reservation fees and pricing

Billing Information, Usage Fees, and Event Classifications

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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

LOCATIONUGA STUDENT EVENTSDEPARTMENT EVENTSGOVERNMENT AGENCIES
UGA COMMUNITY SPONSPORED
GAMEDAY EVENT
(Booked on a gameday)
(Pricing includes dates prior/after)
RECRUITMENT & WEDDINGS
Grand Hall (Entire)Free – 4hr min$120 an hour
4hr min/8hr max
Per day charge
$175 an hour
4hr min/8hr max
Per day charge
$225 an hour
4hr min/8hr max
Per day charge
$300 an hour
4hr min/8hr max
Per day charge
Grand Hall A, B, CFree – 4hr min$20 an hour per section
4hr min/8hr max
Per day charge
$30 an hour per section
4hr min/8hr max
Per day charge
$40 an hour per section
4hr min/8hr max
Per day charge
$50 an hour per section
4hr min/8hr max
Per day charge
Grand Hall D, E, F, GFree – 4hr min$25 an hour per section
4hr min/8hr max
Per day charge
$35 an hour per section
4hr min/8hr max
Per day charge
$50 an hour per section
4hr min/8hr max
Per day charge
$60 an hour per section
4hr min/8hr max
Per day charge
Reception Hall, Memorial BallroomFree$60 an hour$90 an hour$100 an hour$125 an hour
Tate TheatreFree$60 an hour$100 an hourNANA
Tate AtriumFree$65 an hourNANANA
Meeting RoomsFree – Limited to
2hr weekly meetings
$25 an hour
(first two hours are free)
$50 an hour$75 an hour$90 an hour
4th Floor LandingFree$30 an hourNANANA
Adinkra HallFree$40 an hour$65 an hourNA$100 an hour
Outdoor Tabling$10 a day$12 a day$25 a dayNANA
Indoor Tabling$12 a day$15 a day$25 a dayNANA
Tate Plaza/Stage
Memorial Plaza
Reed Plaza
Free$60 a day$120 a day$200 a dayNA
North Lawn
Northwest Lawn
South Lawn
Free$50 a day$75 a day$150 a dayNA
West LawnFree$100 a day$120 a day$200 a dayNA
Legion FieldFree – 4hr min$100 an hour
4hr min/8hr max
$125 an hour
4hr min/8hr max
$200 an hour
4hr min/8 hr max
$200 an hour
4hr min/8hr max
Tate Breezeway Baner, Tate Bridge Banner$40 a week$55 a weekNANANA
Banner Board$6 a day$10 a dayNANANA
LOCATIONUGA STUDENT EVENTSDEPARTMENT EVENTSGOVERNMENT AGENCIES
UGA COMMUNITY SPONSPORED
GAMEDAY EVENT
(Booked on a gameday)
(Pricing includes dates prior/after)
RECRUITMENT
Herty FieldFree$100 a day$200$300NA for Recruitment
New College LawnFree$50 a day$125$200NA for Recruitment
President’s Club GardenFree$75 a day$125NA on Game DaysNA for Recruitment
DW Brooks Mall$100 a day$200NA on Game DaysNA for Recruitment
Jawaorski AmphitheaterFree$75 a day$125NA on Game DaysNA for Recruitment
Parade Grounds (HSC)Free$100 a day$200$300NA for Recruitment
Royar Square (HSC)Free$75 a day$125$200NA for Recruitment
Scott Lawn (HSC)Free$50 a day$100$150NA 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 = $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

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.

BanquetLectureExhibitionConference
Grand Hall (Entire) $350

Includes up to 30 round tables and 240 chairs
$200

Includes 500 chairs, lectern and a microphone
$250

Includes up to 50 6ft tables
Includes Grand Hall plus other meeting/event spaces

*Price may vary based on the nature of the event
Grand Hall
A, B, C
$120

Includes up to 12 rounds and 96 chairs
$80

Includes up to 150 chairs, lectern and microphone
$75

Includes up to 15 6ft tables
Includes Grand Hall plus meeting/event spaces

*Price may vary based on the nature of the event
Grand Hall
D, E, F, G
$240

Includes up to 20 rounds and 160 chairs
$140

Includes up to 300 chairs, lectern and microphone
$170

Includes up to 30 6ft tables
Includes Grand Hall plus meeting/event spaces

*Price may vary based on the nature of the event
Reception Hall$120

Includes up to 12 round tables plus chairs
$80

Includes up to 150 chairs
$75

Includes up to 15 6ft tables
Includes Reception Hall plus meeting spaces

*Price may vary based on the nature of the event
Memorial Hall Ballroom$150

Includes up to 18 round tables and 144 chairs
$120

Includes up to 280 chairs
$100

Includes up to 20 6ft tables
NA
Tate Meeting Rooms

480, 473, 139
$35

Includes tables and chairs
$25

Includes chairs
$25

Includes tables
NA
Resource Fair*Based on the number of tables
Additional Packages/Individual Items
60in Round Table Package 1-20$50 Includes up to 20 round tables
60in Round Table Package 21-60$150 Includes up to 60 round tables
60in Round Table Package 61-80$200 Includes up to 80 rounds tables
6ft Table Package 1-20$50 Includes up to 20 6ft tables
6ft Table Package 21-60$150 Includes up to 60 6ft tables
6ft Table Package 61-100$250 Includes up to 100 6ft tables
6ft Table Package 101-200$500 Includes up to 200 6ft tables
Seminar Table Package 1-20$27 Includes up to 20 seminar tables
Seminar Table Package 21-60$80 Includes up to 60 seminar tables
Seminar Table Package 61-100$134 Includes up to 100 seminar tables
Seminar Table Package 101-200$267 Includes up to 200 seminar tables
Highboy Table Package 1-10$50 Includes up to 10 high boy tables
Highboy Table Package 11-25$125 Includes up to 25 high boy tables
6ft Table or 60in Round Table$7.50
4ft Table or Seminar Table$4.00
Stage Package 1-6$27 Includes up to 6 stage units
Stage Package 7-15$75 Includes up to 15 stage units
Lawn/Plaza Package$12 Includes 1 6ft table and 2 folding chairs
Limit 3 packages per location. Once the 3 package limit is met, a table or chair package is used.
Stool$5 per stool
Table Skirts$3 per skirt
Plus a $25 personnel fee for 15 tables or more
Pipe & Drape (8ft Section)$10 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 GRAND HALL TECH PACKAGES 
  
Grand Hall In-House System$75 
Includes in-house audio system, sound board, amp, cabling, projection, and up to 4 wired mics/4 wireless handhelds/4 wireless lavs (max out at 8 inputs)
*Techncian required at an additional hourly rate
 
  
Grand Hall Event/Dedication PA System$175 
Includes 2 speakers “on sticks” audio system, sound board, amp, cabling, projection, and up to 4 wired mics/4 wireless handhelds/4 wireless lavs (max out at 8 inputs)
*Technicain required at an hourly rate
 
– Addition of front fills/monitors (up to 4 speakers)$100 
 – Addition of subs (2 subs)$100 
  
Grand Hall Concert System$2,250 
Includes larger hanging speaker audio system, subs, sound board, amp cabling, projection, and up to 4 wired mics/4 wireless handhelds, 4 wireless lavs
*Technican required at an additional hourly rate
 
  
Grand Hall Lighting$75 
Stage wash 
  
MEMORIAL HALL TECH PACKAGE 
  
Memorial Hall In-House System$50 
Includes in-house audio system, sound board, amp, cabling, projection, and 1 wireless handeld or 1 wireless lav, plus 4 wired mics (max out at 5 inputs)
*Technican required at an additional hourly rate
 
  
TATE THEATRE TECH PACKAGE 
  
Tate Theatre In-House System(s)$50 
Includes usage of any of the in-house systems, sound board, amp, cabling, projection, and mics
*Technican required at an additional hour rate
 
  
ADDITIONAL TECH ITEMS 
  
Atrium Projector$75/day
  
Portable Meeting Room Projector$10 
  
Portable PA Audio System$30 
Includes mic, cable, and aux cord 
  
Podium/Lecturn$10 
  
Additional mics$10 
  
Spotlight$15 
*Technican required at an additional hourly rate 
  
Uplighting$25/per

Personnel Charges
Technician/Projectionist $20.00/hr

Field Manager

Required for Legion Field events
$20.00/hr
Building Manager

Required for extended or early opening events
$20.00/hr
On-site Professional Event Staff Management$150.00
On-site Professional Technical Staff$300.00
Police/Security Officer(s)$45.00/hr

4 hr min per officer
Misc Charges
Room Reset Fee$20.00
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.