Conference Housing

Guest and Conference Housing (GCH) utilizes the four primary ASU locations within the Metro Phoenix area to support both short and long term summer programs with varying instructional and educational objectives. We provide support to both internal and external programs. External programs must be affiliated with an ASU Department and secure a professional staff member from that department to serve as a Departmental Sponsor.

The summer conference season begins after Memorial Day and concludes on third week of July to prepare the residence halls for the start of the new school year. These dates are subject to change depending on the academic calendar and operational needs. Any group with a duration that falls outside the official season dates are subject to additional fees. For programs seeking to book outside of the season dates, please contact staywithus@asu.edu to verify feasibility.

While our operation is not a “one stop shop”, we will point you to the contacts you’ll need to coordinate with to arrange parking, meeting space and dining needs.

We accept reservation requests on a first-come, first-serve basis. We coordinate with our campus partners to schedule the season’s operational logistics at least 9 months before the season begins. Therefore, we urge conference organizers to begin planning as early as possible and recommend that you contact us at least 6 months prior to the start of your program. New inquiries received in late-June may not be accommodated due to space limitations and conflicts that may arise in preparation for the new school year.

PLEASE NOTE: Following reservation confirmations,GCH will not move forward with housing services until the reservation fee is paid and the contract is signed by both parties.

2020 Conference Housing Rates

Rates for summer 2020 are currently under review. If you need an estimate to plan your budget, please contact us.

Linen

Linen rental is available upon request for an additional fee. Packages are ordered from our supplier months ahead of time; be sure to plan accordingly if you need to order linen for your program. Last minute requests for packages may not be accommodated. Our linen packages include the following items:

• 1 Blanket
• 1 Fitted Sheet
• 1 Flat Sheet
• 1 Pillow Case
• 1 Pillow
• 1 Wash Cloth
• 1 Bath Towel
• 1 Hand Towel

Conference Housing Reservation process

Below is a general overview of the conference reservation process:

1. Late November – Call for inquiries are opened. Please contact us at staywithus@asu.edu to make an inquiry. GCH will contact organizers to discuss their inquiry and availability.
2. Upon confirming availability, organizer will be instructed to complete a reservation form.  The reservation form is used to draft a contract and build an invoice. The organizer has 2 calendar weeks to sign the contract and scan to staywithus@asu.edu. It is also at this time that the organizer must pay the reservation fee. Fee is non-refundable and non-negotiable; it is not a deposit.
3. 30 calendar days before arrival - organizer sends GCH a guarantee head count. GCH uses this count to create a room list and coordinate with our campus partners in getting rooms prepared. GCH sends the room list to organizers to make their room placements.
4. Two (2) calendar weeks before arrival - room list is due to GCH. Room list is used to book all individuals staying in the residence halls. GCH staff member will set up time with organizer for a pre-conference walkthrough. Aside from walking the building and premises, it is also an opportunity to go over a punch list of items (check-in/check-out, key disbursement and retrieval and other logistical components).

Payment

Payment can be in the form of check, cash, credit card or money order. If you are an internal department, payment must be made via Internal Service Delivery (ISD) in Workday.  

Cash and credit card payments: Please contact staywithus@asu.edu for instructions on how to make cash or credit card payments.

Check payments: Make checks payable to Arizona State University
Mail Payment to:
University Housing Finance and Administration
Arizona State University
P.O. Box 870212
Tempe, AZ 85287-0212

To make payment in person by check or money order, please visit us in the University Housing Office located at:

Hassayampa Academic Village, Building F (Mesquite Hall)
2nd Floor
711 East Lemon Street
Tempe, AZ 85281
Hours of Operation: 8 a.m. - 5 p.m., Monday – Friday