The Midtown Ballroom is divisible into five smaller spaces, which can be put together in more than a dozen different combinations to create the right-sized space for your event. A logistics meeting is required for all events booked in the Midtown Spaces, and our team will work with you to determine the best layout for your event.
The Midtown Ballroom is considered a "Special Use Space". Activities in this space should be distinctive in nature; typical weekly meetings will not be confirmed in this location. All events in the Midtown Ballroom will require a logistics meeting four (4) or more weeks prior to the event.
Please note that these capacities vary based on special requests, including staging and other equipment. Our Event Services Team is happy to discuss setups other than what is described here.
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.
Who Can Reserve This Space?
- External Clients
- GT Departments/Colleges
- Registered Student Organizations
What are the Booking Rules in GT Events?
Registered Student Organizations can request the space up to 1 year in advance to 3 weeks in advance.
GT Departments can request space up to 1 year in advance to 3 weeks in advance.
External Clients can request space up to 1 year in advance.
What Reservation Template is this located in GT Events?
Registered Student Organizations and GT Departments can find this space in the "Special Event Space Request -RSO, Dept. & Colleges" template.
External Clients can begin their request by filling out our reservation request form.
Space Type
Gallery
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 Number, Credit Card, Business or Certified Check, and Money Order. We are not able to accept personal check.
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, Offsite Equipment Rentals, or Activations 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 address below or you may drop it off in person at the the Event Services Suite located on the 3rd fl. of the John Lewis Student Center and Stamps Commons (Suite #3142). Please include the invoice or reservation number on the check.
Georgia Tech Student and Campus Event Centers
Attn: Dynecia Clark
351 Ferst Dr. NW
Atlanta, GA 30332
Refunds
Payments in the form of credit cards or money orders shall be refunded, when applicable, within seven business days. Business and Certified check refund requests can take up to six weeks.
Exhibition Hall Equipment and Services
Meeting Space Equipment
| Equipment | Registered Student Organizations | GT Departments | Off-Campus Organizations |
|---|---|---|---|
| Dry Erase Board (Includes markers and eraser) | No Charge | No Charge | No Charge |
| Aluminum Easel (5' tall, displays artwork 12" to 24" wide) | No Charge | $5 (No Charge for First Easel) | $15 |
| Flipchart (Includes 1 stand, 1 pack of flip-chart paper | $5 | $10 | $20 |
| Popcorn Machine (Includes 2 bags of popcorn kernels - each contains about 35 servings & serving bags) | $25 | $50 | $60 |
| Extra Bag of Kernels | $5 | $5 | $7 |
| Stanchions | No Charge | No Charge | No Charge |
| 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 |
| Directional arrow signs | No Charge | No Charge | No Charge |
| Standing Insert Signs | No Charge | No Charge | No Charge |
| Suction Cup Sign Holder | No Charge | No Charge | No Charge |
Audio Visual Equipment
| Equipment | Registered Student Organizations | GT Departments | Off-Campus Organizations |
|---|---|---|---|
| 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 |
| Audio Wedge Monitors (max 2) | $25 | $50 | $100 |
| Built-In TV Display - Small Meeting Rooms | No Charge | $35 | $55 |
| Concert Sound System | $50 | $100 | $200 |
| DVD Player | No Charge | $5 | $10 |
| Confidence Monitor (screen that faces the presenter on stage in Midtown to display presentation) | $10 | $25 | $50 |
| Karaoke Machine (Includes 2 wireless microphones with keypads to control menu and song selections, over 5,000 built-in songs) | $30 | $50 | $70 |
| Microphones - Wireless | $10 | $30 | $40 |
| Microphones - Wireless (Lavalier) | $10 | $30 | $40 |
| Passport Sound - Mini (1 Channel Amplifier) | $10 | $20 | $30 |
| Passport Sound - Mobile System | $20 | $40 | $60 |
| Piano - Upright | No Charge | $25 | $75 |
| Piano - Grand - Available in Midtown only | $25 | $50 | $100 |
| Projector Sound System - Large Meeting Rooms | No Charge | $35 | $55 |
| Projector/Sound System - Midtown | No Charge | $65 | $150 |
| Laptop with Presentation Slide Advancer | $25 | $60 | $120 |
| Presentation Slide Advancer/Laser Pointer (Wireless) | $5 | $10 | $15 |
| Internet Access (Codes Set Up by Event Services) | Eduroam | Eduroam | Free Guest WiFi with Limited Bandwidth or Premium Guest WiFi: $4 per Code |
Furniture
| Equipment | Registered Student Organizations | GT Departments | Off-Campus Organizations |
|---|---|---|---|
| Single Stage (1 Piece - 8'L x 6'W) - Available in Midtown only | No Charge | $20 | $30 |
| Small Stage (4 Pieces - 16' L x 12' W) - Available in Midtown only | No Charge | $30 | $60 |
| Medium Stage (6 Pieces - 24 ‘ L x 12’ W') - Available in Midtown only | No Charge | $60 | $120 |
| Large Stage (8 Pieces - 32' L x 12' W) - Available in Midtown only | No Charge | $80 | $240 |
| Chairs | No Charge | no charge | no charge |
| Table - 5 ft. Banquet Round Folding | No Charge | no charge | no charge |
| Table - High Boy | No Charge | no charge | no charge |
| Table - 5 ft. Laminate Rectangle | No Charge | no charge | no charge |
| Table - 6 ft. Rectangle Folding | No Charge | no charge | no charge |
| Table - Seminar Folding | No Charge | no charge | no charge |
Staffing and Services
| Service | Registered Student Organizations | GT Departments | Off-Campus Organizations |
|---|---|---|---|
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| Overnight Storage | $250 Per Day | $300 Per Day | $500 Per Day |