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 OrganizationsEntire 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 DepartmentEntire 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 ClientsEntire 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 ProductionEntire Building (Includes outdoor spaces)Upper Level (Includes Front Lawn)Lower Level (Includes Courtyard)Exterior Front Lawn & Upper-Level Restrooms
Sunday-Thursday    
12 Hours$5,500N/AN/AN/A
24 Hours$8,500N/AN/AN/A
Friday-Saturday      
12 Hours$7,500N/AN/AN/A
24 Hours$10,000N/AN/AN/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/ServiceRegistered Student OrganizationsGT DepartmentsStandard/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 chargeNo chargeNo 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 chargeNo chargeNo charge

​Wireless Microphone (includes Lavalier)

$10$30$40
Computers & Accessories
Slide Advancer$5$10$15
Laptop (includes Slide Advancer)$25$60$120
Internet AccessEduroamEduroamFree 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:

  1. 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
  2. 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 OrganizationsGT DepartmentsStandard 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/ServiceRegistered Student OrganizationsGT DepartmentsOff-Campus OrganizationsReplacement 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 ChargeNo ChargeNo 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$100Price per component
Built-In TV Display - Cabbagetown Board RoomNo Charge$35$55TBD by repair cost
​Built-In TV Display - Small Meeting Rooms (Summer Hill, Little Five Points, Old 4th Ward, Inman Park)No Charge$35$55TBD by repair cost
Concert Sound System *$50$100$200 
DVD PlayerNo Charge$5$10$150
Confidence Monitor (screen that faces the presenter on stage in Midtown to display presentation)$10$25$50Priced 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$40Priced per component
​Microphones - Wireless (Lavalier)$10$30$40Priced per component
Passport Sound - Mini (1 Channel Amplifier)$10$20$30 
Passport Sound - Mobile System$20$40$60$800
Piano - Upright No Charge$25$75TBD by repair cost
Piano - Grand - Available in Midtown only$25$50$100TBD 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 - MidtownNo Charge$65$150Priced 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)EduroamEduroamFree Guest WiFi with Limited Bandwidth or  Premium Guest WiFi: $4 per CodeN/A
Staging
​Single (1 Piece - 6' x 8') - Available in Midtown onlyNo Charge$20$30$2000
Small (4 Pieces - 12' x 16') - Available in Midtown onlyNo Charge$30$60$2000
​Medium (6 Pieces - 18' x 16') - Available in Midtown onlyNo Charge$60$120$2000
Large (8 Pieces - 24' x 16') - Available in Midtown onlyNo 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$7N/A
StanchionsNo ChargeNo ChargeNo ChargePriced 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$30Priced 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/hourN/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/hourN/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/hourN/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/hourN/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/hourN/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:

  1. 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
  2. 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 OrganizationsGT DepartmentsStandard 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/ServiceRegistered Student OrganizationsGT DepartmentsOff-Campus OrganizationsReplacement 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 ChargeNo ChargeNo 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$100Price per component
​Built-In TV Display - Small Meeting RoomsNo Charge$35$55TBD by repair cost
Concert Sound System$50$100$200 
DVD PlayerNo Charge$5$10$150
Confidence Monitor (screen that faces the presenter on stage in the Theater to display presentation)$10$25$50Priced 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$40Priced per component
​Microphones - Wireless (Lavalier)$10$30$40Priced per component
Passport Sound - Mini (1 Channel Amplifier)$10$20$30 
Passport Sound - Mobile System$20$40$60$800
Piano - Baldwin UprightNo Charge$25$75TBD by repair cost
Piano - Grand - Available in the Atlantic Theater only$25$50$100TBD by repair cost
Projector Sound System - Large Meeting RoomsNo Charge$35$55$3,200
​Projector/Sound System - TheatersNo Charge$65$150Priced 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)EduroamEduroamFree Guest WiFi with Limited Bandwidth or  Premium Guest WiFi: $4 per CodeN/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$7N/A
StanchionsNo ChargeNo ChargeNo ChargePriced 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$30Priced 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/hourN/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/hourN/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/hourN/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/hourN/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/hourN/A

West Village Rates

All Registered Student Organizations and GT Departments will be subject to room reservation rates in the West Village Ensemble Room.

 Registered Student OrganizationsGT DepartmentsStandard Rate/Off-Campus Clients
Meeting SpaceFlat Rate - First 3 HoursEach Additional HourFlat Rate - First 3 HoursEach Additional HourFlat Rate - First 3 HoursEach Additional Hour
Ensemble$75$25$120$40$375$125

Equipment & Services Rates

Equipment/ServiceRegistered Student OrganizationsGT DepartmentsOff-Campus OrganizationsReplacement Fee
Podiums
Mobile (No microphone)No Charge$10$20$300
Meeting Equipment
Dry Erase Board (Includes markers and eraser)No ChargeNo ChargeNo 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
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$40Priced per component
Passport Sound - Mini (1 Channel Amplifier)$10$20$30 
Passport Sound - Mobile System$20$40$60$800
Projector Sound System - West Village Classrooms/Meeting RoomNo ChargeNo Charge$55TBD by repair cost
Computers, Phones, & 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)EduroamEduroamFree Guest WiFi with Limited Bandwidth or  Premium Guest WiFi: $4 per CodeN/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$7N/A
​Tensa BarriersNo ChargeNo ChargeNo ChargePriced 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$30Priced 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/hourN/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/hourN/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/hourN/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/hourN/A