Arlington Events
Welcome to the Office of Events Management (OEM) page for Arlington Campus Events and Meeting Scheduling.
We strongly recommend that all users review the following information regarding the scheduling of events in Arlington. If you are familiar with scheduling events and all of the procedures, feel free to scroll to the bottom of the page for the e-form to submit your request.
It is important to note that all Classroom requests (M-F) for space during Spring and Fall Terms, cannot be processed until after the late add period has passed for that term. Request for summer space will be processed as soon as permitted by Summer Term office (usually after the first week of April).
Available Meeting & Event Space
For a listing of Arlington Campus rooms (to include dimensions and capacities) available for meetings and event reservation, PLEASE CLICK HERE
Most classrooms have fixed seating, so the set up in these spaces can not be altered. If you require extra tables or extra chairs that OEM cannot provide, you may contact Sodexho or an external University Approved vendor.
There is no cost for use of this space to Mason departments.
Building Hours
Founders Hall and Hazel Hall Building Hours
Monday - Sunday: 7:00 am - 11:00 pm
Truland Building:
Monday - Friday: 7:00 am - 11:00 pm (Floors 1-6)
7:00 am - 6:00 pm (Floor 7)
Saturday: 7:00 am - 6:00 pm (Floors 1-6)
Sunday: 7:00 am - 6:00 pm (Floor 3)
*An early open request can be made through the Arlington Events Management Office. There is an additional charge for this request. Please refer to the Arlington Events price
Event Support Services
Easels and flip charts can be provided upon request (charges apply). Please refer to the Arlington Events price. Taping of notices or signs to the doors of the classrooms or any of the doors leading to the exterior of the building are prohibited. Users will be responsible for any damages to walls/doors if tape is used.
Catering Needs:
You must use Sodexho or another University Approved Caterer for your event. For a list of approved caterers, click here.
For more information on Sodexho's services, call the catering office at 703-993-3302 or click here.
Please note, If you are serving alcohol it must be provided by Sodexho.
Arlington OEM does NOT provide linens or tablecloths. You may either contact Sodexho at 703-993-3302 or an external University Approved vendor.
Audio Visual Needs:
Classroom Technologies will support the AV for an event held in Classroom space only. You should indicate these needs on your request form to Events Management. Technician and Equipment fees may apply.
All outside audio visual equipment must receive approval from Arlington Events Management Office 30 day before use during an event.
No outside audio visual equipment can be plugged into any of George Mason University's equipment without proper authorization from the Arlington Events Management Office.
Reservation Forms for events must be made in a timely manner:
- Internal events occurring during normal business hours require at least 2 business days' notice.
- External events occurring during normal business hours require at least 14 business days' notice.
- Any event that requires in-room or dedicated support requires at least 14 business days' notice.
- Any event that occurs on a weekend or outside of normal business hours requires at least 14 business days' notice.
- Any event that requires the installation of software requires at least 14 business days' notice.
*Please note that if reservation deadlines are not met, GMU has the right to deny any AV support or equipment to Non-GMU/External events. Parking
Cancellation, No Show, Setup Change and Damage Fees
If the Client informs The Office of Arlington Events Management less than 30 days of the Event's Start Date, George Mason University reserves the right to charge the Client 50% of the Client's Estimated Invoice and shall retain any deposit received. If the Client informs The Office of Arlington Events Management less than 15 days of the Event's Start Date, George Mason University reserves the right to charge the Client 75% of the Client's Estimated Invoice and shall retain any deposit received.
If the estimated invoice is not signed within 72 hours of the event, OEM reserves the right to cancel the event. The Client shall also be liable for any costs incurred by George Mason University in scheduling the Event.
For external clients, the signed rental agreement AND 15% non-refundable deposit must be submitted to OEM before the event can confirmed. Cancellations of events must be submitted at least 2 weeks prior to the actual date of the event to receive a refund (minus the deposit). "Late add" events include any events scheduled within two weeks before the date of the event. Late add events require an upfront total payment. There are no refunds for cancellations of these late add events.
For more details and a listing of event related policies please click here:
If you still have questions, click here or call 703-993-2095.
Important Reminders:
All classes take precedence over outside events.
Only the person listed on the Event Reservation Form can make changes to any requests.
Account info: Internal Clients must provide a University Account /Organizational Code on the request form. Any additional costs such as Administrative fees, services or Classroom Technologies charges may be applied to this account. Your request will not be processed without this information.
If you are sponsoring an off-campus group, you must submit a sponsorship request in addition to your request form. Please print the document found by clicking here and fax that completed request to OEM at 703-993-8558.
You should not advertise for your event without written confirmation from our office.
By clicking on the scheduling form link below, you agree that you have read and understand the above policies and procedures regarding the event scheduling process. Please keep a copy of your request and subsequent confirmation for your records and bring them with you to your event.
To submit your request, please click here
Current response time is: 48 hours
For information on the university's scheduling policies, see University Policy 1103.