Marvin Center & Outdoor Space

Student Organization User Guidelines

If your student organization is planning to hold an event in the Marvin Center or any of our outdoor spaces, 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.

Outdoor Space:

  • During the academic year, amplified sound will only be considered Friday, 4:00 p.m. - 9:00 p.m.; Saturday, 12:00 p.m. - 7:00 p.m.; and Sunday, 12:00 p.m. - 5:00 p.m. Outdoor sound will not be permitted during university designated reading days through exam periods.
  • All Marvin Center A/V equipment used outdoors requires the use of a Marvin Center technician.
  • Grounds labor is required for all food related and/or excessive disposal needs after 4 p.m. on weekdays and anytime during weekends and holidays.
  • Your assigned Client Services team member will work with you in securing these services if needed, as these services all have labor costs associated with them.  Costs are per staff person with a four-hour minimum, and events may require the need for more than one staff person.

Presentation Space:

  • No catering (full service or drop-off) can be served in the Presentation Space.
  • The Presentation Space is to be used with the existing theater-style setup.
  • The registration space outside of the Presentation Space does not have access to power sources.

  • Once your request has been reviewed, you will be sent a Booking Confirmation which confirms your event.

Major Space , Outdoor Space, Sponsored Events:

  • 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.

Marvin Center Meeting Space:

  • Requests or changes 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 of a Marvin Center major space or outdoor space reservation should be made through the Event Cancellation Form at least five business days prior to the event. Phone requests will not be accepted.
  • Cancellation of a Marvin Center meeting room or table space reservation must be made through the Event Cancellation Form at least three business days prior to the event. Phone requests will not be accepted.
  • The cancellation policies for events in the City View Room, State Room and Jack Morton Auditorium are outlined in the Terms & Conditions specific to these venues.
  • The cancellation policy for sponsored events is outlined in the sponsored contract.
  • Weather call for events in outdoor space is to be made by 10:00 a.m. the business day before the event. For events on a Monday, call time is by 10:00 a.m. the previous Friday. Any calls made after this time, with grounds labor requested, will be charged the full amount for the service. All events need to make a weather call/reconfirm. If GW Organization cancels a reservation due to weather concerns and the University is still open, cancellation fees will be charged.  Last minute cancellations prevent other organizations from reserving space.

Learn more about the Marvin Center and outdoor space and submit your request through our online reservation system.

Effective as of January 10, 2019.