GW Department Sponsored Short-Stay Groups

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For Conferences, Camps, or Events:

Any GW department planning a summer conference, camp, or other event on campus is invited to submit a Short-Stay Reservation request for housing accommodations and related services for a minimum stay of three consecutive nights.

For Office & Department Student Staff:

Housing for Student Staff sponsored by offices and departments on campus will be accommodated from Spring to Summer transition and Summer to Fall transition.  These reservations will be booked in Summer Session I, Session II, or Both Sessions only.

Eligibility and Requirements

To qualify as a GW Department Sponsored Group that is eligible for the reduced institutional rate, the following criteria must be met:

  1. Payment for housing and all related services must be made in full through a University Journal Entry Transfer with funds that can be withdrawn from a department operating account. Departments are prohibited for paying for housing and/or other related services using grant monies.  In such cases, where a department is working with a sponsoring grant, it is often the granting organization that must request housing accommodations and services direct from GW Summer & Conference Housing.
  2. All participants must be affiliated with GW as a current or future student, faculty, or staff member.  To confirm authentication, a GWid must be provided for every participant.

If your funding source or the participants of your group do not meet these criteria, please submit a request as a short-term stay group or a long-term stay group based on your overall length of stay.

Timeline for Group Reservations

October Summer Group Interest List available
November  Summer Group Request Form available
March  Contract process for Summer groups begins
15 Days Prior to Arrival Completed participant Rooming List must be turned in to GW Summer & Conference Housing
30 Days After Departure Final Invoice sent
June  Electronic Fund Transfer for current fiscal year processed for GW Groups
August  Electronic Fund Transfer for new fiscal year processed for GW groups