Planning Timeline

October through December

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

January

  • Schedule the mandatory 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 the Disability Resource Center (drc@uga.edu) as soon as possible and no later than May 1

April

  • Meet with University Housing via phone/Zoom 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

Two Weeks Prior to Arrival

  • Confirm any scheduled deliveries and storage of items prior to staff arrival

One Week Prior to Arrival

  • Submit finalized roster
  • Alert University Housing of any late arrivals or early departures to establish procedures

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 is removed from rooms, bathrooms and common areas and that any approved signage related to your event are removed
  • Checkout 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