The physical facilities of Georgia Tech are not normally available for rental or license. Under specific conditions, however, the President of Georgia Tech may authorize and approve the license or rental of physical facilities of the Institute.
The conditions which must be satisfied include, but are not limited to, the following:
- The facilities involved are not required during the period of intended license/rental for any Institute purpose.
- The use of the facilities shall be restricted to purposes which will benefit directly a major segment of the population of Georgia Tech in an educational or entertainment context, or which are compatible with the academic and residential functions and responsibilities of the Institute.
- The non-Institute parties seeking the license or rental must demonstrate sound financial and management capabilities related to responsible utilization of the facilities and must provide an IRS ID number, and proof of licensing by the State of Georgia, bonding and insurance protection.
- The rental/license rate shall be set at fair market value as determined from the current rate for similar facilities in the City of Atlanta. Adjustments may be made for events which are sponsored and managed by the appropriate committees of Student or Faculty Governments or by Tier One or Tier Two student organizations (as defined by the SGA by-laws).
- The net income from all licenses/rentals shall be utilized to support related programs, or to maintain and improve the physical facility which is used to generate such income.
- Facilities shall not be licensed or rented for activities or events which are designed to benefit a political candidate, including campaigning and fundraising.
- Individuals or organizations using Institute facilities under these provisions shall not use the name of the Georgia Institute of Technology, Board of Regents or the State of Georgia in advertising or in any other manner to state or imply sanction or sponsorship.
- During such use Georgia Tech police and other duly empowered police, security officers, public safety officials and EMT's assigned to the facilities shall be required and instructed to observe and enforce all applicable laws.
In addition, non-Institute persons or organizations that have been approved to use Institute facilities must:
- Sign a contract with the Institute for use of its facilities.
- Obtain and provide a certificate of liability and property damage insurance (without deductible) which names Georgia Institute of Technology as an additional insured. The liability limits will depend on the nature of the activity and shall be set by the Office of Risk Management.
- Reimburse the Institute for additional costs for police, maintenance, etc., incurred in connection with the scheduled activity or event.
- Ensure that all promotion and advertising of event involving the use of Georgia Tech identifies the non-Institute person or organization sponsoring the event.
- Provide any necessary support personnel not provided for in the contractual agreement with the Institute (i.e., ticket sellers, box office personnel, ushers, support crew, security, etc.).
- Ensure that all non-Institute decoration, staging and equipment meet State Fire Code provisions and all other applicable safety standards and regulations prior to their installation and use.
- Provide evidence of their ability to meet all expenses in advance of the event.
- Arrange food and beverages through the campus concessionaire, where applicable.
- Comply with the policies of the Board of Regents, the Institute and the State of Georgia concerning alcoholic beverages.
- Take reasonable care to ensure the physical safety and health of the participants and spectators.