reservation fees and pricing

UGA hosts a significant number of meetings, events, and conferences annually. University space and resources are limited and the University bears certain costs for hosting events and activities on University property. The framework below is used to classify events and determine charges for space and/or services/equipment. Please contact us if you have questions about the rates or need assistance evaluating your program or event to determine what fees apply.

Registered Student Organization Events – Consists of events arranged by a registered student organization for the primary benefit of that registered student organization or student body. Reservations for these groups must be requested by members of the registered student organization or listed advisor. Attendance is primarily for that registered student organization or student body. All charges related to a Registered Student Organization Event will be billed to and the responsibility of the requesting registered student organization. Any event planned in conjunction with another registered student organization will receive the Registered Student Organization pricing. Any event planned by a registered student organization AND a UGA Department will receive the UGA Department pricing.

UGA Department Events – Consists of events arranged by University Departments (including department/college student organizations that are not registered through the office of Engagement, Leadership & Service). A UGA faculty or staff member must request the space and serve as the primary contact/planner for all event-related details. All charges related to a UGA Department event will be the responsibility of the requesting University college, department, or Unit.

UGA Community-Sponsored Events – Consists of events arranged or sponsored by either (i) individual UGA students or Registered Student Organizations, or (ii) faculty or staff of the University when not acting on behalf of the University. Attendance for such events is not limited to University faculty, staff, students, surrounding Athens-Clarke County residents, or alumni organizations. The individual UGA student, Registered Student Organization, or faculty/staff member must request the space and serve as the primary contact/planner for all event-related details and must be present during the event. All charges related to a UGA Community-Sponsored event will be the responsibility of the requesting UGA student or faculty/staff member, and be paid prior to the date of the reservation.

Governmental Events – Consists of events arranged by federal, state and local government agencies or organizations not affiliated with the University of Georgia.

Recruitment Events – Consists of events arranged for the University’s students by commercial organizations not affiliated with the University of Georgia solely for the purpose of employee recruitment of jobs or internships. All commercial organizations must adhere to the University’s Solicitation policy. Groups in this category must pay any associated charges prior to date of their reservation.

Weddings/Private Celebrations – Consists of wedding parties or comparable private celebrations. Groups in this category must pay any associated charges prior to date of their reservation.

Please make sure to review and familiarize yourself with our terms and conditions for reservation and use of campus facilities and spaces, available here. In particular, note that: the event sponsor as indicated in the relevant reservation request must be the user of the reserved space (other than in the case of a UGA Community-Sponsored Events), present at the event during the reservation period, and will be financially responsible for payment of all charges associated with the event. If the University learns at any time that the event sponsor is not the user of the space or is not present at the event, the University reserves the right to cancel the event (even after it has commenced), adjust charges as appropriate, as well as consider it a violation of the policy on “Fronting”, if applicable.

Money may not be exchanged during the course of any event without prior approval of the Vending and Solicitation department. Click here to view the University’s Solicitation Policy.

The process for billing and invoicing through the office of Campus Reservations, Events & Technical Services is out lined below. If you have any questions, please feel free to reach out and speak with our Administrative Associate for further questions.

Billing and invoicing for most events occurs approximately 7-10 business days after the event. We do require that outside entities pay in advance for their event. Wedding events additionally require a non-refundable deposit at the time of booking along with two additional payments that are due prior to the date of the event.

The person making the reservation is ultimately responsible for payment of each invoice. Failure to pay an invoice on behalf of a Student Organization or Department could result in that Student Organization or Department being hindered from making further reservations.

Process

Once your event has occurred, the charges are confirmed by your event coordinator and an invoice is created. Depending on the nature of your payment type (see below) and/or the price of your invoice, you will either be directly charged or an invoice will be sent to you for final approval. Please note that the creation of some invoices take longer to process due to external charges (i.e. FMD charges). Each particular situation is handled differently at the discretion for the CRETS office.

There are different types of invoices or notifications you may receive.

Invoice Preview

If you selected a university account number as your method of payment, and your reservation cost is in excess of $200, you will be sent an invoice preview. We give you the opportunity to look over all charges to confirm they are accurate in addition to verifying the account number associated with the reservation before we charge that account. If you are sent an Invoice Preview, you will need to respond giving our office the green light to proceed with charging your account.

Invoice

An invoice is a statement of the sum due for goods sent or services provided by our office. You will receive an invoice from our office if you have not provided a university account during the time the reservation was created. Please respond to your invoice with your intended method of payment so that we may finalize any applicable sales tax.

Past Due (10 business days)

Once you have received either an Invoice or an Invoice Preview and we have not heard back from you within 10 business days, you will receive a Past Due notification. Action is required on your end to pay this invoice.

30 Days Past Due

Once you have received a Past Due notification and we still have not heard back from you and your invoice is now over 30 days past due, you will receive a 30 Days Past Due notification. Action is required on your end to pay this invoice. At this point, you will also not be allowed to make any future reservations with our office. Additionally, a $25 late fee will be added to your invoice. Invoices that are not paid by the end of the school year could result in hindering your student organization from registering for the next school year.

60 Days Past Due

Once you have received a 30 Days Past Due notification and we still have not heard back from you and your invoice is now over 60 days past due, you will receive a 60 Days Past Due notification. Action is required on your end to pay this invoice within two business days. You will continue to not be allowed to make any future reservations with our office, a second $25 late fee will be added to your invoice; totaling $50 in late fees, and any currently booked events will be cancelled. Invoices that are not paid by the end of the school year could result in hindering your student organization from registering for the next school year.

Payment Types

We accept several different types of payment options. Cash is no longer accepted nor do we accept student account numbers.

Credit/Debit

We accept credit or debit cards. These types of transactions can be made either in our office or over the phone during business hours (8am-4:30pm)

Check

Checks are accepted and must be made payable to The University of Georgia. Checks can be sent via mail to:

Campus Reservations, Events & Technical Services
121 Tate Student Center
Athens, GA 30602

University Account Numbers

University account numbers are accepted. Our office will generate payment to have the money transferred from your University account to our University account. Please note that University accounts are not your student ID numbers that begins with either an 801 or 802 number.

Sales Tax

Sales tax will be assessed in compliance with University Accounting procedures when applicable.

CRETS FY25 Pricing Change as of July 1, 2024

Registered Student Organizations

Weekday (Monday-Thursday and Friday, before 5pm)

4hrs = $150
4-8hrs = $300

Weekend (Friday, after 5pm-Sunday)

4hrs = $200
4-8hrs = $350

Departments

Weekday (Monday-Thursday and Friday, before 5pm)

4 hrs = $300
4-8hrs = $450

Weekend (Friday, after 5pm-Sunday)

4hrs = $350
4-8hrs = $500

UGA Community-Sponsored and Non-University Affiliated Groups (Government, Recruitment, Funeral)

Weekday (Monday-Thursday and Friday, before 5pm)

4 hrs = $350
4-8hrs = $600

Weekend (Friday, after 5pm-Sunday)

4 hrs = $450
4-8hrs = $700

Pricing scale/Definitions

*CRETS reserves the right to determine pricing scale based on the event type and logistics of said event

Event Rate

(To include, but not limited to Receptions, Banquets, Parties, Socials, Graduation Ceremonies, Dinner/Luncheon)

Student Rate

$75 an hour; 2 hour minimum

UGA

$115 an hour; 2 hour minimum

UGA Community-Sponsor

$150 an hour; 2 hour minimum

*Cleaning estimates/charges are additional based on the nature of the event

Weddings/Celebrations

Rehearsal/dinner (outside & inside), wedding ceremony (outside), and reception (inside) – $2,000
Rehearsal/dinner (inside) and wedding ceremony (outside) – $1,200
Rehearsal dinner OR reception (inside only) – $1,500

*Cleaning estimates/charges are additional based on the nature of the event

Meeting Rate

(To include, but no limited to Conferences, Information Sessions, Instructional Events, Retreats, Workshops)
*These event types are only available Monday – Thursday and are not available Friday, Saturday or Sunday

UGA Rate (Students, Faculty, Staff only) not applicable for Community-Sponsor

4 hr reservation of space – $150
4 hr to 8 hr reservation of space – $250

*Cleaning estimates/charges are additional based on the nature of the event

*Maximum seating capacity for rooms in the MLC are 20, 24, 30, 40, 44, 88, 142, 300

Groups who request to hold their event outside the normal operating hours of the Miller Learning Center will be charged a security fee. These fees are outlined below. If requesting to open the building early or to re-­‐open the building atter it has closed, security will only open the three main doors in the front of the building facing the Tate Student Center parking deck. It will be the sponsor’s responsibility to notify their guests to enter the building through these doors. Security will be located at the bottom of the Grand Staircase until the group’s arrival. Security can be found in room 210 of the MLC at any other time.

All requests for MLC security must be submitted to Campus Reservations at least 12 business days prior to the event.

Early opening or re-­‐opening -­‐ $ 30.00 per hour (minimum of $ 60.00)
Late closing -­‐ $ 30.00 per hour (no minimum)
Opening for closed dates and/or UGA holidays -­‐ $ 30.00 per hour (minimum of $ 120.00)

All Other Academic Classrooms

*Depending on the quantity of rooms needed for your reservation, Campus Reservations, Events & Technical Services reserves the right to charge for each academic space.

Groups who request to hold their event outside the normal operating hours of an academic building will be charged for opening and closing the building. All requests for exceptions to building hours must be submitted to Campus Reservations, Events & Technical Services at least 12 business days prior to the event. In most cases, Facilities Management Division will be responsible for handling the opening and closing of the building. The charge for opening and closing an academic building varies but generally is $19.00 per hour with a 4 hour minimum.