Cox Hall Reservation Policies and Procedures

The purpose of the Cox Hall Ballroom is to serve the Emory community for large-scale indoor events, such as banquets, town halls, trainings, and performances.  As one of the few large indoor spaces available to the entire community, Meeting Services places a priority on reservations for these types of events in Cox Hall Ballroom.

Capacity

Cox Hall Ballroom has movable walls that divide the space as follows:

Map of Cox with inputs
 


Space

Lecture Style

Rounds

Cox 1 or 2 or 3

30

24

Cox 1 & 2 or 2 & 3

60

48

Cox 1-3

90

72

Cox 4

200

150

Cox 1 & 4 or 2 & 4 or 3 & 4

250

200

Entire Ballroom (Cox 1-4)

500

390


Pricing

There is no longer a catering requirement for use of Cox Hall spaces during the academic year; instead, a facility rental fee will be charged.  This fee varies based on the type of group and which spaces are used.  The facility rental fee is intended to cover room setup and staffing costs. 

Please use the below chart to determine the appropriate facility rental fee for your event:

Space

Student Group

Department

External/Conference

Cox 1 or 2 or 3

$30

$50

$100

Cox 1 & 2 or 2 & 3

$37.50

$62.50

$125

Cox 1-3

$75

$125

$250

Cox 4

$90

$150

$300

Cox 1 & 4 or 2 & 4 or 3 & 4

$112.50

$187.50

$375

Entire Ballroom (Cox 1-4)

$150

$250

$500

DUC administration may reduce or waive reservation costs (facility rental fee and/or AV) for approved student-sponsored events in Cox Hall.  Inquiries may be directed to the Assistant Director of Night Operations and Programs. 

Reservations

Reservation requests are processed by Meeting Services and can be made online via R25.  Meeting Services reserves the right to change a space location if needed to make the best use of space.

Cox Hall is primarily a banquet facility and is not intended for use for recurring meetings for departments or student groups, including weekly or monthly meetings.  Recurring meetings are not allowed in any of the Cox Hall rooms, as there are other classrooms and meeting rooms available on campus.

Catered Events

Though there is no catering requirement to use Cox Hall, all catered events must use Emory Catering and the facility rental fee will be waived for these events.  Emory Catering can be reached at 404.712.8948.

Tablecloths

Tablecloths are NOT included as part of the facility rental fee, and may be rented from Emory Catering.  For pricing and information, contact Emory Catering at 404.712.8948.

AV Equipment

Cox Hall is primarily a banquet facility and has limited AV equipment.  There is a ceiling-mounted data projector in Cox Hall 4 that projects onto an electric screen.  Cox Hall also has a portable data projector and screen.  There are no laptops provided.  There are two microphones, one table top microphone stand, one floor microphone stand, and two lecterns.  If your event requires AV, you may be assigned an AV Tech at $20/hour.

Cancellations and Changes to Reservations

All cancellations must be received in writing at least two business days prior to your event.  Cancellations received after this deadline may be subject to a cancellation fee.

All changes (times, setup requirements, etc.) must be received in writing at least two business days prior to your event.  Any changes received after this deadline are subject to approval and may be charged a fee.

Building Overtime

Events in Cox Hall that are outside of normal building hours may be charged for overtime.  Individuals who need to remain in the building after building hours can request permission from Meeting Services no less than two weeks prior to the event.  The building hours for Cox Hall are the same as those of the Dobbs University Center.