Campus Activity Facilities | 1507 Leavey Center | Washington, DC 20057 | ph (202) 687-3726 |
TIMES Organizations and individuals must adhere to the beginning and ending times indicated in the outdoor events policy.
NOTE The area adjacent to the ICC (Red Square) is available without prior reservation to individuals and groups during daylight hours for the purpose of exchanging ideas. Therefore, persons requesting the use of Red Square should be aware that an event scheduled in this space may be disturbed by such activity.
RAIN SITE LOCATIONS must be scheduled and coordinated in advance of the event. Rain site locations will be held as long as no other organization or department requests the use of the space. If another organization or department requests the use of the space, the organization has the option to pay the rental fee to reserve the space or cancel the request for a rain-site. Intent to use a rain site must be specified at least 24 hours prior to scheduled event.
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.
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, all groups utilizing outdoor spaces should inspect the space and 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.
SECURITY is assigned at the discretion of the Department of Public Safety.
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 organization 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 seventy-two (72) hours prior to the event.
SOUND AMPLIFICATION must be in compliance with the laws of the District of Columbia as well as the University's policy on outdoor events. The decibel limit is 65 from 9 a.m. until 12 midnight; after midnight, the decibel limit is lowered to 55. Amplified sound is permitted The Department of Public Safety monitors the sound throughout the event to ensure that the decibel limit is not exceeded. If the limit is exceeded, the sound must be immediately turned down. NOTE: Whenever the Leavey Esplanade is scheduled for an event which involves amplified sound, consideration must be given to the patients in the hospital, guests in the Conference Center and offices in the Leavey Tower.
Red Square:No sound may disturb university business, including classes, faculty and staff working in offices, and university events. In general, no amplified sound is allowed between 9 AM and 5 PM on class days. It may not be allowed at other times if there are classes or other activities happening later than 5 PM or on weekends.
Amplified sound is any sound other than the unaided human voice. No microphones or bullhorns are allowed. No radios or CD players with speakers of any kind are allowed. This means no boom boxes of any kind. Unamplified sound such as the Pep Band would not be allowed also.
Exceptions may be made in Red Square for protests which have been planned with the Center for Student Programs. In that case, bullhorns or microphones may be allowed in the time between classes, from five to fifteen minutes after the hour. Permission may be given for amplified sound for other events during those ten minutes when appropriate. Such events must be approved by the Center for Student Programs and the Office of Campus Activity Facilities. Again, they may only use sound in the ten minute period.
AMPLIFIERS OR LIGHTING EQUIPMENT drawing more than 20 amps or requiring special electrical service must be approved by Georgetown University's Electrical Shop. An electric technician may be required to be on site at the discretion of the Electrical Shop at the sponsor's expense.
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. Equipment is provided as requested on this form. 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 outdoor events should be thoroughly familiar with Georgetown University's alcohol policies and will be held accountable for implementing and enforcing them throughout the event.
LICENSE The laws of the District of Columbia as well as the University's policy regarding the serving of alcoholic beverages must be strictly observed. The University reserves the right to approve or disapprove the dispensing of alcoholic beverages at any function on its grounds or in its facilities. An ABC license is required if alcohol is sold at the event or alcoholic beverages are included in the price of admission of a ticket for an event. Obtaining an ABC license is the sole responsibility of the requestor. An outline of the procedure for obtaining the license is provided by the Center for Student Programs for all student organizations under it auspices. All other organizations/individuals requiring an ABC license may obtain a description off the procedures from the Office of Campus Activity Facilities.