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GW Venues

Division of Safety and Operations

Venues-managed outdoor space event policies

  • The event host of the student organization/GW Department needs to be present at all times during the event.
  • All reservation time frames should take into account the time required for rehearsal, client set-up/break down, catering arrival and cleanup, etc within the booking window.
  • The Student Center Team reserves the right to relocate events to specific rooms based on the planned activity on how the space will be used.
  • The room will remain locked until the event booking start time and when the event host is present.
  • Student organizations are subject to CESA violations if they fail to leave their reserved space after their reservation end time as scheduled.
  • Conflict Education & Student Accountability (CESA) has the ability to freeze/suspend student organizations, withhold transcripts, etc. More information can be found on the CESA webpage.
  • Uses of Venue: The GW organization shall only use the reserved space for the event, during the date and time period specified in the Booking Confirmation. The GW organization agrees that reserved space is sufficient for its purposes. The GW organization acknowledges and agrees that representatives of Student Affairs shall have unrestricted access to the reserved space at all times.
  • Assignment: The GW organization shall not assign, sublease or transfer space to other organizations or departments.
  • Housekeeping Fee: Should reserved space not be returned in the manner in which it was received (i.e. the room should be in its original state, without damage and/or additional materials such as decorations, extreme amounts of papers, food or beverage, glitter, tape, granular materials, rice, confetti, sequins, or mess/damage caused by food or beverage, etc.) a housekeeping surcharge may apply.
  • Smoking and Vaping Restrictions: In compliance with the “Smoke-Free GW” policy, smoking and vaping 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 buildings in the Foggy Bottom campus that are used for academic, athletic, recreational, residential, and administrative purposes.

Equipment, Furnishings, Storage, Personal Property

  • GW organization shall return the venue and all furnishings and equipment at the end of the event in the same condition as they were received. Failure to do so may result in a fee assessed as appropriate.
  • Organizations must clean up and remove any and all garbage from the spaces and deposit it in the provided receptacles.
  • Certain AV equipment must be checked out from the Student Center team. The Student Center team will inform the event host when an equipment checkout is required.
  • If you plan to use any technical or AV equipment provided by the Student Center, then the use of any external equipment—excluding a laptop—is strictly prohibited. This includes, but is not limited to:
    • DJ Equipment
    • External speakers
    • Microphones
    • Projectors
    • Mixing boards
    • Lighting rigs
    • Audio interfaces
    • Cables and adapters not provided by USC

This policy ensures compatibility, safety, and smooth operation of the Student Center's equipment and facilities.

  • For events in the Student Center and Mount Vernon major spaces as well as outdoor spaces, GW organization shall not make any alterations to the furnishings, equipment or reserved space.
  • Furniture and AV equipment should not be removed from the reserved space.
  • If you plan to have a DJ for your event, the simultaneous use of any Student Center equipment in combination with the DJ’s equipment is strictly prohibited.
  • If you plan to have a vendor for your event, the simultaneous use of any Student Center furniture (chairs, tables, etc.) in combination with the vendor’s equipment is strictly prohibited.
  • Organization assumes all risks of loss or damage to the furnishings, equipment, or licensed space from any cause during the event. Any additional costs associated with equipment and furnishings, such as excessive cleaning costs or security costs will be added to the event invoice.
  • The GW organization shall not be entitled to store items of personal property within the reserved space unless an exception is applied for in writing and granted by the Student Center Team in writing. If GW organization is permitted to store items, GW shall not be liable for loss of or damage to such stored items. GW shall have no liability for any loss or damage to any personal property of the GW organization or any attendee at the event.

Poster Policy

All Student Org posters and banners must follow the Postering Guidelines outlined in the Student Org Handbook.

Decorations & Signs

  • Only painter's tape may be used to affix anything to any walls. The use of glitter, tape, granular materials, rice, confetti, sequins, or the like is strictly prohibited and will result in Housekeeping charges. Open flames are not permitted.
  • Before affixing anything to the walls of the USC, you must have expressed approval from the USC Team.
  • All free-standing signage placement must be approved by the USC Team.

Outdoor Space Event Policies

  • Student organizations may not place overnight structures on Kogan Plaza.
  • Fire pits and grills are not permitted in Square 80.
  • During the academic year, amplified sound will be permitted starting no earlier than 9am and until 9pm on Sunday - Thursday and 10pm on Friday and Saturday.
  • Amplified sound must be no louder than 95dba as measured 1 meter from the source and 70dba inside the nearest building..
  • Outdoor sound will not be permitted during university designated reading days through exam periods.
  • Student Center A/V equipment used outdoors requires the use of a technician and may incur a charge.
  • Outdoor Movies
    • Outdoor movies are not permitted to be shown if the rating is R, MA, or beyond.
    • You must purchase the rights to whatever film is being shown to a public audience outside or inside. More information regarding contracting can be found in the Student Organization Handbook (PDF).
    • Outdoor movies may only occur between March 21st and October 31st.
    • Weather calls must be made by noon the business day prior to the event. 
    • A rain site is required for outdoor space bookings at the time of primary event space booking. Otherwise, USC Team will not provide a rain site for the event.  
  • An outdoor inflatable screen cannot be set up if the weather forecast has precipitation at a 40% chance or above and/or a wind rate of 15mph or above. The University Student Center staff will dictate the final decision.
  • Grounds labor is required for all outdoor food related and/or excessive disposal needs.
  • Your assigned Student Center team member will work with you in securing grounds, GWPD, and facilities services 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.
  • Table and Chair maximums available for outdoor spaces:
    • University Yard - 15 tables and 30 chairs
    • Kogan Plaza & Potomac Square - 10 tables and 20 chairs
    • Square 80, Anniversary Park & G Street Park - 5 tables and 10 chairs
    • Tabling row - 1 table and 2 chairs per table space
    • Outdoor classroom - none