Department Events
Whether you are hosting faculty meetings, guest lectures, or a conference, you'll begin your booking process here and continue through the Department Portal. Our team is here to answer any questions and guide you as needed.
Booking an Event Venue
Prepare & Review
Prepare your event logistics and review policies specific to department, faculty, and staff hosted events
Select Venue
Use the Event Venue Finder to select a venue
Request Space
Request your event venue through the Department portal below.
Charles E. Smith Center
Duquès Hall and Funger Hall
Flag Campaign Space
G Street Park
GW Hillel Building
Visit the Event Resources page to access a comprehensive list of event planning tools and forms.
- Department Event Definition
A department event is a meeting, event, or series of meetings or events where the planning process is handled solely by the department, and is branded as a GW Event. Department events in the City View Room, State Room, Jack Morton Auditorium and Lisner Auditorium will have costs associated with them. Department events in other spaces may have costs associated with them, dependent upon the event needs.
- Sponsored Events
A Sponsored Event refers to any event in which a GW student organization, department, office, or unit (GW Entity) is:
- Partnering with or hosting an external group or organization
- Holding an event on behalf of an individual or external organization
- Hosting a traveling conference or exhibit
- Promoting or listing the event on a non-University website
- Where registration, ticketing, or payment is collected by the external organization
- Continuing Education, Seminars, and Lectures
These events are eligible for sponsored rental rates, provided the following criteria are met:
Sponsorship Requirements
- A GW Sponsor must be actively involved in the planning process, including preparatory meetings and/or site visits.
- The GW Sponsor must be present throughout the duration of the event, including pre- and post-event activities (e.g., deliveries, setup, and cleanup).
- All promotional materials and content must include GW branding.
- Failure to comply may result in the event being reclassified as an External Event, subject to full external rental rates.
- Sponsored events working with a non-GW organization shall deliver a certificate of insurance as proof that client has in force insurance, which shall not be less than one million dollars ($1,000,000.00) combined single limit liability. Additional information can be found on the GW Office of Risk Management webpage.
- Prior to submitting a space request, sponsored event partnerships must be reviewed and approved by the appropriate GW School, Department, or the Division for Student Affairs.
Conference Hosting and Bidding
GW Entities that bid on, bring in, or host conferences on campus in partnership with external organizations are considered Sponsored Events and will be charged sponsored rental rates.
Agreements and Financial Responsibility
- A copy of any agreement between the GW Entity and the external organization must be submitted to the appropriate event office when requesting space.
- If the non-GW organization fails to pay event-related fees, financial responsibility will fall to the GW Sponsor.
Misrepresentation and Compliance
Any misrepresentation of the event's purpose or GW affiliation may result in additional charges and suspension or restriction of future reservation privileges.
- Price List and Event Estimate
Department and student organization events in the City View Room, State Room, Jack Morton Auditorium and Lisner Auditorium will have costs associated with them. Department and student organization events in other spaces may have costs associated with them, dependent upon the event needs. To view the university price lists and estimates please log into the University Box folder. Please note only University Clients will have access to these links.