Scheduling Information for Academic and Administrative Groups
The following information is designed to help you in planning and executing your event. Please check this site often as information may be updated and new facility information may be posted. If you have any questions regarding your event or need any help in the planning process, please contact Marvin Center and University Conferences in MC 204 at 202-994-7470 or via email at mcmail@gwu.edu.
Departmental Registration
All academic and administrative departments are required to register with the Marvin Center by completing and returning a Scheduling Authorization Form. Departments failing to complete the registration process will not be permitted to schedule space. Registration will not be considered completed until a Fund/Account/Oracle code is designated by your department.
Events are booked on a first come first served basis. All requests for space must be submitted in writing on the appropriate forms. Events are not considered confirmed until a signed confirmation report is returned to the Marvin Center. Preference is given to registered student organizations for events booked during the academic year after 6pm Monday through Friday.
GW Events
GW events are those events planned, organized and attended by an academic or administrative department or organization of The George Washington University. These types of events can range from weekly staff meetings to multi-day conferences. However, every aspect of the event is planned and run by the department or organization. Additionally, at least 75% of the attendees must be GWorld card holders. There can be no registration or admittance fees associated with these events. Organizations may be asked to provide a list of attendees demonstrating that 75% are GWorld card holders.
GW events are charged the GW rate for space rental. The MC Room Rates Chart lists base prices fo the different spaces. Ths half-day rate for a facility is based on any use of four hours or less, and before 5:00pm; time period includes both the set-up and clean-up times, as determined by Marvin Center and Uinversity Conferences. Any use that occupies more than four hours, inclusive of the set-up and clean-up time is charged the full day rate. Any use of facilities after 5:00pm is charged the full day rate.
Sponsored Events
A sponsored event is:
- an event being organized by, performed by, or held under the auspices of a non-GW organization.
- an event that is being held for an audience that is less than 75% GWorld Card Holders.
- an event that has an admission or registration fee.
The name and contact information for the sponsored organization must be indicated on the appropriate space request form. Only department heads or chairs can sponsor events in the Marvin Center. The sponsoring department must demonstrate the University involvement in the event and how this event relates to their department.
Cancellation
Conference Rooms (301, 302, 307, 308, 309, 310, 403, 404, 405, 411, 413, 414)
- Cancelled within 30 business days of event date: 25% charge
- Cancelled within 15 business days of event date: 50% charge
- Cancelled within 7 business days of event date: 75% charge plus total cost of staff
- Cancelled within 3 business days of event date: 100% charge plus cost of equipment and staff
Major Event Space (Continental Ballroom, Grand Ballroom, Amphitheater, Dorothy Betts Marvin Theatre, Hippodrome, Columbian Square, any outdoor space):
- Cancelled within 30 business days of event date: 50% of charges
- Cancelled within 15 business days of event date: 75% charge plus total cost of staff
- Cancelled within 10 business days of event date: 100% charge plus cost of equipment and staff
Departments will be invoiced once the cancellation occurs and money will be deducted directly from the department's oracle account.
Exception to Building Policy
A group may apply for exceptions to these policies by filling out an Exception to Building Policy Form. The form is available at the front desk in Marvin Center 204. When submitting this form, groups should attach a memo outlining the purpose of the event and why the exception is being sought.
Pricing and Payment
Additional Policies
Logistics and Set-up styles
Request Forms
