Terms and Conditions
All courses taught through CPE must be paid for at the rate established by CPE. CPE is a self-supported unit that has limited participation in formula funding. Therefore, waivers for veterans, university staff, and the State of Georgia do not apply.
Any questions regarding registration or payments should be directed to Registrations at
ce-registrations@georgiasouthern.edu or reach us by phone at 912-478-5551.
CPE will:
- Administer and coordinate an organized schedule of Continuing & Professional Education programs, maintain documentation, and monitor program quality consistent with the CEU category.
- Identify participants who meet the requirements for CEU categories, as required, for satisfactory completion of Continuing & Professional Education programs.
- Maintain a permanent record of participation for each individual to whom CEUs are awarded and provide a transcript to the individual upon request.
- Determination of the number of CEUs for an online course will be determined by any or all of the following: 1) benchmark contact hours from similar courses at other institutions; 2) teach the course face to face once to determine hours; 3) teach online to a pilot group of students and determine the average number of hours to complete the course; 4) use faculty to determine the reasonable number of hours.
CPE students do not receive Eagle ID numbers and are not registered as for-credit students.
Limited student resources will be made available to CPE students, including:
- Parking with a visitor’s permit
- Library privileges
- Use of all campus restaurants, bookstore, university center
Unavailable student resources for CPE students include:
- Fitness center
- EagleXpress/Dining Plan
- Non-credit Continuing & Professional Education programs and other special programs are compatible with the institution’s mission and goals.
- The granting of credit or Continuing & Professional Education Units (CEUs) for Continuing & Professional Education courses and special learning activities is a) guided by generally accepted norms; b) based on institutional mission and policy; c) consistent across the institution, wherever offered and however delivered; d) appropriate to the objectives of the course; and e) determined by student achievement of identified learning outcomes.
- In addition to undergraduate and graduate programs offered at Georgia Southern University, CPE courses and programs will be offered to the public in accordance with the institution’s mission and strategic plan.
- CPE instruction may be offered by a variety of delivery methods, including blended, face-to-face, and online, and in a variety of settings as is consistent with best educational practices.
- Credit types, such as non-credit, CEUs, contact hours, etc., will be determined during the course and program development and with regard to accreditation and subject-specific requirements.
CPE strives to ensure a safe and effective learning environment for everyone. As a participant in CPE’s courses and programs, you are expected to conduct yourself with professionalism, courtesy, and respect toward all other students, instructors, and staff. Behavior in violation of this expectation could result in warnings and/or dismissal from current or future courses.
Prerequisites
Some courses and programs have additional eligibility requirements, or prerequisites, that must also be met in order to enroll or remain enrolled. It is the responsibility of the student to ensure that any eligibility requirements are met. Individual course or program prerequisites are listed on the course or certificate program page. Some programs require students to have taken prerequisite courses and/or submit documentation of eligibility by specific dates in order to remain enrolled. Unless noted otherwise on the course or program webpage, failure to meet a prerequisite requirement does not constitute grounds for a refund.
Course Completion
- Persons who participate in a Category I and II program must be individually registered, and CEUs will be awarded for participation. A file of program materials, including a summary of evaluations for each Category I and II activity, will be maintained by the public service unit having that responsibility.
- All Category I and II face-to-face classes require a minimum of 80 percent attendance to receive CEUs
- All Category I online classes require satisfactory completion of assessment of learning objectives.
- All Category II online classes require satisfactory course completion.
Refund Policy
If you cannot attend the program, you may transfer your registration to another participant or request a refund.
- A full refund will be given 14 days prior to the start date of the program.
- A full refund minus the cost of materials if canceled 1 – 13 days prior to the start of the program.
- Minimum deposits made via CPE payment plans are nonrefundable. Additional materials fees may be applied.
Please Note:
- Refund requests must be made in writing. Please email ce-registrations@georgiasouthern.edu.
- All refunds will be processed in the same manner as the original payment. If paid by credit card, the refund will be issued to the credit card used for payment. Payments made by check will be refunded by check and may take up to 30 days to process. If the refund recipient is not a current supplier for Georgia Southern University, a Supplier Authorization form will need to be completed, submitted, and approved. This may increase the process time for a refund.
Special Accommodations
It is the policy of Georgia Southern University to ensure reasonable accessibility to qualified persons with disabilities in accordance with the Americans with Disabilities Act to all goods, services, facilities, privileges, advantages, and accommodations provided by the Institution either directly or through contractual, licensing, or other arrangements.
Georgia Southern University will provide persons with disabilities an equal opportunity to participate in and benefit from all its services without regard to disability. Such accommodation will be provided in the most integrated setting appropriate to the needs of the individual with a qualified disability. Standards, criteria, or methods of administration in the University’s operations that screen out, exclude, or discriminate based on disability will not be used by the institution.
Georgia Southern University is committed to making reasonable modifications in its policies, practices, and procedures to afford equal opportunity to the foods, facilities, and services that it offers. Where it is reasonably achievable, architectural and communication barriers will be removed. New structures and alterations will comply fully with all accessibility requirements. Auxiliary aids and services, as appropriate to the individual and required by the ADA, will be provided at no cost.
This policy is neither exhaustive nor exclusive. Georgia Southern University will take all other actions necessary to ensure equal opportunity for persons with disabilities in accordance with the AFA and all other applicable federal, state, and local laws.
Payment Terms
Full payment is required at the time of registration. For Financial Assistance options, please refer to https://ww2.georgiasouthern.edu/academics/ce/funding/.
Returned Check Fees
Checks returned for any reason will be assessed a service fee of $30.00 or 5% of the face value of the check, whichever is greater.
CPE Conference Services at Georgia Southern University offers comprehensive event management for those seeking a professional, well-organized conference or event space. Our team works closely with you to plan every detail, ensuring that your vision comes to life seamlessly. We guide you from the initial concept all the way through to the final stages, managing everything from venue selection to event execution.
Each year, Georgia Southern University (GASOU) welcomes numerous groups to its campuses in Statesboro, Savannah, and Hinesville. The Division of Continuing and Professional Education (CPE) serves as the University’s liaison for external organizations wishing to host events at the Nessmith-Lane Center, CPE Center, Armstrong Center, or other select University facilities. This document provides information on the required timeline and documentation needed to ensure that an event is approved and can be hosted on campus.
Disclaimer: These Terms and Conditions are in addition to the rules and requirements stated in the License Agreement. If there are discrepancies between the two, the License Agreement takes precedence. Clients are advised to read both documents carefully and request clarifications prior to signing. Events involving minors must adhere to the University’s Non-Student Minors On-Campus Policy.
Permission to use Georgia Southern University facilities and/or services under these terms does not constitute endorsement or approval of the client’s activities or viewpoints. Use of University facilities is a privilege, and non-compliance with policies may result in revocation of this privilege. Individuals participate at their own risk, and Georgia Southern University and CPE are not liable for injuries sustained during participation.
Client organizations assume the risk and responsibility for the health and safety of all individuals associated with their camp, such as campers, staff/counselors, volunteers, chaperones, etc. GASOU and CPE are not liable for injuries sustained during participation in activities hosted at any GASOU facility. GASOU does not provide personal accident/health insurance; therefore, client organizations are required to obtain their own insurance (See Certificate of Insurance section below).
Event Types and Fees:
| Event Type | CPE Fee | Deposit | Services |
| 1. Rental Only Events | 10%, minimum $100 | 50% | Includes basic rental of space and instructions for requesting additional services from GASOU such as catering and parking passes. |
| 2. Event Rental with Planning Services, and/or all Events with Minors | 20%, minimum of $100 | 10% | Includes all services from Rental Only Events and may include the coordination of Housing, Parking, Dining, Activities, etc. (each having additional associated fees.) |
| 3. Events with Registration | Please refer to our conference packages. | Please refer to our conference packages |
Adhering to the following timeline will ensure the event is approved and can be hosted on-campus.
| Deadline (prior to event start date) | Task to Accomplish |
| No Less Than 120 Days/4 Months | Submit Request Form. Shorter lead times may be accommodated for small events with little to no setup needs. |
| No Less Than 90 Days/3 Months | Approve Quote received from CPE (within 30 days) |
| No Less Than 60 Days/2 Months | Sign License Agreement Submit Certificate of Insurance Pay Deposit |
| No Less Than 14 Days/2 Weeks | Provide guaranteed numbers and request final changes |
| No Less Than 7 Days/1 Week | Pay Remaining Invoice (Terms of Payment) If Utilizing Housing Services, Submit Rooming List and Daily Camp Schedule |
| Within 30 Days Following | If Applicable, Pay Final Invoice with any additional charges |
- Online Request Form: All clients must submit requests through the CPE online event request form. Requests are scheduled on a first-come, first-serve basis and can be submitted up to eleven (11) months in advance. The person submitting the event request is responsible for providing complete and accurate information. The person submitting the request shall be responsible for providing complete and accurate information. Misrepresentation or omission of information may result in delays in confirmation or the cancellation of the camp without notice and without prejudice to any other rights GASOU may choose to exercise including the acceptance of any future camp requests.
The submission of a camp request does not establish any entitlement to GASOU facilities and/or services. CPE is not obliged to accept requests and may, at its discretion, decline them. CPE may also decline to accommodate a request if the event is scheduled to take place on a GASOU observed holiday. - Consultation: An Event Coordinator will contact the client within 2-3 business days of receiving the event request to discuss needs.
- Price Estimate: The Event Coordinator will send the client a price estimate. The client must accept the price estimate and intentions to move forward with the planning process within 30 Days of receiving the quote or sooner, if stated by the coordinator. The quote will expire if no response has been received within the timeframe and the requested dates and space will be given to the next interested party. Changes in services needed can be made prior to signing the License Agreement and/or when guaranteed numbers are due prior to the invoice being sent.
- License Agreement and Insurance: Once the quote is accepted, the Event Coordinator will send a License Agreement to the client. The client has 10 business days to sign and return the agreement along with the Certificate of Insurance. By signing the License Agreement, the client indicates that they have read, understood, and agree to abide by all rules and regulations mentioned in the agreement, this Terms and Conditions document, and, if applicable, GASOU’s Non Student Minors On-Campus Policy. All questions should be submitted in writing to the Event Coordinator prior to signing the agreement.
- Certificate of Insurance (COI): All external groups using GASOU facilities are required to obtain and maintain insurance coverage with the following minimum coverage:
| COVERAGE | MINIMUM AMOUNT |
| Personal Injury and Advertising | $1,000,000 per Occurrence |
| Contractual | $1,000,000 per Occurrence |
| Fire Legal | $1,000,000 per Occurrence |
| General | $2,000,000 per Aggregate |
| Commercial Umbrella Liability | $1,000,000 per Occurrence |
| Sexual Abuse/Molestation – Day Programs | $1,000,000 per Occurrence $1,000,000 Aggregate |
| Sexual Abuse/Molestation – Overnight Programs | $1,000,000 per Occurrence $2,000,000 Aggregate |
- Deposit: The above-specified percentage of the total cost is due upon executing the License Agreement. Non-payment results in release of reserved space and cancellation of the agreement. Events less than 30 days out at time of execution require full payment.
- Guaranteed Numbers: A minimum of 2 weeks (10 business days) prior to the start of the event, the client must provide, in writing to the Event Coordinator, their final guaranteed numbers for Housing, Dining, and any other services being used (RAC, Museum, Wildlife Center, etc.). Housing numbers will include all individuals, including participants and staff, who will be staying overnight. Dining numbers will include the number of meals required for the event, including breakfast, lunch, and dinner.
**The client will be charged based on the guaranteed numbers provided by the client. If additional meals or rooms are required, and the University can accommodate the additional numbers, the client will be invoiced accordingly, in a final invoice. Events which end up having less than their guaranteed numbers will not receive a refund for the unused rooms, meals, or services.**
- Rooming List and Daily Schedule for Events with Housing: It is the client’s responsibility to assign rooms for everyone staying overnight during the event. Upon receiving the guaranteed numbers, the client will be asked to complete a Rooming List spreadsheet. This spreadsheet must be returned no later than 7 days prior to the start of the camp. The Rooming List used for Housing purposes does not replace the guaranteed number of attendees given to CPE 2 weeks prior to the camp. The client must also submit a daily schedule. Depending on the number of people for each meal and additional programs utilizing the GASOU campus, Dining may dictate the time in which the client can enter the facility.
- Terms of Payment: Once CPE receives the guaranteed numbers, an invoice will be sent to the client and Housing and Dining and other campus resources will be notified. All fees must be paid prior to the start of the event. Clients will not be allowed to access any facilities until payment is received.
- Final Invoice: If applicable, a final invoice will be sent for any lost or damaged property or additional services provided. Payment is due upon receipt.
- Cancellation/Reschedule Policy: Cancellations or requests to reschedule must be submitted in writing. A $50 cancellation fee applies, with deposit forfeiture depending on notice:
| Time of Cancellation | Percentage of Forfeited | Additional Costs |
| 61+ days prior to event | 0% | $50 cancellation fee + direct costs incurred (May include cost of room preparation) |
| 46-60 days prior to event | 25% | |
| 31-45 days prior to event | 50% | |
| 0-30 days prior to event | 100% |
In the event of cancellation and at CPE’s complete discretion, the client may be given 30 days to reschedule to event within one year with a $50 administrative fee. Georgia Southern University will not be held responsible for any costs the client incurs should the event need to be cancelled.
CPE Services and Fees
CPE provides the following services:
- Serving as the main point of contact between the client and campus resources
- Obtaining quotes from campus resources, creating estimated costs for client, and preparing the License Agreement
- Ensuring that all required paperwork is collected and processed appropriately
- Reserving all needed spaces and confirming reservation(s) have been approved
- Submitting work orders, including IT/AV, facilities, etc.
- Connecting client with Blue Tie Catering when food/beverages will be served
- Coordinating all needed services, such as dining, parking, custodial, etc.
- Invoicing client and processing payments
- Receiving invoices and disbursing payments to campus resources such as Housing, Security, Parking, Facilities/Custodial Services, etc.
- Creating digital files and maintaining all documents pertaining to the event.
Fees for GASOU Services in 2024 are below. This list is not meant to include all possible services available. Additional fees will apply for such things as using indoor and outdoor recreational/athletic spaces, specialized catering choices, classrooms, ballrooms, Museum, Planetarium, Wildlife Center, etc. GASOU’s caterer, Blue Tie Catering, has first right of refusal for all campus rentals.
| Services | Fees |
| Housing | Statesboro Campus: $28 per night Armstrong Campus: $35 per night |
| *Dining | $10.75 per meal (A minimum of 30 people is required for breakfast meal service) |
| RAC | Varies based on activity |
| Parking | $2/day or $10/week per vehicle |
*GASOU provides access to the dining halls by distributing meal cards to the client. Minors are not permitted to have meal cards, as they are expected to travel around campus with their group accompanied by at least one adult chaperone. Clients will incur additional fees for lost cards. CPE will work with the client to determine how many dining cards are needed.
Staffing And Additional Fees/Check-In/Checkout:
- Business Hours: 8:00 am to 5:00 pm, Monday through Friday. Staff available at no additional cost.
- Outside Business Hours: $55 per hour staffing fee.
- After Hours: $200 per hour fee applies for events extending past the agreed time. Events past midnight are not permitted.
- Standard Check-In Times for Events with Housing: 8 am-10 pm
Cancellation
Cancellations must be submitted to CPE in writing. The client will be assessed a $50 cancellation fee and may have to forfeit a percentage of the deposit depending on how far in advance CPE is notified of the cancellation. The following chart shows how much of the deposit will be forfeited based on the time of cancellation, as well as additional costs to the client:
In the event of cancellation and at CPE’s complete discretion, the client may be given 30 days to reschedule the event within one year. Georgia Southern University will not be held responsible for any costs the client incurs should the event need to be canceled.
Georgia Southern University’s Division of Continuing and Professional Education (CPE) serves as the liaison between external organizations who want to host their youth camp on a Georgia Southern University campus and various on-campus resources, such as Housing, Dining, Parking, and Facilities.
Continue Reading Youth Camps Terms and Conditions >
All international visitors should check and confirm current visa requirements to enter the United States with the nearest Consulate in your own country prior to departure. You should also check with your country’s embassy on any travel-related restrictions or advisories that may be in place. The Georgia Southern University’s Division of Continuing and Professional Education (CPE) cannot be held responsible for travelers that do not confirm their visa requirements or obtain the appropriate paperwork to travel to a conference.
General
When applying for a visa to enter the United States, it is highly recommended that participants apply early to allow enough time for the screening processes at their local U.S. Embassy. The U.S. Consular Services suggests travelers begin the visa application process at least 60 days prior to the date of travel, however, it is also recommended that travelers contact the Consular Services of their local Embassy to find out how long the wait is for an interview. Should a Letter of Invitation be required as part of a visa application, a written request must be submitted to CPE Conference Services via email: dceconferences@georgiasouthern.edu.
For security purposes, the Division of Continuing and Professional Education’s policy for issuing official Letters of Invitation for a conference is as follows:
- Letters of Invitation can only be issued to confirmed registrants, defined as those who have paid the registration fees for the full conference.
- After you have received your official registration confirmation, you should request a Letter of Invitation via email: dceconferences@georgiasouthern.edu
- Letters of Invitation can only be addressed and issued to the person registered for the conference. The Division of Continuing and Professional Education cannot issue Letters of Invitation for guests of participants.
- To expedite the preparation of a Letter of Invitation, please provide the following information in your request:
| First Name | Date of Birth |
| Last Name | Passport Number |
| Job Title | Date and Country of Issue of Passport |
| Institution | Period of Stay (Dates) |
| Address | Email Address |
| Telephone Number | Registration Confirmation Number |
Note: Obtaining a Letter of Invitation from a conference will not guarantee that your U.S. visa application will be approved. The letter is merely supplementary information that explains a visa applicant’s intended purpose of travel to the United States. The decision to issue a visa is the sole judgment of the local Embassy or Consulate. U.S. Embassy officers look at the totality of an applicant’s personal and professional situation in determining visa eligibility. CPE is unable to assist with actual visa processing.
Should issues arise during the visa process and you are concerned that you may not receive your visa in time for the conference; you should contact the conference organizers immediately. If you are not able to attend the conference due to visa issues, we will issue a refund of your registration fee as long as the following two criteria are met:
- A refund request must be received in writing by emailing dceconferences@georgiasouthern.edu, and
- such notice is made on or before 14 days prior to the start of the conference.
If we are not informed of your visa issues before the above date, a refund will not be issued. Invitation letters will only be sent to those who have submitted payment for full conference registration.
Cancellation Policy
Cancellations must be received in writing or emailed to dceconferences@georgiasouthern.edu.
Seventy-five percent (75%) of the registration fee will be refunded for cancellations received 31 – 60 days from the start of the conference.
Fifty percent (50%) of the registration feel will be refunded for cancellations received 15 – 30 days from the start of the conference.
Refunds will not be granted within 14 days of the start of the conference nor will they be given for no-shows. Credits will not be issued towards future conference events hosted by the Division of Continuing and Professional Education or Georgia Southern University.
If you have further questions or require additional information, please contact CPE Conference Services at dceconferences@georgiasouthern.edu.
| Mailing Address Continuing & Professional Education Georgia Southern University P.O. Box 8124 Statesboro, GA 30458 | Drop-Off CPE Center 10449 US Hwy 301 S. Statesboro, GA 30458 |
| Armstrong Center 13040 Abercorn Street Suite 122 Savannah, GA 31419 |
| Suggested Timeline (prior to start date) | Task to Accomplish | |
| 1 | 45+ days 2 – 3+ months | Submit Reservation Request Form for small events (under 100 people) Submit Reservation Request Form for larger more complex events (over 100 people) |
| 2 3 | 2 – 3 business days after submission | Consultation meeting with Event Coordinator Approve Price Estimate received from CPE |
| 4 | 30+ days for smaller events/60+ day for larger events | Execute License Agreement |
| 5 | Submit Certificate of Insurance | |
| 6 | Pay deposit | |
| 7 | 14 days | Request final changes |
| 8 | 5-9 days | Pay invoice (Terms of Payment) |
| 9 | 5-14 days after end date | If applicable, pay final invoice |
Last updated: 11/13/2024
Contact Information
P.O. Box 8124
FAX: 912-478-0847
CPE Center
10449 US Hwy 301 S., Statesboro, GA 30458
912-478-5555
Armstrong Campus
13040 Abercorn St., Savannah, GA 31419
912-478-5555