Conference Housing

The summer conference season typically begins 2 weeks after the school year is over. The season concludes on August 1 to prepare the residence halls for the start of the new school year. Any groups with a duration that falls outside these dates are subject to additional fees. For programs seeking to book outside of the season dates, please contact us to verify availability.

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.

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

We book on a first come, first served basis. We coordinate with our campus partners in scheduling the season’s operational logistics at least 9 months before the season begins. 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 mid-July may not be obliged due space limitations and conflicts that may arise in preparing for the new school year.

PLEASE NOTE:

GCH will not move forward with housing services until the reservation fee is paid and the contract is signed by both parties.

2018 Summer Rates

Rates for summer 2018 are currently under review. If you need an estimate to plan your budget, please contact us.

Linen

Linen packets are available upon request for an additional fee. Because 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 able to 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 an overview of the conference reservation process:

  1. Early November - 2018 Reservation Form is sent out to conference organizers who submitted an interest form. Returning conferences whose organizer is already in our contact list will be emailed the Form as well. If you are new conference organizer or a new program, please submit a housing interest form. GCH will contact organizers to set up time to discuss their form for accuracy.
  2. Following conversation, GCH will use the reservation form to draft a contract and build an invoice. Organizer has 2 calendar weeks to sign the contract and pay reservation fee. Fee is non-refundable and non-negotiable. Once contract is received, GCH will then acquire needed signatures on our end. Organizer is emailed a copy for their records. Once the contract is signed by both parties, it becomes a fully executed contract. Final payment for the program must be received one business day prior to the start of the program.
  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. 2 calendar weeks before arrival - room list is due to GCH. Room list is used to book all individuals staying in the residence halls. It is also at this point that organizer is designated a specific GCH staff member that acts as point person throughout their stay. GCH staff member will set up time with organizer for a pre-conference walkthrough - this involves going over a punch list of items (check-in/check-out, key disbursement and retrieval and other logistical components) and walkthrough of the building and premises.

Payment

Guest and Conference Housing can only accept payment in the form of check, money order or approved ASU purchase order (PO) submitted by mail or in person to University Housing: Business & Finance.

Cash and credit card payments cannot be made in-house, but can be made at one of the three University Cashier Office locations. If you would like to proceed this way, please let Guest and Conference Housing know prior to when you intend to make payment.

PLEASE NOTE:
GCH accepts payment in the form of check, money order, Visa, Mastercard or approved ASU purchase order (PO) submitted by mail or in person to University Housing.

To make payment via check:
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, please visit us at our office located at:
University Housing
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

To make payment via Visa or Mastercard:
Payment must be done in person to the Cashiering office located at the Tempe Campus. Paperwork from GCH needs to accompany payment. Please contact staywithus@asu.edu for instructions.

Submit a conference housing interest form

*Submitting an Interest Form is only a request and will be based on space availability, you will receive verification once confirmation payment is received.