Date of reunion: Normally, a Saturday, but with possible arrival of members on the preceeding Thursday or Friday. Most members depart on Sunday, however, some may decide to remain over Sunday night. Discussion with management should ensure that a proposed room rate is the same for each of these days. Additionally, a group discount rate should be discussed, whereby a reduced daily room rate is made available because of the number of people attending. (Because the number of attending members is not known at this initial discussion, management might not commit to a group discount.) From past reunions, a "working figure" of possible attendees is 20 to 25. This number does not included accompanying persons. Accommodations are usually spoken of as "rooms" rather than persons.

Reunion Planning Experience: Make use of the hotel/motel staff's experience in planning a reunion.

Member Participation: Some members may elect to attend the business meeting and the banquet but not remain overnight. Registration and banquet fees would still be chargeable to these members.

Room Viewing: Management should be receptive to a request to view a typical room, satisfying the host as to condition of cleanliness, wear/tear, access, noise producers (example: outside air conditioners, trash containers, traffic) and outside view.

Meeting Room: A room large enough to easily contain the total number of attending members along with tables and chairs is needed. Positioning of the U.S. flag and NCVANE banner should be determined. The need for a sound system should be discussed if the chapter president has so requested.

Registration Table: Best situated in the lobby, providing easy access for members. Welcome Aboard packages are provided at this source.

Vehicle Parking: Determine if indoor or outdoor, so that members may be informed. (Some large vans or recreation vehicles may be too high for indoor parking.)

Dining: A place to eat breakfast; a room to support the Saturday evening banquet. A selection of a hotel/motel should consider these requirements. Convenience is important. Menu options for the banquet should be obtained and a determination made regarding availability of special dietary requirements.