Events and Booking Space

 

Creating a New Event in Engage (PDF)

Contract Information Sheet (CIS) (PDF)

A contract is required anytime a student organization is entering into an agreement to pay an external service provider (speaker, DJ, etc). Contracts are also required for non-GW service providers at on-campus events and virtual events that are recorded and/or publicly distributed (e.g. Zoom events live-streamed through Facebook). Students may not sign contracts. Contract = any agreement with an external service provider. Contracts are legally binding and enforceable by law.

  • To start the process, make initial arrangements with a vendor, then complete the contract information sheet above and send it to your assigned staff advisor or Org Help.
  • Students are not permitted to sign any type of agreement with external service providers – including speakers, caterers, venues, DJs, etc. Your advisor will ensure the appropriate contract is created and then forwarded to the correct person for signature, so plan to involve your advisor.
  • Contracts MUST be submitted for signature at least 7 business days in advance of an event. Please plan ahead.

Green Event Guide

Planning a fantastic event? Make sure you keep it green by following these sustainable tips and alternatives from the Office of Sustainability.

Hosting an Event with Alcohol (PDF)

All organizational events with alcohol must be registered in Engage and approved by the Office of Student Life. To register, you must create an event through your Engage portal and answer “Yes” to the question at the end of the event creation form that asks if there will be alcohol served at your event. Your event submission will be sent automatically to your assigned organization advisor and/or the Office of Student Life for review and approval. Click above to view the full policy, which includes:

  • Registration for Events with Alcohol forms must be submitted at least nine business days prior to the event.
  • Organizations must have sober monitors in proportional numbers for anticipated attendees (1:25 for undergraduate organizations and 1:50 for graduate organizations).
  • Student organizations hosting an event with alcohol must provide food and non-alcoholic beverages to event attendees.

Organizational Events (PDF)

Consult this guide to evaluate whether or not an event would be considered an 'organizational event' by the University. These are many of the factors the University considers in evaluating an event that is potentially organizational.  Each case is evaluated individually based on the totality of the information known.

Poster Policy

Posters may be hung in designated areas in accordance with that building's practice and policy. Registered student organizations can hang posters in the residence halls by bringing an original copy of the poster to the Campus Living office in Amsterdam Hall to receive an approval stamp. Posters must meet specific criteria, outlined at the link above.

Protest Guide (PDF)

GW Code of Student Conduct Guide to Protest Activities. This guide is intended to be a brief outline of key points for students and student organizations to consider regarding student conduct and engagement with protest activities, demonstrations, and other similar events. Every case is evaluated based on its specifics, so students are encouraged to reach out to Student Rights and Responsibilities and GWPD as they plan actions. This open communication will increase everyone’s safety and promote informed decisions, including regarding civil disobedience.

Reserving Space

Student Organization Alumni Engagement (PDF)

The Office of Alumni Relations and Annual Giving continues to connect current students with alumni to enrich the GW experience. The office has tools and resources for student organizations to connect to the extensive, global alumni network. They can help groups share their message with the GW community and create a pipeline for continued communication in the future. They have many resources available to students to create clear and concise messaging, open communication to the larger GW community, and incorporate alumni into your event programming and networking. 

Student Org Resource Center 

Currently closed due to campus restrictions. The Student Association offers free use of our printing and copying services to student orgs wanting to make pamphlets, flyers, and posters for general use around campus. The SA also offers a wide variety of reusable goods and office supplies that are free of charge to student organizations. Email the SA with questions.

Using GW's Logo (PDF)

All promotional items (t-shirts, hats, mugs, etc.) that include a GW institutional mark must follow the guidelines set forward by GW’s Marketing & Creative Services. Merchandise must be purchased through an approved vendor.

  • After you design your artwork, you must have it approved by GW Licensing and Trademarks Program either by submitting online or emailing [email protected].
  • CustomInk and Promoversity are University partners and can set up custom fundraising sites for organizational merchandise.