Planning Timeline

Planning Your Stay | Planning Timeline | Reservation Requests | Your On-Campus Stay | After Your Event | Policies And Expectations

October through December

  • Submit a reservation request for your camp/conference (assignments will begin to be granted in January, so the earlier your request is received, the more likely we can accommodate it). 
  • Connect with other campus resources (e.g., parking, dining) to get information on their reservation process.  

January

  • Schedule the mandatory pre-conference meeting with University Housing to go over the request, review policies and expectations, and to receive a draft of the agreement/contract. 
  • After the meeting, review the email recapping the conversation, along with your updated agreement/contract.  
  • Submit the agreement/contract with proof of insurance (if not a UGA-sponsored group). 
  • If your group will have minor participants, complete the registration and other required steps through the Programs and Activities Serving Minors. 

February

  • Communicate with potential participants that—if they require a housing accommodation due to a disability—they should contact Accessibility and Testing as soon as possible and no later than May 1.  

April

  • Meet with University Housing again to confirm camp/conference plans (e.g., what to expect when you arrive/depart, set up needs during check in/out, communication plans during visit, building access needs).  

30 Days Prior to Arrival

14 Days Prior to Arrival

  • Submit finalized roster of participants, including names and room assignments. 
    • Contact information (phone and email) should be submitted for all live-in program staff at this time. 
  • Confirm any scheduled deliveries and storage of items prior to staff arrival. 

7 Days Prior to Arrival

  • If applicable, alert University Housing of any late arrivals or early departures.  

First Day on Campus

  • Arrive an hour prior to scheduled check in to ensure appropriate set up.  
  • Review conference policies and expectations with guests and staff.   

Throughout Your Stay

  • Let our team know if there is anything we can do to assist you.  
  • Report any facilities needs or maintenance concerns to the front desk.  
  • Continue to alert University Housing of any early departures.  

Last Day on Campus

  • Each person should check out individually to ensure all keys and access cards are returned.  
  • Ensure all trash and recycling are removed from rooms, bathrooms and common areas and remove approved signage related to your event.  
  • Check out at your designated time.  

30 Days After Departure

  • Review the invoice you received regarding housing and any other fees (e.g., lost keys, lost access cards, damages) for discrepancies. Submit any discrepancies in writing to hsg-guests@uga.edu within ten calendar days of invoice delivery.  
  • Pay final invoice.  
  • Complete summer conference survey.