Activations
Activations are defined as interactive marketing events that aim to engage the campus community with an external organization or business. Examples of activations include, but are not limited to, pop-up shops, product demos, experiential installations, live performances, contests and giveaways, workshops, classes, and social media campaigns. Requests for these events will be handled by Event Services on a case-by-case basis and must align with the Campus Procedures for the Use of Facilities & Spaces.
Hours of Access & Programming
Activations are designed to occur within a standard reservation window of Monday - Friday from 8 a.m. - 6 p.m. This reservation period includes all event-related activity, including load-in, set-up, programming, breakdown, and load-out. Clients should consider these operational needs when planning their activation.
Engagement activities, giveaways, branded experiences, amplified sound, and other activation-related programming are permitted only between 8 a.m - 6 p.m.
Additional Access Fees
Additional access before 8 a.m. or after 6 p.m. may be approved upon request and is subject to staffing availability and operational considerations. The fee for early load-in (before 8 a.m.) or late load-out (after 6 p.m.) is $500.
Locations & Pricing
The cost of activation events varies based on the location and amount of space utilized.
| Activation Location | Size | Standard Rate | Peak Period Rate |
|---|---|---|---|
| Campanile* | 40 ft. x 40 ft. | $7,500/day | $9,000/day |
| Koan/Texas Instruments Plaza (Combined)** | Approx. 4,000 sq. ft | $5,000/day | $6,000/day |
| Other Outdoor Spaces*** | Varies based on location | Varies based on location | 20% increase from standard rate |
Location Notes
*Reservation of the Campanile includes access to the covered Cypress Theater Patio as a rain location or back-of-house support space.
**The covered Cypress Theater Patio may be added as a rain location for an additional fee of $900. This fee is non-refundable, regardless of whether the rain plan is activated.
***Outdoor activation locations do not include Tech Tower Lawn. Requests for Tech Tower Lawn will be reviewed on a case-by-case basis by Event Services.
Peak Period Pricing
The Peak Period pricing applies from the first day of fall semester move-in through Labor Day, when campus engagement and pedestrian traffic are higher than average.
What's Included
Activation pricing includes:
- Access to the reserved space between 8 a.m. and 6 p.m.
- Two weeks of Student Center digital display promotion (plasma promotions).
- Access to select off-site equipment (optional).
- Parking accommodations for operational/chaser vehicles.
Additional indoor support spaces, including storage, back-of-house areas, and dedicated staff workspaces, are not included and will be charged separately at the external client rate.
Personal parking is not included, but can be coordinated for an additional fee.
Reservation Requirements
All activation hosts must:
- Sign a Facility Use Agreement (FUA) at least ten days prior to the event.
- Meet all Tier II Insurance Requirements and provide a Certificate of Insurance (COI) and Business License (BL) (if applicable).
- Submit full payment prior to the event date.
Restrictions & Operational Guidelines
- Activation representatives may not actively approach or “call out” to individuals passing by and must remain within their reserved space.
- Solicitation activities must be disclosed and comply with the Campus Procedures for the Use of Facilities & Spaces.
- Amplified sound (music and/or video) is permitted only with prior approval.
- Those approved for sales activities must report their daily sales to Event Services and will be subject to either a solicitation surcharge of $250 or a profit-sharing fee of up to 20% of their total daily earnings, whichever is greater.
- Distribution of food must be disclosed and comply with Student & Campus Event Center’s Food and Beverage Procedures.
- Additional security, custodial support, and event staffing may be required at the discretion of Event Services and will be charged to the client.
Getting Started
Start your reservation by submitting the Activation Inquiry Form.
Requests should be submitted at least six (6) weeks prior to the requested event date to allow adequate time for review, contracting, coordination, and payment processing. A non-refundable $150 deposit is required to hold space once a reservation has been approved.
Planning Timeline
- 6+ Weeks Prior to the Event: Submit the Activation Inquiry Form
- 4+ Weeks Prior to the Event: Participate in a logistics meeting with the Event Services team.
- 2 Weeks Prior to the Event: Payment, COI, BL, and FUA due.
Vendor Tabling - Advanced Tabling
Advanced tabling provides organizations with additional space and flexibility to engage the Georgia Tech community through interactive promotional activities. Larger than a standard tabling reservation but smaller than a full campus activation, Advanced Tabling is ideal for organizations seeking to incorporate branded displays, interactive experiences, product demonstrations, or other engagement opportunities within a footprint of up to 20 ft. x 10 ft.
Hours of Access & Programming
Advanced tabling is available Monday - Friday, 8 a.m. –6 p.m. This reservation period includes all event-related activity, including load-in, set-up, programming, breakdown, and load-out. Clients should consider these operational needs when planning their activation.
Locations & Pricing
| Tabling Location | Size | Standard Rate | Peak Period Rate |
|---|---|---|---|
| Tech Walkway (Outdoor Advanced Tabling) | 20 ft. X 10 ft. footprint | $1,250/day | $1,500/day |
| John Lewis Student Center (Indoor Advanced Tabling) | 20 ft. X 10 ft. footprint | $1,250/day | $1,500/day |
Peak Period Pricing
The Peak Period pricing applies from the first day of fall semester move-in through Labor Day, when campus engagement and pedestrian traffic are higher than average.
What's Included
The cost of the advanced tabling includes the following:
- Up to two 10x10 tents, five 6-ft tables, and ten chairs. More equipment can be added to the reservation at an additional fee.
- Seven days of plasma promotions in the John Lewis Student Center and Stamps Commons and Exhibition Hall.
Additional indoor support spaces, including storage, back-of-house areas, and dedicated staff workspaces, are not included and will be charged separately at the external client rate.
Personal parking is not included, but can be coordinated for an additional fee.
Reservation Requirements
All advanced tabling hosts must:
- Sign a Facility Use Agreement (FUA) at least ten days prior to the event.
- Meet all Tier II Insurance Requirements and provide a Certificate of Insurance (COI) and Business License (BL) (if applicable).
- Submit full payment prior to the event date.
Restrictions & Operational Guidelines
- Advanced Tabling representatives may not actively approach or “call out” to individuals passing by and must remain within their reserved space.
- Solicitation activities must be disclosed and comply with the Campus Procedures for the Use of Facilities & Spaces.
- Amplified sound (music and/or video) is permitted only with prior approval.
- Those approved for sales activities must report their daily sales to Event Services and will be subject to either a solicitation surcharge of $250 or a profit-sharing fee of up to 20% of their total daily earnings, whichever is greater.
- Distribution of food must be disclosed and comply with Student & Campus Event Center’s Food and Beverage Procedures.
- Additional security, custodial support, and event staffing may be required at the discretion of Event Services and will be charged to the client.
Getting Started
Start your reservation by submitting the Advanced Tabling Inquiry Form.
Requests should be submitted at least three (3) weeks prior to the requested event date to allow adequate time for review, contracting, coordination, and payment processing. A non-refundable $150 deposit is required to hold space once a reservation has been approved.
Vendor Tabling - Simple Tabling
Simple Tabling is defined as a single table space where vendors, organizations, businesses, Registered Student Organizations (RSO) & GT Departments & Colleges can engage with the campus community. Additionally, vendor tabling is inclusive of larger events that feature vendor tables for merchandise sales, sponsored vendors, and similar activities.
Hours of Access & Programming
Simple tabling is available Monday - Friday, 8 a.m. –6 p.m. This reservation period includes all event-related activity, including load-in, set-up, programming, breakdown, and load-out. Clients should consider these operational needs when planning their tabling event.
Locations & Pricing
The cost of the vendor table varies based on the client and the length of use, outlined below.
| Tabling Location | Size | GT Rate | External Standard Rate |
|---|---|---|---|
| Tech Walkway (Outdoor) | 10 ft. X 10 ft. footprint | FREE | $250/half-day | $500/full-day* |
| John Lewis Student Center (Indoor) | 10ft. X 10ft. footprint | FREE | $150/half-day | $300/full-day* |
Half Day = 4-hours or less, Full Day = more than four hours, maximum of 8 hours.
Peak Period Pricing
The Peak Period pricing applies from the first day of fall semester move-in through Labor Day, when campus engagement and pedestrian traffic are higher than average.
What's Included
The cost of simple tabling includes the following:
- One 6-ft. table and two chairs.
- Up to one 10x10 tent can be requested for an additional fee (outdoor spaces only).
Personal parking is not included, but can be coordinated for an additional fee.
Reservation Requirements
All external clients must:
- Sign a Facility Use Agreement (FUA) at least ten days prior to the event.
- Meet all Tier II Insurance Requirements and provide a Certificate of Insurance (COI) and Business License (BL) (if applicable).
- Submit full payment prior to the event date.
Restrictions & Operational Guidelines
- Simple Tabling representatives may not actively approach or “call out” to individuals passing by and must remain within their reserved space.
- Solicitation activities must be disclosed and comply with the Campus Procedures for the Use of Facilities & Spaces.
- Amplified sound (music and/or video) is permitted only with prior approval.
- Those approved for sales activities must report their daily sales to Event Services and will be subject to either a solicitation surcharge of $250 or a profit-sharing fee of up to 20% of their total daily earnings, whichever is greater.
- Distribution of food must be disclosed and comply with Student & Campus Event Center’s Food and Beverage Procedures.
- The sale of food is only permissible by RSOs and must be compliant with Bake Sale Policies.
Getting Started
Requests should be submitted at least five (5) business days prior to the requested event date to allow for proper coordination.
External clients wishing to reserve a simple table space should start your reservation by submitting the Table Space Inquiry Form.
RSOs and GT Departments & Colleges can submit their request through GT Events.