HRL meeting spaces are managed by Conference Services. During the academic year, these spaces are available for use by student residents, student organizations, Georgia Tech staff, and Housing and Residence Life (HRL) employees. Every space requestor is responsible for ensuring compliance with GTCS Activity Space Regulations and HRL and Institute policies including, but not limited to, those concerning alcohol, smoking, noise control, and guest escorts. Student residents can request recurring reservations to reserve up to 2 nights per week, or up to 8 times a month. Students must live in the building they are requesting space in.  

Equipment Availability: Equipment (e.g., projectors, microphones, etc.) is available for reservation only in Housing and Residence Life spaces. We do not provide supplies to run events outside of our spaces. Please ensure you request equipment when making your reservation, as availability may be limited.

Space Availability and Summer Reservations: Reservations begin on the first day and conclude on the last day of instruction for each semester. We do not approve reservations on reading days. During the summer, meeting spaces are primarily reserved for revenue generating conference clients. Please note that summer reservations are not guaranteed, subject to availability and processed on a as needed basis.

Reservation Process:

1. Eligibility: Only student organizations, Georgia Tech staff, and Housing and Residence Life employees can request reservations. For student orgs, you must live in the area you are requesting a reservation for.
2. Application: Submit a reservation request through the EMS. Submitting a reservation request does not guarantee approval
3. Review: All requests are reviewed based on availability, purpose, and alignment with our guidelines.
4. Confirmation: Approved reservations will receive a confirmation email. If your request is not approved, you will be notified with possible alternatives.
5. Cancelation: If you will not occupy your reserved space, you must call our office and cancel to avoid loss of reservation privileges.

Important Notes:

• We expect reservations to be made more than 7 days in advance.
• Conference Services has limited student employees who assist with set up, therefore it is important that reservations are made sooner, rather than later to guarantee a special set up.
• In exceptional cases, we may be able to accommodate reservations with at least 4 days’ notice.
• For summer interviews or additional space needs, please contact the Student Center. (https://studentcenter.gatech.edu/reservable-spaces)