Event Planning

Event Planning Resources

The following resources will help anyone 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 organizers to clarify their plans, establish a timetable, create a budget, coordinate their event and evaluate its results.

For more information, contact Event Management by email, by phone at 404-413-1870 or in person in Student Center East, Suite 305.

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

Technical Support
Many events require an audiovisual technician throughout to adjust microphones, lights and video. The Student Center reserves the right to determine whether or not an event needs an audiovisual technician. Technicians will attend to any difficulty that experienced during an 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 Center Audiovisual & Equipment Rental Rates. To reserve equipment, contact Event Management by email, by phone at 404-413-1870 or in person in Student Center East, Suite 305.

Free Equipment Demonstrations
Audiovisual technicians will provide a free demonstration of any of the items on the center's equipment list to help presenters master the new technology and make their presentation the best it can be.

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

All food and beverage brought by the event sponsor to events held in Student Center-managed spaces must first be requested and approved via this form. The only exception to this policy is for brown bag events where individual attendees may choose to bring food and beverage for personal consumption.

Submission deadlines vary per the type of food request; requests should be submitted according to the schedule below:

Only one form is needed per event. You do not need to submit separate forms if you are planning to order food from an outside caterer and provide snacks for the same event; instead, in question #9, please check off all the food options that will apply for your event. Separate forms are needed for separate events.

Groups that are found to have brought in unapproved food or beverage will be charged a non-compliance fee.

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

Requests for alcoholic beverage service in the Student 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 at the Office of Legal Affairs for the form and more information.

Financial support for eligible events is available through the Student Center and the Student Government Association. The Student Center Event Fund and SGA Co-sponsorship Fund offer event funding to chartered student organizations and university-sponsored organizations whose events meet specified criteria.

Student Center Event Fund
The Student Center Event Fund is supported through the Student Center fee to achieve the following goals:

  • To support facility and equipment charges for events designed for Georgia State University students held in the Student Center
  • To provide a variety of activities within the Student Center to support the vitality of the facilities
  • To develop cooperative relationships with chartered student organizations or university-sponsored organizations to support programs and events focused on Georgia State student attendees

Any Georgia State University chartered or university-sponsored student organization may request funding. Requests must be submitted at least eight weeks before the event. For eligibility and other criteria or to apply for funding, go to Event Fund Request Form.

Student Government Association Funding
For more information about SGA funding, see co-sponsorship.