DeKalb Conference Center Frequently Asked Questions

The DeKalb Conference Center offers flexible space for meetings, conferences, training sessions, weddings and community events. Review the frequently asked questions below as you begin planning your event.

What are the Conference Center’s hours?

Office hours:
Monday through Thursday, 8 a.m.–5 p.m.

Event rental hours:

Monday through Thursday: 8 a.m.–11 p.m.
Friday: 8 a.m.–midnight
Saturday and Sunday: 9 a.m.–11 p.m.

Availability may vary around holidays or during other GPTC activities.

What do I need to make a reservation?

Begin by completing the Conference Center Reservation Request Form. This allows our staff to review your event date, anticipated attendance, preferred setup and other needs.

A reservation is not confirmed until GPTC has received all required documents, deposits and payments and you have received confirmation from the Conference Center.

Reservations generally require:

A completed Reservation Request Form
A signed Facility Rental Agreement
A payment equal to 25% of the room rental charge
A refundable damage deposit, when applicable

Additional deposits may be required based on the size or type of event.

What is the minimum rental period?

Events are scheduled for a minimum six-hour rental block. Your reserved time must include everything associated with your event, including decorating, vendor setup, guest arrival, the event itself and cleanup.

Additional hours may be available for an added fee and should be requested in advance.

Does the Conference Center provide catering?

GPTC maintains a list of approved caterers familiar with the facility and its policies. You may request approval to use a caterer that is not on the approved list; however, an additional fee and documentation may be required.

All catering arrangements must be reviewed and approved by Conference Center staff. Cooking is not permitted inside the Conference Center, although outdoor cooking or grilling may be approved in advance.

What is the cancellation policy?

The current cancellation policy is:

45 or more days before the event: Payments may be refunded, minus the $100 nonrefundable portion of the reservation deposit.
31–44 days before the event: The 25% room deposit and refundable damage deposit are forfeited.
Within 30 days of the event: No refund is provided.

GPTC reserves the right to cancel an event because of extraordinary circumstances, including severe weather, facility repairs or major power outages. In those situations, a full refund will be issued.

Refer to your signed Facility Rental Agreement for the policy that applies to your reservation.

Are audiovisual services available?

Yes. Available equipment and services may include projectors, screens, microphones, wireless presentation equipment and teleconferencing capabilities.

Two hours of projector and screen use are currently included with a reservation. Additional time and equipment may require added fees. Dedicated audiovisual technician support may also be requested for an additional charge.

If your event has complex technical needs, discuss them with Conference Center staff well in advance. Outside audiovisual equipment requires prior approval.

Is a piano available?

A grand piano is available at the DeKalb Conference Center for an additional fee. The piano is located in a public area of the center. Any request to relocate it must be discussed and approved in advance.

Are table linens available?

Beige linens for round and rectangular tables are available for an additional fee. Quantities are limited and should be requested when planning your event.

If you would like other colors, fabrics or styles, you may work with an outside vendor with prior approval from Conference Center staff.

Is a kitchen available?

The DeKalb Conference Center includes a warming kitchen for approved food-service activities. The kitchen is intended for warming, staging and serving food rather than cooking.

Kitchen space may be shared when multiple events are taking place. Caterers must follow all Conference Center kitchen and cleanup requirements.

May alcohol be served?

Alcohol may be permitted with advance approval from GPTC. Events serving alcohol must follow the requirements in the Facility Rental Agreement, including:

Completing the required alcohol approval form
Hiring a licensed bartender
Providing nonalcoholic beverage options
Arranging for GPTC Police officers to be present
Providing designated-driver, taxi or rideshare information
Ending alcohol service by 11 p.m.

Cash bars, alcohol sales and bring-your-own-beverage events are not permitted. Additional requirements may apply based on attendance.

How much does it cost to rent the Conference Center?

Rental costs depend on the rooms used, length of the reservation, anticipated attendance, setup requirements, equipment and services requested.

Because the facility can be arranged in several configurations, Conference Center staff will develop a proposal based on the details provided in your Reservation Request Form.

What sizes are the tables, stage and dance floor?

Available equipment includes:

Rectangular tables:

5 feet by 2 feet
6 feet by 2 feet
8 feet by 2 feet

Round tables:

60-inch round tables
36-inch adjustable-height café or bistro tables

Stage:

The portable stage consists of up to four 6-foot-by-8-foot sections. The sections may be configured to create a stage as large as 12 feet by 16 feet.

Dance floor:

A portable dance floor is available at the DeKalb Conference Center and may be arranged in different configurations.

Equipment availability and fees should be confirmed when booking.

Who is responsible for cleaning after an event?

Customers are responsible for returning the facility and its equipment in the condition in which they were provided. This includes:

Removing decorations and event materials
Clearing plates, cups and other items from tables
Cleaning serving and kitchen areas
Bagging and properly disposing of trash
Breaking down boxes
Removing equipment and materials brought in by vendors

Excessive cleaning, remaining debris or damage may result in the loss of all or part of the refundable damage deposit.

We offer a cleaning service to take care of mopping floors and trash removal after your event. Fees start at $200 if you would like to take advantage of this option.

Does GPTC have another Conference Center?

Yes. GPTC also operates the Newton Conference Center at:

8100 Bob Williams Parkway
Covington, GA 30014

Visit the Conference Centers section of the GPTC website to compare locations and begin the reservation process.

Still have questions?

DeKalb Conference Center
495 North Indian Creek Drive
Clarkston, GA 30021

Phone: 404-297-9522, ext. 1800
Email: ConferenceCenter@gptc.edu