Conference Housing at Georgetown University: 2013
Thank you for your interest in Georgetown University's Summer Program. The following is essential information about the process.
The University is a semi-urban campus, located within a scenic and historic section of Washington, D.C. is famous for its shopping and restaurants. The extensive public transportation system makes all major monuments and museums readily accessible from Georgetown.
A variety of air-conditioned housing complexes are available for your conference. For short term groups we have carpeted double rooms in Residence Halls with private, suite or community bathrooms. Apartments are available for long term housing. Rooms are furnished with two twin beds, two desks and two wardrobes. Apartments also have kitchens and a living/dining room combination. Wireless service is provided. Residence Halls and most apartment complexes have 24-hour security for the safety of our conference guests. The Residence Hall Offices (RHOs) serving as communication and check-in areas are open daily from 9:00 AM-9:00 PM. One RHO is open 24 hours daily to assist with late check-in, lock outs and emergencies. There are classrooms and auditoriums available on campus to use for meeting space.
After perusing the following information on our web page, please let us know if we can answer any questions or if you plan to schedule a visit to our campus:
- Frequently Asked Questions (FAQs)
- Conference Rates
- Conference Requirements
- Sample Summer Conference Agreement
The Office of Summer and Conference Housing is the first point of contact. This office works in conjunction with the Office of Campus Activity Facilities to provide housing and meeting room space for conferences. The Summer Conference Agreement is issued jointly by both offices.
Literature about your conference organization and program must accompany your letter of request if you are interested in our accommodations. It is important that you specify dates, number of sleeping rooms needed for participants and number/capacity of meeting rooms required. Your needs and program will be reviewed in light of the schedule, services, and mission of the University and you will be notified whether your group can be accommodated.
At that time, information will be provided for you to submit an official request for housing and meeting room space into our interactive Web Form. This online form provides an audit trail of activity, a correspondence email section and a way to track documents being mailed between the University and the Client.
Once the Web Form is completed by the conference sponsor, a Summer Conference Agreement is mailed to the Client.
Review, sign and return the agreement along with the non-refundable Reservation Deposit. The request for holding a conference on-campus is then considered confirmed and the requested space will be held.
Following the return of the Summer Conference Agreement, a Statement will be sent to the External Client including new or revised information subsequent to the original request. After reviewing this information, 50% of the remaining total cost is required to be paid as a non-refundable Interim Guarantee Reservation Deposit due 45 days prior to your program's scheduled arrival date.
The remaining balance of the total charge is due 14 days prior to the scheduled arrival date based on the agreement. No one will be able to check-in without full payment. All adults interacting with persons under the age of 18 (Minors) on University owned or managed property must receive a criminal back ground check conducted by the Conference group. Proof in writing that background checks are completed must be provided to the University. More information will be provided in the 2013 Summer Conference Agreement.
Additionally, please be aware that all visiting organizations must provide evidence of comprehensive general liability insurance in the minimum amounts of $1,000,000 combined single limit per occurrence or $2,000,000 aggregate as outlined in the Summer Conference Agreement. The insurance required must include coverage for sexual assault and molestation in the amount of at least $1,000,000 combined single limit per occurrence/$2,000,000 aggregate.
All visiting organizations will be charged a District of Columbia Sales & Use and Occupancy Tax unless the group meets proof of exemption as provided in the terms of the Summer Conference Agreement.
Review, sign and return the agreement along with a Cost Center number. The request for holding a conference on-campus is then considered confirmed and the requested space will be held.
Between when the agreement is signed and 14 days prior to your program's scheduled arrival date, a reduction of services will result in a forfeiture of 20% of the original total. If services are reduced between 45 days and 14 days prior to the arrival date, the result is a 50% forfeiture of the service price. If services are reduced after 14 days prior to the start date, the result is 100% forfeiture for the services.
At the conclusion of the conference, an invoice will be prepared and the Cost Center charged. If you have a deadline for the payment to be debited, such as the end of your departmentâ€™s fiscal year, it is your responsibility to make the Office of Summer and Conference Housing aware.
Summer Athletic Camps must discuss liability insurance with the Office of Risk Management.
Services requested during the conference will be considered part of the original agreement.
All documents should be reviewed thoroughly.
To reserve facilities at the Georgetown Hotel and Conference Center, call 202-687-3200.
For food functions contact the campus vendor, Aramark, via email firstname.lastname@example.org. Other vendors may be used upon approval.
Our reputation for academic excellence, outstanding campus facilities and services, and convenient location in the District of Columbia make Georgetown the ideal site for your program. Our full-time staff will plan the details and be available when your group is on campus. Additionally, we assign student Coordinators, who live on campus, to respond to housing and meeting space concerns.
If we can be of any further assistance, you would like to tour the campus, or pursue making a reservation request, please contact the Office of Summer and Conference Housing at (202) 68-3001 or email us at email@example.com.
We look forward to hearing from you,
Office of Summer and Conference Housing
Office of Residential Living100 Harbin HallBox 571117Washington, DC 20057Phone: (202) 687.4560Fax: (202) firstname.lastname@example.org
Office of Neighborhood Life1300 36th Street NWWashington, DC 20007Phone: (202) email@example.com