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Campus Activity Facilities | 1507 Leavey Center | Washington, DC 20057 | ph (202) 687-3726 |
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EXTERNAL (non-Georgetown University) organizations or individuals may rent the facilities, subject to availability, if:
the event does not conflict with similar campus activity
the event is appropriate to the ambiance of the facility
the event is appropriate to the educational mission of Georgetown University
the event is not in conflict with Georgetown University standards as a Roman Catholic institution
ALL ADVERTISING must be approved by the Facilities Coordinator prior to publication.
ALL ROYALTIES due on performances not covered by the University's current agreements with music licensing houses are the responsibility of the requestor.
CONTROVERSIAL or politically sensitive activities, as determined by Georgetown University, are limited to the University's sponsorship.
CANCELLATIONS of events due to circumstances beyond the control of Georgetown University (such as weather) or because of 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 4 business days prior to the event. Failure to cancel events with 4 business days notice may result in a service fee.
BEFORE AND AFTER THE EVENT, a representative of the client and the Hall Manager on duty will conduct an inspection of the facility. Any damages not reported to the Hall Manager prior to the event will be charged to the client.
FORMAL LOUNGES are considered within the living space of Georgetown University students and, as such, the activities held in them must observe the following policies:
Quiet hours and study days will be observed
Events must end by 11:00 p.m. Sunday thru Thursday and at 12 midnight
Friday and Saturday.
Reservations must end by 12 midnight Sunday thru Thursday and at 1:00
a.m. Friday and Saturday. Events will end at 12 midnight Sunday thru Thursday and at 1:00 a.m. Friday and Saturday
Lounge capacities are not to be exceeded
FACILITY SET UP AND EQUIPMENT is handled by the University's Special Events office as directed by the Facilities Coordinator from information provided on the form. Tables and chairs can be provided for rental and delivery fee. Tablecloths/covers are not provided but it is recommended that the requestor consider obtaining them. A diagram must be attached to the reservation form to depict the desired set-up. For events where food will be served from requested tables, table covers, not tablecloths, should be requested. Prior to the event, groups should inspect equipment provided (tables, chairs, podium, etc.) for damages and
report any problems to the Office of Campus Activity Facilities. This will prevent charges for damages which may be for pre-existing conditions.
CATERERS may only set up in the Copley Formal Lounge or in the pantry area. Staging is not permitted in any other location, including the first floor hallway or the back stairwell in Copley. The lift cannot be used to transport equipment.
SECURITY is assigned at the discretion of the Department of Public Safety.
SMOKING is prohibited per District of Columbia law in all indoor spaces.
THE SECURITY OF ANY EQUIPMENT brought into the facility by the requestor is not the responsibility of the University. No equipment may be stored in or around the facility after the event.
PER DC FIRE SAFETY REGULATIONS, the client must ensure that all fire exits are clear and accessible. Prior to each event, the client is required to make an announcement informing the audiences of the emergency exit procedures.
INSURANCE may be required by the Office of Risk Services for individuals and organizations that are being co-sponsored by University departments. If this is the case, the organizations 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 will be forwarded to the Office of Campus Activity Facilities a minimum of 72 hours prior to the event.
SOUND AMPLIFICATION should be appropriate to the size of the lounge and its location within a living area.
A DAMAGE DEPOSIT may be required at the discretion of the Office of Campus Activity Facilities for events other than those officially sponsored by Residence Life.
CLEAN UP is the responsibility of the requestor. All loose trash must be bagged and taken to the dumpster. A charge to cover all the labor costs to restore the area will be assessed if this obligation is not met.
ALCOHOL POLICY Individuals planning events in these facilities should be thoroughly familiar with Georgetown University's alcohol policies and will be held accountable for implementing and enforcing them throughout the event.
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