Policies
Events in Convocation Hall will be limited to University organizations with a verified speed-type. Convocation Hall welcomes signature campus events which include and uplift the Emory and greater campus community.
Updated March 1, 2024
General:
Events approved to be hosted in Convocation Hall must support the mission of the university. Emory University departments and registered student organizations with a verified University speed-type are eligible to submit a reservation request. Routine department or organization meetings and events of a personal nature (weddings, showers, etc.) are not permitted unless otherwise authorized. Convocation Hall management reserves the right to decline events which do not support the mission of the university or may be disruptive to normal business activities in the building.
Process:
Event requests must be submitted online at least 10 days prior to the event date and must include an authorized speed-type. If approved, a confirmation email will be sent to the requestor which may take up to five business days. Room assignments will be made at the time of scheduling based on the date requested for the event, the number of guests expected, and the type of function. If the planned number of guests, scope, media interest, or purpose of the event changes, Convocation Hall management reserves the right to reassign the event to a more suitable space within the building or require the event to be moved to a more appropriate venue.
To manage capacity and attendance in each space, events must have an invitation list and should not be advertised as “open to all” without a registration component that is managed by the Emory University requesting party.- Ensuring that the event concludes no later than the time specified.
- Arranging audio-visual, food and beverage (from list of approved caterers), parking services, and all other necessary vendors. Payment for these services will be arranged directly between the event sponsor and the service provider.
- Supplying alcohol (when applicable). Food service, including alternative beverages, is required for all events at which alcohol is served. No alcohol may be served at student organization-sponsored events.
- The payment of any and all charges relating to the sponsor’s event, including any costs, charges, or expenses relating to any claims of third parties arising from or related to the sponsor’s event.
- All Emory Facilities Management fees associated with room sets, resets, and room breakdown are the responsibility of the Client.
Updated March 1, 2024
Hours of operation:
Business Hours: Typical business hours for Convocation Hall are Monday–Friday from 8:30 a.m. to 5:30 p.m. Convocation Hall is closed on Federal Holidays and on any day the University is closed. Hours of operations are subject to change. Events are typically not scheduled on weekends and are managed on an exception basis.
Event Logistics and Hours:
Approved events starting or ending outside of normal business hours are subject to additional fees and must be fully concluded by 10:00 p.m. Arrangements for access to the facility for event setup and catering will be made when the reservation is confirmed, including access to the building and event spaces which may be prior to the actual start time of the Client’s event. All vendors, including rentals (unless next day pickup is arranged with Convocation Hall management) must depart the space by 11:00 p.m.
Special Note About Catering:
If unrelated catered events are scheduled within four hours of each other, the coordinator of the first event confirmed will have preference in caterer selection
During business hours, sponsoring organizations do not have exclusive use of the lobby, second floor restrooms, passenger elevator or stairwells. Unreserved spaces may be informally used by other building guests/visitors during the scheduled event. During events, the lobby of Convocation Hall may be used for guest registration, distribution of nametags or other event materials, and the like. The lobby may not be used for food/beverage stations or buffets during business hours. There are a limited number of on-site tables which may be used by the Client for registration, displays and food/beverage service. The Client should work with the Convocation Hall Building and Events Director regarding the use of any available on-site tables. If additional tables or chairs are required, the Convocation Hall Building and Events Director will arrange for these items via Emory Facilities Management or through a separate vendor. Costs for rented tables, chairs or other equipment are the responsibility of the Client.
Cancelations:
Convocation Hall management reserves the right to cancel any event and/or close the building at any time due to unforeseen circumstances, scheduling conflicts, or University emergencies.
Cancellations made by the client must be made at least 72 business hours before the event date. Events cancelled before the 72-business hour deadline will not incur any penalty fee. Events cancelled less than 72 business hours from the date/time of the event will be charged ½ the agreed upon total of room rental fee(s). The Client booking the event is responsible for cancelling all other third-party vendors and any services being provided by on-campus providers. Rescheduling of cancelled events will be considered for future bookings in Convocation Hall based on the Client’s desire to do so and subject to available space.
Events canceled due to the University’s inclement weather policy, labor difficulties, strike, epidemic, interruption of transportation, or any other event proven beyond the control of Client or Emory, will not incur a penalty. Alternatively, the Client and Emory may reschedule the event at a later date mutually agreed upon by Emory and the Client at the originally agreed upon payment terms.
Refunds of deposits paid to caterers and other outside contractors are to be resolved between the Client and the outside contractor(s).