General Information Home page Code of Conduct Handbook Student Fees
Student Handbook Access the Student Handbook
Student Involvement About Campus Life       Campus Activities       Campus Traditions       The GIVE Center       Fraternity & Sorority Life       Rec Sports       Student Activities Center       Student Organizations Multicultural Programs Student Government Association Student Media
Support Services Overview Auxiliary Services Bobcat Card Career Center Counseling Services Dining Services Disability Services    Learning Center Parking Services Public Safety Student Health Services Wellness and Recreation Center Women's Resource Center Writing Center
University Housing Visit the Housing Web Site
Technology Information Technology at GC
AlcoholEdu Login Instructions
Bookstore Access the Bookstore
spacer

Student Organization Handbook


Chapter 4:  Planning Meetings, Events and Activities

Reserving Space on Campus

Section 4: Facility Use and Reservations  
      
Statement on Use of University Facilities
A wide variety of campus buildings and other facilities are available for recreational and non-instructional use by students, faculty, staff, and campus guests, provided this use does not interfere with the educational mission of the university.  GC reserves the right to establish standards of time, place, and manner of all campus activities and events occurring on campus property or in the name of the university regardless of location, and to set further requirements on the activity itself, including but not limited to size and duration, sound level, concessions, security, ticketing, Environmental Health and Occupational Safety (EHOS) standards, publicity, insurance, facility rental requirements, and damage repair.

Section 5: Reserving Georgia College Facilities       
The GC campus has many facilities for use by student organizations for events and meetings.  Academic, athletic, residential facilities and outdoor spaces are maintained, reserved, and managed by university departments.  All reservable space is managed by Public Services and each facility is governed by the facility use policies set forth by the university.  To reference the Policy in its entirety, please visit the Public Services website or call 478-445-2749.  

A. Campus Facilities Reservations Process       
There are several important steps to observe when making a reservation. To ensure that your event is well organized and to make the review process by the Facility Reservations Office as quick as possible, remember to follow these steps:

• Facility requests should be made to Public Services through the R25 event scheduling system, not directly to building managers as this confuses the process and creates additional work.  It is recommended that all requests be submitted to Public Services at least seven (7) business days prior to the date of the event.

• Before submitting your request, first view the university's R25 WebViewer which provides a real time display of all of the credit courses and nonacademic events that have been scheduled into campus facilities.  The WebViewer will enable you to see which facilities might be available for your event, and to determine if there are other events that might compete for audiences or campus support services.  To reserve campus space through the department's Facility Reservations Office, complete the online Facility Request Form by clicking on the My Requests link at the top of the WebViewer page.
 
• If you are new to R25, you may download a tutorial of the R25 facility reservation process at R25 WebViewer Tutorial

When facility requests are received by Public Services, they are forwarded through R25 to the appropriate building manager for review and approval/denial.  By agreement with the deans, building managers are to reply to Public Services within 48 hours of receiving a facility request.  The building manager will evaluate each request, taking into consideration the following:

• Availability of space for date(s) requested
• Suitability of the event for the requested location
• Number of persons expected to attend the event
• Presence of alcohol
• Duration of the event

Once reviewed, the building manager will approve or deny the request online through R25, noting any special instructions that may apply to the use of the facility.  Upon receipt, Public Services will notify the event coordinator or student organization representative online through R25 that the request for space has been confirmed or denied. Because requests require review by a building manager, please allow at least five (5) business days for processing.

If reserving a table, different procedures should be followed. For registered student organizations looking to reserve a table for promotion of an event or information distribution, the organization will need to reserve the table and space through R25. The table can be received at the Student Activities Center in the DEN. A ten dollar deposit or a bobcat card is required to receive the table but will be reimbursed when the table is returned to the Student Activities Center.

If a table needs to be reserved for an event to be held on campus, R25 must be utilized to reserve the area. On the form, table specifications should be listed. To learn more about information tabling please refer to section 4.13 of the Student Organization Handbook. 

If you have service-related needs such as A/V, food, housing, moving, and/or security, please indicate your intent to secure such services on the R25 request form.  Public Services will forward this information to the appropriate service offices to give them advanced notice of your needs.  You will still be responsible for making specific arrangements directly with the service units, and you will be responsible for notifying the service units if there are any changes to the original request.  These offices require a minimum notice of five (5) business days. 
In the event the facility you requested is not available, Public Services will assist you in finding another location.  If you have not heard from Public Services within five business days of submitting your request, you may call the reservation office at 478-445-2749 to verify receipt of your request and to determine its status.

Please understand that your request is not deemed approved until you receive official confirmation from Public Services.  Do not announce or promote your activity until you know that the space you are requesting has been approved and your event has been booked into R25.

Section 6:  University Facilities Available for Reservations 
   
A. Facility Usage Guidelines and Policies
A wide variety of campus buildings and other facilities are available for organizational use by students, faculty, and staff, provided this use does not interfere with instructional and research programs held on campus. Some of the facilities available are Residence Halls, the Macon Center, and most buildings on main campus. The following are the facility usage guidelines and policies.

• All functions desiring use of university facilities should complete the online R25 request form.

• For large-scale facility rentals, service agreements and release/waiver of liability may be required.

• All requests for facility usage must be submitted at least seven (7) business days prior to the date of the scheduled activity, and all applicable usage fees and deposits will be due at the time requests are submitted for approval.

• GC reserves the right to deny use of campus facilities for any event, activity, or function deemed inappropriate for the facility or the university as a whole.

• Possession or use of narcotics or other illegal drugs is forbidden on university properties.

• The use or possession of alcohol is forbidden on university properties unless in conjunction with a pre-approved social function and limited to designated areas.

• No smoking is allowed in university buildings.

• Users will be responsible for all damages to facilities and to facility support equipment and for any personal injury resulting from this use. ALL areas used should be left in a neat and orderly condition. ALL furniture and equipment used should be returned to its proper place and the facility secured upon departure.

• Faculty/staff advisors must be present during all major events (parties, dances, and any activities open to the public) sponsored by those student organizations that they may represent.

• All Physical Plant services must be requested five (5) business days prior to the event.

• Contact Grounds Manager at 478-445-4279 for events on lawn areas.

• Events requiring Plant, AV, and other campus support services outside normal working hours must budget overtime costs.

• Procedure for vehicle access to campus roadways and sidewalks that are blocked by bollards: Individuals who seek vehicle access to campus roadways and sidewalks that are blocked by bollards must go through Facility Reservations for approval. Campus hardscapes such as the front campus drive and the circle drive were designed and constructed for pedestrian traffic and safety and for the protection of our facilities. Both are capable of handling a limited amount of vehicular traffic; however they contain architectural features that are easily damaged by heavy vehicles. These high visibility campus features also represent a significant financial investment.

• Only authorized vehicles will be allowed to access campus roadways and sidewalks that are blocked by security bollards. Authorized vehicles will usually be limited to emergency vehicles (ambulance, fire, police) and construction/maintenance vehicles when no reasonable access alternative is available. Any vehicular traffic on these roadways, other than emergency vehicles responding to an emergency, must be pre-approved by the Vice President for Business and Finance through the Facility Reservations office. Access to these roadways may be denied, if, in the opinion of the Senior Vice President of Finance & Administration, there is a reasonable alternative. Golf carts are exempted from this procedure.

Each facility is entitled to use its own set of additional regulations for use and to implement its own policies and procedures for reservations beyond those specified by the university.


B. Facility Specific Policies (Non-Auxiliary Services)

ARTS AND SCIENCES BUILDING
The Arts and Sciences Building is equipped with $2.5 million of the latest technology, making it well suited for multimedia presentations, satellite teleconferences, and professional development meetings. The Arts & Sciences building includes an auditorium, ten multi-media classrooms, three electronic classrooms, and forty-four classrooms with seating capacities ranging from 15 to 82 people. The auditorium and many other rooms have internet and cable connections.

For those that need a breath of fresh air, relax in the open courtyard at the center of the building. Alternately, sit on a bench and listen to the fountain just in front of Arts & Sciences. These areas are ideal for outdoor receptions.

Auditorium

  • Seats up to 299 persons
  • Handicapped accessible
  • Adjacent to restrooms

Audio/Visual Support

  • Mounted video projector and screen
  • Document camera
  • Slide projector
  • VHS videocassette player
  • DVD and Laserdisc player
  • Podium with microphone, wireless microphone, and table top microphones

CENTENNIAL CENTER COMPLEX
The Centennial Center Complex is a 97,000-square-foot multipurpose facility that can accommodate large functions such as athletic competitions, musical concerts, and exhibits, as well as smaller banquets and receptions. In addition to three full sized basketball courts, there are three classrooms, with seating capacities ranging from 20 to 40 people, which may be arranged for classroom or theater seating.

 Fixed seating for up to 4,078

  • Vinyl and carpet floor covering available
  • Portable dance floor (30' x 30')
  • Portable stage (32' x 48')

  East/West Teaching Courts

  • Seats up to 400 persons
  • Rubberized flooring
  • 44' x 93' (4092 sq. ft.)

 Tennis Courts

  • Six lighted courts with asphalt surface

 Outdoor Pool

  • 75' x 45', six lanes
  • Bathhouse with 2175 sq. ft.
  • Men's and women's restrooms, lockers, showers



CHAPPELL HALL
Chappell Hall is home to the staff of the Extended University Division. Chappell Hall, with three large classrooms, two conference rooms, and a state-of-the-art computer lab, offers conference and meeting space ideal for both formal and informal activities. Chappell Hall also contains a large dance studio (complete with a professional dance floor, barres, and mirrors) perfect for dance and other recreational activities. Between sessions, conference attendees can relax in the atrium adjoining the lecture hall. The Registration office is available for collecting fees, providing program support, and distributing information on-site.

Classrooms

  • Flexible seating arrangements for up to 35 persons

Conference Rooms

  • Rooms seat up to 15 persons


LAKE LAUREL LODGE
Lake Laurel Lodge, located four miles east of Milledgeville, is a favorite recreation area for the university and community. Nestled within sixty-six wooded acres, Lake Laurel is a beautiful, peaceful location for conferences, workshops, receptions, reunions, and overnight retreats. Visitors can fish from the banks or paddle the lake in one of the jon boats. Land dwellers can follow the nature trail that encircles the lake and examine the botanical life.

Overlooking the lake is the Lake Laurel Lodge. This rustic facility is equipped with a kitchen, clubhouse-like sleeping arrangements to accommodate 18 people, and a large conference room. It is available on a limited basis, primarily on weekends and other selected times.

 Lake Laurel Lodge

  • Accommodations for up to 75 persons
  • Fireplace
  • Large grill on deck
  • Kitchen equipped with microwave, cookware, utensils, and dishes
  • Restrooms with showers

 Picnic Area and Lake

  • 10' x 20' covered picnic pavilion
  • Fire ring and grills

Limited overnight lodging is available at Lake Laurel Lodge by prearrangement. Linen service is available upon request for overnight guests.


LIBRARY & INFORMATION TECHNOLOGY CENTER
GC Library is one of the largest libraries in the area, housing more than 450,000 volumes, and including study rooms, computer labs, meeting areas, and a cyber cafe serving Starbucks Coffee. It's also home to the Flannery O'Connor collection and the papers of the late Senator Paul Coverdell.

MAXWELL STUDENT UNION
Maxwell Student Union houses the campus dining and catering services (Sodexo), Einstein Bros., the Bobcat Card Office, Chick-Fil-A, and Subway. On the first floor, the Donahoo lounge is a location for student oriented programming and services. The second floor consists of the MAX, the Hoke Dining Room with a capacity of 75 people, the Bobcat Room with a capacity of 25 people, and the University Banquet Room with seating for 160 people. Completed in 1972 and renovated in 2000, Maxwell Student Union offers a handsome decor, flexible for meetings, banquets, receptions, and dances.

MILLER DANCE STUDIO
Miller Dance Studio houses the Continuing Education dance program, as well as university dance and theatre courses. This 2,080 square foot facility has a heavy-duty professional dance floor, dance barres, mirrored walls, and a state-of-the art sound system.

MICHAEL J. PEELER COMPLEX
The Michael J. Peeler Complex is located 2.2 miles from main campus, off the 441 bypass. The complex consists of baseball, softball, and soccer fields, tennis courts, and student housing. Available for recreation and social occasions, the covered pavilion has picnic tables, restrooms, and two barbeque pits, and is adjacent to the athletic fields.

KILPATRICK HALL
Kilpatrick Hall, located across the street from main campus, is home to the School of Education. The building has numerous classrooms and a wonderful open atrium, making it ideal for classes, meetings, and conferences. Also located inside Kilpatrick Hall is Peabody Auditorium with fixed seating for 178 people.

 Peabody Auditorium
 - Seats up to 178 persons
 - Handicapped accessible

PORTER HALL (MAX NOAH RECITAL HALL)
Porter Hall provides space for the Department of Music & Theatre. Located in this building is Max Noah Recital Hall with a seating capacity of 150 people, a large band room with seating for 50 people, and many small practice rooms with pianos and music stands. Max Noah Recital Hall hosts primarily musical and theatrical recitals and lectures.

MAX NOAH RECITAL HALL
- Seats up to 150 persons
- Baby grand piano and organ are available for performances

RESIDENCE HALLS
As a liberal arts university, we don't separate living from learning. In fact, we do everything we can to strengthen the connection between the two. Staying on campus for your conference puts you in the middle of everything. Our brand new, suite Residence Halls offer you almost every convenience of home from cable television, phone service, internet connections, recreation rooms, ice makers, vending, and gathering areas.

RUSSELL AUDITORIUM
A campus landmark, Russell Auditorium features Greek Revival architecture and an elegant decor which serves the university and community well. The auditorium is a popular location for many theatrical events including our own theatre department's productions and Allied Arts' presentations. In addition to the university concert and jazz band performances, Russell Auditorium is also home to the GC Atlanta Ballet Summer Intensives, the Joffrey South Workshops, and the Nutcracker Ballet.

This facility is ideal for conferences or ceremonies that need to accommodate large groups in a graceful, dignified setting. Built in 1928 and renovated in 1996, Russell Auditorium is fully air-conditioned and handicapped accessible. An organ and grand piano remain in Russell Auditorium year round for performances and ceremonies.

Russell Auditorium
- Seats up to 980 persons (including balcony)
- Handicapped accessible
- 1,000 sq. ft. stage
- Orchestra pit
- Two large dressing rooms with lighted mirrors and shower adjacent  to stage
- Computerized lighting system

The auditorium, built in 1928 and renovated in 1996, is fully air-conditioned and handicapped accessible.  The auditorium seats up to 980 including the balcony, has a 1,000 square foot stage, an orchestra pit, computerized lighting system, and two large dressing rooms with lighted mirrors and a shower.

Russell Auditorium is a high demand facility which is reserved for events at least 50 weeks out of each year.  Each December, the Department of Public Services calls a meeting of all regular users of the auditorium, and others who have requested to use the building, to discuss their needs for the next year and a half, and to negotiate times for using the facility.  Once campus use of Russell Auditorium has been determined, all of the events are entered into the university's computerized event management system, R25.  A few dates usually remain available for other campus and community events. 

Not only is Russell Auditorium a high demand facility, but it is also a highly complex facility with sophisticated lighting and sound systems and stringent fire safety and ADA/504 requirements.  Failure to follow the guidelines on the following pages could result in serious injury or death to facility users and audience members.  In addition to the potential for injury, operation of the theatre's sophisticated lighting and sound equipment by untrained event organizers could result in damage to expensive equipment.  For these reasons, all users of Russell Auditorium must utilize the services of Student Technical Specialists and Student House Managers trained by Theatre faculty and made available through the Department of Public Services.  (Waivers of the Student House Manager requirement may be requested when event organizers can provide trained theatre professionals or university employees who will be on site and in charge before, during, and after performances.  However, even in such cases, all fire safety and ADA/504 rules still must be adhered to.)  Contact the Department of Public Services to obtain the services of Student Technical Specialists and Student House Managers(pdf). 

Sound and A/V in Russell Auditorium must be provided by an approved A/V professional.  Generally, Theatre is responsible for providing its own sound, and A/V for all other events is provided by Media Production Resources.  A/V equipment and services can be obtained by contacting AV@gcsu.edu or by phone at (478) 445-0532.  Event organizers should contact A/V to discuss specific A/V needs after the facility has been approved, but no later than five business days before the event.  The hourly rate for evening and weekend hours is $25 per technician.  The technician fee includes up to 30 minutes of equipment set-up and 30 minutes of take-down per event. 

Russell Auditorium is cleaned by campus custodians daily Monday through Friday.  However, weekend custodial support is not provided as a matter of course.  Productions that extend over a weekend may wish to contact the Custodial Manager at (478) 445-1533 to arrange to have the auditorium cleaned between performances.  Those weekend events that utilize Lanier Hall as an assembly or holding area for cast members will be required to contract with Plant Operations to have Lanier cleaned prior to 7 a.m. on Monday morning.  Custodial support should be arranged at least five business days in advance.  The cost for such support is $18 per hour for each custodian, with a minimum of three hours.

Lanier Hall, which is attached to Russell Auditorium, is a busy office building that is occupied from 8 a.m.-5 p.m. Monday through Friday.  To avoid disturbing employees or students, events that use Lanier Hall as an assembly or holding area for cast members should not allow cast members into Lanier prior to 5 p.m. on weekdays.  Lanier furniture should not be moved.  In addition, the halls, dressing rooms, and other spaces should be straightened up and all debris, props, costumes, makeup, and trash removed at the conclusion of each production.

Organizers of external (non-GC sponsored) events will be required to show proof of $1,000,000 of liability insurance and $500,000 damage to property insurance in order to rent the facility.  Proof of insurance must be verified prior to confirmation of space. 

In case of accidents, injuries, deaths, thefts, or other emergencies, or if there are after-hours or weekend maintenance issues, contact Public Safety at 478-445-4400.

The Director of Public Services serves as Building Manager for Russell Auditorium.  If there are maintenance issues, scheduling conflicts, or other concerns or issues related to the building, please contact the director at 478-445-6542.

Occasionally, a campus office may identify a need to modify Russell Auditorium's equipment or structure in some way.  In such cases, that office should contact the Director of Public Services who will then facilitate a meeting or communication between all parties with some responsibility for the auditorium including the Department of Music & Theatre, Plant Operations, A/V, Public Services, and Environmental Health & Occupational Safety.

Russell Auditorium: Fire Safety/ADA/504 Requirements
Exceptions to Fire Safety/ADA/504 requirements must be approved by the GC Coordinator of Environmental Health & Occupational Safety (EHOS) and by the Technical Director for Theatre.  EHOS can be contacted at 478-445-0801 and the Technical Director for Theatre at (478) 445-1241.

Stage Area
• The stage must be clear of all trash, debris, furniture, equipment, and set pieces not being used in the current production.
• No candles or pyrotechnics are allowed on stage unless otherwise approved by the Environmental Health and Occupational Safety Office and the Technical Director for Theatre.
• Stage lighting and electrical work must be supervised by a theatre professional or an approved theatre student.
• When audience seating is built on the Russell stage, disabled persons must be accommodated.
• All tape must be pulled up off the stage floor before painting.
• If painted for a production, the stage floor must be returned to flat black when finished.
• All personal property should be removed from Russell Auditorium and Lanier Hall after the conclusion of productions.

Russell Auditorium Equipment
Russell Auditorium lighting must be operated by an approved theatre professional.  The services of trained Student Technical Specialists can be obtained through the Department of Public Services at 478-445-2749 or by e-mail at lisa.castillo@gcsu.edu.

Sound must be operated by an approved A/V professional.  Generally Theatre is responsible for providing its own sound, and sound for all other events is provided by Media Production Resources.  Sound, A/V equipment, and services can be obtained by contacting AV@gcsu.edu or by phone at 478-445-0532.

Dressing Rooms (Located in Lanier Hall)
• All costumes, makeup, and other personal items and equipment must be removed from the dressing rooms.  Hair dryers, curling irons, irons, and other equipment must be unplugged except while in use.
• The dressing rooms must be kept clean during performances and returned to a clean condition at the conclusion of performances.
• It should be understood that the dressing rooms are also used as Theatre classrooms, so they are not safe places to leave personal items.

Auditorium Seating Area
• The organ, piano, speakers, and other equipment must be kept out of the aisles on the front and sides of the auditorium when the auditorium is occupied by patrons.
• No audio/visual cables or extension cords are allowed on the floor of the auditorium while occupied by patrons.
• No A/V equipment will be allowed in the handicapped seating area at the rear of the auditorium.
• All aisles and doorways must remain clear at all times.  These areas must not be blocked in any manner.
• The swinging doors at the front of the house must be opened inward prior to performances, and outward at the end of performances.
• No folding chairs or tables are allowed in aisles or doorways.
• No candles or "Christmas tree" type lights are allowed without the prior knowledge of the Music & Theatre Department, and only then with proper safety and fire restraining procedures in place.
• Hanging wall decorations should not obstruct aisles or doorways.
• The organ must be kept against the wall, and the aisles must have at least 34 inches of free space.

Lobby
• No tables or booths for ticket sales or literature distribution are allowed in the lobby. 
• All lobby doors and exit doors will remain unlocked prior to and during a performance.
• No electrical cables or extension cords are allowed on the floor without proper restraints placed over them.
• No candles, flower arrangements, or other decorations will be allowed to hinder or block access to exits.  This applies in all areas except the stage area.
• All unused programs and other handouts should be removed from the theatre or placed in the trash at the conclusion of events.

Front Porch
• Ticket sales and distribution of literature may be made from tables or booths set up on the far right and left of the front porch.
• No electric cables or extension cords will be allowed on the floor of the porch without proper restraining procedures in place.
ADA/504 Compliance
• All flyers, posters, mail-outs, invitations, etc., should announce that disability accommodations are available and give the name and number of the event organizer who will be responsible for providing the accommodations.  Posters should state that a 24-hour notice is required for accommodations.
• Handicapped seating areas for wheelchairs and wide seating areas must remain open.  A folding chair can be used for companion seating in these areas.  A few folding chairs are stored in the handicapped seating area.  Event organizers will be responsible for providing folding chairs to guests who request them.  (If folding chairs have been removed from the handicapped seating area, please contact the Department of Public Services for replacements prior to the event.)
• Assistive listening devices are available for use by hearing impaired individuals who request them with a minimum 24-hour notice as stated on performance flyers or posters.  Event organizers will be responsible for providing assistive listening devices to audience members who request them.  Please contact the Technical Director for Theatre, the Department of Public Services, or your Student House Manager to access the listening devices.

Other Matters
• The foregoing requirements are subject to revisions and additions.
• Requests for exceptions to Fire Safety/ADA/504 requirements must be made to the Environmental Health and Safety Officer at 478-445-0801, and the Technical Director for Theatre at 478-445-1241. • The Environmental Health and Safety Officer will be copied on all facility confirmation for the use of Russell Auditorium by the Department of Public Services.

STUDENT ACTIVITIES CENTER
The Student Activities Center is a multi-purpose facility that includes four small conference rooms seating 20-30 people each, which can be converted to two large conference rooms seating 50-100 people each. The Center contains a large ballroom that seats 400 conference style, or 160 at 5' round tables. The ballroom is state-of-the-art and provides the latest in video and audio technology. The ballroom includes a semi-circular stage that provides a great viewing of presenters. In addition, the Student Activities Center has a laptop, portable LCD projectors, and portable televisions with VCR and DVD players. During the regular academic year (August–May), recognized student organizations (RSO) have priority on the use of the Student Activities Center.

Downstairs holds the newly renovated student hangout, the DEN. The DEN has a variety of amenities, games, and services that makes it a great place to spend some time whether you're just between classes or if you want somewhere fun to hang out tonight.

The DEN offers

  • 2 ping pong tables
  • 2 pool tables
  • Shuffleboard table
  • Foosball table
  • Video game room
  • Board Games
  • LCD TVs
  • Free fountain soda


Facility requests for the Student Activities Center should be made to Public Services through the R25 event scheduling system, not directly to Student Center building manager.  It is recommended that all requests be submitted to Public Services at least seven (7) business days prior to the date of the event.  Requests for the ballroom should be made far in advance due to the popularity of this space.

The Student Activities Center is open to reservation by non-university groups beginning the day after graduation (first Sunday in May) and ending prior to the beginning of the academic year (usually the first week of August).   Please contact the Student Activities Center at 478-445-4027 if you have specific questions regarding the facility. For more information please visit the Student Activity Center online.

C. Auxiliary Spaces and Services

DINING SERVICES AND FACILITIES
Like most of the university's facilities, reservation beings with examining R25 for available space reservations.  However, some of the auxiliary services cannot be reserved in general.  The Maxwell Student Union dining hall, catered by the Sodexo Dining Services, cannot be reserved for private usage. In addition, various eateries around the GC campus such as Sandella's and World of Wings are also not reservable.  However, student organizations can use the facilities after peak hours of business and after store hours, pending permission from Sodexo.

TRANSPORTATION SERVICES
To utilize the university's transportation services, representatives from student organizations must reserve vans and buses for an event.  Student organizations must have an account that fees are charged too.  In addition, student organizations must complete the Shuttle Request Form following these directions:

• Contact Information: Self explanatory
• Account to be charged: This number is a GC Accounting Department recognized number from where the funds will be transferred from.  If using Foundation or Alumni funds, a funds request form from these departments must be completed and their authorization number is entered here.
• Once your request is filled out, send it to Parking & Transportation Services where they will prepare an estimate for your trip.
• Once the estimate is reviewed, you may book the trip or cancel your request. 
• After you book a trip, the Transportation Services Coordinator will contact you directly to work out the specific details.

The standard rate for usage is generally $50/hour, but for a more accurate estimate, check out the Transportation Services website or contact transportation services representatives at 478-445-7433.

CATERING
Catering for the GC on-campus facilities is coordinated and performed by Sodexo Dining Services.  Any student organization that has reserved a facility on-campus can have that event catered by Sodexo.  Representatives from student organizations must state on the Facility Request Form, located on R25, that catering will be needed for that event.  If you decided that you want an outside vendor to cater your event that is located on-campus, Sodexo must be contacted and have approval first.

 Any facility that is located off-campus that a student organization has reserved or is utilizing for a particular event is not required to contact Sodexo for approval of using an outside vendor for catering.  

Section 7: Outdoor Spaces and Events       

A. Free Speech/Expression Area(s)
The Flagpole Plaza at the east end of the GC Front Lawn (the area on and immediately surrounding the circular concrete pad which holds the university flagpole and Olympic column) is the designated "Free Speech Zone" at GC. Free speech is celebrated on a public campus and speakers who wish to speak at the Free Speech Zone may do so as long as they aren't disrupting university business, abusing the rights of individuals, or preventing pedestrians from getting to their destinations. Non-GC students, faculty, or staff who wish to utilize the Free Speech Zone are asked to notify the Department of Campus Life 478-445-4027 in advance to ask about conflicts and confirm the permitted location. The university does not limit speech based upon controversial content or the point of view of the speaker.

B. Information Tabling, Displays, Fairs, and Sales
Reservations for outdoor informational tables and other displays; food, beverage, or other sales; and fairs or celebrations fall under the responsibility of the Department of Campus Life.  Student organizations are responsible for informing themselves of and adhering to all use policies for the spaces they reserve.

Section 8: Audio-Visual Services and Moving Requests    

A. Audio-Visual Services
Each facility and department is entitled to have its own rules and regulations established regarding the use and rental of its furniture and audio-visual equipment. In most instances, the use of furniture and audio-visual equipment is free to student organization, however, there are times when special fees are required for specialized equipment and/or staffing that may apply for set-up, operating, and monitoring.  Some departments may place restrictions on the use of their equipment outside of their facilities. To obtain more information regarding rule and regulations on the use of such equipment, contact the facility or department directly.

B. Moving Crew
All information regarding moving requests can be acquired through Public Services or can be obtained by contracting Moving Services at 478-445-5851.

image
CONNECTING WHAT MATTERS
A-Z Sitewide Index
About the site
Georgia College • 231 W. Hancock St. • Milledgeville, GA 31061 • 1-800-342-0471 ; 478-445-5004 • admissions@gcsu.edu