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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
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