City View Room & State Room (1957 E Street)

Student Organization User Guidelines

If your student organization is planning to hold an event in the City View Room or State Room (1957 E Street), please be sure to review the following policies and guidelines that are specific to those venues as well as the general Student Organization User Guidelines.

Booking Window

Event Policies

  • Events held in the City View Room and State Room will be assigned to a member of the Client Services team, who will contact the student organization four weeks prior to the event date.
  • GW Organization is required to provide paper, cloth, or plastic linens to cover all tables that will be used.

Booking Confirmation

  • After the reservation request has been reviewed, the Booking confirmation and Estimate will be emailed to the scheduler who requested the space. The Booking Confirmation and Estimate both need to be signed by the student organization and the organization’s OSE Advisor, and emailed back to Events & Venues within five business days.
  • Failure to sign and return the Booking confirmation and Estimate within five business days will result in an immediate release of space.
  • Once the Booking Confirmation and Estimate are signed and the event is confirmed, a member of the Client Services team will be assigned to the event and will reach out to the event point of contact four weeks prior to the event. 

Event Modification

  • Contact the Client Services team member assigned to your event to request or change event set-up and/or audiovisual elements.
  • Requests or changes to space, date or time to any reservation should be made by an active member on the student organization roster online through an Event Modification Form at least three business days prior to the event; otherwise, there is no guarantee the request can be accommodated. Phone requests cannot be accepted.
  • Modification requests are subject to approval.

Cancellation and No-Show Policy

  • Cancellation. In the event the GW Organization cancels any portion of their event, the GW Organization agrees to pay a fee based on the total cost of the cancelled portion.  The amount due shall be based on the following schedule:

Notification of cancellation prior to event start date

Cancellation fee % of total cost of cancelled portion

0-14 days

100%

15-30 days

50%

30+ days

25%

The cancellation fee shall come due immediately. In addition to the venue fee, you are responsible for any additional fees incurred.

 

  • No-Show. There will be no refunds for no-shows.

 

Learn more about the City View Room and State Room and submit your request through our online reservation system.

Effective as of April 12, 2018.