If you are interested in holding an event at Georgetown University, please review the information on our summer conference website at http://housing.georgetown.edu/summer for information regarding the Introduction obtaining pertinent information, rates, a sample Summer Conference Agreement 2013, and our summer Conference Requirements.

Once you review this information, if we meet your housing needs please email the Conference Specialist in the Office of Summer and Conference Housing at conferencehousing@georgetown.edu with your housing requirements, requests for facilities space and information about your organization.

Once we receive this information, the Offices of Summer and Conference Housing and Campus Activity Facilities will review your request and determine whether Georgetown is able to accommodate your request. Once we make that determination, we will contact you to confirm housing and facilities space.

At Georgetown, conference planners will work with representatives of a number of our departments on campus, who are knowledgeable in their field and can provide you with immediate answers to your questions and concerns. For dining hall meals or catering service please call (202) 687-3395. The Office of Campus Activity Facilities will guide planners of the conference through making requests for audio-visual equipment and other equipment needs in meeting spaces.

You will initially coordinate your requests with a full-time staff person from the Office of Summer and Conference Housing and the Office of Campus Activity Facilities. Between April and mid-May, you will be assigned a student coordinator from each of these departments who will work as a team to finalize arrangements from your summer program. These coordinators reside on campus and are accessible 24-hours daily to respond to your concerns while on campus.

Additionally, when those student coordinators are unreachable, you may also contact their supervisor, who carries a cell phone 24-hours daily during the summer.

We can accept your housing requests at any time. It is our traditional practice to provide housing to returning groups prior to opening our space for new programs; we complete this process by the end of October. Therefore, we are not usually able to confirm space for new programs until the end of November.

What is the usual timeframe for knowing whether our requests can be accommodated?

Due to the high number of inquiries we receive, it usually takes about a month before we are able to determine whether we can accommodate your request.

Due to the high number of inquiries we receive, it usually takes about a month before we are able to determine whether we can accommodate your request.

We are always glad to offer you a tour of the University and its facilities Monday – Friday, 9:00 am – 4:00 pm. Please be advised, however, that due to the fact that we are at capacity during the academic year, you are not always able to view actual residential rooms. You will have a chance to walk through the facility.

For the summer of 2013, Georgetown’s summer conference operations will run from Sunday, June 1, 2013 – Saturday, August 3, 2013.

We are unable to provide photos of the University for the purpose of advertising. Additionally, all advertising materials must be reviewed by the University prior to distribution or posting.

Although Georgetown University provides facilities on our campus, we do not host, co-sponsor or endorse programs on-campus. We require viewing all advertisements to ensure that our role of the conference location is not construed as hosting or endorsing the conference.

What housing accommodations do you offer?

Our residences vary in design. Our primary residential accommodations for short term groups (fewer than three weeks) are double occupancy rooms with common bathrooms on the floors. We also offer double occupancy rooms arranged as suite (two rooms which share a bathroom). We have a limited amount of double occupancy rooms with private baths.

All of our residence halls and apartments are air-conditioned, carpeted and fully furnished. Pots/pans, dishes and utensils are not furnished. Residence hall rooms usually contain two twin extra-long beds, two desks, a wardrobe/closet, and shelf units for storage.

Linens may be provided for an additional fee.

Phone service in rooms and apartments is not available.

Wireless service is provided in the rooms/apartments/townhouses.

There are a limited number of single occupancy rooms available on campus. Any double room may be utilized as a single room.

Apartment accommodations are available for residents whose stay at Georgetown exceeds five weeks. Apartments vary in size and can accommodate from four to seven people in double occupancy rooms. The apartments are fully furnished; they contain the following: a living room and dining area; two-to-three bedrooms which contain two beds, two desks a wardrobe/closet, and shelf units for storage; a bathroom; and a full kitchen, which includes a refrigerator, freezer, oven/stove and sink with garbage disposal. Dishes, utensils, pots and pans not provided.

Some apartments have built-in bunk beds and furniture. Some refrigerators may not be full-sized.

You are welcome to provide your own linen or sleeping bag.

The occupancy of a room may not exceed the capacity of that particular room. Exceptions are made only for parents with small children. In those cases, please be advised that we are not able to provide additional furniture or bed linens, even for rooms with private or suite baths.

All rooms and apartments are cleaned prior to arrival; we do not offer daily housekeeping service.

Groups who are composed of minors are welcome on campus. The counselor/staff ratio should not be below 1 staff member for 15 underage participants. Georgetown University does require additional information to ensure the preparedness of groups with underage participants. Your group will need to share its policies in regards to housing the minors such as the rules and regulations, curfew times, and disciplinary procedures.

The group will need to have an Emergency Medical Treatment Form for each underage participant. If your group does not have an emergency medical treatment form already, a sample can be provided. When the agreement is returned for your group, Appendix B will ask if your group will be using Georgetown University’s sample form or your groups own form. If your group is using its own form, you will attach a blank copy to the agreement.

The 24 hour emergency contact person, which is required for all groups, will need to have immediate access to all Emergency Medical Treatment Forms. At least 48 hours prior to check-in, the client must meet with a representative from the Office of Summer and Conference Housing to verify completed forms for all attendees under the age of 18. Accommodations will not be provided to a minor without a verified emergency medical treatment form until the completed form is furnished. It is the responsibility of the client to find other accommodations for the minor if a completed form is not available.

Adults who will be interacting with persons under the age of 18 on University owned or managed must receive a criminal background check prior to their interaction with Minors on University Property. Proof that background checks have been completed must be submitted to the University prior to the arrival of the group.

Our residences are designed as shared facilities. Many of our residence halls adjoin to another building or an apartment complex, and therefore, it is not possible for a group to have exclusive use of a building unless the group manages to fill a building to capacity.

With the exception of our rooms with private and/or suite baths, floors are generally segregated by group.

Most of our residence halls have been renovated to ensure that we are ADA compliant. We ask that you inform us as far in advance as possible if special accommodations are required.

All university residences, apartments, meeting rooms and common areas are non-smoking.

Georgetown is a relatively small campus physically. One can reach one end of campus to the other within a five-to-ten minute walk.

Alcohol is permitted in the residence hall rooms, apartments and townhouses provided that the attendee is 21 years of age and there are not a significant number of minors residing in the building. However, the presence of alcoholic beverages and all containers that have previously contained alcoholic beverages such as empty beer cans or wine bottles is prohibited in public areas of residence halls and throughout campus. Public areas include but are not limited to the floor lounges, hallways, and elevators. This prohibition applies to all visitors or guests regardless of age. Alcohol is permitted in apartments provided that a majority of residents in that apartment are 21 years of age or older.

Guests are welcome to utilize the kitchens in the common room areas on each. The University is not responsible for items left in the lounges, refrigerators, or cabinets.

All rooms are wired for high speed internet. A computer with an Ethernet card is required in order to successfully connect online. Our residential facilities are now equipped with wireless internet.

Some of our recently renovated residence halls are wired for fiber optic Ethernet, which requires an adapter to surf the internet. These adapters are available in the Office of Summer and Conference Housing for a credit card deposit.

All residential halls are locked on a 24-hour basis. To gain access to a residential building, a programmed access card is provided to conference attendees and must be swiped at the entrance to each residential building and at the machine located at the guard desk. Attendees over the age of 18 receive access cards with 24 hour access into their residential building and access to other residences from 9am – 9pm. Youth attendees receive access cards with limited access from 7am – 11 pm, Monday – Friday, and from 7 am – midnight on the weekends.

Additionally, all residence halls are staffed with a security guard at the entrance. All entering guests must show the ID issued by the Office of Summer and Conference Housing to gain entrance into the actual residence.

Some apartments have key or card access. Others do not. There are no security guards.

Each residential building is assigned to a Residence Hall Office (RHO), which performs check-ins, check-outs, and lock-outs, issues packages to residents, and serves as an information center for our guests. One residence hall is open 24 hours daily to assist guests with late-night check-ins and lock-outs.

Check-in extends from 4:00 pm to 9:00 pm on the group’s scheduled day of arrival. On subsequent days, attendees may check-in between 9:00 am and 9:00 pm.

All residents must check-out of their room by 10:00 am on their scheduled day of departure. We ask that you return your key at this time so we can adequately prepare the space for the next conference that will use it. Please note that you may be charged for an additional night stay plus a lock change fee if you fail to return your keys by 10:00 am.

Due to the number of conference groups we have on campus, we are unable to accommodate early arrival and late stay requests.

Three weeks prior to arrival, you will receive an Excel spreadsheet with the rooms blocked for your program. We ask that you complete the assignments and return the spreadsheet to our office no later than the Guarantee Date, which is two weeks prior to your arrival. The Office of Summer and Conference Housing does not assign participants to rooms.

Due to the number of groups we have on campus, we cannot accommodate walk-in attendees. It is, therefore, highly recommended that any conference registration deadlines fall within the timeframe that your participant list and final guarantee is due.

All buildings are generally co-ed. Many groups prefer to segregate the floor by gender; however, this is not a requirement of the University. Floors in residences with suite or private baths are generally co-ed. The University does require that rooms be assigned as single-gender, unless the participants are married. Additionally suites may not be assigned as mix-gender suites. Only one married couple with children can share a suite or apartment.

Are there a maximum number of attendees which Georgetown can accommodate?

Based on availability of space for the period requested and the needs of the conference group, Georgetown can accommodate up to 300 attendees at one time, including chaperones and counselors.

Based on availability of space for the period requested and the needs of the conference group, Georgetown can accommodate up to 300 attendees at one time, including chaperones and counselors.

Each group must sign a Summer Conference Agreement. A non-refundable Reservation Deposit is required and due with the signed agreement (30 days after the date established on the Summer Conference Agreement).

University groups must provide a university Cost Center number. The deposit and any other guarantee amount will be debited to the department using a Journal Voucher. A cancellation fee will be assessed for a reduction in participants or bed nights.

We have two guarantee dates. Forty-five (45) days prior to your arrival date, the Interim Guarantee, a second non-refundable deposit totaling 50% of the total estimated charges, is due. Additionally, an agenda is due to the Office of Summer and Conference Housing, as well as a revised listing of requested numbers and sizes of meeting and activity rooms (occupancy) and set-up requests (i.e. tables, chairs, trash cans, etc) to the Office of Campus Activity Facilities.

Fourteen (14) days prior to your arrival date, the remaining is due, in addition to a written guarantee separately listing the number of participants, office telephones, parking passes, as well as the finalized agenda.

Your group will forfeit the deposits that were to be made by the time of the written cancellation of the services. Upon the return of the agreement to the Office of Summer and Conference Housing, the reservation deposit is due. 45 days prior to arrival 50% of expected charges are due. 14 days prior to arrival 100% of expected charges are due.

For more information regarding multipurpose and academic meeting space, please visit the Office of Campus Activity Facilities website at http://ocaf.georgetown.edu or call (202) 687-3726.

Lounges within residence halls are may not be reserved

Individuals may use the University’s athletic facility, Yates Field House, which includes courts for basketball, racquetball, handball and squash, a 25-meter swimming pool and diving well, universal weight machines, saunas and a dance room.

Conference participants staying more than three weeks on campus may receive mail. Residence will receive a PO Box number and combination upon arrival. Packages from UPS and FedEx are delivered to the participant’s assigned Residence Hall Office (RHO). The RHO staff will post a list of names daily. A valid ID is required in order to sign for their packages once received.

Individuals of short term conference groups (staying for less than three weeks) may not receive mail delivery, neither personally or to the conference office. Any mail received will be automatically returned to sender.

Conference groups may have packages shipped no earlier than five (5) days prior to arrival. We have no long term storage space for packages. We ask that you are ready to retrieve these packages immediately upon staff arrival.

Due to the number of groups we host, we cannot provide the following services:

• Conference Registration Services
• Business Center Services
• Furnished Office Spaces
• Bus/Golf-Cart Rental
• Bus parking
• Daily room cleaning services

Parking is not available to conference participants. Limited paid parking (3 spaces) is available for conference sponsors who need vehicles for their program. Parking passes must be requested through the Office of Summer and Conference Housing no later than fourteen (14) days prior to the group's arrival.