​Campus Reservations, Events

& Technical Services

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Usage Policy

​University Campus-Wide Outdoor Space

Herty Field, President's Club Garden (behind Old College), New College Lawn, DW Brooks Mall, the Jaworski Amphitheater, Parade Grounds, Royal Square, and Scott Lawn are public outdoor areas which can only be reserved for events sponsored by the following organizations and individuals:

  • President’s & Vice President’s Offices – no more than 1 year prior to the date of the event
  • Student Affairs Departments - no more than 1 year prior to the date of the event
  • Other UGA Departments – no more than 1 year prior to the date of the event
  • Student Affairs Advised Registered Student Organizations – no more than 1 year prior to the date of the event
  • Registered Student Organizations – no more than 1 year prior to the date of the event
  • UGA Community-Sponsored Events – no more than 6 months prior to the date of the event
  • Governmental Agencies – no more than 6 months prior to the date of the event
  • Weddings – no more than 1 1/2 years prior to the date of the event. Other types of private functions are not allowed in these areas. A rental fee will apply and is due at the time the reservation request is submitted. 
  • Recruitment Events - are not permitted to reserve outdoor spaces

REQUESTING A SPACE
Reservation requests are submitted online at least 5 business days prior to your meeting or event. Requests submitted after this time period may be denied. If your request is approved, a confirmation will be e-mailed to you. Please remember your reservation is not final and your event location should not be publicized until you have received a confirmation from Campus Reservations, Events & Technical Services.

CANCELLATION POLICY
Users must cancel reservations for facilities they will not use. Users failing to cancel reservations at least 3 business days prior to the event will be responsible for all event charges or a penalty fee. A reservation may only be canceled by either sending an email to reserve@uga.edu OR logging back into the reservation system and editing/canceling your reservation. Reservations may not be canceled by a phone call.

“FRONTING”
The unit, individual or organization indicated as the sponsor on a reservation request assumes all responsibility for the accuracy & veracity of the information presented to Tate Student Center staff (Campus Reservations, Events, & Technical Services) regarding the reservation request and related event. Sponsors are not permitted to: (i) reserve space on behalf of other individuals or organizations (other than in the case of a UGA community-sponsored event, in which case the requesting University student or employee will clearly indicate the individual or organization being sponsored and will remain ultimately liable for the event), (ii) transfer reservations to another organization or individual, or (iii) sublet Tate Student Center or Memorial Hall facilities.

If the University determines in its discretion that a sponsor has participated in such prohibited activities or has otherwise provided intentionally inaccurate or misleading information, such sponsor, together with any individual or organization on whose behalf the sponsor is determined to have “fronted,” will have all reservation privileges (including existing future reservations) suspended for a 6-month (consecutive) period- not including summer or break periods.

FUNDRAISING/SOLICITATION
Use of University facilities for fundraising or solicitation purposes are subject to specific Board of Regents policies and must be approved by the appropriate office (see below). Fundraising or solicitation activities include but are not limited to selling any item or service, promotion of a commercial product or service, charging admission to an event, and taking donations for charity.

Registered Student Organizations – Solicitation approval is handled by the Center for Student Activities and Involvement. Please refer to their web site for policies. A solicitation request can also be submitted on this site. Requests should be submitted online at least 10 business days prior to the event.

University Departments – Solicitation approval is handled by Vending Services. For policies and contact information, please refer to their website.

PAYMENT
University departments – Payment of rental fees is due no later than 10 business days after the event. Facility reservations requested by a university department must be paid for by that department or another university department. Providing a university chart string constitutes payment of the reservation assuming there are sufficient funds in the account to cover the rental charges.

Registered student organizations – Payment of rental fees is due no later than 10 business days after the event. Campus Reservations, Events, & Technical Services reserves the right to require advance payment (full or partial) for events sponsored by organizations that are temporary in nature (ie: political campaign organizations) or events requiring the contracting of non-university services. Facility reservations requested by a registered student organization must be paid for by that student organization or by a university department. Providing a university chart string constitutes payment of the reservation assuming there are sufficient funds in the account to cover the rental charges.

Non-university organizations (including UGA community-sponsored events) – Payment for facility reservations is due prior to confirmation of that reservation.

For your convenience, we accept payment by University chart string, check or debit/credit card. Sponsors with past due invoices will not be allowed to reserve facilities until all delinquent amounts are paid in full. Failure to pay in a timely manner may also result in the cancellation of existing reservations. Checks should be made payable to the University of Georgia.

EQUIPMENT USAGE
Campus Reservations, Events & Technical Services is not able to provide equipment for the outdoor spaces. University departments can contact Facilities Management directly to make arrangements for equipment. All other groups should arrange for additional equipment with off-campus rental centers. Regardless of where you get your equipment, please check with the Campus Reservations, Events & Technical Services staff to ensure enough time has been set aside for the delivery and pick up of the equipment.

Please note, dance floors are prohibited due to the damage they do to the lawn.

TENT USAGE
The use of tents, if handled inappropriately, can be very damaging on our outdoor spaces…both through installation damage as well as through the blockage of sun and water from reaching the turf. Please observe the following guidelines when using tents in outdoor spaces.

  • Small pop-up tents are permitted on outdoor spaces (tabling locations excluded).
  • Larger tents are permitted, but may only be supported by water barrels or concrete supports. Staking is not allowed at any time.
    • If a vendor is used to supply and install a tent, you must be responsible for communicating all the guidelines for delivery and installation with your vendor.
    • Campus Reservations, Events & Technical Services will work with you and your vendor for delivery and pick up of your tent. Please note that due to the size of your tent, you may be required to reserve the space additional days to accommodate the delivery and pick up schedule. Associated fees for additional days will apply.

FOOD – CATERING
Food is allowed in the outdoor spaces, but the space must be left trash free and undamaged. The guidelines below are designed to protect the grass from heat and hot liquids.

  • Cookers and grills are to be set on the gravel paths around the field.
  • Hot liquids are to be transported off premises for disposal.
  • Clean up after yourselves and your guests. Garbage is to be removed from the premises after the event ends.

ALCOHOL POLICY
Alcohol is allowed in outdoor spaces. Please familiarize yourself with the University's alcohol policy. Although these guidelines are specifically written for university units, visitors to our campus are expected to follow them as well. A signed alcohol policy form that you will receive from our staff, must be returned to our office as soon as possible or no later than 1 week prior to the event. Student Organizations may not have alcohol at any event located on an outdoor space. The University has the right to deny the use of alcohol at any event for any reason.

USAGE GUIDELINES
Please help us maintain the beauty and safety of our outdoor spaces by following these guidelines. A fee may be charged if cleaning or repair is required.

  • Keep all sidewalks free of obstructions and make sure wheelchair ramps are accessible.
  • In areas with fountains, please do not put anything in the fountain.

CONFETTI
The use of confetti is prohibited on UGA grounds.

Here are some confetti alternatives to use during your event:

  • Flower petals: Flower or rose petal confetti is a great alternative to paper or plastic confetti that will make for absolutely gorgeous photos while also keeping our campus clean.
  • Plant or birdseeds: Seeds are an eco-friendly option that can either lead to more flowers being planted or provide a snack for local birds.
  • Vanishing confetti: You can take the DIY route by creating this vanishing confetti that disappears when it gets wet.

AMPLIFIED SOUND
Amplified sound is only allowed in these areas after 9 pm on weekdays and before 11 pm on weekends. Sound reinforcement of live music may not include subwoofers, long throw speakers, woofers larger than 15 inches, or heavy percussion including large drums and heavy bass. Bands or concert-style events are no longer permitted on Herty Field due to the close proximity of Downtown Athens. Events of this nature are better suited for Legion Field.

SECURITY
Based on the nature of the event, security (i.e. security guards and/or UGA Police officers) may be required at the expense of the customer. Requests for security should be made through the CRETS office. Any requests made less than 10 business days will be subject to a $100 late fee.

MOVIE/FILM RIGHTS
You will be required to send us proof that you have obtained the licenses for any movies or content that you will be showing during your event 10 business days prior to the start of the event. You can visit a licensing agent, such as swank.com, to purchase these licenses if you do not already have them. Failure to obtain the necessary documentation could result in the cancellation of your event.

BATHROOM ACCESS
The outdoor spaces do not have bathrooms. It is a good idea to arrange to have a port-a-john(s) on hand. Bathroom trailers are prohibited.

PARKING
Parking is extremely limited in these areas. Please refer to the campus parking map and advise your guests in advance of their parking options. Questions concerning parking should be directed to Parking Services at 706-542-7275.

Failure to comply with University policies or Federal, State and local law may result in the cancellation of future reservations and/or restriction from the use of academic classrooms. Discrimination in the use of these facilities regarding disability, race, religion, nationality or sexual orientation is prohibited.

​MLC & Other Academic Classrooms Usage Fees