External events must be hosted by an AU Department or program, or Recognized Student Organization. The sponsoring department or organization serves as the official AU Host and is responsible for coordinating the event, ensuring compliance with university policies, obtaining any required contracts or insurance, coordinating campus services, and ensuring payment of approved event-related charges.

The AU Host serves as the primary liaison between the University and the external organization. The host is responsible for coordinating the event, ensuring compliance with university policies, obtaining any required contracts or insurance, coordinating campus services, and ensuring payment of approved event-related charges.

Being the University Host does not mean you must personally complete every task—it means your department or organization is responsible for ensuring those tasks are completed.

The scheduling office reviews each Hosted External Event request individually to determine the appropriate classification and ensure consistent application of the policy. Events are evaluated based on factors such as program ownership, planning responsibilities, financial responsibility, and institutional involvement. Scheduling offices may request additional information or conduct independent research on the organization, event history, and other relevant factors as needed to support the classification determination.

The assessment helps University Event Scheduling understand your event, determine if any contracts or insurance are required, and if so, identify applicable fees or discounts, and ensure the event is classified consistently and fairly. 

Providing complete and accurate information helps us process your request more efficiently.

No. While nonprofit status may be considered, discounts are not based solely on an organization's tax status. The primary factors are AU's level of involvement, program ownership, and institutional benefit.

No. AU departments may not sponsor or affiliate with an external organization solely to obtain discounted space use fees. Event classifications are based on the actual relationship between AU and the external organization—not on how the event is described.

The sponsoring University Host is ultimately responsible for ensuring payment of all approved event-related charges, even if some or all of those costs are later reimbursed by the external organization. Event planners are encouraged to clarify financial responsibilities with their external partners early in the planning process.

Yes. Hosted External Events may incur fees for facility use and campus support services. 

Depending on the size, scope, and needs of your event, charges may include, but are not limited to:
 •  Facility (space use) fees
 •  Event support services, such as staffing, custodial, and security
 •  Audio/visual equipment and technical support
 •  Catering services
 • Specialized event support, such as equipment rentals, outdoor power, and technicians

⚠️ Limited Exception: In accordance with University policy, the only formal exception to fees applies to hosted external activities related to research grants awarded to AU, funded by external agencies, and verified by the Office of Sponsored Programs, provided that University space and resources are explicitly designated as a 'contribution in kind.' These explicit designations are typically in the form of dedicated labs, specialized facilities, or assigned workspaces. General-purpose event and instructional spaces, while they may be used for these grant-related meetings or events, are considered incidental and remain subject to standard scheduling and fee structures.

Possibly. Scheduling offices review each Hosted External Event individually. If space use fees are reduced, it is primarily based on the level of AU's involvement in developing and delivering the event, program ownership, financial responsibility, and institutional benefit.

Operational service costs—such as staffing, security, custodial services, catering, and audio/visual support—are generally charged at full cost and are not discounted.

Many Hosted External Events require the external organization to provide a Certificate of Insurance (COI) that meets American University's risk management requirements. The scheduling office will advise you if insurance is required for your event.

Hosted External Activities should be submitted no less than three (3) months in advance of the event date. This timeline allows time for required contracting, approvals, and event coordination.

The minimum contracting timeline is one (1) month, but requests submitted that close to the event date may not allow sufficient time for planning or preferred space availability. Event planners are encouraged to submit requests as early as possible to help secure the best location and resources for their event.

External organizations cannot submit reservation requests through the EMS WebApp.  However, external organizations may contact scheduling offices directly to inquire about available space or contract space for an event.

For certain event types, scheduling offices may serve as the AU Host, working directly with external organizations while facilitating the contracting process.

See the directory of scheduling offices for contact information.