Hotel - Revision history

Avanderg: /* Hotel Visits */

2023-04-13T18:35:43Z

Hotel Visits

← Older revision		Revision as of 10:35, 13 April 2023
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	===Hotel Visits===		===Hotel Visits===
	Visit different hotels with Function Space. Ideally, visit a hotel during a convention and understand the layout and how that convention uses the space. If that is not available, work with conventions that have been in that hotel and ask for a copy of their convention "map" to get that understanding. Tour the Function Space, see an average sleeping room, see at least 1 of the suites. Think about where different activities will be, where can ConSuite / Member Lounge and the Bar be located. Is there inaccessible space and where are the elevators? Where would a good place for Party Rooms be? What are the hotel's policies on alcohol, food, and corkage?		Visit different hotels with Function Space. Ideally, visit a hotel during a convention and understand the layout and how that convention uses the space. If that is not available, work with conventions that have been in that hotel and ask for a copy of their convention "map" to get that understanding. Tour the Function Space, see an average sleeping room, see at least 1 of the suites. Think about where different activities will be, where can ConSuite / Member Lounge and the Bar be located. Is there inaccessible space and where are the elevators? Where would a good place for Party Rooms be? What are the hotel's policies on alcohol, food, and corkage?
	<br>		<br><br>

	===Hotel Contract===		===Hotel Contract===

Avanderg: /* Hotel Visits */

2023-04-13T18:35:29Z

Hotel Visits

← Older revision		Revision as of 10:35, 13 April 2023
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	Visit different hotels with Function Space. Ideally, visit a hotel during a convention and understand the layout and how that convention uses the space. If that is not available, work with conventions that have been in that hotel and ask for a copy of their convention "map" to get that understanding. Tour the Function Space, see an average sleeping room, see at least 1 of the suites. Think about where different activities will be, where can ConSuite / Member Lounge and the Bar be located. Is there inaccessible space and where are the elevators? Where would a good place for Party Rooms be? What are the hotel's policies on alcohol, food, and corkage?		Visit different hotels with Function Space. Ideally, visit a hotel during a convention and understand the layout and how that convention uses the space. If that is not available, work with conventions that have been in that hotel and ask for a copy of their convention "map" to get that understanding. Tour the Function Space, see an average sleeping room, see at least 1 of the suites. Think about where different activities will be, where can ConSuite / Member Lounge and the Bar be located. Is there inaccessible space and where are the elevators? Where would a good place for Party Rooms be? What are the hotel's policies on alcohol, food, and corkage?
	<br>		<br>

	===Hotel Contract===		===Hotel Contract===
	'''Get it in writing!''' Handshake agreements are great, but what if?		'''Get it in writing!''' Handshake agreements are great, but what if?

Avanderg: /* Core Responsibilities */

2023-04-13T18:35:21Z

Core Responsibilities

← Older revision		Revision as of 10:35, 13 April 2023
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	* [[#Room Allocation\|Room Allocation]]		* [[#Room Allocation\|Room Allocation]]
	* [[#Keys\| Keys, Locking & unlocking]]		* [[#Keys\| Keys, Locking & unlocking]]
			<br>
	===Hotel Visits===		===Hotel Visits===
	Visit different hotels with Function Space. Ideally, visit a hotel during a convention and understand the layout and how that convention uses the space. If that is not available, work with conventions that have been in that hotel and ask for a copy of their convention "map" to get that understanding. Tour the Function Space, see an average sleeping room, see at least 1 of the suites. Think about where different activities will be, where can ConSuite / Member Lounge and the Bar be located. Is there inaccessible space and where are the elevators? Where would a good place for Party Rooms be? What are the hotel's policies on alcohol, food, and corkage?		Visit different hotels with Function Space. Ideally, visit a hotel during a convention and understand the layout and how that convention uses the space. If that is not available, work with conventions that have been in that hotel and ask for a copy of their convention "map" to get that understanding. Tour the Function Space, see an average sleeping room, see at least 1 of the suites. Think about where different activities will be, where can ConSuite / Member Lounge and the Bar be located. Is there inaccessible space and where are the elevators? Where would a good place for Party Rooms be? What are the hotel's policies on alcohol, food, and corkage?
			<br>
	===Hotel Contract===		===Hotel Contract===
	'''Get it in writing!''' Handshake agreements are great, but what if?		'''Get it in writing!''' Handshake agreements are great, but what if?
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	* Tear down dates / times (when do we need our stuff out of rooms)		* Tear down dates / times (when do we need our stuff out of rooms)
	</p>		</p>
			<br>
	===Function Space===		===Function Space===
	* Room Function (for digital signage)		* Room Function (for digital signage)
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	* Room layout (tables, chairs, stage, physical arrangements, A/V)		* Room layout (tables, chairs, stage, physical arrangements, A/V)
	* Services - water stations, pitchers & glasses for panelists, large garbage / extra recycling		* Services - water stations, pitchers & glasses for panelists, large garbage / extra recycling
			<br>
	===Sleeping Rooms===		===Sleeping Rooms===
	This section will focus on Sleeping Rooms used for ''convention activities''. Party Rooms & allocation in general will be covered elsewhere.		This section will focus on Sleeping Rooms used for ''convention activities''. Party Rooms & allocation in general will be covered elsewhere.
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	* Adding Tables & Chairs		* Adding Tables & Chairs
	* Water Stations, Large garbage / Recycling		* Water Stations, Large garbage / Recycling
			<br>
	===Room Allocation===		===Room Allocation===
	In the past, we have allocated the Garden Court (RadishTree) and Atrium (Park Place) rooms.		In the past, we have allocated the Garden Court (RadishTree) and Atrium (Park Place) rooms.
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	</small>		</small>
	</blockquote>		</blockquote>
			<br>
	===Keys===		===Keys===
	So many keys.<br>		So many keys.<br>
	In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often during M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.		In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often during M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.

Avanderg: /* Sleeping Rooms */

2023-04-13T18:34:39Z

Sleeping Rooms

← Older revision		Revision as of 10:34, 13 April 2023
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	* Teen Room		* Teen Room
	* GPS Auction		* GPS Auction
			<br>
	Considerations:		Considerations:
	* Check-in / Check-out - much like function space, this will dictate when we have access to move-in and when we need to move-out		* Check-in / Check-out - much like function space, this will dictate when we have access to move-in and when we need to move-out

Avanderg: /* Hotel Contract */

2023-04-13T18:34:26Z

Hotel Contract

← Older revision		Revision as of 10:34, 13 April 2023
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	* So much other stuff. Expect to read at least 12 pages at least 5 times.		* So much other stuff. Expect to read at least 12 pages at least 5 times.
	</p>		</p>
			<br>
	<p>What to negotiate on		<p>What to negotiate on
	* Room night costs		* Room night costs

Avanderg: /* Keys */

2023-04-13T18:34:06Z

Keys

← Older revision		Revision as of 10:34, 13 April 2023
Line 91:		Line 91:

	===Keys===		===Keys===
	So many keys.		So many keys.<br>
	In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often during M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.		In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often during M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.

Avanderg: /* Keys */

2023-04-13T17:17:40Z

Keys

← Older revision		Revision as of 09:17, 13 April 2023
Line 92:		Line 92:
	===Keys===		===Keys===
	So many keys.		So many keys.
	In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often ~~for~~ M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.		In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often during M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.

Avanderg: /* Room Allocation */

2023-04-13T14:36:23Z

Room Allocation

← Older revision		Revision as of 06:36, 13 April 2023
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	Sample Language from 2020:		Sample Language from 2020:
	<blockquote>		<blockquote><small>
	Do you want a hotel room for Minicon? Here is that information.		Do you want a hotel room for Minicon? Here is that information.

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	It may happen that we have more or fewer requests for suites than we have available. If you’re flexible about reserving a suite (willing to take a suite, but also willing to take a regular room as needed), we love you a little more than we love everyone else. Please let the Hotel department know that you are entitled to EXTRA love. If you'd strongly prefer to have a suite, please also let Hotel know, and understand that you still may not get a suite if they’re already assigned to other uses.		It may happen that we have more or fewer requests for suites than we have available. If you’re flexible about reserving a suite (willing to take a suite, but also willing to take a regular room as needed), we love you a little more than we love everyone else. Please let the Hotel department know that you are entitled to EXTRA love. If you'd strongly prefer to have a suite, please also let Hotel know, and understand that you still may not get a suite if they’re already assigned to other uses.
			</small>
	</blockquote>		</blockquote>

Avanderg: /* Keys */

2023-04-13T14:34:45Z

Keys

← Older revision		Revision as of 06:34, 13 April 2023
Line 91:		Line 91:
	===Keys===		===Keys===
	So many keys.		So many keys.
			In the Hotel Liaison role, it generally means you need to check into all of the "Master account" sleeping rooms and get the key cards and distribute them. I recommend keeping one copy of each so that if a department head is not available, you can still let people into that room (this happens more often that you would think). Further, I use the Blue Painter tape (the One True Tape) to label them so they are easy to find. Avoid room numbers and use function name ("Bar", "Grn", etc.). In addition, at least at the DoubleTree Park-Place, we get at least one copy of the Function Space Master (physical) key, to lock/unlock function space. Generally we can be more responsive than the hotel in opening and closing rooms. Many of the double tree rooms can be open & locked, so that when the team is done with that room, they only need to shut the door (we did this often for M56 for BBT and Science). For much of the function space, since there is equipment or merchandise, try to be close in time with the department heads in opening the doors.

Avanderg: /* Core Responsibilities */

2023-04-12T20:30:51Z

Core Responsibilities

← Older revision		Revision as of 12:30, 12 April 2023
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	* [[#Sleeping Rooms \| Sleeping Room setup]]		* [[#Sleeping Rooms \| Sleeping Room setup]]
	* [[#Room Allocation\|Room Allocation]]		* [[#Room Allocation\|Room Allocation]]
	* [[#Keys\|Keys]]		* [[#Keys\| Keys, Locking & unlocking]]

	===Hotel Visits===		===Hotel Visits===