Student Events

Booking an Event Venue

Visit the Event Resources page to access a comprehensive list of event planning tools and forms. 

Student Organization Event Contract Deadlines

Student Organization Speaker Contracts
- Due: Minimum of 10 business days prior to the event.

Student Organization Performance Contracts (e.g., Non-GW Dance Team Contract)
- Due: Minimum of 10 business days prior to the event.

Student Organization Contracts Catering and DJ
- Due: Minimum of 10 business days prior to the event.

Student Organization Sponsored Event Contracts
- Due: Minimum of 45 calendar days prior to the event.
- Contracts must be fully signed by both Student Life and the external client by the 45-day deadline.
- Next Step: GW Venues will issue a space contract and coordinate with the external client.

If contracts are not received by the deadline, GW Venues reserves the right to cancel the event or deny service. Contracts can be emailed to schedulegwu [dot] edu (schedule[at]gwu[dot]edu).

Cancellation Policy for Student Organization Events

When booking the City View Room or State Room, a $200 non-refundable standard package fee applies per space, in addition to any other charges outlined in the Confirmation Report.

When booking the Jack Morton Auditorium and Lisner Auditorium, a $100 cancellation fee applies per space, in addition to any other charges outlined in the Confirmation Report.

These may include costs for services contracted by the venue or other expenses incurred for the Event. If a cancellation is requested less than 72 hours prior to the event, the GW Entity will also be responsible for all labor costs associated with the event.

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.

Student Organization Event Definition

A student organization event is a meeting, event, or series of meetings or events where the planning process is handled solely by the student organization, and is branded as a GW Event. Student organization events in the City View Room, State Room, Jack Morton Auditorium and Lisner Auditorium will have costs associated with them. Student organization events in other spaces may have costs associated with them, depending on 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.