| Visit local tourist office and/or chamber of commerce to obtain information brochures and/or recommendations for hotels/motels, and ideas to enhance the reunion. Inquire as to the availability of discount coupons at local businesses. Telephone hotel/motel sales manager for appointment to discuss reunion. At meeting with sales manager: - Identify yourself as a member of NCVANE, and as the host for the reunion.
- Obtain name, title, telephone number and e-mail address of sales manager.
- Obtain hotel/motel brochure.
- Provide estimate number of attendees who will stay overnight.
- Obtain room rate. Request that this rate be valid for all days of visit.
- Inquire if there is a special rate when a minimum number of rooms are reserved, or if a complimentary room is provided for a given number of reserved rooms.
- Is there a charge for a third person in a room?
- Should members make their wishes known to reservation desk as to smoking/non-smoking and/or handicap room requirements?
- View/inspect a typical room.
- Handicap access: Discuss and view facilities/services for disabled persons, examples being: building access (ramp/automatic door opener); room access; bathroom access; bathroom grab bars; no-slip surfaces; commode height; emergency evacuation procedures; medical emergency; enhanced services for hearing- or sight-deficient persons; access to restrooms; use of service animal or seeing-eye dog; alternate sign format (i.e. large print signs/braille); availability of sign-language qualified staff personnel; handicap parking space.
- Provide name of alternate host.
- In absence of sales manger, who is point of contact?
- Meeting room: with table/chairs, pads/pens; water pitchers/glasses; place to hang U.S. flag and NCVANE banner; podium; sound system..
- Fee/no-fee for use of meeting room? Deposit? Smoking restriction?
- Determine if coffee/tea/soda and/or pastries can be provided during the business meeting. Cost?
- Date by which the host must advise the sales manager of number of attendees at
business meeting, and arrangement of table/chairs.
- Banquet requirements: provide estimated number of attendees; obtain menu options; special dietary requirements; cost per person (tax/service included?); time of seating; availability of bar; procedure for matching guests with menu selection (meal ticket?) Date by which host will advise sales manager of names and meal selection of attendees.
- Registration table: where located? time that host will be available.
- Welcome Aboard packages: contents; who will prepare?
- Determine if a room deposit is required.
- Determine dates by which sales manager will require exact number of attendees for planning meeting room set-up and banquet arrangements.
- Obtain hotel/motel telephone number/street address/e-mail address and website for making room reservations.
- Determine if room rate is for single or double occupancy, or either.
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- Decide final day by which room reservations must be made. [Some hotels prefer 30-day cutoff date]
- Obtain hotel/motel policy regarding cancellation of room reservation.
- Determine whether vehicle parking is available "under cover" or outside. If under cover, obtain entrance height - for purpose of advising member who may arrive in a van or RV.
- Determine if there is a charge for parking.
- Restaurant: Available for which meals? Hours and days of operation?
- Determine date by which bill is to be paid by host for meeting room and/or banquet.
- Advise sales manager of desire for an invoice.
- Determine if hotel/motel can coordinate tours of the local area.
- Review hotel/motel procedures for handling a medical emergency.
- Advise sales manager that host will make periodic contact to ensure that arrangements are proceeding satisfactorily.
- Select hotel/motel.
- Set up a Reunion Checking Account.
- Determine registration fee.
- Obtain concurrence of chapter president of date selected for reunion.
- Prepare reunion notice.
- Forward reunion notice to chapter secretary and NCVANE webmaster for publication.
- Prepare/forward publicity notice to news media.
- Periodically check names from registration forms with hotel/motel list of those who have made reservation.
- Resolve discrepancies.
- Prepare list of attendees and guest(s). Forward copy to chapter president and secretary prior to reunion. Make copy available at Registration Table.
- Prepare Plan of the Day.
- Prepare Welcome Aboard letter.
- Prepare Welcome Aboard package.
- Consider providing optional activities for spouses and guests during business meeting.
- Advise sales manager of number of attendees based on registration form.
- Compare member's registration forms with hotel/motel reservation list.
- Provide deposit to hotel/motel.
- Advise sales manager of number attending business meeting.
- Advise sales manager of desired arrangements for table/chairs at business meeting.
- Advise sales manager whether coffee/tea/soda/snacks are desired at business meeting.
- Check with sales manager on availability of TV/VCR; overhead projector; podium/microphone. Cost?
- Determine location of banquet.
- Advise sales manager of meeting and banquet times.
- Develop plan for banquet meal selection.
- Set date with sales manger to discuss attendees' meal choice.
- Consider acquiring "souvenir" donations from local business.
- Arrange for pick up of Welcome Aboard package by attendees in absence of host.
- Confirm set up of registration table and location.
- Forward names of attendees to NCVANE webmaster for publication.
- Consider holding raffle at banquet.
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Mount U.S. flag and NCVANE banner in meeting room.
- Pass flag and banner to new host.
- Invoice received from hotel/motel.
- Invoice paid.
- Forward letter of thanks to sales manager.
- Forward article for publication in Cryptolog.
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