Reservation & Rental Policies

Priority Basis and Registration Protocol

General purpose classrooms are dedicated primarily for the use of the instructional programs. All other uses of general purpose classrooms are secondary to the instructional needs. The following is the priority basis:

  1. Regularly scheduled degree credit classes, on-campus programs
  2. Regularly scheduled degree credit classes, off-campus programs
  3. Examinations
  4. School Special classes/class meetings (i.e. make-up classes, review classes)/program/departmental meetings
  5. Special academic events (i.e. guest lectures, symposia)
  6. Student organization meetings
  7. Non-GW organizations (only during the Summer semester)

General Rules for All Groups

All classroom requests should be submitted using the online request form at least five working days prior to the date of the event. You will receive a response within 2 business days. Requests may be submitted no more than six months in advance. We will begin processing requests for a semester one month prior to the first day of classes. Submitting a request does not guarantee a room. Your reservation is not confirmed until you received a CONFIRMED email from the Academic Scheduling Office (ASO). We will try to put you in your requested room, but it is not always possible. Submitting a request does not guarantee a room.

Groups using classroom space should be cognizant of neighboring classrooms and offices. Hallways and common areas should remain quiet at all times, and noise in reserved classroom space should not disturb classes, faculty, or staff. ASO and University Police have the authority to ask groups not adhering to these policies to leave the building. For this reason, no rehearsals or performances may be scheduled in academic classrooms.

The group using the space is responsible for leaving the room as they found it. If there are damages to the facility, the group is responsible for the ensuing cost of any additional clean-up or repairs, and the group may lose their reservation/rental privileges. Groups may not hang any pictures, posters, or other types of displays on the walls of the classrooms or hallways. ASO reserves the right to charge cleanup or maintenance fees from student organizations or departments.

Heating, AC, electricity, and normal custodial services are provided but are not maintained or serviced by ASO. We will not provide refunds if these services are not satisfactory.

No food or drink is allowed in any classroom.

The university does not provide easels, flip charts, markers, or related supplies.

GW departments and outside organizations wishing to rent extra furniture for events should contact Mona Bernard in facilities at mbernard@gwu.edu or (202) 994-5421.

GW student groups needing to rent tables or chairs for events should contact MSSC Equipment.

If the scheduled event will be held at a time when security is required, the group scheduling the event must make arrangements with the George Washington University Police Department (GWPD) at (202) 994-4533 (see Technology and Security Fees).

Student groups and GW departments or offices wishing to cancel their reservation should email sched@gwu.edu within five (5) business days of the event. Repeat cancellations may result in the loss of reservation privileges. Refunds will not be given for events cancelled less than five (5) business days before the scheduled date of the event.

All necessary payments must be received in full by ASO within five (5) business days of receipt of your tentative confirmation.

When, under extraordinary circumstances, a scheduled GW class must be moved to accommodate an event request, a replacement room must be reserved and paid for as well. Your group will be charged the rental rate for both rooms as well as the University Police Department charges for opening an otherwise-closed building.

ASO does not rent space to non-GW groups or organizations during the academic year (Fall and Spring semesters).

Student organizations may rent space out for events and meetings, but cannot rent space for study hours during the scheduled Reading Days and the Final Exam week. There are designated areas on campus that can be used for study space. Student organizations can schedule no more than 2 weekly reoccurring events.

Payment for Classroom Reservation

Payment can be made via credit card, check, and Oracle. To pay classroom rental charges via check, please make the check payable to The George Washington University and send it within five (5) business days of receiving your tentative reservation confirmation. Please include your reservation number in the memo line of the check. The reservation may be cancelled if the check is not received by the date specified on the Invoice:

Academic Scheduling Office
The George Washington University
2121 I Street NW, Suite 301
Washington, DC 20052

To pay via credit card, please fax the Credit Card Payment form with your invoice to (202) 994-4448.

Technology and Security Fees

When groups request technology classrooms or any University equipment (such as microphones, projectors, or Smartboards), arrangements must be made with Academic Technologies (AT) at (202) 994-7900. AT will charge groups for equipment usage. ASO does not arrange this or guarantee the requested technology will be in the classroom. Please confirm specific technology requests with AT upon reservation confirmation.

If the scheduled event will be held at a time when security is required, arrangements must be made with the George Washington University Police Department (GWPD) at (202) 994-4533. GWPD will charge an hourly rate for security arrangements, with a minimum of 4 hours. Security is required Sundays in all buildings except Rome and Phillips and Saturdays in MPA and 1957 E St. Additional information about GWPD Security, including the request form, can be found on their web site.

Student Organization use of General Purpose Classroom Space

Registered student organizations who wish to rent a classroom must submit a room reservation request. The requestor must be an authorized scheduler. Please contact the Center for Student Engagement in Marvin 427 or at (202) 994-6555 to find out how to become an authorized scheduler.

There are no fees for the use of space UNLESS the organization broadly markets events as an independent entity or charges any fees for attendance, in which case they will be charged 50% of the non-GW rental rate.

There is a maximum of 2 reoccurring reservations per organization per week. There is a maximum of 20 rooms allowed for each individual event.

Student organizations cannot rent space for performances or rehearsals, and cannot rent study space during scheduled Reading Days and the Final Exam week. These requests should be directed to Gelman Library or Marvin Center Events & Venues.

Faculty and Staff Use of General Purpose Classroom Space

Faculty and staff wishing to rent a classroom must submit a room reservation request. There are no rental fees for GW events planned by faculty or staff intended for University or Department attendees only.

Should an outside organization contact a department about renting space, a faculty or staff member may act as a sponsor but outside organizations must submit the request themselves.

Non-GW Organizations Use of General Purpose Classroom Space

Non-GW organizations may ONLY rent space through ASO during the Summer semester. Organizations wishing to use space during the academic year (Fall and Spring semesters) must arrange to use departmental space, not general purpose classrooms.

All outside organizations wishing to rent space at GW during the Summer semester must either be a non-profit or government organization and MUST have sponsorship by a GW school, department, or organization. This confirmation of sponsorship must be submitted in writing to ASO prior to requesting a reservation. All events must be in keeping with the University mission.

Outside organizations wishing to rent a classroom must submit a room reservation request. Requests will not be processed until mid-April for that coming Summer semester.

Non-GW groups may not charge for attendance unless the charges are necessary to recover the expenses incurred in staging the event.

Sponsoring GW departments or organizations are responsible for the non-GW organization they are sponsoring. Unpaid fees or damages by either the GW department or Non-GW organization may result in the GW department losing the right to reserve ASO space for non-class related events in the future.

All non-GW organizations will be charged a rental fee for the use of space. Classrooms are rented on a partial-day and full-day basis. A partial day is considered four (4) hours or less. Any rental that lasts more than four (4) hours will incur the full-day charge. Please review the rental rates for individual classrooms. Outside organizations must submit a payment of 50% of the total invoice within five (5) business days of receipt of their tentative confirmation. Full payment of the remaining balance will be due the business day prior to the event. Failure to submit payment will result in the cancellation of the reservation.

All cancellations must be made more than five (5) business days in advance. Any event that is not cancelled within this 5 business day deadline will NOT receive a refund.

By submitting payment, the organizations accept the terms of this policy and agreement.

Contact Us

Please address any questions or concerns to:

Academic Scheduling Office
The George Washington University
2121 I Street NW, Suite 301
Washington, DC 20052
(202) 994-4915 | (202) 994-4448 (fax)
sched@gwu.edu