Fairfax Campus External Event Request Form

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 and Operations will review the submitted information and be in touch within 3 to 5 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*
Event Information
Event Name: *
Event Description*
Please describe your event. The more information you provide the better we can assist you with your event.
Expected Attendance*
Preferred Event Date(s):

MonthDayYear
Date
Alternative Event Date(s):

MonthDayYear
Date
Event Start Time:*
Your event start time is when we can expect attendees to arrive.
Event End Time:*
Your event end time is when we can expect attendees to leave.
Does your event occur on multiple dates?*

YesNo
Multiple Date Time Breakdown (by Date)
Please be specific so we can provide you with the most accurate availability of venues and services.
Organization Information
Company/Organization*
If this is an individual please put N/A
Type of Organization*
If this is an individual please put N/A
In which state is the organization incorporated?*
Organization address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Contract Signer Name*
Contract Signer Email*
example@example.com
Event Logistics
Day of Contact Phone Number:*
Pre-access time:*
This is when access to the room is needed prior to attendee arrival.
Post-access time:*
This is when you will be leaving the venue, and it is extra time after your attendees have left.
Preferred Event Location(s), if known:
e.g.: Johnson Center Bistro, Merten 1201, HUB Ballroom, etc.
Desired room set up*
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)*

ProjectorComputer/laptopEaselsMicrophonesWi-Fi access
Is the event involving any VIPs (ambassadors, politicians, etc.), key speakers or a major performance?*

YesNo
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 HousingYes, I have not yet contact Mason HousingNo
Will there be minors at your event (choose best option)?*

Yes, with their parents/guardiansYes, without their parents/guardiansNo, there are no minors at our event
Are you or your organization affiliated with law enforcement? Will any of the attendees be bringing weapons to the event?*

Yes, with weaponsYes, without weaponsNo, not affiliated with law enforcement
How did you learn about our event spaces?*

Search EnginesPeer ReferralPreviously RentedOther
Event Insurance
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
- 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;
If you do not currently have insurance coverage, you can visit Special Event Insurance site to get an insurance quote based on your event.

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 insuranceI will request insurance now
Signature

Clear
Should be Empty:

Fairfax Campus External Event Request Form

Event Information

Organization Information

Event Logistics

Event Insurance