Requesting Space 

Registered Student Organizations are permitted to request Tech Rec one year in advance through GT Events. Reservations are confirmed on a first-come, first-served basis. Please note that an event request submission does not guarantee that the room is available for the date and time you requested.  If the event space is not available, you will be contacted by the Tech Rec events team with an alternative date and/or time. Holding no more than two (2) dates for the same event is allowed, but only for up to seven (7) business days. 

Event reservations are processed during normal business hours, Monday – Friday between 8 a.m. – 5 p.m. A representative from Tech Rec will respond to requests with the next steps and what additional information is needed. Please read your reservation response thoroughly, as all of your requested space and/or equipment may not be confirmed. Your event is not confirmed until Tech Rec staff receive all the required information and the formal event confirmation email has been sent. Please do not announce or publicize any event until your reservation has been confirmed. 

Groups of thirteen (13) or more who do not reserve Tech Rec in advance may not be accommodated if they try to walk in to Tech Rec and request a reservation. If the Tech Rec staff are able to accommodate the request, the group will be responsible for the rental rates listed below plus a $50 no-notice surcharge for not reserving the space in advance. 

Waitlist 

If the event space is not available, you may choose to remain on the wait list for the requested reservation. You will receive a confirmation of your wait list status from the Tech Rec events team, who will contact you if the space becomes available. Groups on the wait list may not directly communicate with other groups to trade or share dates. All event details must be coordinated directly through the Tech Rec events team. 

Fronting 

Registered Student Organizations may not reserve space or equipment for, or on the behalf of, an outside organization or for a personal event. This behavior constitutes fronting and is not permitted. Fronting is when a Chartered Student Organization, faculty, or staff member makes a reservation for an outside organization, person, or for a personal event with no authentic connection to the Institute or their department’s mission. If fronting is discovered, off-campus client space and equipment rental rates will apply and future reservation privileges will be impacted. 

Hold Policy 

Registered Student Organizations are permitted to hold space on multiple dates for the same event while finalizing event details. A maximum of (2) dates can be held, but only for up to seven (7) business days. The Tech Rec events team will reach out to groups before any spaces are released. Once the event date is finalized, the group is responsible for canceling the holds placed on spaces that will not be used.  

Payment Policy Information 

• RSOs do not have to make a deposit for their Tech Rec reservation, nor do they need to pay in advance.
• RSOs do need to share how they anticipate paying for their event ahead of time, preferably at the time of placing a reservation on GT Events.
  • If an RSO anticipates paying with a Worktag, they must supply the Worktag number ahead of their event in order to confirm the event.
  • If an RSO anticipates paying with a credit card, they will be billed no more than 2 weeks (14 calendar days) after the event. RSOs will have 2 weeks (14 calendar days) from the time of receiving their invoice to pay with their credit card on the payment portal.
  • If an RSO is paying with a certified check, they must pay with a certified check no more than 30 days after receiving the final invoice.
• RSOs that do not pay their final invoice by 60 days after receiving their invoice may lose RSO room reservation privileges and may be referred to the Center for Student Engagement.

Cancelation Policy 

Cancellations must be received in writing by emailing techrec@gatech.edu at least three (3) business days prior to the scheduled event to allow for rebooking of the space. Failure to cancel a reservation will result in a “no-show” violation. All room, equipment, and labor fees apply for no-shows. A late cancellation is preferred over a no-show. 

Late cancellation violations are listed below and reset yearly on the first day of the fall academic semester.  

• 1st Violation: Warning of the policy violation to the event contact via email. 
• 2nd Violation: Email notification of the policy violation to the event contact.  
• 3rd Violation: Email notification of the violation to the event contact. All future bookings by the group in the Tech Rec, John Lewis Student Center and Stamps Commons, Exhibition Hall or West Village will be cancelled. Reservations will not be permitted for a period of six (6) months starting from the 3rd policy violation date. 

No-Show Policy 

A group is considered a “no-show” if they arrive later than fifteen (15) minutes into their event start time. Failure to cancel a reservation will result in a no-show violation. No-show violation penalties are listed below and reset yearly on the first day of the fall semester.

Appeals Process 

Groups who wish to appeal a no-show violation must do so to the Tech Rec Manager by emailing techrec@gatech.edu within three (3) business days from the notification for violation. 

• 1st and 2nd No-Show: Email notification of the policy violation to the event contact.
• 3rd No-Show: Email notification of the violation to the event contact. All future bookings by the group in the Tech Rec, John Lewis Student Center and Stamps Commons, Exhibition Hall or West Village will be cancelled. Reservations will not be permitted for a period of six (6) months starting from the 3rd policy violation date. 

Frequent Booking Policy  

Georgia Tech affiliated departments and organizations that reserve five (5) or more rentals at one time will receive 20% off each of those bookings.  

Requesting Space 

Tech Departments are permitted to request Tech Rec one year in advance through GT Events. Reservations are confirmed on a first-come, first-served basis. Please note that an event request submission does not guarantee that the room is available for the date and time you requested.  If the event space is not available, you will be contacted by the Tech Rec events team with an alternative date and/or time. Holding no more than two (2) dates for the same event is allowed, but only for up to seven (7) business days. 

Event reservations are processed during normal business hours, Monday – Friday between 8 a.m. – 5 p.m. A representative from Tech Rec will respond to requests with the next steps and what additional information is needed. Please read your reservation response thoroughly, as all of your requested space and/or equipment may not be confirmed. Your event is not confirmed until Tech Rec staff receive all the required information and the formal event confirmation email has been sent. Please do not announce or publicize any event until your reservation has been confirmed. 

Groups of thirteen (13) or more who do not reserve Tech Rec in advance may not be accommodated if they try to walk in to Tech Rec and request a reservation. If the Tech Rec staff are able to accommodate the request, the group will be responsible for the rental rates listed below plus a $50 no-notice surcharge for not reserving the space in advance. 

Waitlist 

If the event space is not available, you may choose to remain on the wait list for the requested reservation. You will receive a confirmation of your wait list status from the Tech Rec events team, who will contact you if the space becomes available. Groups on the wait list may not directly communicate with other groups to trade or share dates. All event details must be coordinated directly through the Tech Rec events team. 

Fronting 

Georgia Tech Departments may not reserve space or equipment for, or on the behalf of, an outside organization or for a personal event. This behavior constitutes fronting and is not permitted. Fronting is when a Chartered Student Organization, faculty, or staff member makes a reservation for an outside organization, person, or for a personal event with no authentic connection to the Institute or their department’s mission. If fronting is discovered, standard/off-campus client space and equipment rental rates will apply and future reservation privileges will be impacted. 

Hold Policy 

Georgia Tech Departments are permitted to hold space on multiple dates for the same event while finalizing event details. A maximum of (2) dates can be held, but only for up to seven (7) business days. The Tech Rec events team will reach out to groups before any spaces are released. Once the event date is finalized, the group is responsible for canceling the holds placed on spaces that will not be used.  

Payment Policy Information 

• Departments do not have to make a deposit for their Tech Rec reservation, nor do they need to pay in advance.  
• Departments do need to share how they anticipate paying for their event ahead of time, preferably at the time of placing a reservation on GT Events.
  • If a Department anticipates paying with a Worktag, they must supply the Worktag number ahead of their event in order to confirm the event. 
  • If a Department anticipates paying with a credit card, they will be billed no more than 2 weeks (14 calendar days) after the event.  Departments will have 2 weeks (14 calendar days) from the time of receiving their invoice to pay with their credit card on the payment portal. Note: GT-issued PCards are not accepted payment methods at Tech Rec.
  • In the rare event that a Department wishes to pay with a certified check, Departments can pay with a certified check no more than 30 days after receiving the final invoice.
• Departments that do not pay their final invoice by 60 days after receiving their invoice may no longer be able to reserve any Student and Campus Event Centers spaces

Cancelation Policy 

Cancellations must be received in writing by emailing techrec@gatech.edu at least three (3) business days prior to the scheduled event to allow for rebooking of the space. Failure to cancel a reservation will result in a “no-show” violation. All room, equipment, and labor fees apply for no-shows. A late cancellation is preferred over a no-show. 

Late cancellation violations are listed below and reset yearly on the first day of the fall academic semester.  

• 1st Violation: Warning of the policy violation to the event contact via email.  
•  2nd Violation: Email notification of the policy violation to the event contact.  
• 3rd Violation: Email notification of the violation to the event contact. All future bookings by the group in the Tech Rec, John Lewis Student Center and Stamps Commons, Exhibition Hall or West Village will be canceled. Reservations will not be permitted for a period of six (6) months starting from the 3rd policy violation date. 

No-Show Policy

A group is considered a “no-show” if they arrive later than fifteen (15) minutes into their event start time. Failure to cancel a reservation will result in a no-show violation. No-show violation penalties are listed below and reset yearly on the first day of the fall semester.

• 1st and 2nd No-Show: Email notification of the policy violation to the event contact. All room, equipment, and labor fees apply for no-shows. 
• 3rd No-Show: Email notification of the violation to the event contact. All room, equipment, and labor fees apply. All future bookings by the group in the Tech Rec, John Lewis Student Center and Stamps Commons, Exhibition Hall or West Village will be canceled. Reservations will not be permitted for a period of six (6) months starting from the 3rd policy violation date. 

Appeals Process 

Groups who wish to appeal a no-show violation must do so to the Tech Rec Manager by emailing techrec@gatech.edu within three (3) business days from the notification for violation.

Frequent Booking Policy  

Georgia Tech affiliated departments and organizations that reserve five (5) or more rentals at one time will receive 20% off each of those bookings.  

Requesting Space 

Off-campus groups are permitted to request Tech Rec one year in advance through GT Events. Reservations are confirmed on a first-come, first-served basis. Please note that an event request submission does not guarantee that the room is available for the date and time you requested.  If the event space is not available, you will be contacted by the Tech Rec events team with an alternative date and/or time.  

Event reservations are processed during normal business hours, Monday – Friday between 8 a.m. – 5 p.m. A representative from Tech Rec will respond to requests with the next steps and what additional information is needed. Please read your reservation response thoroughly, as all of your requested space and/or equipment may not be confirmed. Your event is not confirmed until Tech Rec staff receive all the required information, the facilities use agreement is signed, insurance is provided, a 25% deposit is paid, and the formal event confirmation email has been sent. Please do not announce or publicize any event until your reservation has been confirmed. 

Groups of thirteen (13) or more who do not reserve Tech Rec in advance may not be accommodated if they try to walk in to Tech Rec and request a reservation. If the Tech Rec staff are able to accommodate the request, the group will be responsible for the rental rates listed below plus a $50 no-notice surcharge for not reserving the space in advance. 

Hold Policy 

Off-Campus groups are permitted to hold space while inquiring about space availability and quotes. A maximum of (2) dates can be held, but only for up to seven (7) business days. A 25% non-refundable deposit is required to hold a space. Once the group has the opportunity to explore feasibility for their event, they are responsible for canceling any holds placed on spaces that will not be used. 

Payment Policy Information

• External clients must make a $150 non-refundable deposit to begin the process of renting Tech Rec for their event. 
  • External clients can pay this via credit card on our payment page or with a certified or business check. 
  • After the event's needs are fully discussed and determined between the client and Tech Rec representative, the final charges will be assessed and added to the reservation. 
  • External clients must pay the remaining balance of their reservation total at least 5 business days prior to their event date.  If they do not pay the remaining balance by close of business 5 business days prior to the event, the reservation will be cancelled. 
  • External clients can pay their remaining balances with a credit card on our payment page or with a business or certified check.
• Individual students, faculty, and staff members not associated with an RSO or Department that wish to reserve Tech Rec over 48 hours in advance will need to follow the same process as external clients. 

Facilities Use Agreement  

In accordance with the University System of Georgia Board of Regents Policy, all off-campus groups wishing to reserve space on the Georgia Tech campus are required to execute a facilities use agreement and obtain liability insurance. Once event details have been confirmed with the event coordinator, the facilities use agreement will be sent electronically for signatures via Docusign. 

Insurance Requirements 

Commercial General Liability (CGL) insurance is required for all off-campus groups using Georgia Tech facilities. Tech Rec rentals are considered Tier 1 events. The CGL insurance for Tier I events shall provide at minimum the following limits: 

All CGL insurance policies must adhere to the following requirements:  

The policy covers the time period in which the event takes place.  

Insurance company is licensed to do business in the State of Georgia and must be rated at least “A-” Class “VII” in the most recently published Best’s Insurance Report.  

“Georgia Institute of Technology” should be listed as Certificate Holder.  

“Board of Regents, Georgia Institute of Technology, including its officers, employees and agents” should be listed as Additional Insured.  

Georgia Tech recommends TULIP for event liability insurance.  TULIP is a Liability Insurance Policy that provides special event liability coverage. It is designed for third party users who do not carry liability insurance and is offered at a low cost.  Visit the TULIP website and click on the Calendar icon under “Get  A Quote”. 

COI should be submitted at least two (2) weeks prior to the start of the event to be reviewed. 

Click here for more information on insurance requirements. 

Cancelation Policy 

Groups are able to able to cancel their reservation at any time before final payment is received or no later than seven (7) business days from event date. Cancellations must be received in writing by emailing techrec@gatech.edu. Groups who have already made the final payment or cancel after seven (7) business days before the event will not be refunded. In this instance, the Tech Rec events team can reschedule an event for another date and time, as space and staffing are available. Events can be rescheduled only once.  

Failure to cancel a reservation will result in a “no-show” violation. All room, equipment, and labor fees apply for no-shows. A late cancellation is preferred over a no-show.  

No-Show Policy 

A group is considered a “no-show” if they arrive later than fifteen (15) minutes into their event start time. Failure to cancel a reservation will result in a no-show violation. No-show violation penalties are listed below and reset yearly on the first day of the fall semester. 

• 1st and 2nd No-Show: Email notification of the policy violation to the event contact. All room, equipment, and labor fees apply for no-shows. 
• 3rd No-Show: Email notification of the violation to the event contact. All room, equipment, and labor fees apply. All future bookings by the group in the Tech Rec, John Lewis Student Center and Stamps Commons, Exhibition Hall or West Village will be canceled. Reservations will not be permitted for a period of six (6) months starting from the 3rd policy violation date. 

Catering is approved in Tech for all rental types. All catering must be approved by the Tech Rec Manager and follow Georgia Tech’s catering policy. Banquet or buffet style catering that requires hot plates, open flames, or other items to keep it heated are not permitted. Groups is interested in having banquet or buffet style catering, must reserve an additional space in the John Lewis Student Center and Stamps Commons to accommodate this. 

Catering Under $600 

For catering purchases under $600, any licensed food service provider may be used. For health reasons, only pre-packaged items from licensed food providers or retailers are permitted. Potlucks are not permitted. 

Catering Over $600 

For all catering purchases over $600, only Tech Catering may be used. Please visit https://dining.gatech.edu/catering for additional catering information, to view catering menus, and to reserve catering.  

In rare cases when Georgia Tech Catering cannot meet the needs of an event, a request for exception can be made by completing the Catering Services Exception Form.   

The contract and requested menu from the services provider should be attached and returned to the Auxiliary Services Administration Office minimally three (3) weeks prior to the date of the event, preferably sooner.  

• As exceptions require significant administrative effort to enact, approval will only be granted in extraordinary cases.  
• Approved catering providers are required to provide supplemental insurance and/or other documentation to insure proper assessment of risk and liability.  
• Approved providers will not be granted access to prep kitchen facilities, ice, water, etc. 

Donated Food 

In cases where a licensed food service provider or retailer has agreed to donate prepared food for an event, the Catering Services Exception Form must be completed and returned to Auxiliary Operations Office minimally three (3) weeks prior to an event, preferably sooner. Donors may still be required to provide supplemental insurance and/or other documentation to insure proper assessment of risk and liability. 

Cleanup and Restoration of Facilities 

Caterers will be responsible for immediate restoration of facilities used for catered events to the satisfaction of the Director of Student Center Operations. Restoration shall include, but not limited to, removing all personal items from facilities, clearing food and supplies from all table tops, placing trash in provided receptacles, and repair of any facility damage caused by caterer. The cost for excessive cleanup will be assessed starting at $50.

Contact Information 

Tech Catering 
404.894.1542  
techcatering@dining.gatech.edu 
https://dining.gatech.edu/catering  

In accordance with Georgia Tech’s Campus Alcohol Policy, alcohol may be served in Tech Rec only during full facility rentals, with prior approval from the Office of the President or its designees. Once approval has been received, the organizer must comply with the procedures outlined in this policy. For all events where alcohol is present, all alcohol must be turned into, managed, and served by a member of Georgia Tech Dining staff.  

Guests are permitted to decorate Tech Rec during full-facility rentals only. The Tech Rec Manager or their designee must approve all decorations. The following guidelines apply:  

• The use of duct tape for temporary room decorations on glass or painted surfaces or pins in fabric panels are strictly prohibited. Masking tape and painter’s tape is permitted and available by request from the Student Center Event Services Team. 
• Flyer/ posters may not be placed on door, windows, or walls. Sign holders can be added to reservation. 
• Permanent artwork must remain on walls 
• The use of candles is strictly prohibited unless used by Georgia Tech Dining as a centerpiece and prior approval has been granted. 
• The use of glitter and sand is prohibited in the Exhibition Hall and West Village Dining Commons facility. 
• Smoke and fog machines must be approved by the Institute Fire Marshal. Requests must be submitted at least three weeks in advance of the event. 

Failure to comply with policies and procedures governing use could result in the denial of future reservation requests and damage charges. 

Damage 

The group, organization or individual reserving the space or facility is responsible for any damage to the area reserved, including property, furnishings, and/ or equipment. If damage should occur, the group, organization or individual reserving the space or facilities shall be held responsible for costs incurred and the repair or replacement of said damaged property, furnishings, or equipment. 

The group, organization or individual reserving space in our facilities agree to abide by, and make other members participating in the event aware of, all laws, rules, regulations, policies, ordinances, etc. pertaining to the use of Institute property, furnishings and equipment as notated below:  

• Damage: The group, organization or individual reserving the space is responsible for any damage to the area reserved, including property, furnishings and/ or equipment. If damage should occur, the group, organization or individual reserving the space or facilities shall be held responsible for costs incurred and repair or replacement of said damaged property, furnishings or equipment.  
• Removal: Removal of property, furnishings or equipment assigned to Institute facilities is strictly prohibited except in instances where proper removal procedures are followed.  
• Liability: The Institute disclaims responsibility for any injuries occurring in the use of preparation of reserved space for special events that require the alteration of rooms, setup or decoration. Injuries or the theft of personal effects occurring in connection with the event shall in no way be the responsibility of the Institute or its officials.  

Failure to comply with policies and procedures governing use will result in the denial of future reservation requests and damage charges.  

Excessive Cleaning Fees  

The Guest Services Team are responsible for refreshing spaces in between reservations, which include pulling trash, vacuuming floors, and wiping down tables and chairs. Groups, organizations, or individuals reserving space will be subject to incur hourly custodial fees for excessive cleaning. 

To accommodate institute visitors, there are parking zones situated across campus for visitors’ use. Please note that all visitor parking is first come/first serve. Please visit the Visitor’s Parking Website. to view more information about locations and hourly rates. 

Many parking zones use the Parkmobile app, which allows institute visitors to pay for Georgia Tech parking meters using their cell phone. Visitors may also opt to receive text message alerts and reminders prior to expiration. Once you download the app on your phone and register an account, you can use the zone number that corresponds with each lot to pay for parking. Zone numbers for participating visitor areas are indicated below. 

Student Center Visitor Parking

Visitor parking closest to the Student Center is located in the following areas:  

• Area 2: Ferst Center/Student Center Lot | Parkmobile Zone 8631  
• Area 3: Student Center Deck (W02) 

Special Event Parking  

Parking and Transportation Services makes every effort to accommodate all special event parking requests. Due to the nature of college campuses and other scheduled events, accommodations are not guaranteed.  

75 Vehicles or Less  

Validations for Areas 1 and 3 may be purchased in advance on the Parking and Transportation Services website.   

75 or More Vehicles 

Parking arrangements can be made to accommodate large events expecting 75 or more vehicles in the Area 3 Student Center Parking Deck (W02), which is adjacent to the Student Center. There are two operations options for the Student Center Parking Deck: 

1. Pre-Paid Reservations: The client may pre-purchase parking in Area 3 (W02 Parking Deck) for a flat fee, which includes the raising of the gates and an attendant. In/out privileges are not allowed.  

2. Self-Pay Upon Entry: Guests park in Area 3 (W02 Parking Deck) and pay per vehicle upon entry or exit.   

Tech Rec is equipped with an audio sound system that can play music from Pandora and or Spotify. Groups may utilize audio and video technology during full-facility rentals only. During these rentals, groups can request a type of music and regulate what is shown on the video screen. Music will be playing during bowling area and billiard area rentals, but groups will not have access to customize or control what is being played. No outside DJ’s, stereo systems, or other AV equipment may be brought into Tech Rec.

Groups of ten (10) to twelve (12) may walk-in and receive two (2) lanes of bowling for two (2) hours for $120 on Monday-Thursday and $140 on Saturday and Sunday, which includes shoes. The rate can only be accommodated when two consecutive lanes are open in Tech Rec. To receive this rate, the group must agree to play on two lanes with one payment accepted per lane. No individual payments allowed. Capacity restrictions will be enforced.  

Groups of thirteen (13) or more who do not reserve the bowling lanes in advance may not be accommodated if they try to walk in to Tech Rec and request a reservation. If the Tech Rec staff are able to accommodate the request, the group will be responsible for the rental rates listed below plus a $50 no-notice surcharge for not reserving the lane(s) in advance. 

In accordance with the Georgia Tech Youth Programs policy (https://policylibrary.gatech.edu/youth-programs-policy), all youth programs and activities hosted at the Exhibition Hall or West Village Dining Commons must be registered through the Youth Compliance Office. 

Registration Process for Georgia Tech Departments and Registered Student Organization’s 

1. Request Tech Rec through GT Events and indicate youth will be in attendance for the event.  
2. Once space has been identified as available for the event, the youth programs registration form should be submitted. This should occur no later than 30 days prior to the start of the reservation. Keep in mind the following while filling out the registration form:  
   • Ensure program name is uniform throughout the registration form and mirrors the event name submitted through Tech Rec online request form.  
   • List all of the facilities and facility staff. For Tech Rec, the facility staff is the Tech Rec Manager, Chris Leary.  
   • If submitting a registration form for multiple programs, ensure the dates, schedule, participant numbers, and chaperone numbers are included for each program.  
3. Once the registration form is submitted, the Youth Programs Compliance Specialist will either confirm the event, or follow-up regarding more details. 

Registration Process for Off-Campus Groups  

Off-campus clients should follow the following procedures to register their youth program hosted at the Exhibition Hall or West Village Dining Commons: 

1. Request Tech Rec through GT Events and indicate youth will be in attendance for the event.  
2. Once space has been identified as available for the event, the youth programs registration form should be submitted. This should occur no later than 30 days prior to the start of the reservation. Keep in mind the following while filling out the registration form:  
   • Ensure program name is uniform throughout the registration form and mirrors the event name submitted through Tech Rec online request form.  
   • List all of the facilities and facility staff. For Tech Rec, the facility staff is the Tech Rec Manager, Chris Leary.  
   • If submitting a registration form for multiple programs, ensure the dates, schedule, participant numbers, and chaperone numbers are included for each program.  
   • COI should be submitted through the youth programs registration form to be reviewed by the Youth Programs Compliance Specialist. 

3. If the COI is not available at the time the youth programs registration form is submitted, the COI should be submitted to the event coordinator at least two weeks prior to the start of the reservation. 

4. Once the COI has been confirmed, event details can be finalized with the Tech Rec event coordinator. 

5. Finally, a facilities use agreement must be executed and reservation paid in full prior to the event. 

Commercial General Liability (CGL) insurance is required for all off-campus groups using Georgia Tech facilities. Tech Rec rentals are considered Tier 1 events. The CGL insurance for Tier I events shall provide at minimum the following limits: 

All CGL insurance policies must adhere to the following requirements:  

• The policy covers the time period in which the event takes place.  
• Insurance company is licensed to do business in the State of Georgia and must be rated at least “A-” Class “VII” in the most recently published Best’s Insurance Report.  
• “Georgia Institute of Technology” should be listed as Certificate Holder.  
• “Board of Regents, Georgia Institute of Technology, including its officers, employees and agents” should be listed as Additional Insured.  

Georgia Tech recommends TULIP for event liability insurance.  TULIP is a Liability Insurance Policy that provides special event liability coverage. It is designed for third party users who do not carry liability insurance and is offered at a low cost.  Visit the TULIP website and click on the Calendar icon under “Get  A Quote”. 

COI should be submitted at least two (2) weeks prior to the start of the event to be reviewed. 

Click here for more information on insurance requirements.