Event Planning

Event Planning Resources

The following resources will help you organize a successful event. In addition to information about audiovisual equipment and food and beverage services, several event planning forms and checklists are available to help you clarify your plans, establish a timetable, create a budget, coordinate your event and evaluate its results.

For more information, contact the Event Management Office, 345 Student Center, scucevents@gsu.edu or 404-413-1870.

The Audiovisual Support staff provides equipment, expertise and technical support for events held in the Student*University Center. Technicians offer free audiovisual needs consultations and are available to provide support on the day of your event.

Technical Support
Many events require an audiovisual technician throughout to adjust microphones, lights and video. The Student*University Center reserves the right to determine whether or not an event needs an audiovisual technician.

Technicians will attend to any difficulty that you may experience during your event for a fee of $15 per hour for each technician.

Equipment Rental
A wide range of audiovisual equipment may be rented at competitive rates for events in the center. For a listing, see the Student*University Center AV and Equipment Rental Rates. To reserve equipment, contact the Event Management Office.

Free Equipment Demonstrations
If you are unfamiliar with any of the items on the center’s equipment list, please ask for a free demonstration. An audiovisual technician will help you master new technology to make your presentation the best it can be.

Internet Connections
All reservable rooms in the Student Center have internet connection capability.

All catered food served in the Student*University Center must be provided through Flavours by Sodexo or, under special circumstances, an approved caterer. Please consider catering set-up needs (e.g. serving tables, access time, etc.) when placing reservation requests.

Snack Food Waiver
Student organizations and university departments that wish to bring non-perishable food (not including food catered by Flavours by Sodexo) into their reserved space must submit a Snack Food Waiver Request Form to the Event Management Office.

Food that qualifies for a snack food waiver includes foods not subject to temperature, such as cookies, chips, doughnuts, bagels and nuts. Beverages such as soda and bottled water are also acceptable; however, beverages containing red dye are not allowed. Individual food items are not permitted in the Speakers Auditorium, State Ballroom, VIP Room (235 University Center) or the Golden Key Board Room.

A fee of $15 for special handling of this waiver will be charged if the form is submitted fewer than five business days prior to the event. Food deliveries and outside caterers are not permitted as part of the snack food waiver request.

Alcoholic Beverages
The use, possession, consumption, distribution or sale of alcoholic beverages on any property owned or leased by the Georgia State University is strictly prohibited. Only the president or his designee may make exceptions.

Requests for alcoholic beverage service in the Student*University Center must be approved through the alcohol review process. A Request to Serve Alcohol Form must be submitted at least 10 business days before the event. See the university’s Policy on Alcohol and Other Drugs on the Office of Legal Affairs website for the form and more information.