Anyone looking to rent Paper and Clay should be aware of our reservation policies.

Reservation Policies for Registered Student Organizations 

Requesting Space  

Registered Student Organizations are permitted to request Paper and Clay 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 space is available for the date and time you requested. If the event space is not available, you will be contacted by the Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 twelve (12) or more who do not reserve Paper and Clay in advance may not be accommodated if they try to walk in to Paper and Clay and request a reservation. If the Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 Paper and Clay 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  

Paper & Clay will require payment or payment information before the conclusion of any rental, as materials and supplies will have already been utilized by the client and their guests. Paper & Clay will no longer accept credit cards or checks in the days after a rental.

  • RSOs do not have to make a deposit for their Paper & Clay reservation, nor do they need to pay prior to their event.   
  • 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 at the Paper & Clay desk at the conclusion of their event.  RSOs paying with a credit card must pay before leaving the Paper & Clay facility at the end of their event. 
    • If an RSO is paying with a certified check, they should have their check in hand to give to the Paper & Clay employee working at the start of their event. RSOs are responsible for having the check written for the correct amount. Refunds for checks will not be issued. 

Cancelation Policy  

Cancellations must be received in writing by emailing gtpaperandclay@stucen.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 Paper and Clay, 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 Paper and Clay Manager by emailing gtpaperandclay@stucen.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 Paper and Clay, 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.  

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.   

 

 

Reservation Policies for Georgia Tech Departments 

Requesting Space  

Tech Departments are permitted to request Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 twelve (12) or more who do not reserve Paper and Clay in advance may not be accommodated if they try to walk in to Paper and Clay and request a reservation. If the Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 Paper and Clay 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  

Paper & Clay will require payment or payment information before the conclusion of any rental, as materials and supplies will have already been utilized by the client and their guests.  Paper & Clay will no longer accept credit cards or checks in the days after a rental.

  • Departments do not have to make a deposit for their Paper & Clay 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 at the Paper & Clay desk at the conclusion of their event. Departments paying with a credit card must pay before leaving the Paper & Clay facility at the end of their event. Note: GT-issued PCards are not accepted payment methods at Paper & Clay. 
    • 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 gtpaperandclay@stucen.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.   

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 Paper and Clay, 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.  
  • 3rd Violation: Email notification of the violation to the event contact. All future bookings by the group in Paper and Clay, 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 Paper and Clay Manager by emailing gtpaperandclay@stucen.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.

 

Reservation Policy for Off-Campus Groups 

Requesting Space  

Off-campus groups are required to reserve the full facility and are permitted to request Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 Paper and Clay 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 who do not reserve Paper and Clay in advance may not be accommodated if they try to walk in to Paper and Clay and request a reservation. If the Paper and Clay 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 the feasibility of their event, they are responsible for canceling any holds placed on spaces that will not be used.  

Payment Policy Information  

Paper & Clay will require payment or payment information before the conclusion of any rental, as materials and supplies will have already been utilized by the client and their guests.  Paper & Clay will no longer accept credit cards or checks in the days after a rental.

  • External clients must make a $150 non-refundable deposit to begin the process of renting Paper & Clay 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 Paper & clay representative, the final charges will be assessed and added to a quote and sent to the customer. 
    • Facility Rentals - Any balance for facility rentals over the $150 deposit must be paid at least 5 business days before the event. Events that do not have the facility rental fees paid 5 business days prior will be cancelled.  
    • Materials Used - Payments for the supplies used during the event can be paid for at the conclusion of the event. 
    • External clients must pay the remaining balance of their reservation at the conclusion of their event before leaving the Paper & clay facility. 
    • External clients can pay their remaining balances with a credit card at the Paper & Clay front desk or with a business or certified check. Personal checks will not be accepted. 
    • It is the client's responsibility to ensure that their certified or business check has been issued for the correct amount. Refunds cannot be issued for check payments. 

  

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. Paper and Clay rentals are considered Tier 1 events. The CGL insurance for Tier I events shall provide at minimum the following limits:  

Coverage:  

Limits:  

Each Occurrence Limit  

$1,000,000  

Damage to Rented Premises  

$1,000,000 Any one premises  

Personal and Advertising Injury  

$1,000,000 Any one person/organization  

Products/Completed Ops. Aggregate  

$1,000,000  

General Aggregate   

$2,000,000  

Commercial Umbrella Liability  

$2,000,000  

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 Paper and Clay 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 emailinggtpaperandclay@stucen.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 Paper and Clay 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 Paper and Clay, 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 Policy 

Catering is approved in Tech for all rental types. All catering must be approved by the Paper and Clay 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 interested in having a banquet or buffet-style catering must reserve additional space in the John Lewis Student Center and Stamps Commons to accommodate this.  

Catering Under $400  

For catering purchases under $400, 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 $400  

For all catering purchases over $400, 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  

 

Alcohol Policy 

In accordance with Georgia Tech’s Campus Alcohol Policy, alcohol may be served in Paper and Clay 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.   

Decorations Policy 

Guests are permitted to decorate Paper and Clay during full-facility rentals only. The Paper and Clay 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. 

 

Property Damage Policy

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. 

 

Visitor Parking Policy 

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:  

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

 

Audio Technology Policy 

Paper and Clay 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 Paper and Clay. 

Walk-In Group Policy 

Groups of twelve(12) or more who do not have a space reservation in advance may not be accommodated if they try to walk into Paper and Clay and request a reservation. If the Paper and Clay staff are able to accommodate the request, the group will be responsible for the rental rates plus a $50 no-notice surcharge for not reserving the space in advance.  

Youth Programs Policy 

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  

  • Request Paper and Clay using the online request form and indicate youth will be in attendance for the event.   
  • 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 Paper and Clay online request form.   
  • List all of the facilities and facility staff. For Paper and Clay, the facility staff is the Paper and Clay 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.   
  • 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:  

  • Request Paper and Clay using the online request form and indicate youth will be in attendance for the event.   

  • 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 Paper and Clay online request form.   

    • List all of the facilities and facility staff. For Paper and Clay, the facility staff is the Paper and Clay 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.  

  • 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.  

  • Once the COI has been confirmed, event details can be finalized with the Paper and Clay event coordinator.  

  • 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. Paper and Clay rentals are considered Tier 1 events. The CGL insurance for Tier I events shall provide at minimum the following limits:  

 

Coverage:  

Limits:  

Each Occurrence Limit  

$1,000,000  

Damage to Rented Premises  

$1,000,000 Any one premises  

Personal and Advertising Injury  

$1,000,000 Any one person/organization  

Products/Completed Ops. Aggregate Limit 

$1,000,000  

General Aggregate Limit 

$2,000,000  

Sexual Abuse or Molestation 

$1,000,000 Per occurrence 

Sexual Abuse or Molestation Aggregate 

$2,000,000 

Commercial Umbrella Liability  

$2,000,000 Per occurrence 

  • 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 Paper and Clay 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. 
Visitor Conduct Policy 

Institute visitors attending any event held in Paper and Clay are expected to be respectful and courteous to other guests and staff members. Excessive noise or other disruptive behavior will not be tolerated. Excessive guests past the room capacity will result in the event being terminated. Staying past the reserved time could result in additional charges and future event cancellations. The Student and Campus Event Centers staff reserve the right to immediately terminate any event deemed to be disruptive or unsafe in any way. Disruptive individuals will be removed from the facility and any outstanding events scheduled by the offending organization may be canceled. Events terminated due to guest conduct will forfeit all deposits and payments. 

Animal Policy 

Non-service animals and pets are not permitted within Paper and Clay. Service animals are defined as those animals that are individually trained to do work or perform tasks for the benefit of a differentially-abled person or persons. The service animal must be under the control of its handler at all times. Paper and Clay may not be reserved for the purpose of pet therapy. 

Refunds Policy 

Refunds are offered only in certain occasions. Please refer to the deposit, final payment, cancellation, and no-show policies outlined in this policy guide. Payments in the form of a credit card shall be refunded, when applicable, within seven (7) business days of a canceled event. Certified check and money order refund requests can take up to six (6) weeks and require a client to set up a vendor profile with the Institute. 

Police and Security Policy 

At the discretion of the Paper and Clay Manager or their delegate; a GTPD officer or approved security company can be required for any event held in Paper and Clay regardless of event time or expected attendance. The officer will be required for the duration of the event. This requirement is in place for the safety and protection of Georgia Tech students, faculty, staff, and visitors to the Institute. The Paper and Clay event staff will arrange for security and/or police. Security costs associated with the event will be added to each reservation and payment must be received prior to the start of each event.