[23192] in APO-L
Re: [APO-L] Convention Hotel Update from the National Office
daemon@ATHENA.MIT.EDU (Natt Joel-EJN018)
Tue Nov 19 10:59:28 2002
Date: Tue, 19 Nov 2002 07:57:09 -0500
Reply-To: Natt Joel-EJN018 <joel.natt@MOTOROLA.COM>
From: Natt Joel-EJN018 <joel.natt@MOTOROLA.COM>
To: APO-L@LISTSERV.IUPUI.EDU
At prior Conventions a Brother normally gathered information on anyone that had extra rooms or beds for other brothers to access. I was wondering if anyone was doing that this year?
Yours in Brotherhood.
Joel E. Natt
=-=-=-
Date: Mon, 18 Nov 2002 23:23:35 EST
From: CharlieZ@AOL.COM
Subject: Convention Hotel Update from the National Office
Dear Brothers,
Bob London, National Executive Director, sent the following e-mail this
afternoon to key APO volunteers - section chairs, region directors, other
board members, etc. After speaking with Bob, I'm sending this your way
as well.
Please read the whole message below, and take special note of the
following:
>We do not want our members to cancel their reservations. We want them to
>make the rooms they are not using available to other members. If members
>cancel reservations they are not using, those rooms are no longer in our
>block of rooms and the hotel will charge more to the people on their
>waiting list.
How to go about making excess rooms available to other members is
explained below. Thanks for your help in making this a wonderful
convention to remember!!
Fraternally,
Charlie Zimmerman
APO-L Moderator
charliez@aol.com
=====================================
Subj: Convention Hotel Update
Date: 11/18/2002 3:12:10 PM Eastern Standard Time
From: Robert London, National Executive Director, Alpha Phi Omega
Dear Volunteers,
First and foremost, I have just returned from a planning meeting with our
Convention Committee and they are well on their way to providing Alpha
Phi Omega with an outstanding 37th Convention.
This is the current situation with the Hotel.
The Hotel is completely sold out of all rooms for the dates of our
Convention. When we signed the contract with the Hotel, we agreed to use
3247 sleeping rooms over the course of our Convention. This number is
calculated based on previous conventions. There are currently 4362 rooms
reserved in the APO room blocks. The largest numbers of sleeping rooms
per night that we have used at a previous convention is 645. We
currently have over 800 rooms for our "peak night" for this Convention.
Once we reserved more rooms than we contracted for, the Hotel is able to
adjust the room rates for any new reservations as they believe the market
will merit. In our case, the Hotel went substantially beyond our
contracted number before they raised the rates. (In a hotel contract
there are dates when a room block can be adjusted up or down. The last
date for any adjustments is always 6 months before the meeting. We must
pay for any rooms in our block if they are not used.)
Unless we are going to have over 2500 members attend the convention, I do
not think we will use all the APO reservations that have been made with
the hotel. While I have looked at the list to ensure no one member is
holding a large number of rooms (more than 5), I can't tell if a few
members from one Chapter or Section have combined to reserve a large
number of rooms for one Chapter or Section. We do not want our members
to cancel their reservations. We want them to make the rooms they are
not using available to other members. If members cancel reservations
they are not using, those rooms are no longer in our block of rooms and
the hotel will charge more to the people on their waiting list.
This is going to be a balancing act to make this work for the largest
number of members.
1) We need to quickly get the word out to our chapters that if they are
not using a room, or are in need of a room they need to let their
Sectional Chair know.
2) The Sectional Chair should connect members or chapters within their
Section who have extra rooms or space with those members or Chapters who
are in search of hotel space.
3) If the Sectional Chair is unaware of any chapter or member needing
rooms in their Section, they need to let their Regional Director know of
an available room.
4) The Regional Director should connect members or chapters within their
Region who have extra room or space with those members or chapters that
are in search of space.
5) If a member with a hotel reservation for a room they are not using
has not heard from anyone in need of their room, they should be sure to
cancel that room with the hotel by December 6.
I have checked with other hotels regarding creating additional room
blocks for APO. At this date the hotels want guaranteed payment for any
rooms blocked even if they are not used. This is cost prohibitive for the
Fraternity. Additionally, I think there will be enough space at the
Sheraton. I have heard that there are rooms at the Wyndham Garden Hotel,
approximately 5 blocks away, which start at $85.
Thank you to everyone for helping to make this work and I look forward to
seeing everyone in New Orleans
Fraternally,
Bob London
Executive Director
Alpha Phi Omega National Service Fraternity
Phone: 816 373-8667
Fax: 816 373-5975
www.apo.org
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End of APO-L Digest - 17 Nov 2002 to 18 Nov 2002 (#2002-216)
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