Policies

Events in Convocation Hall will be limited to University affiliated organizations with a verified speed-type. Events must relate to the mission and function of the university; Convocation Hall management reserves the right to decline events which fail to meet this core criteria. Social events - including but not limited to weddings and showers - are not permitted. External groups seeking to schedule an event in Convocation Hall must have an on-campus event co-sponsor with a verified speed-type to be used for all associated fees and expenses.

For vendor policies, please click here.

 

Client Responsibilities

A designated liaison must be provided as the primary point of contact and must attend the event through its entirety to ensure that all event protocols are followed. This person is responsible for:

  • 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.

Event Requests

Event requests should be submitted here at least 10 days prior to the event date. Responses to event requests may take up to three business days. Event requests must include a speed-type in order to be confirmed. 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 changes, Convocation Hall reserves the right to reassign the event to a more suitable space. Please note, a space is not confirmed until the requestor has received a confirmation email from the Convocation Hall Building and Events staff.

Event Time Frames

Normal business hours for Convocation Hall are Monday–Friday from 8:30 a.m. to 5:30 p.m. Events held outside of normal business hours must be fully concluded by 10:00 p.m. All vendors, including rentals (unless next day pickup is arranged with Convocation Hall Building and Events Director) and guests must depart the space by 11:00 p.m. Additional charges will be incurred if an event runs beyond the time specified. 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.

Convocation Hall is closed on Federal Holidays and on any day the University is closed.

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

Event Spaces

Room layouts are to be agreed upon prior to the event and may not be altered day-of. No signage, decorations, frames, or other materials shall be attached by fasteners of any kind to the walls (interior or exterior), ceiling, floors, stairwell railings, doors, or any permanent fixtures of Convocation Hall.

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. All Emory Facilities Management fees associated with room sets, resets, and room breakdown are the responsibility of the Client.

Site Visits

All site visits are scheduled by the Convocation Hall Building and Events Director during weekday business hours and are conducted by appointment only. The Client must invite third-party vendors or suppliers to any scheduled site visit or walkthrough. A final walkthrough is recommended no later than two weeks prior to the event with all external vendors to review event flow, building access, room sets and room assignments.

Security

Security will be arranged by Convocation Hall for events taking place outside of normal business hours and will be present from at least one-half hour before the event through event cleanup. The client is responsible for all associated charges.

Cancellations

Convocation Hall reserves the right to cancel any event 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).

Tobacco Free Policy

Emory University is a tobacco free environment. All clients, guests and vendors should be aware of the policy and must abide by it while on campus, including in all buildings and outside areas within the campus perimeter. E-cigarettes and Vaping are not permitted.

University Policies

Clients utilizing space in Convocation Hall must abide by all applicable Emory University policies. These policies are reviewable here.