GW Department Sponsored Short-StayGroup Reservations

Reservation Process

  1. The GW Short-Stay Request Packets contains request form for housing, meal service and catering, as well as meeting and event space needs.  Please review this request packet and return the completed form(s) by email sumhouse@gwu.edu or fax (202) 994-6730.

  2. Once received, we will work with the group coordinators to review the specifics of their needs and build out all of the service details of their group request.  Staff from GW's Summer & Conference Housing Office will set up a "pre-contract call" to firm up the specifics before an official Summer Housing License Agreement is sent off.

  3. Once a group receives their Summer Housing License Agreement, a complete copy of the signed agreement is required to solidify a group reservation.  If a signed agreement is not received, no group has an official reservation for space or services.

  4. Between the contracting period and a group's arrival, a group coordinator many make changes to their reservation through the Addendum process.  Details about what changes are permitted once an official Summer Housing License Agreement is received are outlined in that document.

Start the Short-Term Stay (3-20 nights) reservation process:

Submit a 2016 GW Short-Stay Request

Payment Procedures

All GW department sponsored groups must pay for all housing charges and related service fees through a University Journal Entry Transfer, drawing from department operating accounts only.  

The departure date of your group will determine which fiscal years fees must be assed to.  Groups with departure dates on or before June 30 will be charged back to the current fiscal year.  Groups with departure days of July 1 or later will be charged back to the upcoming fiscal year.  


Reservation Changes

  • We will provide you the opportunity to make two changes to the agreement without penalty.
  • All changes must be completed on a short-term stay group housing amendment form which will be provided to groups during the contracting phase
  • Amendments must be submitted at least two weeks prior to scheduled arrival, without penalty.

If an amendment form is not received more than 15 days prior to arrival, GW will hold the sponsoring organization financially responsible for all contracted services. All reservation change requests are subject to space availability and are not guaranteed.

Any change of stay requests (including early departures) made after the group has checked in to their residence hall will not be subject to refund.


Cancelations

Any cancelation request must be submitted in writing to GW Housing by completing a Summer & Conference Housing Group Cancelation Form.  A reservation cancelation request received by April 1, 2016 will be granted a full refund of any monies paid and a release from all financial obligations.

A. In the event that the reservation is canceled more than thirty (30) days prior to the first scheduled date of arrival, twenty-five percent (25%) of the contracted housing charges will be forfeited. 

B. In the event that the reservation is canceled twenty-nine (29) to fifteen (15) days from the first scheduled date of arrival, fifty percent (50%) of the contracted housing charges will be forfeited.

C. In the event that the reservation is canceled fourteen (14) days or less prior to the first scheduled date of arrival, all payments will be forfeited in full. 

 

If the Group or Conference does not arrive within 24 hours after Event Start Date and does not contact GW Housing about a delayed arrival, the reservation will be immediately canceled, all reserved Licensed Space will be released, and all previous payments will be forfeited in full. No refunds will be made for those Licensees and/or participants who either arrive late or leave prior to their reserved dates. The Licensee will be responsible for paying the contracted amount or the amount actually used, whichever is higher.