2018 Short & Long Stay Group Amendment Request

Short and Long Stay Group Coordinators must use this form to request amendments to a contract that has previously been sent.

  • Following contracting, groups are allowed two (2) changes to the contract without penalty.
  • The amendment may not decrease the number of committed Group Participants, number of committed nights, or a reduction of other services by any more than 25% (by count or value) of the total estimated Reservation Charges in the original contract.
  • Amendments must be submitted at least two (2) weeks prior to scheduled arrival, without penalty.

Following the receipt of your request for amendment, a member of the GW Summer & Conference Housing staff will be in contact to review the change and provide an updated invoice.  Please use the following sections to indicate the changes you would like to have applied to your current contract.

 


Group Contact information

This number is located on the cover page of your Short or Long Stay Contract.

Dates of Stay

Use this space to indicate the current contracted arrival and departure dates and the new arrival and departure dates of both your participants and staff (if applicable). Example: Current participant dates May 27-July 28, Change to new participant dates May 27-July 21.

Number of Participants

Use this space to list the total number of participants you would like to contract. Example: We will now be hosting 40 participants, an increase from 38 in the original contract.

Number of Staff & Adult Chaperones 

Use this space to list the total number of staff you would like to contract. Example: We will now be hosting 5 staff, an increase from 4 in the original contract.

Meeting & Event Space

Use this space to list the new spaces you would like to add to, or current spaces you would like to remove from, your contract. These changes may include capacity of spaces, number of instances, time of reservation, and technology needed. Example: We would like to add a 40-person classroom for May 27 from 9:00am-4:00pm.

Meals & Catering

Use this space to list the specific dates and time you would like to make changes to your contracted meal service. Example: We would like to add breakfast for the group on May 27 at 8:00am. We would like to remove lunch for the group on May 28 at Noon.

Review and Submit

Before submitting this form please review the accuracy of the requested changes listed above and review Section 7 "Reservation Changes" of your Group License Agreement.

 

Section 7 Reservation Changes

The University will allow the Licensee to submit up to two Short-Stay Conference Group Service Amendment Forms to be used when needing to make changes to this Agreement. Amendment form(s) must be submitted at least fifteen (15) days prior to the reservation start date and are subject to review prior to acceptance. If an Amendment Form is not received within fifteen (15) days prior to the Conference Program start date, the University will hold the Licensee financially responsible for the original number of participants, rooms, nights and other service charges agreed upon under this Agreement.

Once this Agreement has been signed by the Licensee and returned to the University, the Licensee may not decrease the number of committed Group Participants, number of rooms, number of committed nights, or a reduction of other services by any more than 25% (by count or value) of the estimated Conference Program cost even with an Amendment Form. Any request to increase the number of participants, nights or services reserved will be granted based on the discretion of the University and availability. Any reservation change requests resulting in a lengthened stay or additional services made on or after the Reservation start date will require payment in full when approved. Any reservation change resulting in Group Participant early departures will not be subject to refund. The Licensee will be responsible for paying the contracted amount or the amount actually used, whichever is higher.