Submitting your event for Week of Welcome is simple! Here’s what you need to know:

Step 1: Complete the Event Submission Form

By filling out and submitting the form thoroughly, you are: 

Submitting your event to be part of Week of Welcome

Providing information so we can assign your event space
(No additional reservation steps are needed at this time).

Step 2: Confirmation Email

Once the form closes, you will receive a confirmation email confirming form submission.

Step 3: Communication with Reservations Team

If there are any additional concerns from the reservations team, emails will be sent to the contact information provided on your form. Please reply within 3 business days.
(Delays in response will slow down both our process and theirs for your event approval.)

Self-Managed Event Spaces

If your event takes place in a space your department manages, here’s what you need to do:

• Align your event planning with the WOW daily schedule
• Fill out the Event Submission Form
• Let us know the event location on the form
• Receive communication that your event is confirmed for the official WOW schedule

Standard Set-Ups

Most meeting & event spaces will have a default set-up that will remain in place for Week of Welcome. Flexible spaces (Cypress Theater, Kirkwood, Summerhill) will remain flexible and set-up will be dictated by availability and event needs. 

Additionally, Midtown Ballroom will be utilized in its entirety. Interior Rooms nor a Stage will be available for events assigned in this space. 

We’re excited to announce that Engage will now be our primary platform for Week of Welcome events and student engagement. This transition from Guidebook to Engage allows us to:

• Centralize event information on one easy-to-access platform.
• Enhance visibility and connections between students and departments/student organizations throughout the year.
• Streamline communication with students using a tool they will use for the duration of their tenor at Georgia Tech.

Why Create a Departmental or RSO Engage Page?

Your department can be tagged in events, giving you greater visibility with students beyond Week of Welcome.

Students can follow your page, making it easier to share updates and build ongoing engagement.

Don’t Have or Want an Engage Page?

No problem! We will still include all event details under the official Week of Welcome page in Engage. This ensures your event is visible to students even if you don’t maintain a departmental page.

Action Step:

If you’re ready to create your Engage page, please use the submission link below. You will need your GT credentials to access the form.

Request an Engage page here. 

To learn more about using Engage, click here to view tutorials and explore its features.

To help your department promote events and maintain consistent branding, we’ve created a Digital Toolkit with everything you need.

What’s Included

• Official Week of Welcome logos
• Social media graphics
• Email headers and templates
• Flyer and poster templates
• Branding guidelines (colors, fonts, and usage rules)

The full toolkit will be available June 1st. If you need immediate assistance, please email us at weekofwelcome@gatech.edu.

While the hosting organization covers most event expenses, Week of Welcome typically provides support for the following costs for Session Events:

• Reservation Expenses for rooms assigned by Week of Welcome
• Trash & Recycling Services for outdoor events
• Wireless Microphones for classroom events

Connect with the Week of Welcome team to stay informed, ask questions, and get support as you plan your event. These monthly meetings help you navigate logistics, receive important updates, and collaborate with other campus partners.

Meetings take place on the first Wednesday of every month from March 5 through August 6.

• Department Meetings: 2:00–3:00 p.m.
   Click here to add the meetings to your calendar.
• RSO Meetings: 4:00–5:00 p.m.
   Click here to add RSO meetings to your calendar.

During these meetings, you’ll have the opportunity to:

• Receive updates
• Share feedback
• Get assistance with planning and logistics
• Connect and collaborate with others