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Reservation and Cancellation Information

 PAYMENT PROCEDURES

The total charges for the group will be indicated on the Long-Stay Group Housing Agreement .

• The 50% deposit is due with the Agreement at least 45 days before the date of arrival.
• Full payment of total charges is due 15 days prior to arrival.
• Bus drivers accompanying a group should be included in the total number of participants, and will be included in Total Charges. 
   

RESERVATION CHANGES

GW Housing Programs will provide you the opportunity to make two changes to the agreement without penalty. All changes must be completed on a Long-Stay Intern Group Housing Addendum form and submitted at least two weeks prior to scheduled arrival, without penalty.

To alter the reservation request, the first addendum should be submitted with the signed agreement and 50% deposit. Both addenda may be submitted to GW Housing Programs not less than 14 days prior to the scheduled date of arrival, without penalty. Please do not make any changes directly on the agreement. If the addenda are not received 14 days prior to arrival, the University will hold the Sponsoring Organization financially responsible for the number of rooms agreed upon with the Agreement, plus any additional participants housed. All requests are subject to space availability and are not guaranteed. 

Any change of stay requests (including early departures) made after a Conference Group has checked in to their residence hall will not be subject to refunds. 
 

CANCELLATIONS AND REFUNDS

Cancellations of reservations must be submitted in writing to GW Housing Programs by completing a Summer & Conference Housing Cancellation Form.  In the event that the reservation is cancelled 14 days or more before the scheduled date of arrival, the 50% deposit will be refunded, minus a 20% cancellation fee. In the event that the reservation is cancelled less than 14 days before the scheduled date of arrival, the 50% deposit will be forfeited. Failure to notify GW Housing Programs in writing of a cancellation shall result in forfeiture of any previous payments. If an Intern Group does not check in within 7 days of the scheduled date of arrival, the reservation will be cancelled and any previous payments will be forfeited.