Event Management
The Events Team offers the GU-Q community with a comprehensive service to assist with both the planning and execution of your event at GU-Q. Once you place the event request, we will coordinate with IT, Building Operations, AV, Procurement, Communications, Transportation, and Qatar Foundation on your behalf to ensure hassle-free event planning process.
What is an Event?
An event is a meeting of 10+ guaranteed guests, taking place at GU-Q in a public space and requires any of the following:
- Catering
- Beverages
- AV/IT Support
- Special Room setup
- Directional Signage
The Events team can assist with virtual events such as Zoom Webinars, and In-person Events
Event Timelines:
- Requests for online event (webinar) support should be submitted as early as possible and must be submitted to the Events Team a minimum of 7 business days in advance in order to be accepted.
- Please allow at least 30 calendar days for a complex event.
- Please allow at least 10 business days for a regular event.
See full student event management process here.
The more notice that the Events Team has, the better your event will be!
Choosing a time and date
Consult the Events Calendar or contact the Events Team to look for a suitable date. The planning calendar is found on the Georgetown Google Calendar as ‘Qatar-Plan-Events Schedule’. The events team is in charge of scheduling and will work to find the best time for different events taking place that day.
Due to limited resources and to prevent audience fatigue or shrinkage we can only accept a maximum of three lunchtime events in one day, one evening event in one day and a maximum of five events in a full day.
Events Marketing
GU-Q events can be marketed in the following ways by the Events Team, if requested by the event owners:
- Posters can be displayed on the digital signage screens around the GU-Q building. Please provide the poster in portrait and landscape format using the following dimensions:
Portrait (vertical): 1080 (w) x 1920 (h) px
Landscape (horizontal): 1385 (w) x 1080 (h) px or 1920 (w) x 1080 (h) - Event added to the weekly newsletter – please note that events will have the opportunity to appear in the newsletter twice, once in the ‘save the date’ section a week before the event and once in the ‘this week’s events’ section during the week of the event, offering the GU-Q audience to see it twice.
For public events, the Events Team can support with the following additional marketing:
- Event added to the GU-Q website.
- Event shared through public mailing lists
The event owner is responsible for printing and posting event posters on notice boards around the GU-Q building. Posters created by students must be approved by Student Affairs, while posters from all other departments must be stamped by the Communications Office before being displayed.
Need some more information on events?
Contact us
Feel free to reach out to us by email at guqevents@georgetown.edu