1. Verify Program Eligibility: Programs eligible to stay on campus must meet the minimum stay requirement of 50 participants or have a combined total minimum stay of 150 bednights (A bednight is calculated by multiplying the number of guests by the number of nights they stay). All programs must be educational in nature. Additionally, all programs are required to provide proof of insurance or a Certificate of Insurance (COI) prior to confirmation.

2. Submit Inquiry Form: If your program meets the eligibility criteria and you’d like to learn more. Complete the inquiry form found here.

3. Meet with Business Development Manager: Our Business Development Manager, Jordan Baxter, will reach out regarding your inquiry form. For any general questions you can reach out to him at jordanb@gatech.edu.

4. Assignment to a Program Manager: Once you’ve met with Jordan and identified tentative dates for your program, you’ll be assigned a dedicated full-time Program Manager. Your Program Manager will support you throughout the planning process—from initial inquiry to final invoice. They will assist with coordinating accommodations, meeting spaces, parking, transportation, and any on-campus activities to ensure a seamless experience.

5. Sign Contract: Conference Services will provide an estimate of charges as well as a contract to sign. Please note: your group is not confirmed until the contract is signed.

6. Submit Certificate of Insurance and Youth Compliance Forms: In order to host a group on campus, groups must meet insurance minimums. A full list of insurance minimums and youth compliance requirements can be found here.

7. Pay Deposit: Deposit of 10% of the estimate of charges is required and due at the time the contract is signed.

8. Host Program on Campus: We are excited for you to experience Georgia Tech and Atlanta! Our team will have a check-in for your group to get your conference card that will allow guests to access room, parking, and dining facilities.

9. Pay Remaining Balance: Our team will reconcile the charges and send you an invoice for the remaining charges. Payment is due 90 days after the conclusion of your event.