Long-Stay Groups Reservations

Reservation Process

  1. The Long-Stay Request Form contains sections to request specific housing, meal service and catering, as well as meeting and event space needs.

  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 drafting an official contract.

  3. Once a group receives their contract, a complete copy of the signed agreement and a 50% deposit for all estimated services is required to solidify a group reservation.  If either a signed agreement or the required deposit 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 ammendment process.  Details about what changes are permitted once an official contact is received are outlined in the tab below as well as in the License Agreement which was downloded as part of the online request process.

Start the reservation process:

Submit a 2017 Long-Stay Request

Reservation Details

Long Stay/Intern Group License Agreement

Housing License Agreement for Long-Stay/Intern Groups

When creating the online request, the Group Coordinator was prompted to read, review, and download the terms and conditions of the Summer Housing License Agreement for Long-Stay and Intern Groups.  The document is included as part of the reservation and contracting process but can also be found here for your review and records.

2017 Long Stay/Intern Group Housing License Agreement

Disability Housing Accommodation

Disability Housing Accommodation

GW offers a limited number of accessible housing options in accordance with the Americans with Disabilities Act (ADA) - including wheelchair-accessible rooms with private bathrooms and rooms equipped with visual alerts. These rooms are available upon request and other needs are considered on a case-by-case basis.  The Group Coordinator should identify this need as part of the reservation and communicate the nfull needs of all group participants as part of the contracting process. 


Assistance Animal in Residential Facilities

The process for making formal accommodation requests starts when a summer guest with a disability submits recent, comprehensive documentation from their licensed health care or mental health provider to GW Summer and Conference Housing, which documents the guest's specific need for an accommodation. After receipt of documentation, GW Summer and Conference Housing will engage with the resident to determine the type and details of the accommodation, if any.

Assistance Animal in Residential Facilities Policy & Procedures

Payment Procedures

When creating the reservation request the Group Coordinator will select either the Group or Individual Billing Option. This selection will be used when creating the contract and applied to the billing of the sponsoring organization or the individual participants.

Group Billing: 7-week minimum stay and the sponsoring organization will be paying all fees directly to GW Summer & Conference Housing. 

Individual Billing:  7-week minimum stay and the sponsoring organization will request and gaurentee the total number of participants but individual participants will be paying all fees directly to GW Summer & Conference Housing. Only if the participant fails to meet their financial obligation does it default to the sponsoring organization.


Payments under the Group Billing Option

First Payment or the “Deposit”: A first payment or deposit of fifty percent (50%) of the total estimated charges, of all services requested, is due upon submission of the signed License Agreement at least sixty (60) days before the first scheduled date of arrival.

Second Payment: The remaining balance of the total estimated reservation charges for all services requested is due fifteen (15) days prior to the first scheduled date of arrival.

Final Invoicing: Final Invoicing typically occurs within 30 days following the last schedule date of departure and will include additional costs incurred during the reservation including, but not limited to extraneous fees such as lost keys and access card charges, additional meeting space or audio visual equipment, damages, etc. Final payment for these costs must be recieved within thirty (30) days after Final Invoicing.


Payments under the Individual Billing Option

First Payment or the “Deposit”:  Each Group Participant will complete their reservation by submitting an initial 50% deposit at least thirty (30) days before the scheduled date of arrival. 

Second Payment: Full payment of remaining balance is due from the Group Participant prior to the date of arrival. Guests can not check in with a balance on their account. 

All charges and any applicable fines will first be applied to the individual participant. Should that participant fail to make final payment, the balance will default to the sponsoring organization that made the group reservation. 

Changes to the Contract

Changes to the Contract

Groups should contract at the most realistic representation of their program possible. Once the contract has been signed by the licensee and the University there is a formal Amendment process to make changes to the contact. 

  • We will provide you the opportunity to make two (2) changes to the agreement without penalty.
  • All changes must be completed on a Long-Term Stay Group Housing Addendum Form which will be provided by the Summer Housing Staff. 
  • 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.

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.


Changes under the Individual Billing Option

In addition to the above, Participants in a Group that has elected for Individual Billing must make their change requests through the Group Coordinator who will approve or deny these requests as it may impact the obligation to the sponsoring organization.  

  • Change of stay requests (resulting in a shortened stay) made less than fifteen (15) day prior to check-in will incur a $250 Reservation Change Fee assessed directly to the Group Participant.
  • Any change of stay requests (including early departures) made after a Group Participant’s date of arrival will not be subject to refunds.
  • Any reservation change requests resulting in a lengthened stay made on or after the date of arrival will require payment in full when approved.

Cancellations

Any cancellation request must be submitted in writing to GW Summer & Conference Housing at sumhouse@gwu.edu. The Licensee agrees to adhere to the following cancellation schedules:

Group Billing Option:

If a reservation is cancelled: 

  • By March 31, 2017:  All monies paid will be refunded 

After March 31, 2017:

  • More than 30 days from arrival:  25% of the contracted service charges will be forfeited
  • 29-15 days from arrival:  50% of the contracted service charges will be forfeited
  • 14 days or less from arrival:  All payments will be forfeited in full.

If the Licensee does not arrive within twenty-four (24) hours after the first scheduled date of arrival and does not contact GW Housing about a delayed arrival, the Group Reservation will be immediately cancelled, all reserved Licensed Space and services will be released, and all previous payments will be forfeited in full.

No refunds or adjustments will be made for the Licensee and/or any Group Participant who either arrives late or leaves prior to the reserved dates. The Licensee will be responsible for paying the contracted amount or the amount actually used, whichever is higher.


Individual Billing Option: 

  • A reservation cancellation request received by April 1, 2016 will be granted a full refund of any monies paid and release from all financial obligations.

  • In the event that a Group Participant cancels after April 1, 2016 but more than thirty (30) days prior to their scheduled date of arrival, the Administrative Fee will be forfeited and in addition, the Group Participant will be charged a $400 Cancellation Fee.

  • In the event that a Group Participant cancels twenty-nine (29) to fifteen (15) days from their scheduled date of arrival, the Administrative Fee will be forfeited as well as fifty percent (50%) of their contracted housing charges will be forfeited and released from all other financial obligations.

  • In the event that a Group Participant cancels fourteen (14) days or less, prior to their scheduled date of arrival, all payments will be forfeited in full and released from all other financial obligations.

​If the Group Participant does not arrive within twenty-four (24) hours after the scheduled date of arrival, the reservation will be cancelled and all previous payments will be forfeited in full.

No refunds or adjustments will be made for those Individual Bill Group Participants who either arrive late or leave prior to their reserved dates. If an Individual Bill Group Participant changes the date of arrival, and subsequently cancels the reservation, the Group Participant will still bound by the cancellation policy for the original scheduled date of arrival.