Available Spaces on Campus
There are many different spaces, both indoor and outdoor, that are available to reserve for events on the Foggy Bottom and Mount Vernon campuses.
1. Click here for a summary of all available space on campus
2. Marvin Center managed spaces
3. Mount Vernon Campus
4. Academic Buildings
5. Residence Hall
6. Lisner Auditorium
7. Jack Morton Auditorium (SMPA Building)
8. E Street Space (Marvin Center managed space)
9. 1918 F Street Alumni House (Marvin Center Managed space
Marvin Center Space
Registered student organizations are not charged a room rental fee for reserving space in the Marvin Center as long as 75% of their event attendees are members of the GW community (faculty, staff, students). However, other fees may apply based on the nature of the event (audio-visual, technician fees, University Police-Department fees, grounds, etc.), so be sure to check with your event planner from the Marvin Center and University Conferences to confirm event costs.
The following spaces are considered Major Event Space in/outside of the Marvin Center:
Inside space the Marvin
Center coordinates
includes:
-Amphitheate
-Continental Ballroom
-Columbian Square (reserved for large events during the following
hours: M-W: 9pm-12am| R-Sat: 9pm-2am| Sun: 12pm-12am.)
-Dorothy
Betts Marvin
Theatre
-Grand Ballroom
-Hippodrome
-Events that require the use of three or more conference
rooms are considered Major Event Space.
Outdoor space that the Marvin Center
coordinates includes:
-Anniversary
Park
-Kogan
Plaza (*special permission is required for amplified sound)
-Marvin
Center 3rd Floor Terrace
-Mid Campus Quad
-University Yard "The Quad" (*special permission is required for amplified sound)
-Veterans’ Memorial Park
Annex space that the Marvin Center
coordinates includes:
-1918 F Street
(Alumni House)
-1957 E Street (room rental fees do apply)
Only authorized schedulers are permitted to submit space requests; each organization is allowed up to three authorized schedulers.
Event Planners and the Checklist Process:
If a student organization is using major event space or multiple meeting rooms in the Marvin Center, a Marvin Center Event planner is assigned to the event. The MC Event Planner reviews the request and sends a standard e-mail to the student contact including basic event information and an event checklist to be completed by the org, and reviewed and signed by their SAT advisor (the student has 5 days to complete this process).
Once the student org representative has met with/discussed the event with their SAT Advisor via email and the Checklist has been approved, it must be returned to the Marvin Center Event Planner with their SAT Advisor's signature. It is preferred that this process is done electronically using email and downloaded forms (go green) the forms are also available outside of Marvin Center room 204. When a SAT Advisor electronically approves event checklists, they will email the Marvin Center Event Planner that they approve the event. The email serves as their "electronic signature" to the checklist.
Once the student has solidified most of the event details with their organization and their SAT Advisor, the MC Event Planner should then meet or speak with the org's contact to plan out final details and input for all logistics and set-up information. The event is not considered confirmed until the MC Event Planner meets with the organization's contact.
The Event Planner is the main contact for all set-up/logistical planning, and decides whether to then be on site for the event (depending on the size of the event)
Cancelation of Space:
In order to avoid receiving a no-show notice, your organization must cancel all meeting room space at least 1 full business day in advance and 10 business days in advance for major event space. Failure to cancel your space in the appropriate time required may result in a penalty to your organization. Click here for more information: http://gwired.gwu.edu/marvincenter/plan/StudentOrgManual/cancel/
To go to and obtain the Event Space request form follow click here.
To view the Marvin Centers Student Org manual for reserving the above listed spaces click here.
Space @ the Mount Vernon Campus
The Mount Vernon Campus has many great available spaces that can be used for a variety of events. Major event spaces at Mount Vernon include:
- Hand Chapel
- Post Hall
- Eckles Auditorium
- Mount Vernon Quad
- Athletic fields (softball and soccer/lacrosse fields)
All space requests for the Mount Vernon Campus are processed through Mount Vernon Campus Life. Event spaces can be requested online at gwired.gwu.edu/mvcl. Outside catering, including self-catering, is allowed in most of Mount Vernon's event spaces. The Vern Express, connecting Foggy Bottom and Mount Vernon Campuses, may not be able to carry an entire student organization at once, so plans should be made to leave plenty of travel time and to contact mvcl@gwu.edu in advance to make arrangements.
To check out the spaces at Mount Vernon and to go to the Event Space Request Form click here.
Academic Buildings
Only registered student groups may request classroom reservations.
There is no charge for the use of classroom space by student groups. There are, however, charges by Classroom Tecnnology Services for the use of audio-visual and high tech equipment in certain classrooms; for delivery of extra furniture (i.e. tables for panels, etc.) by Facilities and for security services provided by UPD. Charges for these services are payable directly to the providing department, not to the scheduling office.
Only authorized schedulers for a registered org may sign the reservation request form. Note: officers of groups are not automatically authorized to schedule.
Requests must be submitted a minimun of five working days before the date of the event for which the space is being reserved.
You will be notified by e-mail ONLY when your reservation has been completed and is ready for pick-up. You, or your representative, must then pick up the confirmation form at the front desk of the Registrar's Office. Locations of events will not be given out over the phone or released in e-mail. Confirmation forms
MUST BE picked up.
Your confirmation copy of the reservation form must be in possession of someone at the event during the scheduled time. The University Police Department (UPD) may require you to confirm your reservation by showing this copy to them.
If you find that a reserved room will not be used, you are required to notify the Scheduling Office (994-4915 or cdonnell@gwu.edu). Failure to notify this office will endanger your organization's privilege of reserving classroom space for the remainder of the applicable semester/academic year.
NO FOOD & DRINK ARE PERMITTED IN ANY GW CLASSROOM. This includes catered food, brown bags, snacks, beverages--anything that is food/and or drink. There are no exceptions to this policy.
Groups are responsible for cleaning up and rearranging furniture after your event. If any out-of-the-ordinary service should be required by Housekeeping, your organization will be responsible for the charges.
Student groups should be aware that events may be monitored by the UPD Facilities Management or Media & Audio Visual Services. Failure to comply with all conditions stated on this form and the reservation form of physical abuse of the facilities may result in suspension of your group's privilege of reserving classroom space for the remainder of hte applicable semester/academic year and/or your group being charged for repairs/replacement of furniture or equipment.
Questions? Contact Cyndy Donnell at cdonnell@gwu.edu.
Residence Halls
There are a number of spaces in some of GW's residence halls that are available for events, these include:
- Thurston Hall TV Lounge
- Thurston Hall Piano Lounge
- Mitchell Hall Theater
- Ivory Tower Community Room
- Strong Hall Lounge
To reserve any of these spaces please contact GW Housing Programs at 202.994.2552 and a representative will help you with this reservation process. Please visit http://living.gwu.edu/ for more information.
Note: There is no online reservation process for common space in the residence halls.
