FREQUENTLY ASKED QUESTIONS
What is the difference between internal events, sponsored events, and external events? <<link>>
What is included in the room set-up? <<link>>
What are the building hours? <<link>>
Is there a required deposit for external events? <<link>>
How can I pay for my event? <<link>>
Are there any restrictions regarding audio visual equipment? <<link>>
How many days notice do I need to give for audio visual requests? <<Link>>
Can I store presentation material or equipment in the events office or my event space prior to my event?
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What about parking on campus? <<link>>
Who can cater my event? <<link>>
What other charges may apply? <<link>>
What is the difference between internal events, sponsored events, and external events? <<link>>
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What is the difference between internal events, sponsored events, and external events?
Internal Events: Any meeting, training, workshop, retreat, or other event conducted by the university,
its recognized student organizations, its colleges, schools, departments, centers or institutions.
Sponsored Events: Any meeting, training, workshop, retreat, or other event conducted by an
organization that is not a part of the university, yet is financed by a college, school, department, center, or
institution of the university that assumes responsibility for all costs related to the activity. Benefit to the
university must be proven and a Sponsorship Form <<link to Form>> providing departmental
organization number for billing must be completed prior to the event. Sponsors will be billed applicable
charges for parking, housekeeping, and/or facilities. Sponsor MUST attend the entire event in order
for the client to be eligible for a reduced sponsored rate.
External Events: Any meeting, training, workshop, retreat, or other event conducted by an organization
that is not a part of the university
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What is included in the room set-up?
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The Events Coordinator at the Prince William Campus provides tables and chairs for the event
upon request. The Events Coordinator does NOT provide linens or tablecloths for catered events.
Rooms come with white boards and projection screens.
Easel and flip charts are provided upon request. Charges may vary.
Use of tape is strictly prohibited for posting notices or signs on doors or walls inside classrooms
or on any doors or walls leading to the exterior of the building. Charges will be assessed for the
cost to repair any damages to door or wall surfaces where tape is used.
Regulations for Facilities Use <<link>>
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What are the building hours?
Building hours may be found at the following link: <http://www.gmu.edu/welcome/hourspwc.html>
*An early open request can be made through the Events Coordinator at the Prince William Campus.
There is an additional charge for this request.
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Is there a required deposit for external events?
No deposit is required.
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How can I pay for my event?
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Invoices are sent to the billing contact listed on the Events Reservation Form after the completion
of the event.
Payments can be made by company or personal check. The Prince William Events Coordinator
does not accept cash or money orders.
Full payment is due within 30 days of billing.
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Are there any restrictions regarding audio visual equipment?
 Outside electronic equipment may not be used in Verizon Auditorium or an electronic classroom.
These spaces are fully equipped; clients are expected to use only the equipment provided. Fees
will apply for equipment use.
 Breakout (meeting) rooms 110A, E, H, and L have no electronic equipment. Clients may bring
equipment (laptop, projector, etc) if they chose or they may arrange to rent equipment from
Mason.
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How many days notice do I need to give for audio visual requests?
Reservation Forms for A/V equipment and support must be submitted as below:
 Internal events occurring during normal business hours require at least 2 business days' notice.
 External events occurring during normal business hours require at least 14 business days' notice.
 Any event using electronic equipment in Verizon Auditorium or an electronic classroom requires
at least 14 business days' notice.
 Any event that occurs on a weekend or outside of normal business hours requires at least 14
business days' notice.
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Any event that requires the installation of software requires at least 14 business days' notice.
*Please note that if reservation deadlines are not met, Mason has the right to deny any AV support or
equipment to Non-Mason/External clients.
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Can I store presentation material or equipment in the events office or my event space prior to my event?
There are no facilities available for storage of any equipment or presentation material for any client at this
time.
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What about parking on campus?
Visitors to the Prince William Campus park in the Occoquan Parking Lot, general parking spaces only,
and are required to display valid parking permits or to pay for hourly metered parking. Unauthorized use
of Faculty/Staff or Special Reserved Parking spaces my result in ticketing. Permits are sold in the Parking
Services Office. Metered parking is paid for at the Parking Pay Station machine located at the Occoquan
Parking Lot Information Kiosk.
The Parking Pay Station machine sells metered parking permits ($1 per hour) for a specified parking
space. Visitor enters space number where vehicle is parked into the machine and pays for time needed.
The machine accepts only $1 bills, $1 coins, and dimes (U.S. currency only) and gives receipts. When a
vehicle is moved from a paid space prior to the expiration of time, balance of time is relinquished without
refund. The balance of time does NOT transfer to any other space. See Parking Services web site for
current information. <<link: http://parking.gmu.edu>>
Handicap Parking Spaces are marked Vehicle must display BOTH a valid DMV handicap permit (tag
or placard) and a valid Mason parking permit. DMV permits alone are not valid for parking in campus
parking areas or lots.
Arrangements for group parking can be made through the Events Coordinator.
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Who can cater my event?
If your event will have catering, the caterer must be listed on the University’s Approved Caterer List.
<<link: http://www2.gmu.edu/dpt/univserv/approved.htm>>
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What other charges may apply?
In addition to normal fees (see Schedule of Fees.<<link to Schedule of Fees document>>), charges may
be assessed for miscellaneous meeting equipment and services such as markers, flip charts, easels,
installation of specialized software, wireless internet access, photo copy service, etc. Discuss needs with
Event Coordinator.
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