Classroom Ad-hoc Reservation Instructions & Policies

Operational Statuses

StakeholderAccess/Reservation TemplateOperational Status: Fall 2021Operational Status:Spring 2022 Operational Status:Summer 2021
Faculty/StaffOUR GP Classroom Early AccessAugust 24th
Status: Open
November Week 3
Status: Closed
March Week 3
Status: Open
StudentsOUR Classroom Request Student Form August 24th
Status: Open
December Week 3
Status: Closed
April Week 4
Status: Open

Note: Reservations on the first day of classes or days that follow different academic schedules (i.e. Wednesday follows a Monday Schedule) will not be approved. Anyone who would like to make a reservation on these days should email schedulechanges@georgetown.edu (new window)

Ad-hoc Classroom Reservation Policies

General Purpose Classrooms (GPC) is a room primarily used for academic classes with priority given to sections hosted by departments/programs. OUR reserves the right to schedule other courses in the space around sections. Non-class events can be scheduled on an ad hoc basis around all sections. 

University stakeholders requesting and using space on campus are subject to the following policies: 

  • Event reservations in General Purpose Classrooms must be made at least two full business days* prior to your actual reservation
  • Completion of classroom space request form does not guarantee a reservation, nor does it constitute University approval or confirmation.
  • OUR reviews departmental requests the day before each meeting to confirm availability. Multi-day requests are approved one-at-a-time the day before each meeting during this time.
  • Student groups may request General Purpose Classrooms after 6:00 pm Monday – Friday and all-day Saturday and Sunday during this time.

*Business days are regular business operation days, Monday through Friday, excluding weekends and university holidays

Organizations must comply with all applicable University Policies, procedures, rules and regulations including, but not limited to, the University Policies

In addition, organizations must understand the following: 

  • Food, drink and smoking are not allowed in Georgetown’s classrooms at any time. 
  • Sounds audible to those in nearby classrooms (examples include musical rehearsals or amplified sound) are prohibited. 
  • Any activities that will potentially cause damage to the space, furniture, or equipment (examples include stacking furniture or dancing) are prohibited. 
  • No event or organization may include activities that cause damage to furniture or equipment in the classroom space. 
  • Individuals who reserve General Purpose Classrooms accept all responsibility for any damages to the space, furniture, or technology during their events.

In the event of a shortage of classroom space, The University Registrar reserves the right to change and/or cancel reservations as needed. 

It is important to note that your organization is only entitled to occupy a space only for the period stated in the My Events Status Column in the Virtual EMS portal and/or by an Approved Confirmation Email

Ad-hoc Classroom Reservation Instructions

If this is your first time using the system, login using your NetID and password, click on the appropriate request form under “Reservations” and begin your request.

If you do not have credentials for an organization and need them or are an organization external to Georgetown, contact Georgetown Event Management Services: eventmanagement@georgetown.edu

The University will accommodate all students and student groups who wish to schedule an event or meeting exclusively in classroom space throughout the academic year (including summer). Ad-hoc requests for GPCs will need to be made two business days in advance to the event. Submission of a classroom request does not guarantee a reservation.Tier 1 and Tier 2 events take precedence. 

The University Registrar reviews departmental requests the day before each meeting to confirm availability. Multi-day requests are approved one-at-a-time the day before each meeting during this time.

Student groups may request General Purpose Classrooms after 6:00 pm Monday – Friday and all-day Saturday and Sunday during the first three weeks of the semester. Students will be able to submit requests near the start of the semester.  Ad-hoc events cannot be requested on university holidays. Refer to the Operational Status Chart for more details. 

For step-by-step directions on how to reserve event space, review the following Quick Reference Guide. 

Quick Reference Guide – Request Event Space GPC Student

The University will accommodate all faculty and department ad-hoc meetings exclusively in general purpose classrooms. Classroom space is always subject to availability. 

Ad-hoc events cannot be requested on university holidays. 

Requests will be accepted during the following academic periods unless stated otherwise:

  • Summer Academic Period: March Week 3
  • Fall Academic Period: July Week 3
  • Spring Academic Period: November Week 3

Note: Refer to Operational Status for up-to-date changes 

For step-by-step directions on how to reserve event space, review the following Quick Reference Guide. 

Quick Reference Guide – Request Event Space GPC Faculty & Departments

If you need to use classroom technology, you must contact Classroom Educational Technology Services (CETS) directly by:

1.  Online: http://cets.georgetown.edu/reqform.cfm [Select Classroom Technology]

2.  Call: 202-687-7491

3.  Visit: ICC 121

Please remember to have the event confirmation present at the time of the event. Please share this policy with all outside guests and organizations.