Gelman Events Scheduling & Policy

Any event hosted at Gelman must have an LAI librarian or staff member as the Event Sponsor. Gelman rooms are available for academic events only in partnership with an LAI librarian or staff member.  Gelman is a library first and no event support is available. 

If you are looking for a room for a study group, please reserve a study room instead. 

Attendees without a Valid GWorld Card

Names of event attendees must be submitted by the host at least 48 hours prior to the start of the event. If you do not have an LAI Event Sponsor, please email the name of your visitor to gwlib-AccessServices@groups.gwu.edu.

LAI librarian and staff Event Sponsors must submit via the Passage Point system (login required and requires wired internet or VPN - even inside Gelman).

When using library buildings, please adhere to our Building Use and Conduct Guidelines.

Gelman Event Guidelines:

Types of Events

Gelman rooms are available to host academic events only, with some exceptions made during breaks. Almost all of the Gelman event rooms are open for study when not in use. Types of events allowed in Gelman are lectures, panel discussions, workshops, etc. Types of events not allowed in Gelman are non-LAI department meetings, donor receptions, Greek organization social events.

Room Setup

Unless otherwise specified, most spaces in Gelman Library are self-service. This means you can set up the room anyway you would like. However, you must return the room to the original set up at the end of the event. 

Technology Support

• Rooms 218a and 219 are “bring your own device,” which means there is no in-room computer. To use the screen or camera, you will need to connect your own device. Instructions are displayed on the screen.
• Rooms 101 (NCLC) and 702 (IBT) have an in-room computer and operate like general classroom technology.
• All event rooms are equipped with support phones that will connect you directly to IT help. Most problems can be fixed remotely.
• Contact GWIT in advance if you require additional support or need day-of assistance.

Wireless Internet for Visitors

• Visitors should connect to the GW_Connect wireless network. They may self-register for this network.
  • Begin by connecting to the GW_Connect wireless network, and opening your web browser. At this point you should be redirected to a registration page. If you are not redirected automatically, navigate to my.gwu.edu.
  • Complete GW_Connect instructions and connection support are available from GW Information Technology.

Photography and Filming

• Special events, conferences, seminars, etc., held in a contained space in a library building may be recorded or filmed for archival purposes only. Filming outside the space or filming anyone outside the space is not permitted unless prior permission has been granted.
• Read more about the Photography and Filming Policy.

Food & Drinks

• Food and covered drinks are permitted for special events, except in room 702 (IBT), classrooms, and at computer workstations.
• Event organizers can use whatever caterer they would like. GW Procurement has a list of caterers which provide discounted services to GW when paying with P-Card.
• Access Services cannot accept catering on anyone’s behalf. The event organizer must be at the entrance to accept catering. Caterers will not be let in without the organizer or designee there to escort them to the event space.
• Large trash cans must be placed at events with food. Event trash cans are kept in room 602 and should be returned promptly after the event.
• All food trash should be removed from the room to larger trash cans outside the room at the end of the event.
• After the event, clean up catering and distribute extra food at your discretion. Do not leave food out for students without a definite plan for clean up within a safe amount of time (no more than about 2 hours).
• Alcoholic beverages are not allowed in Gelman, except in very specific circumstances. Contact your Associate Dean if you’d like to start the process of approval for alcohol in the building. 

Noise

Event rooms are adjacent to study areas and must contain any noise inside the room. If a group is too loud, they may be asked to quiet down and should do so immediately

Clean Up 

Rooms should be returned to their original state at the end of the event. Tables and chairs should be returned to their original places and all food trash and belongings removed. 

Website

All events held in Gelman Library or co-sponsored by LAI must be submitted for the LAI events calendar on the website. Having an event on the web calendar is the only way library staff will know your event is happening in the building to direct attendees. 

Making Events Accessible

The Web Accessibility Initiative provides an accessibility checklist for meetings, conferences, trainings, and presentations that are virtual, in-person, or hybrid. Their guidelines help presenters, participants, and organizers make events inclusive, particularly to people with disabilities.