Planning Your Stay

Before contracting with ÈâÈ⴫ý, consider the following questions. Reflecting on these questions before a call or site visit can help our staff tailor the experience to your needs. We offer a variety of facilities of different types and sizes, and sharing your goals and vision will assist us in finding the perfect space for your KSU Overnight Experience.

Purpose of Your Camp or Conference

  • What is the goal or vision of your camp or conference? 
  • What will be the size and scope of topics covered? 
  • Who is your target audience? 

Essential Numbers

  • How many attendees do you expect?
  • How many authorized individuals will you need to accommodate this number? (Keep in mind the
  • recommended KSU supervisory ratio of authorized individuals to youth participants.)
  • How long will the camp or conference last?
  • When will the camp or conference be held? Will there be any early arrivals or late departures? (Note that we can only host overnight camps or conferences from late May to late July.)

Programs Serving Minors Policy

 

The Details

    • Will your guests/participants stay in double or single-occupancy rooms? 
    • Will your staff/counselors stay in double or single-occupancy rooms? 
    • How much (if any) communal gathering space do you need? 
    • Do you need separation between your different gendered participants
      • If so, please keep in mind that this cannot be guaranteed as it will depend on space and availability during your preferred stay.
    • Will your group require on-campus meals? 
    • What kind of dining experience would you prefer: all-you-can-eat buffet-style meals, catered meals, or a combination? 
    • Do you have any special dietary needs: allergies, vegan or vegetarian meals? 
    • Will your group require on-campus meeting spaces? If so, be prepared to give a basic outline of the number of rooms and minimum/maximum capacity needs. 
    • Will you need audio-visual support? 
    • Will you need access to computers? 
    • Will your group be bringing any laptops to connect to the meeting space's audio-visual technology? 
    • Will you be having scheduled recreational time? (Reservations are required for recreational times.) 
    • What do you plan on doing during that time? 
    • Will you need instructors or equipment? 
    • How many people will be participating? 
    • What training will you provide the staff/counselors (authorized individuals)? 
    • Do you plan on performing background checks for all staff/counselors (authorized individuals)? 

     

Now that you've reviewed these questions, KSU Overnight Experiences is ready to assist you! We can confirm if we have what your group needs and provide pricing estimates. We can also begin preliminary bookings for the necessary facilities and services you may require.

 

Site ÈâÈ⴫ýs/Campus Tours

The KSU Overnight Experiences Team offers campus tours to prospective and current clients. Site visits are available Monday through Friday from 9:00 AM to 5:00 PM, excluding University holidays. Tours include meeting spaces, gathering areas, dining facilities and recreational facilities.

Please note that, as our campus is an active community, not all spaces may be available during your tour. Our staff will make every effort to schedule tours around events. During the academic year, we can show common areas in residence halls but cannot show occupied bedrooms or apartments to protect student privacy. Floor plans, models and photographs of all residence halls are available on our website.

If you are interested in a campus tour, please contact the KSU Overnight Experiences staff at overnightexperiences@kennesaw.edu  or by calling us at 470-585-3554.

 

Planning Timeline

If you decide to attend ÈâÈ⴫ý, please create an agenda outlining the daily activities for participants. As your camp or conference date approaches, our staff will request updates on schedules and participant registrations. Below are the deadlines for notifying us of changes to your itinerary. The earlier you inform us, the better we can accommodate your needs! 

  • Contract Deadline: April 15, 2025

    All 2025 clients must have a signed contract/MOU on file by 5:00 p.m.  

     

    External Clients Only:

    • 25% Deposit is due at time of signing.
    • Submit a copy of your organization's general liability insurance policy that lists the Board of Regents of the University System of Georgia by and on behalf of ÈâÈ⴫ý as an additional insured under such policy and evidence of full payment of the premium thereon at least ten (10) days before occupancy.
    • Continue to communicate any schedule changes in your event itinerary.  
    • Begin closing down your registration in preparation for submission.
    • Gather any allergy information from your incoming participants.
    • Finalize any set-up and audio-visual requests. 
    • Submit any dining/catering orders to our staff 
    • Submit the set-up and audio-visual requests for any meeting spaces to our staff 
    • Provide any allergy (particularly food-related) information to our staff 
    • Finalize the number of guests (including commuters and in-residence) 
    • Notify staff of any special requests or disabilities that will require specific accommodations. 
    • Finalize the arrival time of the client and provide ÈâÈ⴫ý with your expected check-in time frame and expected checkout time frame. 
    • Attend a Pre-Check-in Meeting to review the Welcome Guide, review the Housing Policies, complete a campus tour of reserved spaces, and answer any lingering questions.
    • Provide any changes to the ÈâÈ⴫ý, including any housing assignment changes. This includes the final overnight and commuter numbers. 
    • Provide a list of your on-call supervisors who are responsible for handling emergencies and direction for your overnight stay. 
  • Full payment of charges is due to Housing and Residence Life – KSU Overnight Experiences via the online payment link in our Events Portal. 

To ensure the success of your camp or conference at ÈâÈ⴫ý, please communicate your needs, especially if anything changes. Our dedicated staff will be assigned to your group throughout your stay to help ensure a successful experience.

If your group is ready to submit an Event Inquiry, to our Conference and Events Portal to begin the process.