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
- Attend 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.
- Submit the proof of insurance (if paying with a UGA agency account chart string or some other payment method)
- 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 calendar days prior to arrival
- Ensure any requirements for Programs and Activities Serving Minors are complete.
- Submit final bed counts.
- Review conference policies and expectations.
14 calendar 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.
First day on campus
- Arrive an hour prior to scheduled check in to ensure appropriate set up.
- Review conference policies and expectations with group participants 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 prior to 12 p.m.
30 calendar 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.