Reservation Pricing
and Billing Information

Campus Reservations, Events, and Technical Services

121 Tate Student Center
(706) 583-8020 | reserve@uga.edu

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 equipment. Please contact us if you have questions about the rates or need assistance evaluating your program or event to determine what fees apply.

UGA events – Consists of events arranged by the University (including colleges, departments, units or employees on behalf of the University) or registered student organizations for the primary benefit of the University community or an initiative of the University. Reservations for these groups must be requested by members of the registered student organization or University faculty or staff. Attendance is primarily for University faculty, staff, students, and/or Athens-Clarke County residents. All charges related to a UGA event will be billed to and covered by the requesting University college, department, unit or registered student organization.

UGA-affiliated events – Consists of events arranged by the University (including colleges, departments, units or employees on behalf of the University) or registered student organizations, but attendance is not limited to University faculty, staff, students, and surrounding Athens-Clarke County residents. A UGA faculty or staff member, or a registered student organization must request the space and serve as the primary contact/planner for all event-related details. All charges related to a UGA-affiliated event will be the responsibility of the requesting University college, department, unit or registered student organization.

UGA community-sponsored events – Consists of events arranged or sponsored by either (i) individual UGA students or groups of UGA students (other than 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, and surrounding Athens-Clarke County residents. The individual UGA student 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, training, or meetings. 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 event), 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 FY22 Pricing Change as of July 1, 2021

 UGA Student Organization Event UGA Department Event Government Agencies,
UGA Community-Sponsored,
Gameday Event
Recruitment & Wedding



Grand Hall (Entire) $75 an hour
4hr min/8hr max
Per day charge
$100 an hour
4hr min/8hr max
Per day charge
$150 an hour
4hr min/8hr max
Per day charge
$200 an hour
4hr min/8hr max
per day
Grand Hall A, B, C $10 an hour per section
4hr min/8hr max
Per day charge
$15.an hour per section
4hr min/8hr max
Per day charge
$20 an hour per section
4hr min/8hr max
Per day charge
$25 an hour per section
4hr min/8hr max
Per day charge
Grand Hall D, E, F, G $15 an hour per section
4hr min/8hr max
Per day charge
$20.00/hr per section
4hr min/8hr max
Per day charge
$25 an hour per section
4hr min/8hr max
Per day charge
$30 an hour per section
4hr min/8hr max
Per day charge



Reception Hall,
Memorial Hall Ballroom
$20 an hour $35 an hour $65 an hour $95 an hour
Tate Theatre $25 an hour $45 an hour $85 an hour $105 an hour
Tate Atrium $35.00 an hour $65 an hour $95 an hour $125 an hour



Tate/Memorial
Meeting Rooms
$15 an hour
(first 2 hrs free)
$20 an hour
(first 2 hrs free)
$40 an hour $60 an hour
Tate 4th Floor Landing $20 an hour
(first 2 hrs free)
$30 an hour
(first 2 hrs free)
$50 an hour $75 an hour



Adinkra Hall $20 an hour
(first 2 hrs free)
$30 an hour $50 an hour $75 an hour



Outdoor Tabling $10 a day $10 a day $20 a day NA
Indoor Tabling $12 a day $12 a day $20 a day NA



Tate Plaza/Stage,
Memorial Plaza,
Reed Plaza
$40 a day $60 a day $80 a day NA
North Lawn,
Northwest Lawn,
South Lawn
$20 a day $30 a day $40 a day NA
West Lawn $40 a day $60 a day $80 a day NA



Legion Field $50 an hour
4hr min/8hr max
$75 an hour
4hr min/8hr max
$100 an hour
4hr min/8hr max
$150 an hour
4hr min/8hr max



Tate Breezeway Banner Space,
Tate Bridge Banner Space
$35 a week $35 a week NA NA
Banner Board Space $4 a day $4 a day NA NA

 UGA Student Organization Event UGA Department Event Government Agencies,
UGA Community-Sponsored,
Gameday Event
Recruitment & Wedding



Herty Field $25 $50 $100 $300; NA for Recruitment
New College Lawn $10 $20 $60 $100; NA for Recruitment
President’s Club Garden $20 $40 $60 $200; NA for Recruitment
DW Brooks Mall $25 $50 $100 $300; NA for Recruitment
Jawaorski Amphitheater $20 $40 $60 $100; NA for Recruitment
Parade Grounds (HSC) $25 $50 $100 $300; NA for Recruitment
Royal Square (HSC) $20 $40 $60 $200; NA for Recruitment
Scott Lawn (HSC) $10 $20 $50 $100; NA for Recruitment

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 = $200
4-8hrs = $350

Weekend (Friday, after 5pm-Sunday)

4hrs = $250
4-8hrs = $400


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

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

4 hrs = $250
4-8hrs = $450

Weekend (Friday, after 5pm-Sunday)

4 hrs = $300
4-8hrs = $500

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

Miller Learining Center

 UGA EventsUGA-Affiliated EventsGovernment Agency Events

Recruitment, Other Individuals or Organization,

UGA Community-Sponsored Events

Wedding-related events
Rooms seating less than 44  $0  $25  $50  n/a  n/a
Rooms seating between 82 & 142  $0  $50  $100  n/a  n/a
Rooms seating 300  $0  $75  $150  n/a  n/a

*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

 UGA EventsUGA-Affiliated EventsGovernmental Agency Events

Recruitment, Other Individuals or Organization,

UGA Community-Sponsored Events 

Wedding-related events
Rooms seating less than 100  $0  $25  $50  n/a  n/a
Rooms seating between 100 & 200  $0  $50  $100  n/a  n/a
Rooms seating over 200  $0  $75  $150  n/a  n/a

*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.

Equipment

Chairs

0.60 per chair 

72” X 30” table (6 ft)
includes table cloth unless noted otherwise. Outdoor events do not include table cloth
*linens other than black may be subject to additional charges

 

$7.50 per table

60” diameter table (round)
includes table cloth unless noted otherwise. Outdoor events do not include table cloth
*linens other than black may be subject to additional charges

$7.50 per table

72” x 18” table (seminar)
includes table cloth unless noted otherwise. Outdoor events do not include table cloth
*linens other than black may be subject to additional charges

 

$4.00 per table

48” x 30” table (4 ft.)
table spaces only

 

$3.00 per table

High Boy
includes linen
optional choice of black, red, or white colored sash
$15.00 per table

Specialty Colored Linens
consult with an event coordinator

 
Stage units
consult with an event coordinator
 
Table skirts  
$3.00 per skirt
Plus, a $25 personnel fee for 15 tables or more

Coat racks

$5.00 per rack

Easel    

$3.00 per easel

Flip chart stand
paper not included

$3.00 per chart

Stool 

$5.00 per stool

Pipe & Drape (per 8 foot section)

$10.00 per section

      

 

*Please note: Additional audio-visual and technical equipment is available for rental in certain spaces. Please contact the Event & Technical Services Office at 706-542-8541 for more information.

Tate/Memorial Hall

Audio-Visual Equipment
Grand Hall projection system
Includes Laser DLP projector, DVD.  No computer provided. Technician required.
10.00 per section
Tate Theater projection system
Laser DLP projector, DVD.
Technician required.
10.00
Tate Theater projection system
Includes Blu-Ray, DCP, 35mm projector.
Technician required.
35.00
Atrium Projector
75.00/day
Meeting room projection system
Includes LCD projector & DVD.  No computer provided.
0.00
Portable LCD projector/DVD/Blu Ray
Includes AV cart & extension cord.  No computer provided.
10.00
Portable PA – includes microphone and AUX cord
30.00
Floor lectern
10.00
ADA accessible lectern
10.00
Microphone  – includes floor or table top stand
10.00
Spotlight – to be used with 1 stage unit
Technician required.
15.00
Extension cord
0.00
Audio-conferencing – *requires 2 week lead time to connect phone line
$20 activation fee
$25 late fee
10.00
*Moving Lighting Package – 2 lights
150.00
*Moving Lighting Package – 4 lights
300.00
Uplighting
$25 per fixture
Uplighting (package of 4)
$90
Uplighting (package of 8)
$180
  
Please speak with an Event Coordinator for more details.

Classroom AV

 UGA DepartmentStudent OrganizationsGovernmental Agencies
Miller Learning Center classrooms

$ 0.00

Additional charges may apply when patrons request equipment that is not standard in the classrooms.

$ 25.00

$ 10.00 late request fee will apply for any equipment requested after 4 pm on business days and anytime over the weekend

$25.00

Additional charges may apply when patrons request equipment that is not standard in the classrooms.

All other classroomsContact the Center for Teaching & Learning for details and arrangements (542-1582).Audio-visual equipment is not available for use by these organizations.
 
Audio-visual equipment may not be available for use by these organizations.
 

 

Groups who request to use the Miller Learning Center AV equipment outside of the normal service hours (listed below) will be charged a technician fee. All technician requests must be submitted to Campus Reservations at least 12 business days prior to your event. If an organization is requesting technician services in multiple classrooms, one technician may not be sufficient to accommodate all of their needs in a timely manner. Staff availability must be determined before any commitment will be made.

 

Miller Learning Center AV Service Hours

Fall & Spring Semesters *Summer Semester **Technician fees

Monday – Friday:
8 am – 10 pm 

Saturday:
10 am – 7 pm

Sunday:
11 am – 10 pm

 

* CLOSED home football games

Monday – Friday:
8 am – 5 pm

Saturday: Closed

Sunday: Closed

 

** Hours subject to change

Early opening or late closing – $ 15.00 per hour PER technician

Openings for closed dates and/or university holidays – $ 15.00 per hour (2 hour minimum) PER technician.

Summer semester and breaks – due to limited staffing, after-hours services are assessed on a case- by-case basis. There are no guarantees of service, even with 12 business days advanced notice.

Between semesters
service is available
8 am – 5 pm, Monday – Friday.

Personnel – 4 hour minimum

Misc

Technician/Projectionist

$15.00/hr

Banner kit – includes paper & use of marker kit

$6.00

Field Manager 
required for Legion Field events

$15.00/hr

Banner paper – 6 feet

0.00

Building Manager
required for extended building hours

$15.00/hr

Room reset fee

$20.00

Building Manager (late night)
required for events ending after 12 am

$15.00/hr

Electronic marquee – price per day, per frame

$4.00

On-site Professional Event Staff Management

$150.00

Clipboards

0.25

On-site Professional Tech $300.00    

Police Officer
$100 late fee added if the event is scheduled less than 10 business days prior to the event

$37.00/hr
4 hr min per officer

Portable PA

$30.00

Event Set-Up/Breakdown
Required for events with complex set ups.
Prices vary depending on set-up/breakdown.
Consult with your Event Coordinator for more information

Campus Reservations is not able to provide equipment (beyond what is already present) for meetings and events in any of the classroom facilities we reserve. University departments can contact Facilities Management directly to make arrangements for equipment. All other groups should arrange for additional equipment with off-campus rental centers. Regardless of where you get your equipment please check with the Campus Reservations staff to ensure enough time has been set aside for the delivery and pick up of the equipment.