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Events Terms and Conditions

Cancellation: – If Permit Holder cancels this agreement before the earliest reserved date, it shall be liable to Owner for all direct costs incurred by Owner in preparation to fulfill Owner’s obligations under this agreement, including a $50.00 processing fee. In addition, Permit Holder agrees to pay Owner a percentage of Permit Holder’s deposit. Permit Holder must cancel in writing. Cancellation date is based on the postmark. The following percentages will be used to calculate cancellation rate:

  • Cancel more than 60 days prior to the first day of the event for a full refund less the processing fee and direct costs.
  • Cancel between 46 – 60 days prior to the first day of the event for a 75% refund less the processing fee and direct costs.
  • Cancel between 31 – 45 days prior to the first day of the event for a 50% refund less the processing fee and direct costs.
  • Cancel 30 days or less prior to the first day of the event and the deposit will be forfeited.

In the event of cancellation and in the Owner’s complete discretion, Permit Holder may be given 30 days to reschedule the event within one year. Georgia Southern University will not be held responsible for any costs Permit Holder incurs should the event need to be canceled. If Permit Holder canceled the event, Permit Holder will be responsible for all non-recoverable expenses such as security, catering, marketing, etc.

Guarantee – Permit Holder shall provide Owner with final guaranteed numbers for conference attendance, and if applicable, for lodging and food service, no later than ten (10) working days before the earliest reserved date. Owner does not guarantee availability of facilities, food or lodging which exceeds 105% of the final guaranteed numbers for head and room counts, respectively.

Terms of Payment – The estimated total charges for Permit Holder’s reservation will be shown on the Event Confirmation. Additional fees will be applicable for items not included, such as items charged on consumption and/or other facilities and services requested after this agreement is signed. A deposit in the amount of 50% of the estimated charges is due within 10 business days from the date of confirming the event. If the deposit is not received as agreed, Permit Holder’s reservation will be released. The remaining estimated balance is due NO LATER THAN 10 BUSINESS DAYS PRIOR TO THE EVENT. For bookings made 10 business days or less in advance, the entire estimated charges will be due in order to confirm Permit Holder’s event. Deposits can be made to Georgia Southern University at the Armstrong or Statesboro campus.

Deposits and invoices are payable by check, credit card (American Express, Discover, MasterCard, or Visa) or wire transfer. A 3% non-refundable convenience fee will be added to all credit and debit card payments the Division of Continuing Education must pay to the credit card processor. Alternative payment methods are available to avoid a convenience fee.

After the event, Permit Holder will be invoiced for any remaining balance due ( if not required to pay in advance) or any charges incurred during the event. Payment will be due within 30 days.

Failure to Pay – Permit Holder agrees that if it fails to pay the charges or any part thereof in accordance with this agreement, or if Permit Holder violates any other provision of this agreement, all remaining obligations of the Owner under this agreement shall, at the option of the Owner, cease and be terminated upon written notice to the Permit Holder. In any case, all amounts owing to the Owner hereunder which are more than sixty (60) days past due shall be subject to a service charge of one and on-half percent (1.5%) per month, constituting an annual rate of simple interest of eighteen percent (18%). Permit Holder shall reimburse the Owner for all collection costs, including professional and attorney’s fees and all other expenses incurred in enforcing collection of any and all amounts owing hereunder, whether or not legal action is instituted. In the event suit or action is instituted to enforce compliance with this agreement, including but not limited to the collection of any sums due and owing, the Owner shall be entitled all costs and expenses of litigation, including attorney’s fees.

Last updated: 5/11/2021