1.  All Level 1 and Level 2 requests for the use of any Georgia Tech facilities from sources external to the Institute shall be directed to CPSM or the appropriate scheduling officer. CPSM or the appropriate Scheduling Officer will evaluate such requests under applicable Institute policies. Level 3 requests must be made in writing to the Executive Vice President for Administration and Finance or designee.
  2. Once the initial inquiry has been made, the date for the event will be checked with the appropriate Scheduling Officer. The following considerations will be reviewed:
    • The availability of the desired facility
    • The nature of the proposed event
    • The organization’s ability to meet expenses and the attendant costs for the event
    • Anticipated attendance
    • Supervision and control of the facility
    • Supervision of the event
    • Admission charges, ticket printing and sales
    • Staffing of box office and gate
    • Care and disposition of the monies collected for the event
    • Publicity
    • Food service
    • Alcoholic beverages
    • Police and custodial coverage
    • Insurance requirements
    • Fire code regulations
    • EMT services
    • Program/activity accessibility
    • Crowd control
    • Provisions for guests
    • Signing of contracts/agreements for facility and services
    • Needed equipment and/or special services
    • Accounting for any income derived from the event
    • Set-up of the facility
    • Compliance with all other Institute regulations, federal and state laws
    • Clean-up and restoration of the facility to its original condition
    • Parking considerations
    • Housing needs
    • Coordination of campus support services
    • Waste removal and recycling
  3. Insurance
    Once it is determined to accommodate the event, the external organization must produce proof of appropriate insurance coverage, as determined by the Office of Risk Management. CPSM or the appropriate Scheduling Officer will be responsible for processing the contract, obtaining the insurance certificate, explaining the charges associated with the event, and completing all necessary paperwork for the event.
  4. Contracts
    At the time the insurance coverage is presented, two copies of a Georgia Tech contract must be signed by the external
    organization. The contract is then sent to the appropriate administrator for execution. Once executed, a copy of the contract
    is sent to the external organization and a copy is kept on file by the Scheduling Officer. The external organization is to be
    given no confirmations or guarantees until the contracts have been executed. When the contracts have been executed, a copy
    will be sent to the event organizer.
  5. Advertising
    Advertising shall not begin nor shall invitations be extended until after the proposed event has been approved.