Mason Departmental (faculty/staff)
PLEASE SEE IMPORTANT SCHEDULING
Welcome to the Events Management page for Mason Departmental (faculty/staff) Events and Meeting Scheduling. You must be a Mason Department to use this form.
We strongly recommend that all users review the following information regarding the scheduling of events on campus. If you are familiar with scheduling event and all of the procedures, feel free to scroll to the bottom of the page for the e-form to submit your request.The following facilities are available for reservation for the purpose of meetings or events:
Student Centers Facilities (JC, SUB I and SUB II)
FOR ROOM LISTINGS, DIMENSIONS AND CAPACITIES, PLEASE CLICK HERE
JC North, South, East Plaza and SUB I QUAD, JC Atrium and Lounges
The lounges and Atrium in the JC and SUB I are also booked through our office, however, since these are public access areas, we must obtain secondary approval from the Student Centers office. Set up in these areas are generally limited to the existing furniture.
If you are not familiar with these facilities, please call 3-3018 to set up a brief tour.
There is no cost for use of this space to Mason departments. Included with these rooms are any tables, chairs, staging, pipe and drape, easels, transparency projectors, podium or standard (plug in) microphones. All buildings are equipped with plug in and wireless internet.
The following rooms are booked/managed by other offices:
The following rooms are booked/managed by other offices:
- JC Paul Robeson Room – African American Studies, 3-4080
- JC 116 – GMU Bookstore, 3-3834
- JC 311 is NOT a reservable venue.
- For a table or Kiosk in JC, SUB I or SUB II, contact Student Centers at 3-2921
- The Center for the Arts (Concert Hall, Concert Hall Lobby, Grand Tier III, and Harris Theater) and the College of Visual and Performing Arts - Lesley Irminger 3-3729
All General, Smart (SC) and Electronic Classrooms (EC) are requested through Events Management. All SC and EC rooms require a contract from Classroom Technologies prior to confirmation. That contract will be forwarded through Events Management. Fees may apply. Please see the Classroom Technologies Website for fee schedule.
All Classroom requests (M-F) for space during Spring and Fall Terms, can not 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).
Classrooms are not managed by an operations staff as in the Student Centers, so the set up in these spaces can not be altered. If you require tables or extra chairs, you may contact Sodexho or an external University Approved vendor.
Mason Hall and Research I
The meeting rooms in these buildings are scheduled and coordinated by Events Management. Please use the form at the bottom of the page to schedule rooms in these spaces. Extra processing time is required for the Meese Conference room.
For questions or follow up for these events Contact the offices as listed below:
Mason Hall 3-8830
Research I 3-2882
Other External Facilities
To schedule an outdoor space not managed by Student Centers, please use the form at the bottom of the page. Events Management will seek approval for this space and send a written notification upon confirmation.
Athletic Facilities (Field House, PE Building, IM Fields, etc)
These spaces are booked through the Athletic Department. You may contact them at 3-3190.
To schedule space in the Aquatic Center you may contact 3-3921.
Performing Arts Facilities
The Arts (Concert Hall, Concert Hall Lobby, Grand Tier III, and Harris Theater) and the College of Visual and Performing Arts is scheduled and managed by the CVPA office. Please contact Lesley Irminger (email@example.com, 3-3729) to inquire. Fees will apply
Prince William Campus
To schedule a room on the Prince William Campus, please contact 3-8334
To schedule a room on Arlington Campus, please contact 3-8140
To check availability of all of the above listed venues, click here:
Please note: Classrooms as well as those venues not scheduled by OEM may not appear on this display. This display does not include set up and breakdown time needed for each event listed. This time will vary depending upon the venue and scope of the event.
Event Support Services
Your group is responsible for setting up the following support services independent from Events Management. They will require other forms. If you are interested in hiring Events Management to coordinate these services for you, please indicate that on your request form. You can also follow this link for more information:
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 3-3302 or click here.
Please note, If you are serving alcohol it must be provided by Sodexho.
Audio Visual Needs:
In the Student Centers, for use of equipment in Dewberry, Bistro or Cinema you MUST contact Events Production for support at least 2 weeks prior to your event. They will not process a request without the event being booked by our office first. Most meeting rooms contain an LCD projector. Please indicate any and all possible AV needs on your request form so that we can be sure to assign the proper space.
Events Production can also support events held in outdoor and other venues. The same scheduling policies apply.
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.
To request parking validations or use of a surface lot for your event, you will need to contact the University Parking Office at 3-2065 or 3-2710.
Some events will require the need to put in a work order with the Office of the Physical Plant (3-2525). These include getting power for outdoor events or extra trashcans or housekeeping for various indoor events.
CANCELLATION, NO SHOW, SETUP CHANGE & DAMAGE FEES
Events not cancelled within 3 days of the event will incur a late cancellation fee of $75 for each large meeting space and $25 for each small meeting space. If the group is a "no show" a fee of $100 for each large meeting space and $50 for each small meeting space will be incurred. If the group request a major setup change (from what was originally requested) after the room is setup, it will incur a setup change fee of $100 for each large meeting space and $50 for each small meeting space. Any damages to the space or excessive cleaning required will incur to the group a damage and/or cleanup fee. Groups should be reminded to leave the space as they found it.
Mason Departments may not release rooms to other organizations or departments with out OEM approval. If OEM is not notified, the group that made the original reservation will be charged a no show fee to their account.
For more details and a listing of event related policies please click here:
If you still have questions, click here or call 3-3018.
Account info: You must provide a University Account /Organizational Code on the request form. This account will not be charged by OEM/Student Centers unless the room is damaged or otherwise left unusable by the subsequent user. 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 3-2112.
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.
We are making every effort to get to each request as quickly as possible, however, requests made less than 3 business days prior to the requested event date may not receive a response from our office.
For information on the university's scheduling policies, see University Policy 1103.