FREQUENTLY ASKED QUESTIONS

What is the difference between internal events, sponsored events and external events?

Internal Events: Events by University recognized student organizations, its colleges, schools, departments, centers and institutions.

Sponsored Events: Events sponsored by the University's faculty, staff, colleges, schools, departments, centers, institutes, and its recognized students organizations.  If an event is being sponsored by a George Mason University organization, a sponsorship form must be completed prior to the event.  A department's organization number must be provided on the Sponsorship Form. (The sponsor must attend the entire event in order for the client to be eligible for a sponsored rate.)

External Events: Events by outside organizations (non-university organizations) not associated with or sponsored by a University entity as described in the Sponsored Events definition.

What is included in the room set-up?

Room Set-up

  • The Arlington Events Management Office provides tables for the event upon request. In some venue locations, tables and chairs may need to be ordered from an outside vendor.
  • The Arlington Events Management Office does NOT provide linens or tablecloths.
  • Easel and flip charts are provided upon request.  Charges may vary.  Please refer to the Arlington Events price list.
  • You cannot tape any notices or signs to the doors of the classrooms or any of the doors leading to the exterior of the building and will be responsible for any damages to the doors if tape is used.

What are the building hours?

Building Hours

The building opens at 7:00 am and closes at 11:00 pm Monday through Friday.

The building opens at 9:00 am and closes at 11:00 pm on Saturday and Sunday.

*An early open request can be made through the Arlington Events Management Office.

There is an additional charge for this request.  Please refer to the Arlington Events price list.

Is there a required deposit for external events?

No deposit is required.

How can I pay for my event?

  • Invoices are sent to the billing contact listed on the Events Reservation Form 24 hours after the completion of the event.
  • Payments can be made with a VISA or MasterCard or personal check.  American Express is not accepted.  Please refer to our Fax Payment Authorization Form for payment.
  • The Arlington Events Management Office does not accept cash or money orders.

Are there any restrictions regarding audio visual equipment?

Audio Visual (A/V)

  • All outside audio visual equipment must receive approval from Arlington Events Management Office 30 day before use during an event.
  • No outside audio visual equipment can be plugged into any of George Mason University's equipment without proper authorization from the Arlington Events Management Office.

How many days notice do I need to give for audio visual requests?

Reservation Forms for events must be made in a timely manner:

  • Internal events occurring during normal business hours require at least 2 business days' notice.
  • External events occurring during normal business hours require at least 14 business days' notice.
  • Any event that requires in-room or dedicated support requires at least 14 business days' notice.
  • Any event that occurs on a weekend or outside of normal business hours requires at least 14 business days' notice.
  • Any event that requires the installation of software requires at least 14 business days' notice.

*Please note that if reservation deadlines are not met, GMU has the right to deny any AV support or equipment to Non-GMU/External events.

Can I store presentation material or equipment in the events office or my event space prior to my event?

Arlington Events management Office does not store any equipment or presentation material for any client at this time.

Additional Information

  • All classes take precedence over outside events.
  • Only the person listed on the Event Reservation Form can make changes to any requests.
  • If an event is being sponsored by a George Mason University organization, a sponsorship form must be completed prior to the event and the organization number must be provided.

Cancellation Policy

If the Client informs The Office of Arlington Events Management less than 30 days of the Event's Start Date, George Mason University reserves the right to charge the Client 50% of the Client's Estimated Invoice and shall retain any deposit received.  If the Client informs The Office of Arlington Events Management less than 15 days of the Event's Start Date, George Mason University reserves the right to charge the Client 75% of the Client's Estimated Invoice and shall retain any deposit received.  The Client shall also be liable for any costs incurred by George Mason University in scheduling the Event.