FAQs

• Weddings/receptions
• Bridal/baby showers
• Birthday parties
• Non-registered Student Organizations
• Family Reunions
• Non-affiliated holiday parties
• Solicitation seminars/programs
• Events deemed not in the best interest of the College

It is necessary for reservations to be made 30 days in advance to ensure the proper set up and paperwork is completed. All departments and employees need to have ample notification of all aspects of events. 

Yes, all unaffiliated organizations and businesses outside of the college must pay facility usage fees. Discounts may be given to local schools, government agencies, and charitable or non-profit organizations. 

Yes, we can assess an additional $100 clean up fee if the facility is not left in its original condition. This includes, ​​​​​​but is not limited to, garbage, decorations, and food. Any damages must be reported no later than the start of the next business day to the event coordinator. Damage, repairs, and replacement cost are the responsibility of the sponsoring organization/department. 

It is highly recommended to visit the campus at least two weeks prior to the event to familiarize yourself with the location. Instructions will be sent prior to the event once the signed contract is received back from the Business Office. 

If an event is held after hours or a larger event (40-50+ attendees), a mandatory meeting on campus with our physical plant and/or IT department will be required. This will need to be held at least two weeks prior to the event to go over expectations and limitations of the facilities. We do not staff physical plant or IT members after hours, unless previously agreed upon in the process of organizing the event. 

At this time, we do not provide tablecloths, partitions, or supplies for any events. We are only responsible for providing the room requested, tables/chairs, and the IT equipment needed. 

Tables/chairs and IT equipment must be requested during the submission process for the event. Due to regular job obligations of our staff, no changes can be made on the day of the event. Any changes must be made at least 48 hours prior to the event. 

We are a tobacco-free campus even for after hours events. 

Alcohol is not permitted on campus, unless it is approved by the Office of the President on a case-by-case basis. If approved, it must be catered in by a licensed caterer and security must be present to monitor the event at the requestor's expense. 

Security required:

• 1-50 attendees - 1 security personnel
• 50-100 attendees - 2 security personnel
• 100-200 attendees - 3 security personnel
• 200 + attendees - 4 or more security personnel 

Liability insurance policies for events are required on a case-by-case basis. These can be secured through a local insurance agent or online. It must cover any days that the event is on campus. 

Insurance Requirements
The College will require a current Certificate of Insurance reflecting the following coverage in accordance with University System of Georgia / Board of Regents requirements:

• Commercial General Liability: Minimum $1,000,000 per occurrence / $3,000,000 aggregate
• Automobile Liability: Minimum $1,000,000 combined single limit (if applicable)
• Workers’ Compensation: Statutory limits (if applicable)

The certificate must list the following as Additional Insured:
Board of Regents of the University System of Georgia by and on behalf of South Georgia State College

Set ups must be done during the time frame requested. This applies to cleaning up the space after usage. If the organizers want to set up prior to the day/time listed on the contract, you will be assessed an additional charge due to the facility being unable to be rented to another organization/business. 

Any individual over the age of 18, that is not an SGSC student, must have a background check completed before staying in the dorms. Exceptions are provided for individuals that are Federal Employees who already have a background check required for their position. All requests must be approved by our VP of Fiscal Affairs and Dean of Students & Housing for Student Success. Background checks take on average 7-10 business days to be completed.

To initiate the process, please send the facilites management coordinator your full name and email and a member from the SGSC Human Resources department will be in contact via the email provided. Background check links must be visited and completed within 10 days of being sent or they will be cancelled and the process will have to be restarted. 

Please contact reservations@sgsc.edu for more information.