Frequently Asked Questions
What offices are involved in event support? There are many but some of our main partners and their contact information follow:
- Student Centers
- The Office of Events Production (A/V support)
- Parking Services
- University Police
What are the locations that OEM Schedules?
Most of the activities that OEM schedules are in and around the Student Unions and Johnson Center. OEM also schedules classrooms when classes are not in session. OEM does not schedule the Center for the Arts or the Patriot Center.
Can I have the space I want?
OEM prefers to provide clients with their first choice of location. Decisions are made with an eye toward availability, traffic control, appropriateness for the location and priority use. Administrative Policy 1103 covers some of these issues in more detail
How can I find out if the space I'm interested in is available?
To check room availability: https://25live.collegenet.com/gmu/
Click on locations, type your desired building into the search field, (you will get more output than you need), when that populates, click on the availability tab and you should be able to see spaces that are open for the date selected.
***Classroom spaces are not date on the availability option. If you desire a specific type of classroom, you will need to put in a request form and we will let you know what is available***
How long does it take to process a room request?
Please submit requests at least 48 hours in advance. OEM staff process 5,000 requests per semester. When a request has been scheduled, a written confirmation is sent to clients, usually within two business days. Events are not confirmed in any other way. More complex event requests may take longer to process. Set up and other staff schedule their workload in advance. Last minute requests are not normally accommodated.
What set ups are available?
Set ups depend on your event location and the availability of furnishing. Some of the set ups that may be available include, theater style, conference style, rounds and classroom style. To view setups and room diagrams for the unions visit Student Centers. Please speak with a scheduling manager to discuss the set ups available for your event.
What are the guidelines for space use in the unions and JC?
Please see Guidelines for Space Use
What is the university's food policy?
Food served at events must be prepared by a licensed and insured caterer. Approved caterers, including the university's caterer, are listed at www.gmu.edu/univserv/approved.htm. If your caterer is not on the approved list, follow the instructions to have them approved.
What is the university's alcohol policy?
Please contact Sodexho Catering for your bartending needs.
Where do I go if I have special audiovisual requirements?
Some locations have audiovisual equipment as part of a standard set up. When equipment is not standard, you will be referred the appropriate office for portable equipment. In some cases it is necessary to hire a technician to work with special equipment. Also, there may be a charge to use or rent equipment. Speak with your event manager about specific requirements. Keep in mind that equipment and personnel are NOT normally available on a last minute basis.
What is parking like on campus and how do I do it?
Given the population of the university community, parking is sometimes a challenge. As a rule, it is necessary to pay for parking on campus at any time and at any place. For many events, guests are encouraged to park in one of the decks. For other, larger events, guests may be directed to a specific lot. It is possible to pay in advance for your guests. Parking arrangements should be made with Parking Services.
Is university housing available when classes are not in session?
Yes, usually in the summer. More information on housing may be found at http://housing.gmu.edu.
How do I request to have directional/walking signs made for my event?