1. Access to Facilities
   
   The sponsor of an event is classified under one of three categories: internal, co-sponsored or external.
   
   
   1. Internal
      
      Internal events are official University activities. Internal users are required to have a representative from their department or organization in attendance throughout the event.
      
      Internal departments and organizations are not permitted to use their University cost center to schedule facilities for events that are of a personal nature (i.e. wedding receptions, private parties and banquets). Using facilities for personal purposes or under the pretense that there is a substantive relationship between the University department/organization and the event, is considered to be "fronting." Fronting is not permitted. For personal events, Georgetown University faculty and staff members may request to reserve University space as an external requestor.
      
      Student organizations requesting the use of any facility as an internal user must have the request form signed by the Center for Student Programs. All requests by student clubs must have an approval signature from the club advisor. The criteria for becoming a student organization are outlined in the policy "Georgetown University Student Organizations: Eligibility for University Benefits " available in 316 Leavey. Other student groups should consult with the Associate Director of Student Programs to clarify their options for reserving space on campus.
      
      
   2. External
      
      Some facilities and spaces are available to individual members of the University community and non-Georgetown University individuals or groups for programs related to and consistent with University functions and purposes. External requests for reservations will be granted if:
      
      
      1. The event does not conflict with a campus activity;
         
         
      2. The event is appropriate to the mission of Georgetown University;
         
         
      3. The event is appropriate to the ambience of the facility; and
         
         
      4. The event is not in conflict with Georgetown University standards as a Roman Catholic institution.
      
      
      An external promoter wishing to hold a music or comedy event in Gaston Hall must allow the Georgetown Program Board to co-sponsor the event if the Georgetown Program Board wishes to co-sponsor the event and the terms are agreed upon by both parties.
      
      
   3. Co-Sponsorship
      
      Facilities are available to outside organizations for a reduced fee if the event is co-sponsored by a University department/organization. It is the responsibility of the sponsoring University department/organization to:
      
      
      1. Be directly involved in the coordination of the event from beginning to end and to accept all costs incurred, including the facility fee, housekeeping, security, traffic, table and chair rental, etc. These costs will be charged to the sponsoring University department's/organization's budget.
         
         
      2. Ensure that the outside individual or organization adheres to all University policies and guidelines. Special attention should be given to compliance with the University's policies regarding alcohol use, noise control, and the handling of cash.
         
         
      3. Ensure that all publicity and advertising include the name of the sponsoring University/department. For example, "Georgetown University, the World Bank Group and the International Monetary Fund present a benefit concert for The United Way of the National Capital Area.."
         
         
      4. Have a University representative in attendance, from the beginning of the event until the end.
   
   
   
2. Rainsites
   
   When planning outdoor activities, requestors are advised to consider an alternate indoor location in the event of inclement weather. Rainsite locations must be scheduled in advance by completing a Campus Activity Facilities request form. Rainsite locations will be held as long as no other organization or department has requested use of the space. If another organization submits a request for the rainsite space, the original requestor has the option to pay the rental fee for the space or to cancel the request. Intent to use a rainsite must be specified at least 24 hours prior to the event.
   
   
3. Scheduling Priorities
   
   The following University events are given priority for scheduling:
   
   
   • Opening Weekend and New Student Orientation
     
     Opening Weekend begins the last weekend in August and extends through the first week in September. During this period, the Office of New Student Orientation has scheduling priority.
     
     
   • Parents Weekends
     
     Five Parents Weekends are held throughout the fall and winter. The Academic Deans' Offices have priority in scheduling facilities for four weekends; the Senior Class Committee schedules the Senior Parents Weekend in February.
     
     
   • GAAP Weekends
     
     Four weekends are held throught the spring. The Office of Admissions has priority for scheduling facilities for four weekends.
     
     
   • Faculty Convocation
     
     The annual Faculty Convocation is always held during the fall semester. The Provost's Office in conjunction with the Office of the President coordinates this event and has priority for scheduling facilities for this event.
     
     
   • Homecoming
     
     Homecoming is traditionally held in the fall. The Office of Alumni and University Relations has scheduling priority for this week long event.
     
     
   • Honorary Degree Ceremonies
     
     Honorary degrees are coordinated through the Provost's Office.
     
     
   • Senior Week
     
     Senior Week begins at the end of spring semester examinations and concludes with Commencement. During this period the Senior Class Committee has scheduling priority.
     
     
   • Commencement
     
     Commencement Weekend is held on Friday, Saturday and Sunday following Senior Week. The Provost's Office and the academic deans' offices has scheduling priority during Commencement Weekend. The Law Center has scheduling priority for commencement activities on the Sunday of Commencement Weekend.
     
     
   • Alumni Reunion Weekend
     
     Alumni Reunion Weekend is held the weekend following Memorial Day. The Office of Alumni and University Relations has scheduling priority. MAGIS Reunion Weekend is held the weekend following Labor Day.
     
     
   • Summer (Post-Commencement- August 15th)
     
     The Office of Housing and Conference Services has scheduling priority during the summer months.
   
   
   
4. Insurance
   
   Insurance is required for those individuals or organizations not associated with the University who are approved to use a University facility. The requestor must provide evidence of Comprehensive General Liability insurance in the minimum limits of $1,000,000 each person, $1,000,000 each occurrence, and $50,000 property damage. Such insurance will name as insured both the individual or organization and the "President and Directors of Georgetown University and its agents and employees as their interests may appear." The University reserves the right to require limits above these minimums when, in the sole opinion of the University, such higher limits are justified. Coverage must be with a company satisfactory to the University and a policy or certificate of insurance must be forwarded to the Office of Campus Activity Facilities a minimum of 72 hours prior to the event.
   
   The University has arranged with an insurance company to provide insurance coverage for these events. Clients who prefer or who are otherwise unable to obtain adequate insurance coverage may elect to purchase coverage through this program. Rates are determined by type of event, number of participants and whether alcohol is to be served. The Facilities Coordinator can provide additional information.
   
   
5. Event Security
   
   Each facility request is reviewed by the Department of Public Safety (DPS). Based upon information provided on the reservation request form (ie. internal or external event, on-site admission/ticket sales, size of the group, type of event, whether alcohol will be served, etc.), the Department of Public Safety determines the appropriate number of DPS officers or amount of special attention to assign to the event. An officer will be assigned to any event where alcoholic beverages are served. Public Safety officers are assigned to safeguard those attending the function and the members of the Georgetown community.
   
   For most events, an officer will be present one half hour before and after the event. For all events, the number of officers assigned to an event is at the discretion of the Department of Public Safety. Each client will be charged for each officer at a minimum of four hours per officer.
   
   All costs for security will be borne by the event sponsor. Security rates can be obtained from the Office of Campus Activity Facilities, 1507 Leavey Center.
   
   
6. Protests and Demonstrations
   
   Georgetown University is committed to standards promoting speech and expression that foster the maximum exchange of ideas and opinions. Individuals or groups who wish to plan a protest or demonstration are encouraged to work with staff members in the Center for Student Programs and the Office of Campus Activity Facilities so that the safety and security of all community members may be properly safeguarded and the routine functions of the University are not disrupted. Consult the Speech and Expression policy for guidelines.
   
   
7. Sound Amplification
   
   It is the responsibility of event organizers to schedule events at times and in locations that will not disrupt residents in the local neighborhoods or members of the University community who are not event participants. As you plan an event, we ask you to be sensitive to the peace and privacy concerns of your colleagues, students and local residents.
   
   To this end, events held in facilities located within residence halls must end by 12 a.m. Sunday through Thursday and by 1 a.m. on Friday and Saturday. Events in Copley Formal Lounge must end by 11 p.m. Sunday through Thursday and by 12 a.m. on Friday and Saturday.
   
   The Department of Public Safety will always be present at outdoor events where there is sound amplification. DPS officers carry decibel readers so that they can ensure that sound levels do not exceed legal decibel limits.
   
   The legal decibel limit for outdoor events is 60 decibels, measured at the property line, between the hours of 9:00 a.m. and dark. The decibel limit is 55 after dark. Amplified sound is permitted untill 11:00 pm weekdays and 1:00 am on weekends
   
   The decibel limit for Gaston Hall is set at 60 dB(A), measured at the property line, to comply with District of Columbia regulations.
   
   
8. Vendors
   
   Vendors who represent organizations external to Georgetown University are not permitted to sell or solicit on campus.
   
   Student organizations are allowed to sell items with the approval of the Center for Student Programs. Student organizations may also enter into relationships with external vendors under the following circumstances:
   
   
   1. The relationship between the student organization and the vendor is initiated by the student organization.
      
      
   2. A contractual arrangement, approved in advance by the Center for Student Programs, governs the relationship between the vendor and the student organization.
      
      
   3. The vendor's presence is part of a larger program and directly relates to the purpose of the student group or program.
      
      
   4. The vendor is providing a commodity or service not generally available at commercial operations in the Leavey Center.
      
      
   5. The Georgetown organization is not fronting for an external vendor.
      
      
   6. Students or University employees staff the vending site for the duration of the sale or solicitation.
   
   
   
9. Royalties
   
   All royalties due on performances not covered by the University's current agreements with music licensing houses are the responsibility of the requestor.
10. Publicity and Advertising
    
    All advertising must be approved by the Office of Campus Activity Facilities for external groups.
    
    Only one flyer or advertisement per event may be posted on each bulletin board. Advertising should not be posted on windows, doors, or walls. Organizations/individuals who do not comply with this policy may have their advertisements removed.
    
    Custodial and Campus Activity Facilities staff will remove all excess and outdated fliers and advertising regularly. All bulletin boards in the Leavey Center are cleared by Campus Activity Facilities staff every Friday morning and multiple flyers on a single board will be removed.
    
    Advertising and display space, including the south wall of the Leavey Commons, may be reserved through the Office of Campus Activity Facilities. The showcases may be reserved only by student organizations and Leavey Center occupants. Display easels, positioned in the central corridor of the first floor of the Leavey Center, and the tables and chairs stationed in the main lobby of the Leavey Center, can also be reserved through the Office of Campus Activity Facilities.
    
    A popular way to advertise campus events is to display a banner on the facade of the Leavey Center. Requests to schedule and hang banners from the Leavey Center facade to the Office of Campus Activity Facilities. There are five locations in the Leavey Center where banners may be hung: outside the 429 Leavey Club Room; outside the 333 Club Room; from the MBNA Career Education Center balcony; from the Leavey Center bridge; and inside the Leavey Center Commons. The maximum length of time for banners to hang from the Leavey Center is seven (7) consecutive days. Follow this link for banner specifications.
    
    
11. Alcoholic Beverages
    
    Individuals planning events should be thoroughly familiar with Georgetown University's alcohol policies and will be held accountable for implementing and enforcing them throughout the event.
    
    The laws of the District of Columbia as well as the University's Alcohol and Drug policies must be strictly observed in all University facilities and outdoor space. The University reserves the right to approve or disapprove the dispensing of alcoholic beverages at any function in its facilities. An ABC license is required if alcohol is sold at an event or included in the admission charge or "contribution" to an event. Obtaining an ABC license is the sole responsibility of the requestor. Information about obtaining an ABC license is available from the Center for Student Programs and the Office of Campus Activity Facilities. A copy of the license must be provided to the Office of Campus Activity Facilities a minimum of 72 hours prior to the event.
    
    Alcoholic beverages are not allowed in Leavey Center spaces.
    
    
12. Smoking Policy
    
    Georgetown University is committed to a smoke-free environment. In accordance with District of Columbia laws, smoking is prohibited in all indoor locations, except in designated smoking areas. The Leavey Center is a smoke free building.
    
    
13. Controversial Topics
    
    Controversial or politically sensitive activities, as determined by Georgetown University, are limited to the University’s sponsorship.
    
    
14. Cancellation
    
    Cancellations of events due to circumstances beyond the control of Georgetown University (such as weather) or due to the violation of University policy are not the responsibility of the Office of Campus Activity Facilities. Cancellations must be communicated in writing, to the Office of Campus Activity Facilities not less than 4 business days before the scheduled event. The requestor will be charged for all expenses incurred by the Office of Campus Activity Facilities as a result of any cancellations. Most services can be cancelled three days prior to the event. Failure to cancel events within 4 business days.

1. Access to Facilities

The sponsor of an event is classified under one of three categories: internal, co-sponsored or external.

a) Internal

Internal events are official University activities. Internal users are required to have a representative from their department or organization in attendance throughout the event.

Internal departments and organizations are not permitted to use their University cost center to schedule facilities for events that are of a personal nature (i.e. wedding receptions, private parties and banquets). Using facilities for personal purposes or under the pretense that there is a substantive relationship between the University department/organization and the event, is considered to be "fronting." Fronting is not permitted. For personal events, Georgetown University faculty and staff members may request to reserve University space as an external requestor.

Student organizations requesting the use of any facility as an internal user must have the request form signed by the Center for Student Programs. All requests by student clubs must have an approval signature from the club advisor. The criteria for becoming a student organization are outlined in the policy "Georgetown University Student Organizations: Eligibility for University Benefits " available in 316 Leavey. Other student groups should consult with the Associate Director of Student Programs to clarify their options for reserving space on campus.

b) External

Some facilities and spaces are available to individual members of the University community and non-Georgetown University individuals or groups for programs related to and consistent with University functions and purposes. External requests for reservations will be granted if:

1. The event does not conflict with a campus activity;

2. The event is appropriate to the mission of Georgetown University;

3. The event is appropriate to the ambience of the facility; and

4. The event is not in conflict with Georgetown University standards as a Roman Catholic institution.

An external promoter wishing to hold a music or comedy event in Gaston Hall must allow the Georgetown Program Board to co-sponsor the event if the Georgetown Program Board wishes to co-sponsor the event and the terms are agreed upon by both parties.

c) Co-Sponsorship

Facilities are available to outside organizations for a reduced fee if the event is co-sponsored by a University department/organization. It is the responsibility of the sponsoring University department/organization to:

1. Be directly involved in the coordination of the event from beginning to end and to accept all costs incurred, including the facility fee, housekeeping, security, traffic, table and chair rental, etc. These costs will be charged to the sponsoring University department's/organization's budget.

2. Ensure that the outside individual or organization adheres to all University policies and guidelines. Special attention should be given to compliance with the University's policies regarding alcohol use, noise control, and the handling of cash.

3. Ensure that all publicity and advertising include the name of the sponsoring University/department. For example, "Georgetown University, the World Bank Group and the International Monetary Fund present a benefit concert for The United Way of the National Capital Area.."

4. Have a University representative in attendance, from the beginning of the event until the end.

2. Rainsites

When planning outdoor activities, requestors are advised to consider an alternate indoor location in the event of inclement weather. Rainsite locations must be scheduled in advance by completing a Campus Activity Facilities request form. Rainsite locations will be held as long as no other organization or department has requested use of the space. If another organization submits a request for the rainsite space, the original requestor has the option to pay the rental fee for the space or to cancel the request. Intent to use a rainsite must be specified at least 24 hours prior to the event.

3. Scheduling Priorities

The following University events are given priority for scheduling:

Opening Weekend and New Student Orientation

Opening Weekend begins the last weekend in August and extends through the first week in September. During this period, the Office of New Student Orientation has scheduling priority.

Parents Weekends

Five Parents Weekends are held throughout the fall and winter. The Academic Deans' Offices have priority in scheduling facilities for four weekends; the Senior Class Committee schedules the Senior Parents Weekend in February.

GAAP Weekends

Four weekends are held throught the spring. The Office of Admissions has priority for scheduling facilities for four weekends.

Faculty Convocation

The annual Faculty Convocation is always held during the fall semester. The Provost's Office in conjunction with the Office of the President coordinates this event and has priority for scheduling facilities for this event.

Homecoming

Homecoming is traditionally held in the fall. The Office of Alumni and University Relations has scheduling priority for this week long event.

Honorary Degree Ceremonies

Honorary degrees are coordinated through the Provost's Office.

Senior Week

Senior Week begins at the end of spring semester examinations and concludes with Commencement. During this period the Senior Class Committee has scheduling priority.

Commencement

Commencement Weekend is held on Friday, Saturday and Sunday following Senior Week. The Provost's Office and the academic deans' offices has scheduling priority during Commencement Weekend. The Law Center has scheduling priority for commencement activities on the Sunday of Commencement Weekend.

Alumni Reunion Weekend

Alumni Reunion Weekend is held the weekend following Memorial Day. The Office of Alumni and University Relations has scheduling priority. MAGIS Reunion Weekend is held the weekend following Labor Day.

Summer (Post-Commencement- August 15th)

The Office of Housing and Conference Services has scheduling priority during the summer months.

4. Insurance

Insurance is required for those individuals or organizations not associated with the University who are approved to use a University facility. The requestor must provide evidence of Comprehensive General Liability insurance in the minimum limits of $1,000,000 each person, $1,000,000 each occurrence, and $50,000 property damage. Such insurance will name as insured both the individual or organization and the "President and Directors of Georgetown University and its agents and employees as their interests may appear." The University reserves the right to require limits above these minimums when, in the sole opinion of the University, such higher limits are justified. Coverage must be with a company satisfactory to the University and a policy or certificate of insurance must be forwarded to the Office of Campus Activity Facilities a minimum of 72 hours prior to the event.

The University has arranged with an insurance company to provide insurance coverage for these events. Clients who prefer or who are otherwise unable to obtain adequate insurance coverage may elect to purchase coverage through this program. Rates are determined by type of event, number of participants and whether alcohol is to be served. The Facilities Coordinator can provide additional information.

5. Event Security

Each facility request is reviewed by the Department of Public Safety (DPS). Based upon information provided on the reservation request form (ie. internal or external event, on-site admission/ticket sales, size of the group, type of event, whether alcohol will be served, etc.), the Department of Public Safety determines the appropriate number of DPS officers or amount of special attention to assign to the event. An officer will be assigned to any event where alcoholic beverages are served. Public Safety officers are assigned to safeguard those attending the function and the members of the Georgetown community.

For most events, an officer will be present one half hour before and after the event. For all events, the number of officers assigned to an event is at the discretion of the Department of Public Safety. Each client will be charged for each officer at a minimum of four hours per officer.

All costs for security will be borne by the event sponsor. Security rates can be obtained from the Office of Campus Activity Facilities, 1507 Leavey Center.

6. Protests and Demonstrations

Georgetown University is committed to standards promoting speech and expression that foster the maximum exchange of ideas and opinions. Individuals or groups who wish to plan a protest or demonstration are encouraged to work with staff members in the Office of Student Programs and the Office of Campus Activity Facilities so that the safety and security of all community members may be properly safeguarded and the routine functions of the University are not disrupted. Consult the Speech and Expression policy for guidelines.

7. Sound Amplification

It is the responsibility of event organizers to schedule events at times and in locations that will not disrupt residents in the local neighborhoods or members of the University community who are not event participants. As you plan an event, we ask you to be sensitive to the peace and privacy concerns of your colleagues, students and local residents.

To this end, events held in facilities located within residence halls must end by 12 a.m. Sunday through Thursday and by 1 a.m. on Friday and Saturday. Events in Copley Formal Lounge must end by 11 p.m. Sunday through Thursday and by 12 a.m. on Friday and Saturday.

The Department of Public Safety will always be present at outdoor events where there is sound amplification. DPS officers carry decibel readers so that they can ensure that sound levels do not exceed legal decibel limits.

The legal decibel limit for outdoor events is 60 decibels, measured at the property line, between the hours of 9:00 a.m. and dark. The decibel limit is 55 after dark. Amplified sound is permitted untill 11:00 pm weekdays and 1:00 am on weekends

The decibel limit for Gaston Hall is set at 60 dB(A), measured at the property line, to comply with District of Columbia regulations.

8. Vendors

Vendors who represent organizations external to Georgetown University are not permitted to sell or solicit on campus.

Student organizations are allowed to sell items with the approval of the Office of Student Programs. Student organizations may also enter into relationships with external vendors under the following circumstances:

a) The relationship between the student organization and the vendor is initiated by the student organization.

b) A contractual arrangement, approved in advance by the Office of Student Programs, governs the relationship between the vendor and the student organization.

c) The vendor's presence is part of a larger program and directly relates to the purpose of the student group or program.

d) The vendor is providing a commodity or service not generally available at commercial operations in the Leavey Center.

e) The Georgetown organization is not fronting for an external vendor.

f) Students or University employees staff the vending site for the duration of the sale or solicitation.

9. Royalties

All royalties due on performances not covered by the University's current agreements with music licensing houses are the responsibility of the requestor.

10. Publicity and Advertising

All advertising must be approved by the Office of Campus Activity Facilities for external groups.

Only one flyer or advertisement per event may be posted on each bulletin board. Advertising should not be posted on windows, doors, or walls. Organizations/individuals who do not comply with this policy may have their advertisements removed.

Custodial and Campus Activity Facilities staff will remove all excess and outdated fliers and advertising regularly. All bulletin boards in the Leavey Center are cleared by Campus Activity Facilities staff every Friday morning and multiple flyers on a single board will be removed.

Advertising and display space, including the south wall of the Leavey Commons, may be reserved through the Office of Campus Activity Facilities. The showcases may be reserved only by student organizations and Leavey Center occupants. Display easels, positioned in the central corridor of the first floor of the Leavey Center, and the tables and chairs stationed in the main lobby of the Leavey Center, can also be reserved through the Office of Campus Activity Facilities.

A popular way to advertise campus events is to display a banner on the facade of the Leavey Center. Requests to schedule and hang banners from the Leavey Center facade to the Office of Campus Activity Facilities. There are five locations in the Leavey Center where banners may be hung: outside the 429 Leavey Club Room; outside the 333 Club Room; from the MBNA Career Education Center balcony; from the Leavey Center bridge; and inside the Leavey Center Commons. The maximum length of time for banners to hang from the Leavey Center is seven (7) consecutive days. Follow this link for banner specifications.

11. Alcoholic Beverages

Individuals planning events should be thoroughly familiar with Georgetown University's alcohol policies and will be held accountable for implementing and enforcing them throughout the event.

The laws of the District of Columbia as well as the University's Alcohol and Drug policies must be strictly observed in all University facilities and outdoor space. The University reserves the right to approve or disapprove the dispensing of alcoholic beverages at any function in its facilities. An ABC license is required if alcohol is sold at an event or included in the admission charge or "contribution" to an event. Obtaining an ABC license is the sole responsibility of the requestor. Information about obtaining an ABC license is available from the Office of Student Programs and the Office of Campus Activity Facilities. A copy of the license must be provided to the Office of Campus Activity Facilities a minimum of 72 hours prior to the event.

Alcoholic beverages are not allowed in Leavey Center spaces.

12. Smoking Policy

Georgetown University is committed to a smoke-free environment. In accordance with District of Columbia laws, smoking is prohibited in all indoor locations, except in designated smoking areas. The Leavey Center is a smoke free building.

13. Controversial Topics

Controversial or politically sensitive activities, as determined by Georgetown University, are limited to the University’s sponsorship.

14. Cancellation

Cancellations of events due to circumstances beyond the control of Georgetown University (such as weather) or due to the violation of University policy are not the responsibility of the Office of Campus Activity Facilities. Cancellations must be communicated in writing, to the Office of Campus Activity Facilities not less than 4 business days before the scheduled event. The requestor will be charged for all expenses incurred by the Office of Campus Activity Facilities as a result of any cancellations. Most services can be cancelled three days prior to the event. Failure to cancel events within 4 business days.