Fairfax Campus External Event Request Form
Non-Mason organizations should use this form to submit a request to host an event at George Mason University's Fairfax Campus. Events that occur in less than three (3) weeks will not be accepted. A scheduler from University Events will review the submitted information and be in touch within 2 to 3 business days regarding a reservation. If you have any questions, contact gmuevent@gmu.edu. Thank you for your interest in hosting an event at George Mason University.
Requestor Name
*
Requestor Email
*
example@example.com
Requestor Phone Number
*
-
Area Code
Phone Number
Organization Information
Company/Organization
*
If this is an individual please put N/A
Type of Organization
*
Please Select
For-profit
Nonprofit
County
Government
N/A
If this is an individual please put N/A
In which state is the organization incorporated?
*
Please Select
Alabama
Alaska
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
District of Columbia
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
West Virginia
Wisconsin
Wyoming
Organization address:
*
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
Contract Signer Name
*
Contract Signer Email
*
Event Information
Event Name:
*
Preferred Event Date
*
-
Month
-
Day
Year
Date
Alternative Event Dates:
Event Start Time
*
1
2
3
4
5
6
7
8
9
10
11
12
:
Hour
00
10
20
30
40
50
Minutes
AM
PM
AM/PM Option
Event End Time
*
1
2
3
4
5
6
7
8
9
10
11
12
:
Hour
00
10
20
30
40
50
Minutes
AM
PM
AM/PM Option
Does your event occur on multiple dates?
*
Yes
No
Multiple Date Time Breakdown (by Date)
Please be specific so we can provide you with the most accurate availability of venues and services.
Expected Attendance
*
Preferred Event Location(s), if known:
e.g.: Johnson Center Bistro, Merten 1201, HUB Ballroom, etc.
Event Description
*
Please describe your event. The more information you provide the better we can assist you with your event.
Event Logistics
Day of Contact Phone Number:
*
-
Area Code
Phone Number
How much pre-access time do you need?
*
This is when access to the room is needed prior to attendee arrival. Your event start time is when we can expect attendees to arrive.
How much post-access time do you need?
*
This is when you will be leaving the venue and is extra time after your attendees have left.
What is your desired room set up?
*
Please Select
Theatre Style
Classroom
Conference Square
U-shape
Open Standing Reception
Dinning (Dinner Rounds)
Open
Vendor (Fair)
CUSTOM (provide details below)
Please select the most appropriate set up you would like.
Special Room Setup Instructions
Please let us know any specifics on room (including # of tables etc).
Event Agenda/Timeline of Activities
*
Audio Visual Needs (additional charges may apply)
*
Projector
Computer/laptop
Easels
Microphones
Wi-Fi access
Other
Is the event involving any VIPs (ambassadors, politicians, etc.), key speakers or a major performance?
*
Yes
No
Will there be food at the venue?
*
Yes, we are using Sodexo (Mason catering)
Yes, caterer undecided (all caterers must be approved)
No Caterer
Will the client be paying for event parking for the attendees?
*
Yes, we will pay for event parking.
No, attendees will have to pay for event parking.
Does your event require lodging/overnight housing
*
Yes, and I've already spoken to/contacted Mason Housing
Yes, I have not yet contact Mason Housing
No
Will there be minors at your event (choose best option)?
*
Yes, with their parents/guardians
Yes, without their parents/guardians
No, there are no minors at our event
All events at George Mason University are required to carry insurance and provide George Mason with a Certificate of Insurance that names the University as “Additionally Insured” (Or the Certificate Holder).
The insurance requirements are as follows: Commercial General Liability in an amount no less than $1M per occurrence with a $2M aggregate. If minors are present, Sexual Abuse and Molestation in the amount of no less than $1M with a $2M aggregate. If you will be driving people around on campus for the event, Commercial Automobile Liability in the amount not less than $1M per occurrence. Workers Compensation in an amount not less than that prescribed by statutory limits AND an Umbrella/Excess policy in an amount not less than $1M to apply OVER and ABOVE the above insurances. At all times during this Agreement Client shall maintain the following insurance coverage: Commercial General Liability in an amount not less than $1,000,000 per occurrence with a $2,000,000 aggregate; We realize many of our clients do not have formal event insurance with their companies. In order to assist we have partnered with TULIP (SPECIAL EVENT INSURANCE). You can visit this site to get an insurance quote based on your event. http://risk.gmu.edu/insurance/tulip-special-event-insurance/ We encourage all clients, to find out the costs of the insurance prior to going to contract. Once a contract is signed, the insurance is due within 30 business days, and no later than 30 business days of the event. Failure to provide the insurance, is a breach of the contract – thus canceling the event. If this happens, no deposits are refundable.
Insurance Requirements:
*
I have insurance
I need insurance
Security Code
*
Submit
Should be Empty: