Reservation Facilities Reservations Facilities Recreational Services 101 Piedmont

Reservation & Facilities

Reservations & Facilities Recreational Services 101 Piedmont Ave SE, 404. 413. 1750 • Reservable spaces that this office oversees • Recreation Center, Panthersville Recreation Complex (Decatur), and Indian Creek Recreation Area (Stone Mountain) Student Center Event Management Office 305 Student Center East, 404. 413. 1870 • Reservable spaces that this office oversees • Meeting rooms/ballrooms, plazas, Veterans Memorial Hall (Dahlberg), West Exhibit • • • There are fees associated with non-built in equipment use Marketing spaces • Banner space, grip strips, display cases, easel boards, A-frames in Unity Plaza Catering • Panther. Dining Catering is the in-house caterer • Outside Caterers, must be requested when making the reservation. The organization will be charged 5% of the food bill. • Snack Food Waiver available for use in small meeting rooms (only for foods that do not require temperature control).

Student Center Online Reservation System • Virtual Event Management System (EMS)– online reservation request system https: //studentcenter. gsu. edu/reservation/make-a-reservation/ – To access the system, you must use your campus ID and Password • Must request an account to reserve space • Up to 3 user accounts per organization; can share accounts – We recommend creating an account using your student organization email so that this account information can be passed down to the next executive board • Used for all meeting room and outdoor spaces • NOT for Hurt Park or promo spaces

Student Center Online Reservation System

Student Center Online Reservation System

Student Center Online Reservation System

Student Center Online Reservation System • Statuses within the system: – Virtual Event Request - The request was sent to Events Management, but has not been processed. (waiting for advisor approval) – Pending – Organization must schedule a meeting with Events Management. The room is held for 2 weeks to allow for a meeting. – Reserved – The space is assigned to the organization, but Events Management still needs more details and/or forms. – Confirmed – All details are submitted and finalized for the event

Student Center Online Reservation System • Large Space Requests: – Conferences, Ballroom events, multi-space events, etc. – Security Meeting: Must meet with Events Management staff within 2 weeks of submitting the request. – You must contact office to make an appointment (scevents@gsu. edu) • Reservations – Must make all requests and changes at least 5 business days out for small rooms and 9 business days out for large rooms and outdoor spaces • Cancellations – 3 business days small, 31 days for large to avoid cancellation charges

Special Event/ Late Night Policy • Policy is needed for – Late night events: expected to end at 11 p. m. or later – Special events: events that have 300 or more guests – Other special events may require adherence to policy • Process – – – Complete the packet from PIN and submit 30 days prior to event Attend Security Meeting (no later than 14 days prior to event) Must have University Police present. Expense is paid by the organization. Faculty/Staff Advisor must be present throughout entire event No promotion of event until approved at the Security Meeting Event will be cancelled if policy is not followed Examples of events include but are not limited to: Parties, Fashion Shows, Banquets, Balls, Panther Prowls, Carnivals, Gospel Explosion, Key Note Speakers, New Member Presentations, etc.

Student Center Online Reservation System • Advisor’s Role with Online Reservations – Advisors may email scevents@gsu. edu with a list of students that are approved to make reservations for automatic approvals (organization name, students full name, title, if any, and student email and phone number) • If a general organization email, such as a Gmail address, will be used for the organization’s account, it should be noted in the email. Once this email is approved, any student named in the email will be able to submit requests for the spaces mentioned below. • Automatic approvals spaces include: – – – Individual meeting rooms Library Plaza tables Info lobby table Courtyard stage Promotional spaces – Advisor is approval is needed for • • Large spaces Outdoor spaces Multiple rooms (conference) Late changes or cancellations (fewer than 3 days out) – – Emailed to scevents@gsu. edu Advisors should be copied on any late change requests

Reservations & Facilities • Classroom Space – Request must come from your advisor – Office of the Registrar, 259 Sparks Hall, 404. 413. 2231, registrar. gsu. edu/classroom-reservations – Classroom spaces available in all academic buildings • Academic Department Space – Contact the department chair of the academic venue