Gelman Events Scheduling & Policy

Gelman Library rooms are self-service and available for academic events only. Gelman is a library first and staff do not provide event support. GW students, faculty, and staff may reserve Gelman room 219 and 218a for academic events only. If you are looking for a room for a study group, please reserve a study room instead. 

Reserve Gelman Room 218a or 219 

Attendees without a Valid GWorld Card

Submit Attendees for a Gelman Event* 

All visitors must comply with GW's visitor guidelines for campus accessThe university requires all visitors attending an indoor event on campus to follow the protocol below:

  • Visitors should enroll in and complete the GW CLEAR Health Pass prior to the arrival on campus. Instructions on how to enroll are available online. Visitors will be asked to present the CLEAR Health Pass on their mobile device 
  • AND a government issued photo ID 


  • Show a copy of their Centers for Disease Control (CDC) vaccination card 
  • AND a government issued photo ID 


  • Documentation of a medical exemption, such as a note from a medical provider, or documentation of a religious exemption, such as an attestation that they have a sincerely held religious belief, 
  • AND proof of a negative PCR or antigen test within 24 hours of their visit to campus 
  • AND a government issued photo ID

Guests are required to wear a mask covering their nose and mouth at all times while in the building. 

*Guest names must be submitted by the event host at least 48 hours prior to the start of the event. 

Room Setup

  • Tables and chairs are on wheels and 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.

Technical Support

  • Rooms 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.
  • Event rooms are equipped with support phones that will connect you directly to IT help. Most problems can be fixed remotely. 

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

  • While the mask mandate is in effect, food is not allowed in Gelman Library.
  • Drinks are allowed, but masks can only be removed for the time it takes to take one drink. Masks should not be removed for any significant amount of time.
  • Rooms have small, office-sized trash cans. All food trash should be removed from the room to larger trash cans outside the room.


  • 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 belongings removed. 


  • All events held in Gelman Library may be entered on the library events calendar by emailing details to Having your event on the library calendar is the only way library staff will know your event is happening in the building to direct attendees. 

Upcoming Gelman Events