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Event Guidelines

Event Guidelines

The event guidelines below cover details and requirements and answer commonly asked questions about hosting GW School of Business events in Duquès and Funger Halls.

Audiovisual/IT Support
Bulletin Boards
  • The posting of marketing materials (signs, flyers) on the bulletin boards throughout Duquès and Funger Halls must be approved by GWSB Operations. Drop off hard-copy flyers in the drop box outside of the GWSB Operations office, Duquès Hall 355, to be approved and stamped for posting on bulletin boards.
  • They will be stamped and GWSB Operations will email you to let you know that they are ready to be picked up. If they are not picked up within 48 hours, they will be recycled.
  • Flyers cannot be taped to the walls, hallways, doors, or windows. They will be removed if posted in these locations.
  • For student organizations, any infractions will be reported to the Student Rights & Responsibilities office.
Digital Displays

Digital displays are available in Duquès and Funger Halls as another avenue to advertise your event.  Members of the GWSB community that want to advertise in either of these spaces may do so by submitting a PowerPoint file to Communications and Marketing.

Each promotion should include:

  • Headline
  • Call to action (Register, Participate, Submit by Deadline)
  • QR Code (Recommend using QR Code Generator or similar)
GWSB Event Calendar

GWSB maintains a current and publicly-available event calendar. Review the calendar to ensure that your event does not overlap with another event. After reviewing the calendar, login and submit your calendar event request. Any questions about the GWSB Event Calendar should be addressed to GWSB Communications and Marketing at [email protected].

Catering & Single-Use Plastics Policy

Catering

A list of caterers is available to consider for events. When reviewing your catering options, please remember that the university:

  • Has a commitment to eliminate single-use plastics (see policy below) such as plastic utensils and plastic water bottles.
  • Is a tax-exempt organization.
  • Requires at least three bids for contracts at, or above, $25,000.00. If you choose not to select the lowest bid, you should complete the Supplier Selection Memo.
  • GWSB Operations may be consulted to find a caterer that will best suit your needs.
  • If a caterer is not on the preferred catering list, GWSB Operations reserves the right to meet with their caterer to review event guidelines with them and the Event Host who has requested catering services.
  • The caterer will need to provide a certificate of liability to the GWSB Operations office at [email protected].
  • The university mandates that no food or beverages are allowed in classroom spaces. The caterer cannot drop off items that require open flame, i.e., sternos and leave these items unattended. The catering staff are REQUIRED to set up, monitor, extinguish, and dispose of sternos.
  • Alcoholic beverages cannot be served at an event unless the caterer has a bartender providing this service.
  • The individual who has requested catering services must be onsite to greet the caterer when they arrive prior to their event and they must remain until all catering equipment has been removed from the event site and the catering staff have departed.
  • Catering service for events hosted in the Duquès Hall first, fourth, fifth and sixth floor lobby spaces must be approved by GWSB Operations.

Single-Use Plastics Policy

  • GW has committed to eliminating all single-use plastics. This commitment includes all non-essential, non-compostable, single-use plastics with available alternatives.
  • Disposable and compostable utensils, napkins, and plates are acceptable in lieu of plastic ones. Eliminating single-use plastics on campus will require individual and collective action.
  • The purpose of this policy is to set the expectations for the GW community, including student organizations, in order to meet this commitment.
  • When selecting a caterer, please remember that they need to abide by the Single-Use Plastics Policy. Review more information in GW’s Green Event Guide.
Costs and Payments
  • In the event where charges are incurred (custodial services, event setup and/or breakdown), a department oracle number must be emailed to [email protected] in advance.
  • GWSB Operations reserves the right to charge fees for events to the Event Host, if the majority of attendees are not members of the GWSB or GW community.
Event Materials

Name Badges

  • A template for name badge production can be requested three weeks in advance via email to [email protected]. Name badges and holders will need to be purchased by the Event Host. They are responsible for printing and assembling their name badges for their event.

Wayfinding

  • Pending approval, signage boards and easels can be reserved on a first-come, first-served basis, ideally three weeks in advance via email, [email protected].
  • Once use of items has been approved, GWSB Operations will email the Event Host to pick up and sign out the signage boards and easels from the GWSB Operations office, Duquès Hall 355.
  • Upon completion of their event, they can return item(s) and sign them back in.
  • Signage boards and easels for upcoming event promotion can be displayed near the Duquès First Floor tabling space.
  • Template of signage can be requested three weeks in advance via email to [email protected].
Event Setup and Breakdown
  • The Event Host can move the existing furniture in the layout needed for their event. The furniture cannot be removed from the space and it must be returned to the original room layout. This is due to current staffing resource constraints within GWSB Operations.
  • The Event Host is responsible for the following at the conclusion of any scheduled event so that every room is ready for the next class, meeting or event:
    • All food and trash must be removed.
    • Surfaces must be wiped clean.
  • If there are damages to any space during an event, the Event Host is responsible for the ensuing cost of any additional clean-up or repairs, and they may lose their reservation/rental privileges.
  • Pictures, posters, or other types of displays cannot be taped to the walls of the classrooms or hallways unless painter tape is used. 
  • GWSB Operations reserves the right to charge cleanup or maintenance fees from departments, centers, institutes or student organizations.
Departmental Gifts for Guest Speakers

Please visit the GW School of Business store, the preferred vehicle for promotional items, in order to purchase departmental gifts for guest speakers. The online store has a curated selection of items that include the most commonly gifted items, such as gift bags, business card and pen sets, coaster sets, various mugs and bottles, notebooks, and more! 

Questions regarding product availability from the GW Bookstore should be directed to Janet Uzzell ([email protected]) or Latisha Clark.

Please note that it takes 7-14 days for the order to be delivered.

Promotional Items and Approval Process

Beginning September 1, 2023, GWSB Operations will no longer be providing promotional items for events. If you need to purchase promotional items, please review the items offered through the online GW School of Business store.

If you would still like to order promotional items from one of the GW licensed preferred vendors, the approval process is as follows:

New Orders/Concepts

Connect with the GWSB Office of Communications and Marketing at [email protected]. Our communications and marketing team helps us produce high-quality and brand-accurate digital and print promotional items that represent the school to internal and external audiences. The purpose of this process is to ensure that we are providing promotional items that are on brand, and all orders must go through official procurement channels.

Reordering

For completed projects that you want to order promotional materials for again, please seek approval from your manager; they will need to work directly with the GWSB Office of Communications and Marketing, and that office will then place your order directly with the vendor.

Miscellaneous

Balloons

  • Large helium-filled balloons may be used in Duquès and Funger Halls only if they are securely anchored. If special equipment needs to be brought in to remove balloon(s) from the ceiling, the Event Host will be charged for removal.

Banners/Large Posters

  • Neither banners nor large posters can be taped or hung from the walls in Duquès and Funger Halls.

Linen Tablecloths

Parking
  • Parking associated with events is the responsibility of the Event Host. If required, contact GW Transportation and Parking Services ([email protected]) at least two weeks in advance to request parking validation tickets.
  • When tickets are ready, they can pick them up at G Street Garage, 2008 G Street, NW, Level P1/Suite 001.
  • Event attendees can only park in visitor parking garages. Attendees should pull a visitor ticket when entering the garage. The Event Host can then provide them with a parking voucher (chaser ticket) before they leave the building. At the garage exit, the guest will scan or enter the pulled ticket first, then the chaser ticket. The garage gate will then raise allowing them to exit.
  • In order to request parking vouchers, Event Hosts should complete the Parking Voucher Request Form in advance of their event and submit the form to Parking Services ([email protected]).
Security and Campus Access 
  • Duquès and Funger Halls are secured buildings before 7:30 a.m. and after 6 p.m. The Event Host is responsible for managing non-university attendees’ access to buildings and event spaces.
  • If the scheduled event will be held at a time when security is required, arrangements must be made by the Event Host in coordination 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 four hours. Security is required Sundays in all buildings except Rome and Phillips, and Saturdays in the Media and Public Affairs Building and 1957 E Street NW. Additional information about GWPD Security, including the request form, can be found on the GWPD website.
  • Attendees must follow protocols and may require an escort in areas controlled/secured by GWorld. Learn more about campus access.
  • Event Hosts of large events or meetings with external attendees, should keep a record of who was in attendance.
  • Use the RSVP function of any electronic invitation services or keep a sign-in sheet with names and email addresses. Pre-registration and event attendance for in-person events or meetings is best practice regardless of the audience.
  • Attendees should also understand that by registering to attend an in-person event, they are agreeing to comply with any rules, regulations or policies that the University may establish for the use of the Licensed Space. Failure to comply with the University’s Campus Commitment & Policy shall result in immediate cancellation of the event and termination of this agreement.
Space Cleanliness, Custodial Services and Facilities Services
  • GWSB Operations asks that the Event Host assist the GWSB community by taking responsibility for the cleanliness of spaces and classrooms.
  • Keep our spaces clean by picking up any trash or recyclables and discarding them in the appropriate receptacle. Additional receptacles can be requested in advance of their event at [email protected]. Wipe down surfaces after use.
  • If custodial services are required, GWSB Operations will submit a chargeable FixIt ticket to request services.
  • If the Event Host leaves a space with trash or cleaning needs, the originating group will be charged for applicable custodial services fees.
  • If the Event Host knows they will have bulk trash in the form of boxed catering, pizza boxes, etc., they must notify GWSB Operations via email ([email protected]) three weeks in advance of need, so arrangements for custodial services can be secured.
  • Heating, AC, electricity, and normal custodial services are provided, but are not maintained or serviced by GWSB Operations. GWSB Operations partners with GW Facilities, Planning, Construction and Management to ensure that these services are provided before, during and after the Event Host’s event. GW Facilities will not provide refunds if these services are not satisfactory.