how gt conference services can help make your summer program a success conference services extended...
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HOW GT CONFERENCE SERVICES CAN HELP MAKE YOUR
SUMMER PROGRAM A SUCCESS
Conference Services Extended Lodging Program
January 14th, 2015
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GEORGIA TECH CONFERENCE SERVICES
GTCS
• Under the Department of Housing• Residential conferences, camps, institutes, and
extended-stay programs during the summer• Host over 50 programs and 10,000 guests
between late May and late July• 250 to 300 of those are departmental guests
hosted through the Extended Lodging Program (ELP)
www.conference.gatech.edu2
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WHAT IS ELP?
• Exclusively for GT Departments• Lodging for Summer Student Guests: research
programs, internships, exchange students• Billed through PeopleSoft
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ELP ADVANTAGES
All of the same benefits provided to a GT student living on campus, including...• Safety• Proximity• Community• Amenities
Studies show that students who live on campus perform better academically!
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ELP APARTMENTS
• North Avenue North Apartments• Single-occupancy bedroom within a 4-person
apartment• Restroom shared with one other guest• Shared Living Room and Kitchen
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ELP 2015 IMPORTANT INFORMATION
• Open Dates: Sunday, May 17th to Friday, July 31st at noon• Application Deadline: May 11th• 14-night minimum• Apartment Rate: $34.50 / person / night• Billing: Timeline will be emailed prior to
summer
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ELP WHERE TO REGISTER
• Simply visit our website and fill-out the application:
www.conference.gatech.edu/extendedlodging
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ELP HOW IT WORKS
• We will review the application and send you a Memorandum of Understanding (MOU). Just e-Sign it!
• We'll take care of housing the guests, including...– Sending you check-in instructions– Assigning apartments and distributing keys– Providing Residential Support and Programs (North Avenue
apartments only)• You take care of the extras (BuzzCard, Parking, Internet, Meal
Plan)• At the end of the summer, we will email you an
invoice. Just review it and reply with approval for your PeopleSoft (PS) number to be charged
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ELP OTHER CONSIDERATIONS
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ELP CONTACTS
• BuzzCard (gtIDs, Cards, and Meal Plans): 404-894-2899• Parking: 404-894-5211• OIT: 404-894-7173• Conference Services– Front Desk (8am-8pm): 404-894-2469– Duty Phone (8pm-8am): 404-428-6752
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ELP CHECK-IN, CHECK-OUT PROCESS
• Conference Services emails check-in instructions prior to arrival– Pay close attention as instructions will vary slightly
depending on lodging location
• Temporary access card must be exchanged for permanent BuzzCard within 7 days • Coordinate check-out with Conference Services
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ELP BILLING
• All billing done through PeopleSoft Number• Timeline emailed prior to summer• Typically– Invoice sent for review– Typically, two weeks to review– Reply confirming PeopleSoft Number(s)
to be billed
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OUR PROGRAMS DECIDING FACTOR: PAYMENT
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Intern Lodging (ILP) Extended Lodging (ELP)• Individual pays for stay via credit
card or webcheck• Interns working for companies in
Atlanta• Stay in North Avenue Apartments• OCS processes extras: BuzzCard,
Parking, Wireless, etc• www.conference.gatech.edu/internlodging
• Department pays through departmental transfer
• Interns / Researchers working for departments on campus
• Choice of Suites or Apartments
• Sponsoring department is responsible for extras - OCS provides housing
