The goal of GCC’s Events Management team, to make sure your event runs smoothly from our first conversation until your event is successfully completed.
We need your assistance in meeting the following timelines so that your event is processed efficiently. Because of contractual requirements for events conducted at the college, processing must begin at least four weeks prior to your event.
The following timeline will assure we meet the requirements necessary prior to your event.
The college reserves the right to decline scheduling an event if there is insufficient time to complete the state required administrative paperwork. It also reserves the right to cancel an event when contractual requirements have not been met.
GCC reserves the right to co-sponsor events upon request.
Here are the timelines required for your event. You are encouraged to put your specific dates against the countdown schedule.
COUNTDOWN SCHEDULE
25 business days prior
Request space from GCC’s events management team. You receive your space confirmation and Facilities Request Form (FRF) from GCC events scheduler.
22 business days prior
FRF is returned to GCC.
20 business days prior
Contract is sent to the business office. 15 business days prior Contract is sent to requestor unless requestor arranges a personal pick-up.
10 business days prior
Contract packet is emailed to GCC for review. The packet should include a Facility Rental Contract, Non-discrimination Form, Certified Resolution and proof of liability insurance.
9 business days prior
OPTIONAL pre-production meeting.
7 business days prior
GCC receives completed contract packet/payment (if not we reserve the right to cancel event).
7 business days prior
FRF is emailed to proper GCC departments with requestor copied.
2 business days prior
Contract is sent to requestor unless requestor arranges a personal pick-up.
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Events Management - External Events
Events Management - External Events
Facility Capacity
The number of attendees you anticipate and the kind of event you plan to have will dictate the capacity of the room to accommodate your event. Our largest facility, the Events Center, will accommodate the following:
Banquet Style … a maximum of 24 tables seating 10 each … 240
Auditorium Seating … 250-280 depending on the specific nature of the event
Special Setup … Maximum capacity will be determined based on what type of setup is requested.
Pricing
Pricing depends on the length of time and what space on campus is being utilized. Take a look at the rate chart below for the most up to date pricing information. Please note that we offer both corporate and discounted non-profit rates along with possible discounts for repeat customers.
Full Event Center (A, B & C)
1st - 4 Hours
$750.00
Additional Hours
$180.00
Not-For-Profit Rates
$560.00
Not-For-Profit Additional Hours
$135.00
Maximum Capacity
300
Half Event Center (A, B or C)
1st - 4 Hours
$500.00
Additional Hours
$120.00
Not-For-Profit Rates
$375.00
Not-For-Profit Additional Hours
$90.00
Maximum Capacity
150
Setup/Teardown … We require an additional hour each for set-up and teardown unless your event itself is 2 hours or less.
Catered Events. Additional set-up time is normally required for catered events. This is in addition to your own set-up time.
Contract Packet
A contract packet returned to GCC should include a Facility Rental Contract, Non-discrimination Form, Certified Resolution and proof of liability insurance.
Speaker Request
If you are interested in having someone from GCC speak at your event, please indicate this request on the Facility & Speaker Request Form. Please note that the speaker may or may not be available, and will be planned based on the schedule..
Catering
The college has a contracted caterer who provides cafeteria service for the college. This vendor also caters for events in the center. If this vendor is of interest, contact information can be provided.
You are also free to contract your own caterer.
Catering arrangements are all handled by the client.
There is a kitchen adjacent to the event center that can be used for warming and limited food preparation.
We do not provide full service event planning. However, we do coordinate with various on-campus services required for your event. We also meet in advance with you to lock in your requirements, and in the case of a major event, conduct a production meeting at least one week in advance to finalize all logistics.
Audiovisual & Facilities Support
The event center provides a full complement of audiovisual projection capability with computer, digital drive, and Internet access.
A house sound system is available for all events.
The event center also has limited house lighting configurations which you are free to use.
Audio requirements exceeding a 4-microphone configuration will require the services of a separate supplier.
CANCELLATION POLICY: The Events Coordinator should be emailed by the event requestor regarding a cancellation at least two days before the event with the department Administrator and Dean copied.
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Events Management - Facility Request Form
Directions: To move from field to field on the form, use the TAB key. To check a box, click your mouse pointer on the box.
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Events Management - Internal Events
Scheduling Internal Events
Faculty and staff can search, find, and reserve on campus space by clicking here.
All FRF emails should have the department Administrator and Dean copied.
Multiple dates on one FRF are only appropriate when the dates are consecutive and in the same room.
There should be no more than three different dates on an FRF at any time.
NEW and clarified: Classrooms that are requested by members of departments will be reserved with each department Administrator. This clarification in process has also been discussed and agreed upon.
CANCELLATION POLICY: The Events Coordinator should be emailed by the event requestor regarding a cancellation at least two days before the event with the department Administrator and Dean copied.
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Facilitiies & Events Management
Events Management Information Center
For internal space reservations or to browse the Gateway Campus Calendar, please go to:
EMS Home.
For external event partners interested in renting space, please contact our Events Office for more information.
Contact Info
Kentha Heng, MBA, MHSC Special Events Coordinator
203-285-2361
20 Church Street
New Haven, CT 06510
Catering Information
25 business days prior