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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 access. Masks are optional except inside classrooms and workshops. When using library buildings, please adhere to our Building Use and Conduct Guidelines.

Names of event attendees must be submitted by the 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. 

Wireless Internet for Visitors

Visitors should connect to the GW_Connect wireless network, which they can self-register for. Complete GW_Connect instructions and connection support are available from GW Information Technology (login required).

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 classrooms and at computer workstations.
  • 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 food trash and 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. 

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.