[23195] in APO-L
Re: [APO-L] Convention Hotel Update from the National Office
daemon@ATHENA.MIT.EDU (Cross, Matt)
Tue Nov 19 12:33:39 2002
Date: Tue, 19 Nov 2002 08:26:11 -0800
Reply-To: "Cross, Matt" <MATTHEW.J.CROSS@SAIC.COM>
From: "Cross, Matt" <MATTHEW.J.CROSS@SAIC.COM>
To: APO-L@LISTSERV.IUPUI.EDU
Per Bob London's request, I am in the process of gathering the information
for Section 74 and relaying that to the Region IV Director. I sent messages
to the Chapter presidents, as well as sending a message to the general
Section 74 email list so that other Brothers in the Section could add
information as needed. If you know of extra rooms available from Brothers
within Section 74, please let me know so that we don't have any information
slip through the cracks.
Thanks,
Matt Cross
Section 74 Chair -- Alpha Phi Omega
(888) 270-0074
mailto:section.74.chair@apo.org
http://www.section74.org
-----Original Message-----
From: Alpha Phi Omega Discussion List [mailto:APO-L@LISTSERV.IUPUI.EDU] On
Behalf Of Natt Joel-EJN018
Sent: Tuesday, November 19, 2002 7:57 AM
To: APO-L@LISTSERV.IUPUI.EDU
Subject: Re: [APO-L] Convention Hotel Update from the National Office
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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