appropriate University departments or external vendors for most equipment, set-up, temperature control, electrical services and security. The client is responsible for coordinating directly with the selected caterer and for arranging audio-visual needs.
   
   
8. All requests for use of space will be routed by the facilities coordinator to other appropriate University offices for review and approval prior to confirming the reservation. A confirmation of the original request, with estimated costs for services and equipment requested, will be sent to you as confirmation of your reservation time. Until final confirmation has been received, the requestor should consider the reservation tentative. Event coordinators should refrain from advertising or promoting an event until the confirmation has been received. Please retain the confirmation copy for your records and have it available on-site in the event of any questions. A final invoice will be sent to you after the completion of the event.
   
   
9. If you are requesting use of a facility for a non-University event, you must submit $250 with your reservation form. Checks should be made payable to Georgetown University. The deposit is non-refundable and is considered a confirmation of your interest in the facility for a particular date and time. If the reservation is confirmed, final payment will be required 5 working days prior to the event. If the facility is not available, your deposit will be returned.