6. Campus Use Procedures

The application of these procedures will be consistent with the Policy on Freedom of Expression set out in Section 5.1 of the Faculty Handbook.  The procedures set out in Section 6 apply to the use of lands and buildings owned or leased by the Institute for activities, where the Institute allows use of its property by students, faculty, staff, and/or members of the general public. This procedure does not apply to the Institute’s official departmental uses of Institute property. This is based on a due regard for the purpose for which real property is owned or leased; the purpose for which the facility is established; the safety of the applicant or of Institute students and employees or of the public; the safety and maintenance of Institute property; the need for and the availability of supervisory personnel; and the maximum number of people who can safely use the property at one time.

This procedure applies to all faculty, staff, students and guests of Georgia Tech. Individuals who are not students or employees of the Institute are required to abide by all pertinent campus policies and regulations while on Institute property. Activities on Institute property may not violate any federal, state, or local safety code, including regulations set by the State Fire Marshal.

The sponsor of the activity will accept responsibility for sponsoring and supervising the program, accept responsibility for assuring that the scheduled facilities are used for the purposes for which they were scheduled, accept responsibility for operating costs (those which apply) and for reimbursing the Institute for damage to Institute property or facilities that might occur in connection with the scheduled activity, ensure that all promotion and advertising of events involving the use of Institute facilities shall identify the individual or group that is the original sponsor of the event. All groups involved in funding the event also should be identified.

Institute students, faculty, and staff may not reserve an Institute facility on behalf of or for the use of an outside organization so the outside organization can use the facility at a reduced rate. The authorized designee of the Institute for a facility may deny or rescind permission to use that facility if it is determined that the use is not primarily for the benefit of the student, faculty, staff or officially recognized organization making the reservation. Failure to comply with this policy and procedure may result in denial of use of Institute space and facilities.

Persons or organizations who are planning a public assembly and have questions may contact the Dean of Students. The Dean of Students can be helpful if there is uncertainty about applicable Institute rules, the appropriateness of the planned location, or possible conflict with other events.
 

6.1 Definitions

As used in Section 6:

  1. "Academic or administrative unit" means any office or department of the Institute.
  2. "Amplified sound" means sound whose volume is increased by any electric, electronic, mechanical, or motor-powered means. Shouting and group chanting are not amplified sound and are not subject to the special rules on amplified sound, but are subject to general rules on disruption.
  3. “Committee on Use of Institute Facilities” as established by and is responsible to the President of Georgia Tech.
  4. "Faculty member and staff member" includes any person who is employed by Georgia Tech.
  5. “Georgia Tech” and “Institute” mean The Georgia Institute of Technology.
  6. "Institute person or organization" includes academic and administrative units, registered student, faculty, and staff organizations, and individual students, faculty members, and staff members.
  7. "Off-campus person or organization" means any person, organization, or business that is not an academic or administrative unit, a registered student, faculty, or staff organization, or a student, faculty member, or staff member.
  8. “CPSM” means Georgia Tech’s Office of Capital Planning and Space Management.
  9. "Permit" means permission to use Institute facilities.
  10. “President” means the President of the Georgia Institute of Technology or any designee or representative of the President of the Georgia Institute of Technology.
  11. “Provost” means the Provost of the Georgia Institute of Technology or any designee or representative of the Provost of the Georgia Institute of Technology.
  12. "Chartered student organization" includes a registered student organization and Student Government and any unit or subdivision thereof.
  13. “Recognized faculty and staff organizations” are those internal organizations recognized by the Faculty Executive Board or by the Office of the Executive Vice President of Administration and Finance.
  14. "Room or space" includes any room or space, indoors or outdoors, owned or leased by the Institute.
  15. “Scheduling Officer” means CPSM or the scheduling office in the designated facility. See Section 6.11 for all Institute facilities that have their own building scheduling officer.
  16. "Student" means any person who is enrolled in or auditing classes of the Institute, either full-time or part-time; is participating in academic programs; or is pursuing undergraduate, graduate or professional studies. A Student is also any person who matriculates into any Institute program, has been accepted for enrollment or is eligible to re-enroll without applying for readmission.
  17. "Vice President of Student Life" or “VPSL” means the Vice President of Student Life or any designee or representative of the Vice President of Student Life.
  18. "Weekday", “working day” or “business day” means Monday through Friday, except for official Institute holidays; "day" means calendar day.
  19. “Display” or “Exhibit” means an object or collection of related objects, designed to stand on the ground or on a raised surface, that is not a table, and that is designed for temporary display and is not permanently attached to the ground (e.g., an A-frame sign), building or landscape features.
  20. “SGA” means Student Government Association.

6.2 Committee on Use of Institute Facilities

A committee on the Use of Institute Facilities is established by and is responsible to the President of Georgia Tech. The Committee shall have the following membership: a chairperson appointed by the President; one student appointed by the undergraduate SGA; one student appointed by the graduate SGA; one faculty member appointed by the Faculty Executive Board ; the Vice President of Student Life or designee; the Director Capital Planning and Space Management or designee; and the CPSM Scheduling Officer. The Chair is the first point of contact with the Scheduling Officer to determine if waivers and/or exceptions are warranted. The Chair can defer to the full Committee to make a recommendation. The Committee shall:

  1. Review and recommend polices regarding the non-academic use of the Institute facilities.
  2. Upon referral by the Chair, review and recommend all proposed exceptions to policies regarding the use of facilities.
  3. Review group requests not fitting into previously established categories.
  4. Hear appeals from decisions regarding non-academic use of Institute facilities. CPSM Scheduling Officer shall not sit on the committee if she/he made decision.

Responsibility for administering the policy and procedure is in the office of the CPSM, the responsible scheduling officer(s), and the Committee on Use of Institute Facilities.

6.3 Use of Outdoor Spaces

6.3.1 Use by the General Public

Members of the general public, who are not Georgia Tech faculty, staff, students or groups chartered by Georgia Tech, may express their views at the Amphitheater adjacent to the Ferst Center. Georgia Tech may designate alternative free speech areas to accommodate large crowds and any campus emergency.

Requests for the use of the Amphitheater are to be made by completing the Use of Facilities and Space form. This form is located on the Event Scheduling page of the CPSM website under “Resources.” The form must be submitted at least five business days prior to the date planned for use.

Non-GT organizations or groups can obtain information on leasing campus space by sending an email inquiry to events@spaceplan.gatech.edu.

6.3.2 Use by Student Organizations

1.    Reserving Outdoor Spaces
Students may choose to use outdoor space on campus for meetings, fundraisers, and organized activities. Tables, carts and booths may be set-up on Tech Walkway and other areas around campus for promoting student organization missions and goals. Tables, carts, booths or similar structures may be set out and used on campus only as provided in this policy. Representatives of the Student groups that reserve space must be in attendance at the location during the reserved time period, especially if co-sponsoring with non-Institute individuals. GT groups can reserve campus space by logging into GT Events from the CPSM website by clicking “reserve space.” Chartered student groups are eligible to apply for a permit for overnight stays (one night 10pm – 7am per month) if the following conditions are met: Overnight stays may occur only in areas designated by the Institute and members are students, faculty, or staff of the Institute.

2.    Banners/Fliers

   a.    Chartered student organizations and recognized faculty and staff organizations may reserve space to hang banners advertising their events at the Student Center balcony, or at areas approved by CPSM.

   b.    Requests for banner space should be submitted to the Student Center for use of the balcony and CPSM for other approved locations.

3.    Chalking

   a.   Student organizations may advertise their events by chalking on ground surfaces around campus. Institute departments may also use chalking to advertise.

   b.   Chalking is permitted on outside ground surfaces only.

   c.   Chalking is not permitted on the Campanile area, on campus fountains, or buildings.

   d.   The use of markers, paint, or chalk spray is prohibited.

   e.   GT student organizations and departments can request permission to chalk on ground surfaces on campus by sending an email inquiry to CPSM at events@spaceplan.gatech.edu.

4.   Displays and Exhibits
Refer to CPSM website (www.space.gatech.edu) for Guidelines for Use of Outdoor Space for use of displays and exhibits for outdoor spaces. This is listed under the “Event Scheduling” tab.

6.3.1 Use by the General Public

Members of the general public, who are not Georgia Tech faculty, staff, students or groups chartered by Georgia Tech, may express their views at the Amphitheater adjacent to the Ferst Center. Georgia Tech may designate alternative free speech areas to accommodate large crowds and any campus emergency.

Requests for the use of the Amphitheater are to be made by completing the Use of Facilities and Space form. This form is located on the Event Scheduling page of the CPSM website under “Resources.” The form must be submitted at least five business days prior to the date planned for use.

Non-GT organizations or groups can obtain information on leasing campus space by sending an email inquiry to events@spaceplan.gatech.edu.

6.3.2 Use by Student Organizations

1.    Reserving Outdoor Spaces
Students may choose to use outdoor space on campus for meetings, fundraisers, and organized activities. Tables, carts and booths may be set-up on Tech Walkway and other areas around campus for promoting student organization missions and goals. Tables, carts, booths or similar structures may be set out and used on campus only as provided in this policy. Representatives of the Student groups that reserve space must be in attendance at the location during the reserved time period, especially if co-sponsoring with non-Institute individuals. GT groups can reserve campus space by logging into GT Events from the CPSM website by clicking “reserve space.” Chartered student groups are eligible to apply for a permit for overnight stays (one night 10pm – 7am per month) if the following conditions are met: Overnight stays may occur only in areas designated by the Institute and members are students, faculty, or staff of the Institute.

2.    Banners/Fliers

   a.    Chartered student organizations and recognized faculty and staff organizations may reserve space to hang banners advertising their events at the Student Center balcony, or at areas approved by CPSM.

   b.    Requests for banner space should be submitted to the Student Center for use of the balcony and CPSM for other approved locations.

3.    Chalking

   a.   Student organizations may advertise their events by chalking on ground surfaces around campus. Institute departments may also use chalking to advertise.

   b.   Chalking is permitted on outside ground surfaces only.

   c.   Chalking is not permitted on the Campanile area, on campus fountains, or buildings.

   d.   The use of markers, paint, or chalk spray is prohibited.

   e.   GT student organizations and departments can request permission to chalk on ground surfaces on campus by sending an email inquiry to CPSM at events@spaceplan.gatech.edu.

4.   Displays and Exhibits
Refer to CPSM website (www.space.gatech.edu) for Guidelines for Use of Outdoor Space for use of displays and exhibits for outdoor spaces. This is listed under the “Event Scheduling” tab.

6.4 Applications for Use of Institute Facilities

6.4.1 Use by the Institute

Nothing in this policy is intended to restrict in any way the use of Institute facilities for:

  1. Regularly scheduled classes;
  2. Extra or rescheduled classes;
  3. Seminars and special instructional lectures sponsored by an administrative or academic department or Georgia Tech Professional Education, or
  4. Authorized consulting, contract or sponsored research;
  5. Institute-wide initiatives approved by an Institute Vice President, College Dean, or the President.

The use of Institute facilities for scheduled academic instructional and research purposes shall take precedence over all other uses of such spaces, and will not be displaced without the express approval of the President or the Provost.

6.4.2 Applications and Processing of Applications

  1. Requests for the use of Institute facilities should be directed to CPSM, with the exception of those buildings listed in Section 6.11.
  2. All requests should be submitted at least five (5) business days in advance of the proposed use, to permit adequate time to effect the necessary coordination and arrangements. If requests are made less than five (5) working days in advance of the event, the Institute will make every reasonable effort to consider the request, but reserves the right to deny the request.
  3. Upon receipt of requests from any Institute person or organization, CPSM or the appropriate scheduling officer will, upon approval of the request, coordinate the use of facilities with appropriate Institute offices and, confirm in writing the requested assignments. If the requested facilities are unavailable, the requesting individual or organization will be advised of other options for space on campus.
     

6.4.3 Limitations on Use

The health, safety and general welfare of the members of Georgia Tech must be preserved. Therefore, the following policies have been established.

  1. Dues, Initiation Fees and Admission Charges
    1. Dues or initiation fees for an Institute organization may be collected during scheduled meetings.
    2. Admission may not be charged nor other funds solicited at such meetings or sponsored events unless specifically approved in advance by the responsible scheduling officer.
    3. If admission or fund solicitation is approved, the sponsoring organization will pay the Institute for the use of space at the rates established for such use and published by the responsible scheduling officer, plus any other direct costs incurred as may be required for the meeting or scheduled event.
  2. Amplified Sound
    The use of amplified sound outside buildings must be approved in advance by CPSM. Amplified sound may be allowed on Tuesday and Thursday from 11 a.m. to 12 p.m., Monday through Friday after 5:00 p.m., and on weekends. The privilege may be withdrawn if it interferes with regularly scheduled classes or other educational functions, or with other scheduled events.
  3. Posters and Printed Materials
    1. Any Student or chartered student organization may place posters or printed materials on bulletin boards or kiosks provided by the Institute for that purpose. No one shall post or display signs or other similar material in any other location without prior written approval from CPSM. All posted material, except for official Institute announcements, shall be removed within ten (10) days of posting. Failure to remove such material shall be considered sufficient cause to deny future requests.
    2. Campus spaces may be used by students, faculty, staff, and affiliates to distribute free literature in such a way as to avoid interference with those entering or leaving buildings or with building occupants. The permission granted does not extend to distribution within any buildings or enclosed areas.
    3. The process of distribution must not interfere with regularly scheduled classes, other approved events, or similar activities, nor infringe upon the privacy of individuals. Off-campus persons and organizations, including recognized candidates for public office, may distribute literature or non-commercial materials at locations on the campus that are designated by CPSM for such purposes (i.e., Amphitheater area).
    4. Political campaign and commercial advertisements, other than for student government elections or as provided for in a Board of Regents or Georgia Tech advertisement policy shall not be displayed on the Campus.
    5. Distribution or posting on the campus of commercial materials (which for these purposes are items, other than newspapers, offered for sale or to induce sales) is prohibited, with the following exceptions:
      1. Vendors offering services to the Institute under contract may solicit the sales of goods or services consistent with the contract.
      2. Newspapers may be distributed only by vending machines and/or other approved distribution device approved by and at locations designated by CPSM or appropriate scheduling officer.
      3. Items specifically for use in conduct of official Institute activities or items normally ordered and delivered in support of on-campus residency.
      4. Items offered to the general public in conjunction with authorized campus events.
    6. Facilities leased by the Athletic Association may permit commercial advertisement as it deems appropriate.
  4. Displays and Exhibits
    1. Institute persons and organizations may erect exhibits, subject to the policies in this subsection. An academic or administrative unit may authorize indoor exhibits in a space that it occupies and controls. In all other cases, advance permission is required from CPSM.
    2. CPSM shall advise each applicant how to correct, if possible, any conditions that preclude approval of his or her application. Even if an applicant is entitled to have its application approved as submitted, CPSM may give advice about other possible locations, or about modifications to the exhibit, that would avoid potential problems or make the proposed exhibit more workable.
    3. An outdoor exhibit may be displayed for up to five (5) consecutive days. The exhibit must be removed at the end of each business day and may be re-erected each morning. Institute persons and organizations may request an extension beyond the initial five-day period, subject to space availability. This does not apply to academic or administrative units. 
    4. All requests for the construction of displays, exhibits or similar structures shall be reviewed by CPSM for safety compliance prior to construction. Sites for the construction of displays shall be coordinated with CPSM.
  5. Security of Speaker and Audience.
    The Institute may require that adequate measures be taken to provide protection for persons seeking attendance, persons in attendance at an event, and for the Institute property involved. Where a proposed event presents a particular risk to the health and safety of the applicant, the Institute community or the public, or a danger to Institute property or facilities, the Institute may require insurance, a bond, a security deposit or security costs to be paid by the event sponsor adequate for the protection of those who may attend such an event and the Institute facilities involved. In determining whether such a requirement shall be imposed, the Institute shall consider (1) the number of anticipated attendees, (2) whether the proposed event involves activity that poses an inherent risk of personal injury or property damage, (3) whether the sponsor intends to charge for admission to the event; and (4) any prior incidents of personal injury or property damage during similar events at the Institute or other institutions. All fees shall be based on the number of officers required for an event of the same size and kind, in the same place and at the same time of day, handling the same amount of cash. No fee shall be charged for police officers assigned because of political, religious, philosophical, ideological, or academic controversy anticipated or actually experienced at the event.

    This section is not to be interpreted as a denial of the right to peaceful meetings, protests, or petitions for redress, nor is it a denial of the right to have such meetings, protests, or petitions taking place in the vicinity of those to whom they are directed.

6.4.4 Non-Institute Speakers Invited by Students and Student Organizations

 

  1. Procedure for Chartered Student Organizations
    1. Any chartered student organization or SGA may invite a guest speaker to address their membership without prior authorization.
    2. Any chartered student organization or agency of student government wishing to present off-campus speakers to persons beyond the organization’s membership in Institute facilities may do so by complying with the following procedures:
      1. An authorized officer of the organization shall submit notice in writing to the appropriate scheduling officer via email.
      2. The notice shall state:
        1. The speaker's name and the organization represented, if any
        2. The proposed date and time of meeting;;
        3. The audience to be addressed; and
        4. The Institute facility requested.
        5. Information that will satisfy the scheduling officer for the desired facility that funds are on hand to pay all expenses involved.
  2. Procedure for Invitation by Student Petition
    1. In the absence of sponsorship by a chartered student organization or other Institute authority, a petition to the Vice President of Student Life may initiate invitation of a speaker.
    2. The petition shall bear the signatures of at least fifty (50) currently enrolled students of Georgia Tech. In addition, three (3) students shall identify themselves as taking responsibility for the program.
    3. The first five signers of the petition shall constitute a committee responsible for arrangements, and the first signer shall be chairman.
    4. The petition shall contain the following information:
      1. The speaker’s name and the organization represented, if any;
      2. The proposed date and time of meeting;
      3. The audience to be addressed;
      4. The Institute facility requested; and
      5. Information that will satisfy the Vice President of Student Life that funds are on hand to pay all expenses involved.
  3. Procedure after Approval of Request for Non-Institute Speaker
    1. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by him/her while he/she is on campus.
    2. The sponsoring organization shall not, in any of its invitations, advertisements or other correspondence, imply that the Institute or the Board of Regents of the University System of Georgia approve or are in agreement with any of the positions espoused by the speaker. The approval of the use of instructional facilities by the Institute shall not necessarily imply that the Institute or the Board of Regents of the University System of Georgia approves or are in agreement with any of the speaker’s statements.

 

6.4.5 Non-Institute Speakers Invited by Faculty, Staff, or Faculty or Student Organizations

  1. Procedure for Instructional Faculty
    1. Any member of the teaching faculty may invite an off-campus speaker to address the registered students of their regularly scheduled class, or a special session of their scheduled class or seminar in the assigned classroom space. For additional information concerning normal academic use of Institute facilities see Section 6.4.1.
    2. A faculty member reserves a room or facility for an off-campus speaker by notifying CPSM or the appropriate scheduling officer in writing as soon as possible, with the requested date and time of meeting, the speaker's name and the organization represented, the expected size of the audience, and the requested Institute facility, so that appropriate space can be arranged.
  2. Faculty and Staff Organizations
    Any recognized faculty or staff organization wishing to invite an off-campus speaker to address the membership of the organization is free to do so. An authorized officer of the organization shall submit in writing to the appropriate scheduling officer the speaker's name and the organization represented, if any, the proposed date and time of meeting, the audience to be addressed, and the Institutional facility sought to be used.
  3. Procedure after Approval of Request for Non-Institute Speaker
    1. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by him/her while he/she is on campus.
    2. The sponsoring organization shall not, in any of its invitations, advertisements or other correspondence, imply that the Institute or the Board of Regents of the University System of Georgia approve or are in agreement with any of the positions espoused by the speaker. The approval of the use of instructional facilities by the Institute shall not necessarily imply that the Institute or the Board of Regents of the University System of Georgia approves or are in agreement with any of the speaker’s statements.

6.4.1 Use by the Institute

Nothing in this policy is intended to restrict in any way the use of Institute facilities for:

  1. Regularly scheduled classes;
  2. Extra or rescheduled classes;
  3. Seminars and special instructional lectures sponsored by an administrative or academic department or Georgia Tech Professional Education, or
  4. Authorized consulting, contract or sponsored research;
  5. Institute-wide initiatives approved by an Institute Vice President, College Dean, or the President.

The use of Institute facilities for scheduled academic instructional and research purposes shall take precedence over all other uses of such spaces, and will not be displaced without the express approval of the President or the Provost.

6.4.2 Applications and Processing of Applications

  1. Requests for the use of Institute facilities should be directed to CPSM, with the exception of those buildings listed in Section 6.11.
  2. All requests should be submitted at least five (5) business days in advance of the proposed use, to permit adequate time to effect the necessary coordination and arrangements. If requests are made less than five (5) working days in advance of the event, the Institute will make every reasonable effort to consider the request, but reserves the right to deny the request.
  3. Upon receipt of requests from any Institute person or organization, CPSM or the appropriate scheduling officer will, upon approval of the request, coordinate the use of facilities with appropriate Institute offices and, confirm in writing the requested assignments. If the requested facilities are unavailable, the requesting individual or organization will be advised of other options for space on campus.
     

6.4.3 Limitations on Use

The health, safety and general welfare of the members of Georgia Tech must be preserved. Therefore, the following policies have been established.

  1. Dues, Initiation Fees and Admission Charges
    1. Dues or initiation fees for an Institute organization may be collected during scheduled meetings.
    2. Admission may not be charged nor other funds solicited at such meetings or sponsored events unless specifically approved in advance by the responsible scheduling officer.
    3. If admission or fund solicitation is approved, the sponsoring organization will pay the Institute for the use of space at the rates established for such use and published by the responsible scheduling officer, plus any other direct costs incurred as may be required for the meeting or scheduled event.
  2. Amplified Sound
    The use of amplified sound outside buildings must be approved in advance by CPSM. Amplified sound may be allowed on Tuesday and Thursday from 11 a.m. to 12 p.m., Monday through Friday after 5:00 p.m., and on weekends. The privilege may be withdrawn if it interferes with regularly scheduled classes or other educational functions, or with other scheduled events.
  3. Posters and Printed Materials
    1. Any Student or chartered student organization may place posters or printed materials on bulletin boards or kiosks provided by the Institute for that purpose. No one shall post or display signs or other similar material in any other location without prior written approval from CPSM. All posted material, except for official Institute announcements, shall be removed within ten (10) days of posting. Failure to remove such material shall be considered sufficient cause to deny future requests.
    2. Campus spaces may be used by students, faculty, staff, and affiliates to distribute free literature in such a way as to avoid interference with those entering or leaving buildings or with building occupants. The permission granted does not extend to distribution within any buildings or enclosed areas.
    3. The process of distribution must not interfere with regularly scheduled classes, other approved events, or similar activities, nor infringe upon the privacy of individuals. Off-campus persons and organizations, including recognized candidates for public office, may distribute literature or non-commercial materials at locations on the campus that are designated by CPSM for such purposes (i.e., Amphitheater area).
    4. Political campaign and commercial advertisements, other than for student government elections or as provided for in a Board of Regents or Georgia Tech advertisement policy shall not be displayed on the Campus.
    5. Distribution or posting on the campus of commercial materials (which for these purposes are items, other than newspapers, offered for sale or to induce sales) is prohibited, with the following exceptions:
      1. Vendors offering services to the Institute under contract may solicit the sales of goods or services consistent with the contract.
      2. Newspapers may be distributed only by vending machines and/or other approved distribution device approved by and at locations designated by CPSM or appropriate scheduling officer.
      3. Items specifically for use in conduct of official Institute activities or items normally ordered and delivered in support of on-campus residency.
      4. Items offered to the general public in conjunction with authorized campus events.
    6. Facilities leased by the Athletic Association may permit commercial advertisement as it deems appropriate.
  4. Displays and Exhibits
    1. Institute persons and organizations may erect exhibits, subject to the policies in this subsection. An academic or administrative unit may authorize indoor exhibits in a space that it occupies and controls. In all other cases, advance permission is required from CPSM.
    2. CPSM shall advise each applicant how to correct, if possible, any conditions that preclude approval of his or her application. Even if an applicant is entitled to have its application approved as submitted, CPSM may give advice about other possible locations, or about modifications to the exhibit, that would avoid potential problems or make the proposed exhibit more workable.
    3. An outdoor exhibit may be displayed for up to five (5) consecutive days. The exhibit must be removed at the end of each business day and may be re-erected each morning. Institute persons and organizations may request an extension beyond the initial five-day period, subject to space availability. This does not apply to academic or administrative units. 
    4. All requests for the construction of displays, exhibits or similar structures shall be reviewed by CPSM for safety compliance prior to construction. Sites for the construction of displays shall be coordinated with CPSM.
  5. Security of Speaker and Audience.
    The Institute may require that adequate measures be taken to provide protection for persons seeking attendance, persons in attendance at an event, and for the Institute property involved. Where a proposed event presents a particular risk to the health and safety of the applicant, the Institute community or the public, or a danger to Institute property or facilities, the Institute may require insurance, a bond, a security deposit or security costs to be paid by the event sponsor adequate for the protection of those who may attend such an event and the Institute facilities involved. In determining whether such a requirement shall be imposed, the Institute shall consider (1) the number of anticipated attendees, (2) whether the proposed event involves activity that poses an inherent risk of personal injury or property damage, (3) whether the sponsor intends to charge for admission to the event; and (4) any prior incidents of personal injury or property damage during similar events at the Institute or other institutions. All fees shall be based on the number of officers required for an event of the same size and kind, in the same place and at the same time of day, handling the same amount of cash. No fee shall be charged for police officers assigned because of political, religious, philosophical, ideological, or academic controversy anticipated or actually experienced at the event.

    This section is not to be interpreted as a denial of the right to peaceful meetings, protests, or petitions for redress, nor is it a denial of the right to have such meetings, protests, or petitions taking place in the vicinity of those to whom they are directed.

6.4.4 Non-Institute Speakers Invited by Students and Student Organizations

 

  1. Procedure for Chartered Student Organizations
    1. Any chartered student organization or SGA may invite a guest speaker to address their membership without prior authorization.
    2. Any chartered student organization or agency of student government wishing to present off-campus speakers to persons beyond the organization’s membership in Institute facilities may do so by complying with the following procedures:
      1. An authorized officer of the organization shall submit notice in writing to the appropriate scheduling officer via email.
      2. The notice shall state:
        1. The speaker's name and the organization represented, if any
        2. The proposed date and time of meeting;;
        3. The audience to be addressed; and
        4. The Institute facility requested.
        5. Information that will satisfy the scheduling officer for the desired facility that funds are on hand to pay all expenses involved.
  2. Procedure for Invitation by Student Petition
    1. In the absence of sponsorship by a chartered student organization or other Institute authority, a petition to the Vice President of Student Life may initiate invitation of a speaker.
    2. The petition shall bear the signatures of at least fifty (50) currently enrolled students of Georgia Tech. In addition, three (3) students shall identify themselves as taking responsibility for the program.
    3. The first five signers of the petition shall constitute a committee responsible for arrangements, and the first signer shall be chairman.
    4. The petition shall contain the following information:
      1. The speaker’s name and the organization represented, if any;
      2. The proposed date and time of meeting;
      3. The audience to be addressed;
      4. The Institute facility requested; and
      5. Information that will satisfy the Vice President of Student Life that funds are on hand to pay all expenses involved.
  3. Procedure after Approval of Request for Non-Institute Speaker
    1. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by him/her while he/she is on campus.
    2. The sponsoring organization shall not, in any of its invitations, advertisements or other correspondence, imply that the Institute or the Board of Regents of the University System of Georgia approve or are in agreement with any of the positions espoused by the speaker. The approval of the use of instructional facilities by the Institute shall not necessarily imply that the Institute or the Board of Regents of the University System of Georgia approves or are in agreement with any of the speaker’s statements.

 

6.4.5 Non-Institute Speakers Invited by Faculty, Staff, or Faculty or Student Organizations

  1. Procedure for Instructional Faculty
    1. Any member of the teaching faculty may invite an off-campus speaker to address the registered students of their regularly scheduled class, or a special session of their scheduled class or seminar in the assigned classroom space. For additional information concerning normal academic use of Institute facilities see Section 6.4.1.
    2. A faculty member reserves a room or facility for an off-campus speaker by notifying CPSM or the appropriate scheduling officer in writing as soon as possible, with the requested date and time of meeting, the speaker's name and the organization represented, the expected size of the audience, and the requested Institute facility, so that appropriate space can be arranged.
  2. Faculty and Staff Organizations
    Any recognized faculty or staff organization wishing to invite an off-campus speaker to address the membership of the organization is free to do so. An authorized officer of the organization shall submit in writing to the appropriate scheduling officer the speaker's name and the organization represented, if any, the proposed date and time of meeting, the audience to be addressed, and the Institutional facility sought to be used.
  3. Procedure after Approval of Request for Non-Institute Speaker
    1. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by him/her while he/she is on campus.
    2. The sponsoring organization shall not, in any of its invitations, advertisements or other correspondence, imply that the Institute or the Board of Regents of the University System of Georgia approve or are in agreement with any of the positions espoused by the speaker. The approval of the use of instructional facilities by the Institute shall not necessarily imply that the Institute or the Board of Regents of the University System of Georgia approves or are in agreement with any of the speaker’s statements.

6.5 Grounds for Denial of Application for Use of Property

Notice of denial of an application for permit shall clearly set forth in writing the grounds upon which the application was denied and, where feasible, shall contain a proposal by the Institute for measures by which the applicant may cure any defects in the application for permit or otherwise procure a permit. Where an application has been denied because a fully executed prior application for the same time and place has been received, and a permit has been or will be granted to the prior applicant authorizing uses or activities which do not reasonably permit multiple occupancy of the particular area, the Institute may propose an alternate place, if available for the same time, or an alternate time, if available for the same place. An application for permit may be denied on any of the following grounds:

  1. The application for permit is not fully completed and executed;
  2. The applicant has not timely tendered an application fee, user fee, indemnification agreement, security deposit, or satisfied any other condition reasonably required by the Scheduling Officer;
  3. The application for permit contains a material falsehood or misrepresentation;
  4. The applicant is legally incompetent to contract (e.g., under eighteen years of age) or is not a legally recognized entity (e.g., out of state corporation not licensed to do business in Georgia);
  5. The applicant or the person on whose behalf the application for permit was made has on prior occasions damaged Institute owned or leased property and has not paid in full for such damage, or has other outstanding and unpaid debts to the Institute;
  6. A fully executed prior application for permit for the same time and place has been received, and a permit has been or will be granted to a prior applicant authorizing uses or activities which do not reasonably permit multiple occupancy of the particular property or part hereof;
  7. The use or activity intended by the applicant would conflict with planned programs organized and conducted by the Institute and scheduled for the same time and/or place;
  8. The proposed use or activity is prohibited by or inconsistent with the uses of Institute owned or leased property or part thereof;
  9. The use or activity intended by the applicant would present an unreasonable danger to the health or safety of the applicant, or other users of the property, or of Institute students or employees, or of the public;
  10. The applicant has not complied or cannot comply with applicable licensure requirements, rules or regulations concerning the sale or offering for sale of any goods or services;
  11. The use or activity intended by the applicant is prohibited by applicable rules or laws;
  12. The applicant has not secured the requisite insurance;
  13. The applicant or the person on whose behalf the application for permit was made has on prior occasions made material misrepresentations regarding the nature or scope of the event or activity previously permitted or has violated the terms of prior permits issued to the applicant;
  14. The proposed use or activity would interfere with pedestrian and/or vehicular traffic;
  15. The applicant intends to sell, distribute or consume alcoholic beverages in any academic building or space, or to do so at any other location on the premises of the Institute without prior written authorization from the President;
  16. The proposed use or activity intended by the applicant would present an unreasonable risk of substantial damage to property of the Institute and/or of persons lawfully present on Institute property.

6.6 Procedure for Review of Denials

  1. If the request for use of facilities is denied, any sponsoring person or organization thereby denied may file an appeal with the Committee on Use of Institute Facilities (see Section 6.2) not later than five (5) business days after the notice of denial is sent. The appeal must be submitted to the Chair, Committee on Use of Institute Facilities.
  2. The organization will obtain a review by the Committee on Use of Institute Facilities within seven (7) business days after filing its appeal. The Committee on Use of Institute Facilities may request that the aggrieved party and the appropriate scheduling officer appear before the Committee on Use of Institute Facilities, in its sole discretion.
  3. The Committee on Use of Institute Facilities shall have seven (7) business days from the date on which the appeal was filed in which to serve upon the applicant a decision affirming, modifying or reversing the denial. If necessary, the Committee on Use of Institute Facilities will attempt to expedite its review.
  4. Such notice shall be deemed served upon the applicant when it is personally delivered or when it is sent by e-mail or United States mail, with proper postage prepaid, to the name and address set forth on the application for permit;
  5. If the appeal is neither granted nor denied within seven (7) business days after it was filed, it shall be deemed granted, and the invitation to a non-Institute speaker may be issued.
  6. If the appeal is denied by the Committee on Use of Institute Facilities, the sponsoring person or organization may file an appeal with the President not later than seven (7) business days after the notice of denial is sent. The appeal should be submitted to the Office of the President.
  7. The President shall deliver his/her decision within seven (7) business days after receipt of the appeal. Such notice shall be deemed delivered to the applicant when it is sent by e-mail or United States mail, with proper postage prepaid, to the name and address set forth on the application for permit;
  8. If the appeal is neither granted nor denied within seven (7) business days after it was filed, it shall be deemed granted, and the invitation to a non-Institute speaker may be issued.
  9. Appeal from the decision of the President may be made to the Board of Regents in accordance with the Board of Regents’ Policies.

6.7 Forms of Appeal

Any appeal filed pursuant to Section 6.6 of this policy shall state succinctly the grounds upon which it is asserted that the denial should be modified or reversed and shall be accompanied by copies of the application for permit, the written notice of the determination of the responsible administrator, and any other papers material to the determination.

6.8 Waiver of Requirements or Limitations

Any requirements in this policy may be waived by the Scheduling Officer in consultation with the Chair of the Committee on the Use of Institute Facilities for property under the jurisdiction of the officer granting the waiver.

6.9 Rental of License of Facilities by Non-Institute Persons or Organizations

6.9.1 Conditions of Rental or License

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:

  1. The facilities involved are not required during the period of intended license/rental for any Institute purpose.
  2. 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.
  3. 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.
  4. 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).
  5. 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.
  6. Facilities shall not be licensed or rented for activities or events which are designed to benefit a political candidate, including campaigning and fundraising.
  7. 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.
  8. 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:

  1. Sign a contract with the Institute for use of its facilities.
  2. 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.
  3. Reimburse the Institute for additional costs for police, maintenance, etc., incurred in connection with the scheduled activity or event.
  4. Ensure that all promotion and advertising of event involving the use of Georgia Tech identifies the non-Institute person or organization sponsoring the event.
  5. 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.).
  6. 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.
  7. Provide evidence of their ability to meet all expenses in advance of the event.
  8. Arrange food and beverages through the campus concessionaire, where applicable.
  9. Comply with the policies of the Board of Regents, the Institute and the State of Georgia concerning alcoholic beverages.
  10. Take reasonable care to ensure the physical safety and health of the participants and spectators.

6.9.2 Classification of Activities and Events

Use of Georgia Tech facilities by an external organization for an activity or event will be classified in the following levels:

Level 1 is an activity that affects the venue itself and will have no impact on other campus functions or services.

Examples: A team wishes to use Roe Stamps Field for a practice on an hourly basis. A team wishes to rent a specific number of lanes to practice in the Campus Recreation Center Aquatic Center. A small group wishes to use a particular facility for a short-term activity.

Level 2 is an event that will have an effect on campus services adjacent to the venue.

Examples: A swim event at the Campus Recreation Center (CRC), or a Concert, which will affect such campus services as parking and facilities.

Level 3 is an event that will have a major impact across the campus, and which will require coordination of a wide variety of campus facilities and/or services. These events may involve television, attract a large media contingency, and require significant traffic control, security and parking.

Example: Georgia State Games, USA National Championship, International Championship, a large outdoor concert, or State High School Basketball Championship at Alexander Memorial Coliseum (AMC), or a city-wide marathon race.

6.9.3 Reservation Process

  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.
     

6.9.4 Charges for Use of Georgia Tech Facilities

Depending on the nature, duration, and special requirements for events, the following charges may be assessed:

  • Use of Facility
  • Event Supervision
  • Police
  • Maintenance (i.e. electricians, custodians, grounds crew, etc.)
  • Equipment and Supplies
  • Outside Personnel
  • Student Assistants
  • Special Services
  • Parking

All charges will be explained to the potential user prior to signing a contract with the Institute for the use of its facilities. A deposit may be required with the balance of all charges due no more than two weeks following the receipt of an invoice. Invoicing of activities will be a function of the appropriate scheduling officer for the facility rented and shall comply with all Georgia Tech policies and procedures governing accounting activities.

6.9.5 Student Organization Co-Sponsered Event

If a Georgia Tech student organization co-sponsors an event with an external partner, the event will be treated as an external event under this policy.

An event is a co-sponsorship if an individual or student organization:

  1. Advertises the event as co-sponsored by an off-campus person or organization; or
  2. Operates the event as agent of, or for the benefit of, an off-campus person or organization, except for the solicitation of charitable contributions; or
  3. Distributes any proceeds of the event to an off-campus person or organization, except for the proceeds of charitable contributions solicited; pays fair market price for goods or services provided to the student organization; or
  4. Reserves a room or space for the use of an off-campus person or organization.

Co-sponsorship by a student organization requires the following:

  1. That a member of the student organization be designated and known as the “Institute Host”. The “Institute Host” shall:
    1. Be responsible for planning the event and preparing the budget that will detail anticipated expenses and revenues.
    2. Attend the event to ensure that it is conducted properly and Institute policies are followed.
    3. Become the single point of contact for the external group.
  2. A contract in the form prescribed by the Institute must be executed between the outside organization and the Institute.

6.9.1 Conditions of Rental or License

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:

  1. The facilities involved are not required during the period of intended license/rental for any Institute purpose.
  2. 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.
  3. 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.
  4. 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).
  5. 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.
  6. Facilities shall not be licensed or rented for activities or events which are designed to benefit a political candidate, including campaigning and fundraising.
  7. 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.
  8. 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:

  1. Sign a contract with the Institute for use of its facilities.
  2. 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.
  3. Reimburse the Institute for additional costs for police, maintenance, etc., incurred in connection with the scheduled activity or event.
  4. Ensure that all promotion and advertising of event involving the use of Georgia Tech identifies the non-Institute person or organization sponsoring the event.
  5. 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.).
  6. 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.
  7. Provide evidence of their ability to meet all expenses in advance of the event.
  8. Arrange food and beverages through the campus concessionaire, where applicable.
  9. Comply with the policies of the Board of Regents, the Institute and the State of Georgia concerning alcoholic beverages.
  10. Take reasonable care to ensure the physical safety and health of the participants and spectators.

6.9.2 Classification of Activities and Events

Use of Georgia Tech facilities by an external organization for an activity or event will be classified in the following levels:

Level 1 is an activity that affects the venue itself and will have no impact on other campus functions or services.

Examples: A team wishes to use Roe Stamps Field for a practice on an hourly basis. A team wishes to rent a specific number of lanes to practice in the Campus Recreation Center Aquatic Center. A small group wishes to use a particular facility for a short-term activity.

Level 2 is an event that will have an effect on campus services adjacent to the venue.

Examples: A swim event at the Campus Recreation Center (CRC), or a Concert, which will affect such campus services as parking and facilities.

Level 3 is an event that will have a major impact across the campus, and which will require coordination of a wide variety of campus facilities and/or services. These events may involve television, attract a large media contingency, and require significant traffic control, security and parking.

Example: Georgia State Games, USA National Championship, International Championship, a large outdoor concert, or State High School Basketball Championship at Alexander Memorial Coliseum (AMC), or a city-wide marathon race.

6.9.3 Reservation Process

  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.
     

6.9.4 Charges for Use of Georgia Tech Facilities

Depending on the nature, duration, and special requirements for events, the following charges may be assessed:

  • Use of Facility
  • Event Supervision
  • Police
  • Maintenance (i.e. electricians, custodians, grounds crew, etc.)
  • Equipment and Supplies
  • Outside Personnel
  • Student Assistants
  • Special Services
  • Parking

All charges will be explained to the potential user prior to signing a contract with the Institute for the use of its facilities. A deposit may be required with the balance of all charges due no more than two weeks following the receipt of an invoice. Invoicing of activities will be a function of the appropriate scheduling officer for the facility rented and shall comply with all Georgia Tech policies and procedures governing accounting activities.

6.9.5 Student Organization Co-Sponsered Event

If a Georgia Tech student organization co-sponsors an event with an external partner, the event will be treated as an external event under this policy.

An event is a co-sponsorship if an individual or student organization:

  1. Advertises the event as co-sponsored by an off-campus person or organization; or
  2. Operates the event as agent of, or for the benefit of, an off-campus person or organization, except for the solicitation of charitable contributions; or
  3. Distributes any proceeds of the event to an off-campus person or organization, except for the proceeds of charitable contributions solicited; pays fair market price for goods or services provided to the student organization; or
  4. Reserves a room or space for the use of an off-campus person or organization.

Co-sponsorship by a student organization requires the following:

  1. That a member of the student organization be designated and known as the “Institute Host”. The “Institute Host” shall:
    1. Be responsible for planning the event and preparing the budget that will detail anticipated expenses and revenues.
    2. Attend the event to ensure that it is conducted properly and Institute policies are followed.
    3. Become the single point of contact for the external group.
  2. A contract in the form prescribed by the Institute must be executed between the outside organization and the Institute.

6.10 Severability

If any provision of this policy and procedure or the application thereof to any person or circumstance be held invalid, the remainder of this policy and procedure and the application of such provision to other persons or circumstances shall not be affected thereby. The Institute reserves the power to amend or repeal this policy at any time; and all rights, privileges and immunities conferred by this policy and procedure or by acts done pursuant hereto shall exist subject to such power.

6.11 Institute Facilities that have their own Scheduling Officer

(Include but are not limited to)

  • Alumni House
  • Athletic facilities
  • Bill Moore Student Success Center
  • Campus Recreation Center and facilities
  • Charles A. Smithgall, Jr. Student Services Building
  • College of Management
  • Ferst Center for the Arts
  • Fred B. Wenn Student Center and Penny and Roe Stamps Student Center Commons
  • Georgia Tech Research Institute - GTRI Global Learning Center
  • G. Wayne Clough Undergraduate Learning Commons
  • Historic Academy of Medicine
  • Housing facilities
  • Institute for Paper Science & Technology - IPST
  • Klaus Advanced Computing Building
  • Manufacturing Research Center – MARC
  • Wardlaw Building