Invoicing, Payments & Refunds
Invoicing - Registered Student Organizations & GT Departments
GT affiliates will receive a finalized invoice for their event after the event concludes. The Event Services team generates and sends invoices bi-weekly and GT affiliates are responsible for submitting payment 30 days after the invoice is received.
Invoicing - External Clients
Events for external clients will not be confirmed until payment in full is received. If payment is not received two (2) weeks prior to the event, the event is cancelled and the external client forfeits the $150 deposit.
Payment Methods
Our Event Services team accepts payment in the form of Departmental Workday Tag Numbers, Credit Card, Business or Certified Checks, and Money Orders. We are not able to accept personal checks.
To pay by a Departmental Worktag Number, please include the appropriate account information when making your reservation request in GT Events. Alternatively, you may send this information via email when the Event Services team sends the final invoice.
To pay by Credit Card, follow the instructions below:
- For events at the Student Center, Exhibition Hall, West Village, or Offsite Equipment Rentals, navigate to this online payment site.
- For events at the Historic Academy of Medicine, navigate to this online payment site.
- Ensure the option "Pay an invoice" is selected and enter your invoice number (located on the attached invoice) and the last name of the contact person on your invoice and select "Search".
- If you are an external client pre-paying for an event, ensure the option "Make a deposit for a future event" is selected and enter your Reservation number under "Reservation ID" and the last name of the contact person on your reservation and select "Search".
- Once your invoice populates, select "Complete Payment" at the bottom of the screen and you will be redirected to the Georgia Tech epay website to complete payment. If you have any issues, please reach out to our team at EventServices@stucen.gatech.edu for assistance.
To pay by Business or Certified Check, or Money Order, you can either mail it to the following address (please include the invoice or reservation number on the check). Please note, personal checks are not an acceptable form of payment.
Georgia Tech Student and Campus Event Centers
Attn: Dynecia Clark
351 Ferst Dr. NW
Atlanta, GA 30332
Or, you may visit the Event Services Suite located on the 3rd fl. of the John Lewis Student Center and Stamps Commons (Suite #3142). Our office is open Monday – Friday from 8 a.m. until 5 p.m.
Refunds
Payments in the form of credit cards, and money orders shall be refunded, when applicable, within seven business days. Check refund requests can take up to six weeks.
Event Space & Equipment Rates
Academy of Medicine Rates
Registered Student Organizations | Entire Building (Includes outdoor spaces) | Upper Level (Includes Front Lawn) | Lower Level (Includes Courtyard) | Exterior Front Lawn & Upper-Level Restrooms |
Sunday-Thursday | ||||
Flat Rate | Up to Six Hours | $2,000 | $1,250 | $750 | $250 |
Hourly Rate | After Six Hours | $150 | $150 | $150 | $150 |
Friday-Saturday | ||||
Flat Rate | Up to Six Hours | $2,500 | $1,500 | $1,000 | $500 |
Hourly Rate | After Six Hours | $200 | $200 | $200 | $200 |
Overnight Storage | ||||
Per Night, Any Day | $250 | $250 | $250 | $250 |
GT Department | Entire Building (Includes outdoor spaces) | Upper Level (Includes Front Lawn) | Lower Level (Includes Courtyard) | Exterior Front Lawn & Upper-Level Restrooms |
Sunday-Thursday | ||||
Flat Rate | Up to Six Hours | $2,500 | $1,500 | $1,000 | $500 |
Hourly Rate | After Six Hours | $200 | $200 | $200 | $200 |
Friday-Saturday | ||||
Flat Rate | Up to Six Hours | $3,000 | $1,750 | $1,250 | $750 |
Hourly Rate | After Six Hours | $250 | $250 | $250 | $250 |
Overnight Storage | ||||
Per Night, Any Day | $300 | $300 | $300 | $300 |
Standard/Off-Campus Clients | Entire Building (Includes outdoor spaces) | Upper Level (Includes Front Lawn) | Lower Level (Includes Courtyard) | Exterior Front Lawn & Upper-Level Restrooms |
Sunday-Thursday | ||||
Flat Rate | Up to Six Hours | $3,500 | $2,000 | $1,500 | $1,000 |
Hourly Rate | After Six Hours | $350 | $350 | $350 | $350 |
Friday-Saturday | ||||
Flat Rate | Up to Six Hours | $4,500 | $2,500 | $2,000 | $1,500 |
Hourly Rate | After Six Hours | $400 | $400 | $400 | $400 |
Overnight Storage | ||||
Per Night, Any Day | $500 | $500 | $500 | $500 |
Film Production | Entire Building (Includes outdoor spaces) | Upper Level (Includes Front Lawn) | Lower Level (Includes Courtyard) | Exterior Front Lawn & Upper-Level Restrooms |
Sunday-Thursday | ||||
12 Hours | $5,500 | N/A | N/A | N/A |
24 Hours | $8,500 | N/A | N/A | N/A |
Friday-Saturday | ||||
12 Hours | $7,500 | N/A | N/A | N/A |
24 Hours | $10,000 | N/A | N/A | N/A |
Film Production receives 50% discount on dates in which space is not being accessed, but space reserved for setup.
Non-Profit receive 25% off of the Standard Rate for Space Fees
GT Alumni receive 10% off the Standard Rate for Space Fees
Equipment & Services Rates
Equipment/Service | Registered Student Organizations | GT Departments | Standard/Off-Campus Rate |
---|---|---|---|
Basic Equipment | |||
Easel (priced per easel) | $0 | $5 (no charge for first easel) | $15 |
Flip Chart | $5 | $10 | $20 |
Dry Erase Board (Includes markers and eraser) | No charge | No charge | No charge |
Audio/Visual Equipment | |||
Projector/Sound System - Cottonwood, Sugarberry, Magnolia | $25 | $35 | $55 |
Projector/Sound System - Theater | $55 | $65 | $150 |
Portable Projector w/ Screen - Library, Parlor, Crystal Dining Room | $35 | $45 | $65 |
Portable Podium | $20 | $40 | $60 |
Passport Sound System & Wired Microphone | $20 | $40 | $60 |
Portable Television | $10 | $25 | $50 |
Confidence Monitor (screen that faces the presenter on stage in the Theater to display presentation) | $10 | $25 | $50 |
Grand Piano (can only be utilized in the Rotunda) | $25 | $50 | $100 |
Wired Microphone | No charge | No charge | No charge |
Wireless Microphone (includes Lavalier) | $10 | $30 | $40 |
Computers & Accessories | |||
Slide Advancer | $5 | $10 | $15 |
Laptop (includes Slide Advancer) | $25 | $60 | $120 |
Internet Access | Eduroam | Eduroam | Free Guest WiFi with limited bandwidth; or Premium Guest WiFi: $5/code |
Specialty Equipment | |||
Dance Floor | $100 | $150 | $250 |
Table Linen - Black (All tables must be covered at the Historic Academy of Medicine) | $10/Linen | $10/Linen | $10/Linen |
Pipe & Drape - Includes 2 Uprights, 2 Bases, 1 Crossbar & Black-Colored Polyester Drapes. Covers 8 ft. height and 6 ft., 8 ft., or 10 ft. width. | $15/kit | $20/kit | $30/kit |
Staffing Charges | |||
AV Tech (per person) 2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. | $20/hour | $25/hour | $30/hour |
Guest Services Manager (per person) 2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. | $20/hour | $25/hour | $30/hour |
Extra Custodial Services (per person) 2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. Charges may also incur for excessive cleaning post-event. | $20/hour | $25/hour | $30/hour |
Extended Building Hours (Outside of 7a - 11p) - Includes Guest Services Manager. Must be requested at least four weeks in advance and is subject to staffing availability. | $50/hour | $50/hour | $50/hour |
Reduced Setup Window (applicable when the minimum setup time of 4 hours is reduced and/or when multiple setup changes are needed during an event) | $75/hour | $75/hour | $75/hour |
Exhibition Hall Rates
In most cases, Registered Student Organizations and GT Departments may use the Exhibition Hall spaces at no charge. Room charges will apply to RSO and GT Departments on two occasions:
- RSO and GT Departments who are charging admission or collecting fees (to attendees or vendors) for an event. Events for the sole purpose of fundraising for the RSO are included; or
- RSO and GT Departments who are co-sponsoring with an off-campus organization. RSO who are directly affiliated with an off-campus organization are excluded if the event/meeting directly relates to the mission of the RSO.
Overnight storage fees apply to all groups. The overnight storage fee is assessed once per night, regardless of the amount of spaces being utilized for overnight storage.
Registered Student Organizations | GT Departments | Standard Rate/Off-Campus Clients | |
Midtown I | |||
Flat Rate - First 3 Hours | $225 | $405 | $750 |
Each Additional Hour | $75 | $135 | $250 |
Midtown II | |||
Flat Rate - First 3 Hours | $225 | $405 | $750 |
Each Additional Hour | $75 | $135 | $250 |
Midtown III | |||
Flat Rate - First 3 Hours | $105 | $150 | $375 |
Each Additional Hour | $35 | $50 | $125 |
Midtown IV | |||
Flat Rate - First 3 Hours | $105 | $150 | $375 |
Each Additional Hour | $35 | $50 | $125 |
Midtown V | |||
Flat Rate - First 3 Hours | $105 | $150 | $375 |
Each Additional Hour | $35 | $50 | $125 |
Combined Midtown Spaces | |||
Flat Rate - First 3 Hours | $800 | $1,250 | $2,500 |
Each Additional Hour | $100 | $200 | $300 |
Highlands | |||
Flat Rate - First 3 Hours | $60 | $105 | $240 |
Each Additional Hour | $20 | $35 | $80 |
Buckhead | |||
Flat Rate - First 3 Hours | $60 | $105 | $240 |
Each Additional Hour | $20 | $35 | $80 |
Home Park | |||
Flat Rate - First 3 Hours | $90 | $135 | $270 |
Each Additional Hour | $30 | $45 | $90 |
Centennial | |||
Flat Rate - First 3 Hours | $90 | $135 | $270 |
Each Additional Hour | $30 | $45 | $90 |
Old Fourth Ward | |||
Flat Rate - First 3 Hours | $45 | $75 | $105 |
Each Additional Hour | $15 | $25 | $35 |
Sweet Auburn | |||
Flat Rate - First 3 Hours | $60 | $105 | $240 |
Each Additional Hour | $20 | $35 | $80 |
Summer Hill | |||
Flat Rate - First 3 Hours | $60 | $105 | $240 |
Each Additional Hour | $20 | $35 | $80 |
Little Five Points | |||
Flat Rate - First 3 Hours | $45 | $75 | $105 |
Each Additional Hour | $15 | $25 | $35 |
Inman Park | |||
Flat Rate - First 3 Hours | $45 | $75 | $105 |
Each Additional Hour | $15 | $25 | $35 |
Cabbagetown Boardroom | |||
Flat Rate - First 3 Hours | $75 | $120 | $195 |
Each Additional Hour | $25 | $40 | $65 |
Kirkwood | |||
Flat Rate - First 3 Hours | $90 | $135 | $270 |
Each Additional Hour | $30 | $45 | $90 |
Green Room | |||
Per Day, Only Available with Midtown Reservations | $25 | $30 | $50 |
Overnight Storage | |||
Per Night, Any Space | $250 | $300 | $500 |
Equipment & Services Rates
Equipment/Service | Registered Student Organizations | GT Departments | Off-Campus Organizations | Replacement Fee |
---|---|---|---|---|
Podiums | ||||
Midtown Podium (Includes microphone) Note, the cost of the standard lectern in Midtown is included in the price of the projector/sound system. Additional cost is for adding a stage podium. | $20 | $40 | $60 | $300 |
Meeting Equipment | ||||
Dry Erase Board (Includes markers and eraser) | No Charge | No Charge | No Charge | $75 |
Aluminum Easel (5' tall, displays artwork 12" to 24" wide) | No Charge | $5 (No Charge for First Easel) | $15 | $150 |
Flipchart (Includes 1 stand, 1 pack of flip-chart paper | $5 | $10 | $20 | $150 |
Audio/Visual Equipment | ||||
Audio Wedge Monitors (max 2) | $25 | $50 | $100 | Price per component |
Built-In TV Display - Cabbagetown Board Room | No Charge | $35 | $55 | TBD by repair cost |
Built-In TV Display - Small Meeting Rooms (Summer Hill, Little Five Points, Old 4th Ward, Inman Park) | No Charge | $35 | $55 | TBD by repair cost |
Concert Sound System * | $50 | $100 | $200 | |
DVD Player | No Charge | $5 | $10 | $150 |
Confidence Monitor (screen that faces the presenter on stage in Midtown to display presentation) | $10 | $25 | $50 | Priced per component |
Karaoke Machine (Includes 2 wireless microphones with keypads to control menu and song selections, over 5,000 built-in songs) | $30 | $50 | $70 | $500 |
Microphones - Wireless | $10 | $30 | $40 | Priced per component |
Microphones - Wireless (Lavalier) | $10 | $30 | $40 | Priced per component |
Passport Sound - Mini (1 Channel Amplifier) | $10 | $20 | $30 | |
Passport Sound - Mobile System | $20 | $40 | $60 | $800 |
Piano - Upright | No Charge | $25 | $75 | TBD by repair cost |
Piano - Grand - Available in Midtown only | $25 | $50 | $100 | TBD by repair cost |
Projector Sound System - Large Meeting Rooms (Highlands, Buckhead, Home Park, Centennial, Sweet Auburn, Kirkwood) | No Charge | $35 | $55 | $3,200 |
Projector/Sound System - Midtown | No Charge | $65 | $150 | Priced per component |
Computers & Accessories | ||||
Laptop with Presentation Slide Advancer | $25 | $60 | $120 | $800 |
Presentation Slide Advancer/Laser Pointer (Wireless) | $5 | $10 | $15 | $75 |
Internet Access (Codes Set Up by Event Services) | Eduroam | Eduroam | Free Guest WiFi with Limited Bandwidth or Premium Guest WiFi: $4 per Code | N/A |
Staging | ||||
Single (1 Piece - 6' x 8') - Available in Midtown only | No Charge | $20 | $30 | $2000 |
Small (4 Pieces - 12' x 16') - Available in Midtown only | No Charge | $30 | $60 | $2000 |
Medium (6 Pieces - 18' x 16') - Available in Midtown only | No Charge | $60 | $120 | $2000 |
Large (8 Pieces - 24' x 16') - Available in Midtown only | No Charge | $80 | $240 | $2000 |
Specialty Equipment | ||||
Popcorn Machine (Includes 2 bags of popcorn kernels - each contains about 35 servings & serving bags) | $25 | $50 | $60 | $500 |
Extra Bag of Kernels | $5 | $5 | $7 | N/A |
Stanchions | No Charge | No Charge | No Charge | Priced per component |
Pipe & Drape Kit (priced per kit) - Includes 2 Uprights, 2 Bases, 1 Crossbar & Black-Colored Polyester Drapes. Covers 8' wide x 8' tall or 8' wide x 10' tall. | $15 | $20 | $30 | Priced per component |
Facility & Staffing | ||||
Extended Building Hours (Outside of 7a - 11p) - Includes Guest Services Manager. Must be requested at least four weeks in advance and is subject to staffing availability. | $50/hour | $50/hour | $50/hour | N/A |
Audiovisual Technician (Per Person) 2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. | $20/hour | $25/hour | $30/hour | N/A |
Guest Services Manager (Per Person) 2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. | $20/hour | $25/hour | $30/hour | N/A |
Custodial Services (Per Person) 2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. Charges may also incur for excessive cleaning post-event. | $20/hour | $25/hour | $30/hour | N/A |
Reduced Setup Window Applicable when the minimum setup time is reduced and/or when multiple setup changes are needed during an event. | $75/hour | $75/hour | $75/hour | N/A |
Student Center Rates
In most cases, Registered Student Organizations and GT Departments may use the Student Center spaces at no charge. Room charges will apply to RSO and GT Departments on two occasions:
- RSO and GT Departments who are charging admission or collecting fees (to attendees or vendors) for an event. Events for the sole purpose of fundraising for the RSO are included; or
- RSO and GT Departments who are co-sponsoring with an off-campus organization. RSO who are directly affiliated with an off-campus organization are excluded if the event/meeting directly relates to the mission of the RSO.
Registered Student Organizations GT Departments Standard Rate/Off-Campus Clients Atlantic Theater Flat Rate - First 3 Hours $300 $400 $800 Each Additional Hour $50 $75 $110 Cypress Theater Flat Rate - First 3 Hours $150 $200 $400 Each Additional Hour $40 $60 $100 Krog Flat Rate - First 3 Hours $45 $75 $105 Each Additional Hour $15 $25 $35 Castleberry Flat Rate - First 3 Hours $45 $75 $105 Each Additional Hour $15 $25 $35 Juniper Boardroom Flat Rate - First 3 Hours $45 $75 $105 Each Additional Hour $15 $25 $35 Denning Boardroom (Ponce de Leon) Flat Rate - First 3 Hours $75 $120 $195 Each Additional Hour $25 $40 $65 Techwood Flat Rate - First 3 Hours $60 $105 $240 Each Additional Hour $20 $35 $80 Piedmont Flat Rate - First 3 Hours $60 $105 $240 Each Additional Hour $20 $35 $80 Peachtree Flat Rate - First 3 Hours $60 $105 $240 Each Additional Hour $20 $35 $80 Rafael Bras Meeting Room (Northside) Flat Rate - First 3 Hours $90 $135 $270 Each Additional Hour $30 $45 $90 Overnight Storage Per night, any space $250 $300 $500 Equipment & Services Rates
Equipment/Service Registered Student Organizations GT Departments Off-Campus Organizations Replacement Fee Podiums Atlantic Podium (includes microphone) Note, 1 podium is included in the cost of the Projector Sound System; cost is for an additional podium. $20 $40 $60 $300 Meeting Equipment Dry Erase Board (Includes markers and eraser) No Charge No Charge No Charge $75 Aluminum Easel (5' tall, displays artwork 12" to 24" wide) No Charge $5 (No Charge for First Easel) $15 $150 Flip Chart (Includes 1 stand, 1 pack of flip-chart paper) $5 $10 $20 $150 Audio/Visual Equipment Audio Wedge Monitors (max 2) $25 $50 $100 Price per component Built-In TV Display - Small Meeting Rooms No Charge $35 $55 TBD by repair cost Concert Sound System $50 $100 $200 DVD Player No Charge $5 $10 $150 Confidence Monitor (screen that faces the presenter on stage in the Theater to display presentation) $10 $25 $50 Priced per component Karaoke Machine (Includes 2 wireless microphones with keypads to control menu and song selections, over 5,000 built-in songs) $30 $50 $70 $500 Microphones - Wireless $10 $30 $40 Priced per component Microphones - Wireless (Lavalier) $10 $30 $40 Priced per component Passport Sound - Mini (1 Channel Amplifier) $10 $20 $30 Passport Sound - Mobile System $20 $40 $60 $800 Piano - Baldwin Upright No Charge $25 $75 TBD by repair cost Piano - Grand - Available in the Atlantic Theater only $25 $50 $100 TBD by repair cost Projector Sound System - Large Meeting Rooms No Charge $35 $55 $3,200 Projector/Sound System - Theaters No Charge $65 $150 Priced per component Computers & Accessories Laptop with Presentation Slide Advancer $25 $60 $120 $800 Presentation Slide Advancer/Laser Pointer (Wireless) $5 $10 $15 $75 Internet Access (Codes Set Up by Event Services) Eduroam Eduroam Free Guest WiFi with Limited Bandwidth or Premium Guest WiFi: $4 per Code N/A Specialty Equipment Popcorn Machine (Includes 2 bags of popcorn kernels - each contains about 35 servings & serving bags) $25 $50 $60 $500 Extra Bag of Kernels $5 $5 $7 N/A Stanchions No Charge No Charge No Charge Priced per component Pipe & Drape Kit (priced per kit) - Includes 2 Uprights, 2 Bases, 1 Crossbar & Black-Colored Polyester Drapes. Covers 8 ft. height and 6 ft., 8 ft., or 10 ft. width. $15 $20 $30 Priced per component Facility & Staffing Extended Building Hours (Outside of 7a - 11p) - Includes Guest Services Manager.
Must be requested at least four weeks in advance and is subject to staffing availability.
$50/hour $50/hour $50/hour N/A Audiovisual Technician (Per Person)
2 hour minimum charge. Must be requested at least 2 weeks in advance of the event.
$20/hour $25/hour $30/hour N/A Guest Services Manager (Per Person)
2 hour minimum charge. Must be requested at least 2 weeks in advance of the event.
$20/hour $25/hour $30/hour N/A Custodial Services (Per Person)
2 hour minimum charge. Must be requested at least 2 weeks in advance of the event. Charges may also incur for excessive cleaning post-event.
$20/hour $25/hour $30/hour N/A Reduced Setup Window
Applicable when the minimum setup time is reduced and/or when multiple setup changes are needed during an event.
$75/hour $75/hour $75/hour N/A