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Kiosks for Student Organizations and Departments

The Patriot Activities council uses the kiosk to promote their organization.

The Patriot Activities council uses a kiosk to promote their organization.

Using kiosks helps student organizations and departments promote themselves and/or upcoming events by setting up at the designated kiosk spaces within Student Centers buildings which gives them the opportunity to speak directly with students, faculty, staff, and visitors.

George Mason University student organizations and departments are welcome to use kiosks for free!

Please carefully read the policies below and then submit a reservation request and/or view other kiosk resources at the bottom of this page. If you have questions about these policies or the reservation process, please contact Student Centers at (703) 993-2921 or scenters@gmu.edu.


CHANGES TO RESERVATION PROCESS

As of June 16, 2017, Mason departments AND registered student organizations will request kiosks directly through the 25Live reservation system, and will no longer use the reservation form provided on this site. If you are reserving on behalf of a department or student organization, please review the following terms and conditions and click the button at the bottom of this page to log into 25Live to submit your request.

25Live tutorials are available at the bottom of this page to walk you through the process of submitting a kiosk request for your department or organization.

Please contact Student Centers at (703) 993-2921 or scenters@gmu.edu with any questions regarding the reservation process.



Reservation Privileges

  • Registered student organizations and Mason departments may reserve a kiosk for the following hour allotments:
  • Time of Day Maximum Daily Allotment Maximum Semester Allotment
    Peak Hours
    (Mon – Fri 10:00 am – 4:00 pm)
    4 hours per kiosk 48 hours
    Non-Peak Hours
    (Mon – Fri: before 10:00 am, after 4:00 pm;
    Saturday and Sunday: any time of day)
    4 hours per kiosk 96 hours
  • Registered student organizations and Mason departments may reserve a kiosk for up to 48 hours of kiosk reservations that take place during peak hours (Mon – Fri: 10:00 am – 4:00 pm), and up to 96 hours of kiosk reservations that take place during non-peak hours (Mon – Fri: before 10:00 am and after 4:00 pm; Saturday and Sunday: any time of day)
  • Example A: if a group reserves a kiosk on a Tuesday from 10:00 am – 12:00 pm, they’ve used up 2 hours of their 48-hour allotment and now have 46 hours of peak-time reservations remaining. If they have not reserved any kiosks during non-peak time during the semester, they still have 96 hours of non-peak time hours remaining.
  • Example B: If this same group then reserves a kiosk on a Wednesday from 5:00 pm – 8:00 pm, they’ve used up 3 hours of their 96-hour allotment and now have 93 hours of non-peak reservations remaining. Because they already reserved 2 hours of peak-time on Tuesday, they still have 46 peak-time hours remaining.
  • Example C: If this same group then reserves a kiosk on a Thursday from 2:00 pm – 6:00 pm, they have used 2 hours of peak-time (2:00 – 4:00) and 2 hours of non-peak time (4:00 – 6:00) for a total of 4 hours. Because of their previous reservations mentioned above, they now have 44 hours of peak-time reservations and 91 hours of non-peak time reservations remaining.
  • Example D: If this group then reserves a kiosk on a Saturday for 3 hours, no matter the time of the reservation, they have used up 3 hours of non-peak time, leaving them with 88 hours of non-peak time reservations for the rest of the semester.
  • Registered student organizations and Mason departments may reserve multiple kiosks at once if they wish, but they can only reserve up to 4 hours per kiosk per day. The hours reserved for each individual kiosk will count against their semester allotment. For example, if a group reserves two kiosks for 11:00 am – 3:00 pm, they have used a total of 8 hours that count against their 48-hour peak-time semester allotment.

Student Organization Fundraising

  • Any student organization that wishes to collect monies for their own organization must first get their fundraiser approved by Amber Duffey, Assistant Director of Student Organizations & Governance (aduffey3@gmu.edu). Confirmation of this approval must then be sent to scenters@gmu.edu before a reservation can be approved.
  • Any student organization that wishes to collect monies or donation items on behalf of another organization, such as a charity or non-profit group, must first get their fundraiser approved by Amber Duffey, Assistant Director of Student Organizations & Governance (aduffey3@gmu.edu) AND must submit documentation from the receiving organization which demonstrates that organization’s acknowledgment and approval of the collection of funds and/or items for them. Please email this documentation to scenters@gmu.edu and CC Amber Duffey.
  • Student Centers must receive fundraising documentation no later than 2 business days prior to your reservation. Student Centers will tentatively reserve and hold your space/time for a fundraising kiosk request until 2 business days before your reservation without documentation. This is NOT a complete reservation. Student Centers will send you a full reservation confirmation after receiving proper documentation. If documentation is not received in time, Student Centers will CANCEL your reservation.

General Kiosk Terms and Conditions

  • The kiosk is in a public space. As a member of the Mason Community, any representatives at the kiosk or table will treat fellow students, staff, faculty, and visitors with respect.
  • All activity must be conducted behind the kiosk with a maximum of three chairs.
  • A representative of the scheduled organization or department must be present at all times. If no representative is present within 15 minutes of the start of the reservation, the kiosk will be available to any organization or department to reserve through the normal process.
  • Only commercially produced, pre-packaged, individually wrapped, single serving size food and/or drinks may be sold or distributed at kiosks and tables. No home baked or unwrapped goods can be distributed from the kiosk.
  • Beverages provided in bulk serving containers are allowed if they are procured from Sodexo Catering.
  • Products and services sold or distributed from the kiosk may not conflict with the University’s exclusive contracts which include:
  • i. Banking Services – Financial institutions may only distribute brochures and promotional information. The distribution of any application or collection of any contact information is prohibited as it represents the initiation of opening an account on campus.
    ii. Bookstore Management Operations – No other entity may sell textbooks, course materials or supplies related to the academic curriculum or Mason branded apparel on campus. Student groups/clubs may setup temporary fundraising activities involving the sale of licensed Mason branded merchandise that includes both the Mason brand and the student group/club name.
    iii. Beverage – No competitive products to Coca-Cola may be sold, distributed, sampled, advertised, or promoted.
  • Nothing can be posted on walls or columns next to the kiosk.
  • No extra tables or objects may be set up next to or moved by the kiosk.
  • Only outlets directly adjacent to a kiosk may be used. No electrical cords may be run across walkways. No extension cords allowed. Power supply is only available at select kiosks.
  • No amplified sound or music is allowed at the kiosks at any time.
  • Due to fire regulations, helium balloons are prohibited in the Johnson Center.
  • Student Centers will begin accepting reservations for future semesters the month before the current semester ends, on the 15th of that month. The dates are as follows: July 15th- reservations for Fall, November 15th- reservations for Spring, April 15th- reservations for Summer. Reservation requests submitted before these dates will be denied and will need to be resubmitted on or after the designated date.

Kiosk Use

  • Due to the high volume of kiosks that are reserved, it is crucial that organizations and departments that use the kiosks set up at the assigned kiosk for their entire scheduled reservation time. Arriving late or leaving early from the kiosk or not showing up for a kiosk reservation multiple times in a semester could result in your organization or department losing kiosk privileges for the current and/or following semester. Please see below the cancellation and no-show policies for student organizations and departments.
  • If you arrive for your kiosk reservation and find that another organization, department, or individual is set up at your assigned kiosk, kindly call Student Centers at (703) 993-2921 or visit us in the Johnson Center room 324 to resolve the issue. Please do not set up at a different kiosk without speaking with us first.
  • If you need help locating your assigned kiosk (listed in your confirmation email), please contact us prior to your reservation and we will gladly assist you with finding the correct kiosk. You can also view maps on our Kiosk Locations page to help you find your kiosk ahead of time.
  • If you have a reservation issue, change, or question during your reservation, please do not contact the Information Desk. University Information is a separate entity from Student Centers and cannot assist with kiosk reservations. It is best to contact Student Centers directly at (703) 993-2921 to ensure accurate information is being shared and any necessary changes to your reservation can be made with the correct department.

Cancellation Policies for Student Organizations and Departments

  • Cancelled at least one week (5 business days) prior to reservation date: The scheduled hours for the canceled date(s) are reimbursed to the organization’s or department’s record and do not count against the organization’s or department’s semester allotment.
  • Cancelled between one week (5 business days) and one business day prior to reservation time: Half of the scheduled reservation hours for the canceled date(s) are reimbursed to the organization’s or department’s record, and the other half still count against the organization’s or department’s semester allotment.
  • Cancelled less than one business day prior to reservation: No hours are reimbursed to the organization’s or department’s record, and the full amount of scheduled reservation hours for the canceled date(s) count against the organization’s or department’s semester allotment.
  • No-Shows: Double the amount of scheduled reservation hours for the no-show date count against the organization’s or department’s semester allotment. Multiple no-shows in a semester could lead to a loss of future kiosk and tabling privileges for the current and/or following semester.

 

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