Conference Housing Reservation Process

The Reservation Form assists Guest & Conference Housing (GCH) at Arizona State University in securing the details and needs of your conference program. Upon receiving your form, GCH will contact the conference organizer to review this form for accuracy. Information on this form will be used to draft your contract and invoice.

Conference program name

Campus where program will be held

ASU Department Affiliation

Each group that stays in the residence halls under GCH must be affiliated with an ASU Department and secure a professional staff from that department to serve as sponsor.

Conference Organizer

Organizer name

Organizer email address

Organizer contact phone number

The Conference Organizer serves as the main point of contact for all conference information. They will be the one whom GCH coordinates with in billing, planning and managing logistics, in case of emergencies, as well as, on-the-ground execution of day-to-day details throughout the program's stay.

Conference Program Information

Provide the program's public purpose

Conference Arrival

Arrival dates outside of June 1 - July 15 are subject to review and further approval. If dates are accepted additional fees will apply.

Conference Departure

If conference has multiple sessions throughout its entire duration, itemize sessions here

Program Focus

Age of participants

Youth 12 & under

Youth 13 to 17

18 to 24

25 & older

Conference Program Staff Information

Staff check in date

Staff check out date

If staff check in/out will vary due to multiple sessions, itemize dates per session here

Number of staff

Total number of requested beds must equal the total number of staff in Shared Room/Shared Bath and Private Room/Private Bath requested below

Number of staff in SHARED ROOM/SHARED BATH

Total number of requested beds must equal the total number of staff requested above

Number of staff in PRIVATE ROOM/SHARED BATH

Total number of requested beds must equal the total number of staff requested above

Staff/counselors/chaperones/advisers must be at least 18 years old. Check in via front desk is between 8am to 5pm. Check out time via front desk is 10 a.m. Bath styles are based on assigned facility. Most bed configurations are suite-style (2 connecting rooms, with total of 4 persons per suite, bathroom is in the middle). Those housed in private rooms will have their own room and share the bathroom.

Conference Participant Information

Participant check in date

Participant check out date

If participant check in/out will vary due to multiple sessions, itemize dates per session here

Number of participants

Total number of requested beds must equal the total number of participants in Shared Room/Shared Bath and Private Room/Private Bath requested below

Number of participants in SHARED ROOM/SHARED BATH

Number of participants in PRIVATE ROOM/SHARED BATH

Total number of requested beds must equal the total number of participants indicated above

Check in via front desk is between 8 a.m. - 5 p.m. Check out time via front desk is 10 a.m. Organizer may choose to sign off on room keys and distribute to participants at check in and collect accordingly at check out. Bath styles are based on assigned facility. Most bed configurations are suite-style (2 connecting rooms, with total of 4 persons per suite, bathroom is in the middle). Those housed in private rooms will have their own room and share the bathroom.

Linen Rental

Linens rental?

If yes, linens rental requested for?

Linen rental is an optional service that can be requested for an additional fee. Each rental set includes: 1 fitted sheet, 1 flat sheet, 1 blanket, 1 pillow, 1 pillowcase, 1 bath towel and 1 washcloth. Linen rental for Summer 2023 is $50 per set.

Additional Notes

Please add any additional information you may have related to your camp/conference request that you would like us to be aware of.

Contract and Reservation Fee Payment

Workday/Payment Details (Only for Internal ASU Groups)

Please indicate the appropriate Workday details for payment (Cost Center, PG Code, etc.). This information will be used to pay the reservation fee, as well as the final payment due post departure (which will be indicated via a final invoice).