Campus Events Support

The Special Event Team provides safety coordination and operational support for meetings, programs, and special events across campus. In partnership with event organizers and campus stakeholders, our team helps ensure events are planned and executed safely and successfully.

Support includes event safety planning, operational guidance, and collaboration throughout the event process to help create a secure and seamless experience for all participants.

Requesting Support

Event coordinators should complete the Request for Special Event Security Form for all events, even when no officer or additional security services are requested.

  • Event or activity name
  • Date(s) and time(s)
  • Location(s) (indoor and/or outdoor)
  • Event organizer and day-of coordinator contact information
  • Purpose and type of event
  • Event timeline or run of show
  • Expected attendance (estimated number of participants and guests)
  • Billing (Worktag) information and point of contact, if applicable 

Additional questions should be directed to SpecialEvents@Police.Gatech.Edu.  

Campus Resources

GTPD works closely with campus partners to support safe and successful events across the Institute. Many resources are available to assist event organizers throughout the planning process. Additional planning resources include:

  • Events Logistics Committee (ELC): The ELC provides guidance and collaboration across campus service departments. See the Outdoor Event Planning Guide. 
  • Institute Communications – Special Events & Protocol event planning guide
  • Environmental Health & Safety (EHS): Provides guidance on maintaining a safe environment for guests both indoors and outdoors. Organizers should contact the Fire Safety Office for direction on safety best practices.

Event Parking

Large-scale events typically require coordination with Parking and Transportation Services (PTS). GTPD works closely with PTS to help ensure appropriate planning, traffic management, and operational readiness for event day.

If parking is required for event attendees or as an event site, please complete and submit the Special Event Parking Request Form. Only one form per event is required. Your event parking request will be confirmed by phone or e-mail within three business days after submitting. Get more information on our site.

Policies

Per Georgia Tech policy, individual departments and organizations are not allowed to contract with external policing or security services without prior approval from the GTPD. All security assignments must be managed by or coordinated with the GTPD. 

Emergency Medical Services (EMS) : EMS ranges from a professional on foot (EMT) to a two-person team with an ambulance. Discuss with the Georgia Tech Police Department the necessary coverage for your event. An EMT is required at any event that has the potential for participant injury or harm (i.e., races, relays, events involving rides or inflatables, extreme outdoor events, etc.) or one at which 250 or more guests are in attendance. EMS must be provided by someone currently licensed in the state of Georgia and dedicated to medical care with no other tasks and/or volunteer roles during the event.

Alcohol Policy: The alcohol prior certification request form must be completed for every event on campus offering alcoholic beverages no less than seven (7) business days before the event date. Bartenders are required to be locally licensed under city/state regulations and certified with “Training for Intervention Procedures” or TIPS. Review the full Georgia Tech alcohol policy.

Youth Programs: "Youth” is defined as individuals under the age of 18 who are NOT Georgia Tech students. Any event hosting youth participants is required to register the program through the Youth Programs Office. Contact youthprograms@gatech.edu with questions.

Emergency Planning

When planning indoor events, be sure to read through the building redbook to understand building procedures in the event of an emergency. 

When planning an outdoor event, please be sure to have contingency plans for inclement weather. 

If you are planning a large scale event and would like to work with OEM to develop an event specific emergency plan, email  oem@gatech.edu

Campus Calendar

To help avoid scheduling conflicts, event organizers should review the following resources:

Please note that certain weekends and high-impact dates may include multiple large events occurring simultaneously. During these times, campus resources and public safety support may be limited, and additional planning or coordination may be required.