Home

Introduction

Organization Policies

- Student Organization Standards
- Advisory Boards
- Access to Benefits Policy
- New Club Program

Planning Events: Policies and Information

- The Planning Process
- Space, Services, & Equipment
- Publicizing Policies
- Post Event Responsibilities

Financial Policies

- The Fiscal Facts of Life

Account Codes

Vendors

Downloadable Forms

- Purchase Order
- Expense Voucher
- Petty Cash Reimbursement
- Journal Voucher

Student Organization Guide
2006-2007

Space, Services, & Equipment

Space

Office of Campus Activity Facilities (OCAF)

The Office of Campus Activity Facilities is the prime destination for many Student Organization space needs. For each of these spaces, an additional charge of $15.00 will be placed on each reservation for a Hall manager. When budgeting for your event also note that all equipment will be additional charges as well. Please visit their website, http://ocaf.georgetown.edu/ to check availability, policies, and reserve space on campus for meetings and events. They can also be reached at 202-687-3726.

OCAF’s Facilities are:

Alumni Square Courtyard
Copley Formal Lounge
Copley Lawn
Gaston Hall
Healy Lawn
ICC Auditorium
ICC Galleria
Leavey Banner Space
Leavey Club Room
Leavey Esplanade
Leavey Tables
McShain Large
McShain Small
New South
Red Square
Village A/Nevils/LXR Community Rooms
White-Gravenor Esplanade

University Registrar
For several of your club and organization meetings, a classroom space will be sufficient to meet your needs. The University Registrar, should be contacted for all classroom reservations, in addition to a couple of performance spaces. Please visit the Registrar’s website to reserve space at: http://registrar.georgetown.edu/forms/classroom_request.cfm
 

Registrar’s facilities are:

Classroom Space
McNeir Auditorium
Walsh Hall of Nations Black Box Theater

Georgetown University Conference Center
The Georgetown University Conference Center is associated with Marriott, attached to the Leavey Center. For information on their spaces, please call: 202-687-7-3241

Georgetown University Conference Center’s facilities are:
Ballroom/ SalonsHoya’sFaculty Club

Georgetown University’s Center for Student Programs (CSP)
CSP manages the conference room in 316 Leavey, and is open for club use during normal business hours, 9-5 Monday-Friday, as well as Bulldog Alley. For more information on either of these spaces, please see the front desk at 316 Leavey Center.

Georgetown University’s Office of Residential Life – Alumni Lounge
Residential Life manages the Alumni Lounge, located in Village C West. For reservations, please use the website at: http://www.georgetown.edu/student-affairs/reslife/alumni.html.

Accessibility for the Physically Challenged
The Center for Student Programs is committed to providing access to all of its programs for physically challenged students, faculty, staff and guests.  You need to consider meeting the needs of these individuals when you plan your events.  The majority of student events take place in spaces which are accessible to physically challenged persons.  Please call the facility coordinator in advance in order to make arrangements if you are unsure of accessibility of your space.

When publicizing an event, indicate a phone number that patrons may call if they need accommodations, such as sign language interpretation. You should then make arrangements through the Academic Resource Center. The Academic Resource Center, 335 Leavey Center, is has additional information and resources regarding appropriate access policies.

Services

Public Safety
The information provided on your space request is reviewed by the Department of Public Safety (DPS), and they determine the number of security guards needed at an event.  The organization will be billed for the services of the guard(s). Security coverage is required at any event where admission is charged, tickets are sold, a large number of people are anticipated, many non-university members will be attending, or money is handled.  DPS security guards are always required at events where alcohol is served.   

Transportation Services

The Center for Social Justice
The Center for Social Justice (CSJ) owns several vehicles, including four 12-passenger vans, for use by service groups for service activities and other student groups as available.  Priority is always given to service organizations and activities.  Drivers are required to complete a University defensive driving course, complete a registration/safety statement, and attend a yearly regulations and policies briefing.      

Vehicle reservations can be made by,

1.   Filling out a Vehicle Request form in CSP, 316 Leavey

2.   Request should be submitted at least one week in advance of the planned vehicle use.

3.   Users are responsible for confirming reservations before vehicle use.

For more information and vehicle rental rates, contact the Center for Social Justice at 687-1031, Poulton Hall.

The Office of Transportation Management
Transportation services can also be scheduled through the Georgetown University Transportation Shuttle (GUTS), located in the Office of Transportation Management (at the Mezzanine Level under the South West Quad in the parking garage). Rates vary depending on the type of vehicle and the length of your trip.  To charter a bus: fax a memo to Diann Nock-Smith at 687-6634 outlining your trip including times, dates, distances, and number of passengers.  For more information, call the Office of Transportation Management at 687-4351.

 Parking Arrangements
Temporary, one-day parking permits may be granted for program guests and outside lecturers.  A permit must be obtained for each vehicle.  Your group must pay for this permit.  Have an Interdepartmental Invoice approved by a CSP staff person  and deliver it to the Office of Transportation Management a minimum of four days prior to the event. 

Electrician
A University electrician must be consulted any time your organization plans to use complex electrical equipment (electrical equipment which cannot be plugged into existing outlets). Outdoor events often require special electrical arrangements. A work order, signed by a CSP staff member, is necessary to secure the services of a stand-by electrician.  Call Facilities Management at 687-3432 for details.

Audio Services
Audio service is provided by several different offices on campus.  Which one you choose depends on your space, budget, and audio needs.  For audio services in classrooms, the CETS Department in the ICC can accommodate most events free of charge.

1.   Fill out an A-V request (available in Student Programs).

2.   Obtain a Student Programs staff person’s approval and signature.

3.   Bring it to the A-V office in ICC. 

Remember, you must have a classroom assigned before you take the request to      A-V.  A-V also provides audio-visual services for the ICC Auditorium, but you must use a special form (available in Student Programs or the OCAF website).

WGTB Radio
WGTB Radio (687-3702 ext. 21) operates a sound system that can be used by student organizations.  The sound system includes microphones, headphones, CD players, turntables, tape decks, a mixing board, amp, speakers, and an extensive collection of CDs. The cost for renting the full set of sound system equipment is $45/hr. The cost for booking a DJ (with the full sound system equipment rental included) is $60/hr. WGTB also provides audio services for live performances for $60/hr. All prices are negotiable (WGTB services are often  provided at no cost for charity events and fundraisers) and student groups receive discounts. The Equipment Rental Agreement Form is in the Center for Student Programs.

WGTB offers 3 different audio services:

-The first option, costing $60/hr., is renting the equipment and a DJ for a party or dance (i.e. where CDs are being played).

- The second option, costing $45/hr., is renting only equipment for a party or dance (i.e. where CDs are being played.) The student club renting the equipment must DJ the event, instead of a WGTB member.

- The third option, costing $60/hr., is audio services for live performance (i.e. something the Phantoms or GraceNotes would need). 

Conference Center Audio Visual Services
The Conference Center Audio Visual Services (687-3230) also provides services for events held in Gaston Hall, the formal lounges, and Leavey.

Audio Equipment may also be rented through Off-Campus Vendors (see page 50).                       

Films
It is strongly recommended that you contact the Georgetown Program Board (687-4446) for information on federal and contractual motion picture regulations when planning your film presentations.

Films borrowed from, or projected by, CETS must be shown free of charge, in accordance with federal copyright laws.  Films, videos, and other copy-written materials may not be publicly shown without arrangements being made with the holder of the copyright, whether or not you charge admission.

 Copying Services
Copying Services is located in Lauinger Library. 

 Student Mailing Labels
The Office of the Registrar can provide you with address labels for a variety of student categories.  You can request labels sorted by: major, school, year, permanent address, local address, on or off campus, zip code, and in various combinations you can design yourself.  You may also request the same information in the form of a list or on disk.  The Registrar provides both of these services at no cost to student groups.  To request labels or lists:  Go to http://www.georgetown.edu/registrar/forms/index.html  Pick up your labels or list from the Registrar.  The request usually takes 48 hours to be completed. 

Equipment

CSP Equipment

For smaller events and speakers, equipment can be borrowed from CSP to be operated by a member of your organization. Please see the receptionist at CSP for the availability of the equipment. Be sure to request the equipment in a timely manner.

CSP Equipment List

Grill Equipment
LCD Power Projector
Portable Sound System
CD Player/Radio
TV/VCR
Cash Boxes
Button Maker
Poster Maker ($3-$5 charge per poster)