Chapter room blocks and Function space requests for the 2009 GCSAA Education Conference and Golf Industry Show – New Orleans, La.
Let GCSAA help you with Orlando housing by securing a room block for your chapter members. The GCSAA conference events team, together with Golf Industry Travel, coordinates hotel room blocks for chapters during the GCSAA Education Conference and Golf Industry Show. A room block must be at least 10 rooms and guarantees a confirmed number of sleeping rooms will be available for your chapter members to use. Chapter room block requests will be assigned in order of receipt between June 2 and July 18, which is two weeks prior to housing opening. Return your Room Block Request Form as soon as possible for the best selection of hotels.
Less than 10 rooms are not considered a block and are handled as individual reservations. To make reservations for less than 10 rooms, contact Golf Industry Travel at 800-442-7220 or 203-772-0470 beginning August 1, 2008.
Complimentary shuttle service will be provided between all official hotels and the Orange County Convention Center, except those within walking distance.
Hotel Selection
Chapter room blocks will be assigned into one of the six hotel choices you select on the Room Block Request Form, using the Hotel List and Rates Chart and the Hotel Locator Map as references. When your chapter has been assigned a hotel, a confirmation of your room block will be forwarded to you. This confirmation must be signed and returned within three business days in order for the room block to be secured. After three days, other chapter requests will continue to be assigned and your block will be secured when the signed confirmation is returned.
If none of your six hotel choices are available, you will be contacted to discuss the options. Again, if you cannot be reached in three days, the process will move to the next chapter, and your block will be discussed as soon as contact is made.
Arrival/Departure Pattern
GCSAA reserves the right to adjust the requested room block based on past pick-up history and the standard percentage of rooms typically blocked. Before making any significant adjustments, you will be contacted to discuss the options.
Special Requests
Every attempt will be made to accommodate your 1 bed/2 bed request. However, adjustments may be necessary due to the hotel inventory of these room types. If you requested a hospitality suite to host events/functions, Golf Industry Travel will contact you to discuss the options.
Important Dates
- November 7, 2008 – Individual reservation forms are due to Golf Industry Travel and must include a credit card guarantee for each reservation. The hotel reserves the right to charge the credit card a one night deposit.
- November 10, 2008 – Rooms in the block that remain unassigned will be released for sale to general attendees.
Room Block Management
Golf Industry Travel will manage your room block. All changes or additions to room blocks after the confirmation is signed must be communicated directly to:
Michele Onofrio
Tel: 800-442-7220
Fax: 800-868-5506
In addition to managing your room blocks, Golf Industry Travel consultants provide professional, personal assistance for air travel and car rental reservations, making it simple and convenient. Call today – 800-442-7220.
Specially Marked Housing Form
Specially marked housing forms will be sent to the group contact by the end of August. These forms should be distributed to individual chapter attendees. Completed specially marked housing forms, including credit card numbers for deposits, must be returned to Golf Industry Travel by Nov. 7, 2008. Rooms in the block that remain unassigned will be released for sale to general attendees.
If your chapter would like to host a meeting or function at one of the conference hotels, complete the Meeting Room/Function Space Request Form. Your request will be forwarded to the hotel’s event services department, who will contact you within 10 business days to discuss the specific arrangements for your function.
An additional source for planning special events is the official destination management comp any for the GCSAA Education Conference and Golf Industry Show: USA Hosts; Contact Karen Christensen - karenc@usahosts.com or at 504-524-8687. For more information visit their Web site - www.usahosts.com.
GCSAA Contact
Judy Schelar, Manager, Conference Events & Meeting Planning
Phone: 785-832-4459
Fax: 785-832-4477
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