Reservations for Academic Spaces

Non-GW Organizations

When and Where

Setup Information

Welcome to the GW Academic Scheduling Office online room request form for non-GW organizations.

 

The Academic Scheduling Office schedules the university’s general purpose classrooms. You can see a list of the buildings and rooms we schedule here. (Please note that not all of the space on this list is available for non-GW organizations. Contact our office for more information.)

 

Please complete this form with your request details. Once the request has been submitted, it will be processed by our office within two business days. The reservation is not confirmed until you receive a confirmation e-mail from our office.

 

If you have any questions about the request form, please contact us at (202) 994-4915 or sched@gwu.edu.

 

See below for our room reservation policies and details regarding the reservation process:

 

Non-GW Organizations Use of General Purpose Classroom Space

 

Non-GW organizations may only rent general purpose classroom space during the Summer semester. 
 

All outside organizations wishing to rent space at GW during the Summer semester must either be a non-profit or government organization and must have sponsorship by a GW school, department, or organization. This confirmation of sponsorship must be submitted in writing to ASO prior to requesting a reservation.

 

All outside organizations wishing to rent a classroom must submit a request through our online form. Requests will not be processed until mid-April for that coming Summer semester. We accept requests up to six months in advance. Submitting a request does not guarantee a room. Your reservation is not confirmed until you have received a confirmation email from the ASO. We will try to place you in your requested room, but it is not always possible. Submitting a request does not guarantee a room.

 

Non-GW groups may not charge for attendance unless the charges are necessary to recover the expenses incurred in staging the event.

 

Sponsoring GW departments or organizations are responsible for the non-GW organization they are sponsoring. Unpaid fees or damages by either the GW department or non-GW organization may result in the GW department losing the right to reserve ASO space for non-class related events in the future.


General purpose classrooms requested for non-instructional purposes are assigned only after the needs of the instructional program have been met. All events must be in keeping with the University mission. The University will not provide facilities for any activities which in its judgment have a clear likelihood of interfering with the processes of the University, of infringing upon the rights of others or of endangering the health or safety of the University community or their guests.

Groups using classroom space should be cognizant of neighboring classrooms and offices. Hallways and common areas should remain quiet at all times, and noise in reserved classroom space should not disturb classes, faculty, or staff. For this reason, no rehearsals or performances may be scheduled in academic classrooms. ASO and University Police have the authority to ask groups not adhering to these policies to leave the building.

Heating, AC, electricity, and normal custodial services are provided but are not maintained or serviced by ASO. 

No food or drink is allowed in any classroom.

The University does not provide easels, flip charts, markers, or related supplies.

Non-GW organizations wishing to rent extra furniture for events should contact Mona Bernard in facilities at mbernard@gwu.edu or (202) 994-5421.

All non-GW organizations will be charged a rental fee for the use of space. Classrooms are rented on a partial-day and full-day basis. A partial day is considered four (4) hours or less. Any rental that lasts more than four (4) hours will incur the full-day charge. Please review the rental rates for individual classrooms. Outside organizations must submit a payment of 50% of the total invoice within five (5) business days of receipt of their tentative confirmation. Full payment of the remaining balance will be due the business day prior to the event. Failure to submit payment will result in the cancellation of the reservation.

 

All cancellations must be made more than five (5) business days in advance. Any event that is not cancelled within this 5 business day deadline will NOT receive a refund.

 

Technology and Security Fees

When groups request technology classrooms or any University equipment (such as microphones, projectors, or Smartboards), arrangements must be made with Academic Technologies (AT) at (202) 994-7900 or acadtech@gwu.edu.

AT will charge groups for equipment usage. ASO does not arrange this or guarantee that the requested technology will be in the classroom. Please confirm specific technology requests with AT upon reservation confirmation.

If the scheduled event will be held at a time when security is required, arrangements must be made with the University Police Department (UPD) at (202) 994-4533. UPD will charge an hourly rate for security arrangements, with a minimum of 4 hours. Security is required Sundays in all buildings except Rome and Phillips, Saturdays in MPA and 1957 E, and after 10pm in most buildings. Additional information about UPD Security, including the request form, can be found on their website. 

 

By submitting a payment, the organizations accept the terms of this policy and agreement.

 

Contact Us:

 

Please address any questions or concerns to:

 

Academic Scheduling Office

The George Washington University

2121 I Street NW, Suite 301

Washington, DC 20052

(202) 994-4915

Fax: (202) 994-4448

sched@gwu.edu

 

Event Details

Group Details

Other Information

Additional Notes

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