Reservation Policies

As part of the Residence Life and Housing Operation's commitment to providing common space to its residents, the following regulations apply for these residential spaces.

Limitations

Each department or organization is allowed to reserve a residential space for a maximum of three times a semester, excepting events sponsored by Residence Hall Association or Residence Life and Housing.

Residential meeting spaces are available for use in the fall and spring semesters; reservations are not accepted for winter and summer breaks due to office closures and summer conferences.

Reservation Requests

The sponsoring department or organization must submit a completed reservation request form in order to request a space. Reservation requests must be made at least 10 days in advance, but no more than 45 days in advance. Any changes or cancellations must be received in writing no less than 72 hours before the event begins.

Reservation request forms may be submitted here.

Confirmation/Denial Documentation

Residence Life and Housing Operations reserve the right to require additional information before processing a request, and maintains the authority to deny requests in accordance with residential and University policies. Once a reservation request has been approved, the sponsoring department or organization will receive an e-mail confirmation. Most requests will be approved within 48 business hours of submission.

Payment

A 10-digit Smart Key number (generally 00000XXXXX) is required for every reservation. The department or organization’s account will be charged immediately following the event. Cancellations made less than 72 hours in advance will still incur the reservation fee. Events planned or co-planned by Residence Hall Association (RHA), Residence Life, or Housing Operations do not incur a reservation charge.

Registrar's Office

The Registrar's Office has scheduling priorities for Few Classrooms 129 and 131 during the academic year from 8:00 AM until 6:00 PM Monday through Friday.

Keys

The sponsoring department or organization must pick up the keys for the space by 4:30 PM the day of the event (if for a weekend/holiday event, by 4:30 PM on the preceding business day). Any keys checked out must be returned by 4:30 PM on the following business day. If the keys are not returned by 4:30 PM the following business day, a $50 fee will be assessed for replacing the keys. Key pick-ups and returns will be conducted at the following locations:

  • Central Campus reservations (everything except Clairmont): receptionist in the Office of Resdidence Life & Housing, located on the ground level of Alabama Hall
  • Clairmont Campus reservations (H-Space, Penthouse): receptionist in the Clairmont Campus Community Office, located on the entry level of the Clairmont Tower

Setup Fee for Clairmont H-Space

Tables and chairs requests are fulfilled on a case-by-case basis and incur an additional fee (we try to provide an estimate in the confirmation). Our offices reserve the right to require an outside company or other Emory department to supply tables and chairs at the expense of the sponsoring department or organization. The sponsoring department or organization will be responsible for organizing any required outside delivery and set-up.

Set-ups can only be requested for Clairmont H-Space. For other spaces, departments or organizations may arrange with Campus Services to have tables and chairs delivered as long as it does not impede access to the area or exceed capacit limits. Residence Life and/or Housing Operations is not responsible for any arrangements with other departments/companies for delivery of materials. Any damage caused by delivery will be charged to the sponsoring department/organization.

Parking

Parking is not included with a residential space reservation. The offices of Residence Life and Housing Operations are not responsible for any parking citations issued, nor does it have the ability to retract or modify citations.

Catering

Events can be catered by any third-party organization or company. It is the sole responsibility of the sponsoring department or organization to provide these arrangements, give the caterer access tot he building for set up, and ensure appropriate clean up by the catering service after the event. The sponsoring department or organization is also responsible for ensuring the caterer adheres to Emory University policies, including behavior and safety regulations.

A/V Access

Some spaces contain A/V equipment and if the sponsoring department or organization intends to use the equipment, it must indicate this on the request form. After requesting A/V, the sponsoring organization will receive the code to access the A/V equipment. The code should not be shared with other parties, and is subject to change. On-site A/V assistance is not provided; if a sponsoring department or organization is unfamiliar with the A/V equipment, a pre-event tutorial may be requested no later than 72 hours before the event.

Damage and Excessive Cleaning Fee

If any damages occur during the time period of a reservation, the sponsoring organization or department will be charged any and all fees for replacing or repairing the damaged area. If the residential space is left in a condition that requires cleaning beyond the normal service, an excessive cleaning charge may also be applied. The sponsoring organization or department will be informed if a damage or excessive cleaning charge is assessed.

Room Configuration

Most furniture can be moved within the room. Any furniture that is moved must be returned to its original configuration at the end of the reservation time. Guests may not remove furniture from the room. A/V cabinets and consoles cannot be moved from their fixed locations.

Conduct and Alcohol

Out of respect for the students residing in the halls, the sposoring department or organization is responsible for keeping music and other noise at low levels inside and outdoors. The sponsoring department is also responsible for guest conduct. As our residential meeting spaces are located within first-year residence halls, alcohol is prohibited in and around the residential meeting spaces. Additionally, Emory is a tobacco-free campus and smoking is not permitted inside or around any residence hall.

Students, employees, faculty, and other guests must abide by any requests made by Residence Life staff (i.e. Resident Advisors, Residence Hall Directors, Assistant Directors, and other staff) including those to reduce noise or control guest behavior. A department or organization may lose reservation privileges for excessive noise or refusal to follow staff instructions.