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Invoicing, Payment Methods, and Refunds
- Invoicing - Registered Student Organizations & GT Departments
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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
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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
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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".
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
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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.
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Event Space & Equipment Rates
- Academy of Medicine Rates
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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
Flat rate includes one hour setup/one hour teardown for client and/or service providersEquipment & 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)
4 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)
4 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)
4 hour minimum charge. Must be requested at least 2 weeks in advance of the 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
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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 CodeN/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.
$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
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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 Ponce de Leon Boardroom 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 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 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 $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.
$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 - West Village Rates
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All Registered Student Organizations and GT Departments will be subject to room reservation rates in the West Village Ensemble Room.
Registered Student Organizations GT Departments Standard Rate/Off-Campus Clients Meeting Space Flat Rate - First 3 Hours Each Additional Hour Flat Rate - First 3 Hours Each Additional Hour Flat Rate - First 3 Hours Each Additional Hour Ensemble $75 $25 $120 $40 $375 $125 Equipment & Services Rates
Equipment/Service Registered Student Organizations GT Departments Off-Campus Organizations Replacement Fee Podiums Mobile (No microphone) No Charge $10 $20 $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 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 Passport Sound - Mini (1 Channel Amplifier) $10 $20 $30 Passport Sound - Mobile System $20 $40 $60 $800 Projector Sound System - West Village Classrooms/Meeting Room No Charge No Charge $55 TBD 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) Eduroam Eduroam Free 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 $7 N/A Tensa Barriers 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.
$20/hour $25/hour $30/hour N/A
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