Klaus Event Spaces - FAQ

For reservation information and space requests use the GTEVENTS reservation site.

FAQs

Where is the venue located?

The street address for the Klaus Advanced Computing Building is 266 Ferst Drive NW.

How do I make a reservation?

Go to the website for Event Management System (EMS). Please allow up to 3 business days for processing reservation requests.

For CoC/ECE faculty and staff, small conference rooms (excluding the Atrium and 1116) can be immediately confirmed if available. For student requestors, confirmation is required after the online request is reviewed.

What are the costs for rental or services?

Members of the College of Computing or the School of Electrical & Computer Engineering (ECE) generally do not incur facility rental or usage charges unless the event is non-job or non-official GT related. Members of the Georgia Tech community outside of Computing or ECE may be subject to facility setup fees if their event requires changes to the standard room setups. Requestors from outside Georgia Tech will incur both rental and setup fees.

The current rates are:

Rental/Usage Fees

• Atrium - $200.00 per hour
• 1116 E or W - $100.00 per hour, Combined - $200.00 per hour
• Small conference rooms - $99.00 per hour

Service Fees

• Facilities Set up and Breakdown - $30.00 per hour, 4 hours minimum each service.
• Custodial fees incur after 8:00pm weeknights and weekends are mandatory. Custodial fees will be provided by Building Services once the event confirmation is sent.
• Security is required for all events serving alcohol and overnight events. To request police services, complete the Police Event Request Form.

What set-up options do I have?

The atrium is an open space that can accommodate up to 277 people in a reception (standing, no furniture) style. Seating for up to 100 attendees is available, and it can accommodate 30 tables in a fair/exhibit style. Any additional resources must be provided by the organizer or an outside vendor.

Rooms 1116E or 1116W can each seat approximately 75 people in a lecture style, with 30 at tables and the remaining chairs at the rear and along the side walls. When combined, the two rooms can accommodate up to 150 people total.

Small conference room configurations cannot be altered and are available “as is” and seat between 8 and 14 people. Additional needs must be met by the organizer (i.e., easels, pads, extension cords, markers, etc.).

How do I reserve a classroom space - rooms #1443, #1447, #1456, #2443, #2447, #2456 in Klaus?

Classroom space can be reserved through the virtual reservation system known as the Event Management System or by contacting Classroom Reservations at classroomreservations@stucen.gatech.edu.

Additional AV resources for classrooms are provided by the Office of Information Technology (OIT) and must be reserved at least three (3) days before the event.

What are the policies?

The Klaus Building operates 24 hours a day and is primarily dedicated to research. The facility reserves the right to deny usage for certain events and time requests.

General rules

Unauthorized changes to the standard room setup may result in fees.

Leave the room in the same condition as received.

Do not remove furniture from the room.

Ensure all electronic equipment is turned off.

Please be punctual and respectful of others' time.

While certain food items are permitted inside classroom spaces, no catered meals are allowed. Catering options are limited to foods that do not require heating, such as wings, pizza, sandwiches, pastries, etc.

If trash exceeds the capacity of containers, please remove it from the room.

Currency cannot be collected for registration, entrance, or participation fees on site. Alternative forms of payment must be used.

Notify Facilities promptly about any damages or malfunctions.

Are there any cancellation fees?

If the event is canceled with at least 48 hours prior notice, there are no fees. If room set up has occurred, fees may be assessed.

Is there a policy on serving alcohol at events?

If alcohol (beer and wine only; spirits are prohibited) will be served, prior approval must be obtained from the appropriate University officials. The organizer is responsible for completing the Alcohol Request Form and submitting it for approval before the event. Please allow at least three (3) weeks for processing.

Additionally, if alcohol is being served, a uniformed Georgia Tech Police officer must provide security throughout the event. To request police services, please complete the Police Event Request Form.

Can I reserve Klaus spaces for weekend events?

Klaus spaces can be reserved on weekends and after normal hours by approved request. For reservations outside of regular operational hours (Monday-Friday, 8 AM-5 PM), please do not submit requests through EMS (the campus reservation system). Instead, contact the Facilities department via email at kacb-building@cc.gatech.edu for assistance.

For ALL meetings or events held after hours (ending after 8:00 PM on weekdays or on weekends), in addition to any applicable rental or usage fees, a custodial overtime rate will apply (four-hour minimum required).

Are there pictures of the spaces?

Layouts of each room are provided in EMS.

What furniture is available, or do I have to order it?

The Klaus Atrium

Standard items such as tables and chairs are provided: Banquet rounds and seating in the Atrium for up to 100 are included with setup fee.

Fair and exhibition events, up to 30 six-foot tables are provided with a setup fee. Additional resources can be rented from alternative vendors.

Klaus 1116 East and West

Seating in 1116E & W combined is 150 (classroom/lecture) style. 


Which resources are available, and which do I have to provide?

The Atrium does not have A/V equipment, except for a wired microphone and podium system; all other equipment must be provided by the requester. Rooms 1116 E/W, conference rooms, and classrooms are equipped with standard projectors and screens. Each side of Room 1116 has lapel microphones available. Organizers are responsible for arranging any other specialty A/V needs. Additional items such as power/extension cords, easels, markers and pads, faxing, or copying services are not provided.

Reservation Disclaimers

Event statuses may be modified at the discretion of the Klaus Events Team, with notifications provided to requestors when changes occur.

Please ensure that setup needs or changes are communicated at least 5 business days before your event. Day-of-event setup changes will NOT be allowed.

Questions?

Please reach out to the KACB Building Contact: kacb-building@cc.gatech.edu