Venues Management

The Venues Management Team, an office of Events & Venues, operates GW’s specialty venues and offers logistical support at other venues across campus. With exceptional customer service and clear communication, we foster learning and collaboration by way of meaningful partnerships with the broader GW community. Our efforts come together to support highly visible “Only at GW” experiences.

The Venues Management Team supports events that occur in our specialty venues on the Foggy Bottom campus which includes Lisner Auditorium, Jack Morton Auditorium, City View and State Rooms. Once the venue reservation is confirmed, our team manages the event logistics from the venue perspective and ensures that all appropriate campus partners are involved as well as working with any necessary vendors that may be needed to execute events. Also, we manage the venues within our portfolio to ensure that they are properly maintained to be in the best condition possible and to ensure that they are safe and operational for our client’s events.

Visit the Venues page for more information about our specialty venues and to make a space request.

The table below outlines the major actions in the event planning process and who has the primary responsibility to ensure that each is completed.

Event Planning Actions	Event Host	Venue
Determine event goals	X
Develop run-of-show/programming	X
Submit space request	X
Assign venue manager to assist with event logistics of the venue		X
Invite speakers	X
Write script, briefings, training materials	X
Submit a space modification form, if applicable	X
Market the event and invite guests	X
Set-up and monitor registration; check-in guests at event	X
Determine AV needs	X	X
Determine room set up	X	X
Create event diagrams		X
Order internal services (e.g., Facilities, GWPD, housekeeping) and manage them at event		X
Order external services independent of the venue (e.g., catering, musicians, etc.) and manage them at event	X
Coordinate any necessary walk throughs for event host and vendors		X
Participate in meetings to discuss event logistics and AV requirements with the Production Team	X	X
Direct programming elements at event, i.e., run the show, manage participants, provide stage manager	X
Coordinate speakers (in person and virtually)	X
If applicable, provide virtual platform to stream webcasting and staff to manage (e.g., Zoom, Webex)	X
Provide technical staff to run in-house AV equipment (fees are applicable)		X
Coordinate with external services independent of the venue (e.g., catering, musicians) and assist with access to the venue		X
Create and send Event Order Confirmation with all agreed upon items for the event.		X
Review, sign and return Event Order Confirmation prior to the event.	X
Provide all necessary graphics, video and audio files for event.	X
Serve as main contact for disruptions/protests or emergencies onsite	X
Provide onsite venue support during event to include managing internal services/staff, ensuring all safety policies and procedures are followed and send final invoice or updated Event Order Confirmation - post event		X
Pay invoices, reconcile budget	X
Host post-event meeting to gather lessons learned and best practices	X	Will attend as needed

If venue logistical assistance is needed with an event on campus that is not under our portfolio of venues, we may still be able to assist. Our Event Logistics Manager will be able to assist with consulting your team on how to access the internal services needed and providing guidance on holding an event at other campus venues.

Contact our Venues Logistics Manager