Typical Booking Timeline
| When | What |
| Starting the summer prior to your conference stay | A representative from your group should contact OHRL to express interest in staying on campus the following summer. Submit an Accommodations Request Form to OHRL. |
| October & November | Confirmation Letters are emailed to groups if we can accommodate you; email notifications are also sent if we cannot. |
| January | Summer rates are set. |
| March-April | Conference Agreements are emailed. |
| 2 weeks after Agreement is sent | Agreement is due. It must be signed and mailed back (not faxed). Your first deposit of 25% is due. (Deposit is waived for Mason groups paying by Journal Voucher.) |
| After Agreement is received by OHRL | Floor plans, rosters, and Summary Report are emailed. |
| 30 days prior to first day of stay | Initial guest count must be confirmed to OHRL. |
| 2 weeks prior to first day of stay | Rosters, Summary Report, proof of insurance, final guest count, and 2nd deposit of 25% of your expected total are due to the OHRL. (Proof of insurance waived for Mason groups. Deposit waived for Mason groups paying by Journal Voucher.) |
| First day of stay (May 28th - August 3) | Coordinators meet with OHRL staff. Guests check into the halls. |
| After departure | Invoice is emailed. |
| 30 days after date of Invoice | Remainder of balance due. |