Venue Guidelines

  • Space Requests need to be made at least 30 days in advance through the Department Event Portal & Student Organization Event Portal.

  • Space Requests are limited to an 8 Hour booking. Requested time must include set up and clean up time, including time for catering and other vendors. If additional hours are needed, then rental rates will be applied.  

  • Modifications need to be made at least 15 days in advance through the Space Modification Form. Space Modifications will incur additional charges.

  • Events held in Events & Venues spaces will be assigned to a Venue Manager, who will contact the GW event host 30 days prior to the event date.  

  • View the Department Calendar of Availability and Student Organization Calendar of Availability 

  • Late Space Request need to be made within 5-29 days of the event through the Late Request Department Event Portal & Late Request Student Event Portal.  Late Requests will incur additional charges. 

A request by Client to cancel the Event shall be subject to a non-refundable One Hundred Dollar ($100.00) administrative processing fee.  This cancellation fee is in addition to any fees set forth in the Confirmation Report or otherwise charged for the Event.  Requests to cancel can be made through the Event Modification Form and the My Events Tab in the Event Portal.  

A request by Client to reschedule the Event shall be subject to a non-refundable One Hundred Dollar ($100.00) administrative processing fee.  This rescheduling fee is in addition to any fees set forth in the Confirmation Report or otherwise charged for the Event.  Requests to reschedule can be made through the Event Modification Form.  

An event request by Client within 30 days of the Event shall be subject to a non-refundable One Hundred Dollar ($100.00) administrative processing fee. This late request fee is in addition to any fees set forth in the Confirmation Report or otherwise charged for the Event. Late Requests could incur additional set up and housekeeping charges.  

A sponsored event is a meeting, event, or series of meetings or events planned by a GW Department or Student Organization that are open to the public or have non-GW affiliated attendees.  A sponsored event is also defined as a meeting, event, or series of meetings or events brought to campus by a GW organization or department (on behalf of or in conjunction with) a non-GW organization, contracted directly with GW, and coordinated by a GW office, department, or recognized student organization.  When offices, departments and recognized student organizations host external (non-GW) organizations  (regardless of profit, non-profit, or faculty/staff association with academic societies) for an event, space rental fees will apply. 

In the event the Client cancels the Event, the Client is responsible for paying, a fee based on the total cost of the Event.  The amount due shall be based on the following schedule: 

Cancellation Schedule 

Notification of cancellation prior to Event Date 

Cancellation fee % of total Fee 

60 days prior to Event Date 

30 days prior to Event Date 

50% of total Fee 

100% of total Fee 

The Event Host should maintain the best list possible of all attendees to include name, email and cell phone number on a printable/emailable form for at least 14 days after the event.  If needed, CCST will reach out to the Event Host to discuss next steps.

Visit the university's COVID-19 website for a comprehensive listing of expectations and policies. 

The GW Organization shall only use the Licensed Space for the Event, during the date and time period specified in the booking confirmation.  GW Organization agrees that the Licensed Space is sufficient for the Event purposes.  GW Organization acknowledges and agrees that representatives of the University shall have unrestricted access to the Licensed Space at all times.  

The Confirmation Report includes a list of the equipment and furnishings GW shall provide for the Event.  At the end of the Event, GW Organization shall return all items to GW, in the same condition as it received them.  GW Organization shall not make any alterations to the furnishings, equipment or Licensed Space.  The GW Organization assumes all risks of loss or damage to the furnishings, equipment or to the Licensed Space from any cause during the Event.  Any additional costs associated with equipment and furnishings, such as excessive cleaning costs, shall be added to the Confirmation Report.  

The GW Organization shall not be entitled to store items of personal property within the Licensed Space unless exception is applied for in writing and granted in writing by GW.  If GW Organization is permitted to store items, the University shall not be liable for loss of or damage to such stored items.  The University shall have no liability for any loss of or damage to any personal property of the GW Organization or any attendees at the Event.    

The GW Organization is not permitted to assign, sublease or transfer any interest in this Agreement or allow others to use the Licensed Space and/or equipment or space provided by the University, without the University’s prior written approval. 

The Confirmation shall terminate without liability to either party if substantial performance of either party’s obligations is prevented by an unforeseeable cause that has made it impossible to perform due to causes reasonably beyond such party’s control (but the foregoing shall not apply to any lack of funds or any monetary obligation).  Such causes may include, but are not limited to, acts of God; acts of government authorities, laws, regulations, decrees or orders; shortages or disruption of the electrical power supply causing blackouts or rolling blackouts, fire, flood or explosion; war, disaster, civil disorder, epidemic or pandemic, travel advisories, or other emergency making it illegal, or otherwise circumstance making it impossible to use the Licensed Space for the Event.  In the event that either party wishes to invoke force majeure, that party shall as soon as practicable and no less than seven (7) calendar days after the occurrence of the event of force majeure has become known to that party, send written notice of such event to the other party.  If possible, the parties shall take all reasonable steps to recommence performance of its obligations under this agreement. If not possible, either party may be entitled to terminate the Agreement upon written notice to the other party. The provisions of this paragraph shall not apply to the payment of fees or to any other payments due from either party for services already performed. The parties will work in good faith to prevent one party from unfairly benefitting from the force majeure event. 

The GW Organization acknowledges and agrees that the University, in its sole discretion, can relocate the Event to another venue on or near the University’s campus if another event must be held at the Licensed Space and so long as such reassignment can be done without material detrimental impact on GW Organization’s Event.  In the event of relocation, the GW Organization shall continue to be responsible for payment of all rental fees as originally provided for under this Agreement.  The University shall pay any additional costs associated with the relocation of the Event to the new venue.

In compliance with the University’s Smoke-Free Policy, smoking is not permitted within any university owned and managed buildings as well as on university owned outdoor spaces. This includes any public space that abuts GW buildings located on the GW campus that are used for academic, athletic, recreational, residential, and administrative purposes. 

The University has committed to eliminating single-use plastics on GW property to the greatest extent possible.  In accordance with the University’s Single Use Plastics Policy, GW Organization required to follow its restrictions and guidance regarding single-use plastics. Single-use plastic items should not be procured for use at GW Organization’s Event. The Single-Use Plastics Implementation Plan & Guide  provides details regarding options and alternatives to single-use plastics. In addition, the  Green Event and Catering Guide  provides information for planning events on GW property.  Notwithstanding the foregoing, GW acknowledges that there may be situations where alternatives to single-use plastics may be prohibitive due to circumstance or situational challenges.  In such cases, GW Organization is required to notify the University and obtain prior written consent for use of requested single-use plastics.

GW Organization must provide a copy of the executed food/beverage/catering contract to the University prior to the Event Date, along with a copy of the outside contractor’s business license and certificate of liability insurance. Regardless of the selected venue, additional fees may be assessed for catered events depending on the quantity and type of food ordered.  The time needed for catering set-up and breakdown must fall within the Event Time.   Food and Beverage is not permitted in the Jack Morton Auditorium and the Lisner Auditorium.  

GW Organization must obtain the University’s prior written approval for GW Organization to decorate the Licensed Space in any manner whatsoever.  GW Organization is not permitted to pin, tape or otherwise affix items to curtains, walls or set pieces.  Confetti, glitter, sand, and similar materials are also prohibited.  Candles and any other sources of open flame or heat are strictly prohibited without prior written permission.  GW Organization shall not erect any signs inside or anywhere outside the Licensed Space, except that one (1) sign may be placed outside of the Licensed Space and one (1) sign may be placed at the registration tables for the Event if the registration is not inside the Licensed Space.  If GW Organization wishes to display any additional signage, GW Organization must receive prior written approval from the University. 

GW Organization may contract with a non-University service provider for any service, equipment, furnishings, etc. for the Event, upon first receiving the University’s prior written approval. 

GW Organization agrees to comply, at GW Organization’s expense, with all laws, rules and regulations in its use of the Licensed Space (including, but not limited to, all fire codes, laws and regulations) and GW Organization shall obtain, at GW Organization’s expense, any and all permits, licenses and other governmental authorizations that may be required in connection with such use.  GW Organization shall, and shall cause those attending Clients’ Event to, comply with any rules, regulations or policies that the University may establish for the use of the Licensed Space.  Failure to comply with University rules and regulations shall result in immediate cancellation of GW Organization’s Event and termination of this Agreement.  

The University may photograph the Event for use by the University in University sponsored media and communications.