Audio-Visual Services

It is the responsibility of the event planner to work directly with the department or vendor to make all arrangements for on-site audio and video services.

The Audio-Visual Learning Resource Center (LRC) in Lauinger Library (687-5618 or 687-5969) can provide services in ICC. Since equipment is limited, you are encouraged to make all arrangements no fewer than ten (10) working days prior to the event. Forms may be obtained in the Office of Campus Activity Facilities or directly from LRC. Charges are made for equipment and services except for classes.

The University Conference Center in The Leavey Center can provide for the set up and operation of a variety of basic audio services in University facilities other than ICC. The client is charged for equipment and personnel for these services. Arrangements are made by the client directly with the Conference Center audio-visual offices at 687-3230.

If the client desires to use the services of an external vendor, plans should first be reviewed with the Facilities Coordinator so that facilities conditions and constraints are clear.

An audio system is permanently installed in Gaston Hall and may be scheduled for use at a nominal cost. If sound is required for an event, a technician will be assigned and costs charged to the event sponsor. Portable systems rented from an external audio contractor may be set up under the supervision of the Facilities Coordinator. Some sound systems may require additional electrical service. Additional electrical support may be arranged through the Facilities Coordinator.

For simultaneous interpretation, contact the Interpretation and Translation Division Head at 687-5848 (225 ICC) and the Language Learning Technology Director at 687-5788 (226 ICC). S-I request forms must be submitted at least fifteen (15) working days prior to the event. Charges for S-I services will be processed by the respective offices.

All arrangements for special electrical service should be coordinated through the Office of Campus Activity Facilities. Special electrical and lighting services are often required for special events. The Facilities Management staff provides routine maintenance in University facilities and responds to special requests for services to support electrical equipment which cannot be plugged into existing outlets. Amplifiers or lighting equipment drawing more than 50 amps in interior spaces and 20 amps in outdoor locations, or requiring the services of an electrician must be approved by University staff. The Facilities Management staff, at their discretion, may require additional support staff for events that require special electrical equipment. The cost of special services or equipment will be charged to the client.

The Facilities Management office addresses problems with climate control, plumbing, carpentry, electrical services, keys, etc. Organizations and individuals will be billed for special arrangements. Should you encounter any problems in the facilities or outdoor spaces, even if the problem occurs after normal business hours, first contact the Facilities Coordinator or a staff member in the Office of Campus Activity Facilities.

Catering Services

Catering services must be arranged directly by the event sponsor and must meet all University insurance liability requirements. The Marriott Corporation operates a catering service on campus, Georgetown Catering. For events in Riggs Library, campus dining facilities and the Leavey Conference Center and Guest House, clients who require catering must contract with Georgetown Catering at 687-7549.

The offices of Georgetown Catering are open from Monday-Friday, 8:30 am - 5:00 p.m.

A list of caterers approved to provide services in the ICC may be obtained from the Facilities Coordinator. Requests for approval of additional caterers may be considered. Caterers may only use the requested space to stage for the event. In Copley, a separate pantry is provided to help with set-up needs. Caterers may NOT stage in any other locations, including the corridor and stairwell.

In all other reservable spaces, clients may select Georgetown Catering or the caterer of their choice. All off-campus caterers must provide evidence of Comprehensive General Liability insurance, Property Damage insurance, Workers' Compensation Insurance and Business Automobile insurance. [Details regarding the minimum limits of insurance are found on the Policies & Procedures page.]

Clean-up of the space and removal of trash to dumpster(s) is the sole responsibility of the client.

Prepackaged food and beverages may be served and consumed in Walsh lobby, the Gaston lobby and the ICC lobby. Refreshments and concessions may be sold only during intermission. Alcohol may not be consumed.

Parking and Transportation

The Office of Transportation Management may provide parking arrangements for special activities upon request. Public parking is available for a fee on campus in Lot T and the Leavey Center Parking Podium.

The Georgetown University Transportation Service (G.U.T.S.) operates a shuttle service with routes to Rosslyn and Dupont Circle Metro stations and the Georgetown University Law Center. Ridership is free to all full-time faculty, staff, and students. Georgetown University students, staff, faculty and alumni may also request charter services for which a charge will be assessed.

A taxi stand is located adjacent to the front door of the Georgetown University Conference Center.

For further information about parking and transportation services and fees, contact the Office of Transportation Management, 687-4372.

Access for people with disabilities

In accordance with the Americans with Disabilities Act, the University is committed to providing access to all programs for students, staff, faculty and guests with physical disabilities. A lift is permanently installed in the Copley Formal Lounge to provide access for those who cannot manage stairs. Please consider the needs of the disabled as you plan an event. Contact the Facilities Coordinator for information, if you are concerned about the accessibility of a particular facility or space. A map of handicapped accessible routes may be obtained from the Office of Transportation Management located at P2 Leavey or call 687-4372. In addition, the Office of Student Affairs publishes a guide book, "A Guide to Special Services for Students with Disabilities" which is helpful in addressing questions about access routes on campus as well as information about transportation and parking.