2010 AUSA. Annual Meeting & Exposition. Hotel Reservations and Meeting Space October America s Army: A Professional Development Forum

Transcription

1 2010 AUSA Annual Meeting & Exposition A Professional Development Forum Hotel Reservations and Meeting Space America s Army: The Strength of the Nation October 2010 Walter E. Washington Convention Center, Washington, D.C.

2 2010 AUSA Annual Meeting & Exposition Dear AUSA Members and Friends, This year the Association of the United States Army celebrates its 60 th Anniversary. Since 1950, AUSA has worked to support all aspects of national security, while advancing the interests of America s Army and the men and women who serve. We look forward to continuing to serve you and are thankful for all that you do for the Army, and for your support of AUSA. I would like to invite you to attend the 2010 AUSA Annual Meeting and Exposition, October at the Walter E. Washington Convention Center, Washington, DC. This year, we expect more than 35,000 guests to join us for important seminars, family forums, presentations by senior Army leaders, and special events. I hope that while you are in Washington, DC you will have an opportunity to see some of the many historical landmarks, monuments, and museums that make our city one of the top destinations in the country. Please visit the Destination DC website at for information on local venues and places of interest in the Nation s Capital. In this brochure you will find important information regarding Housing and Meeting Space at the AUSA Annual Meeting. Please make your room reservations at our official conference hotels, where we have negotiated contracts on your behalf to give you the best value and price. By doing so, you help ensure our ability to continue to offer affordable housing at future meetings. On-line Housing will open on 1 June You may register for badges on-line starting on 1 July If you are not already an AUSA member, please visit our website at and join now. AUSA membership will afford you easy registration for the 2010 AUSA Annual Meeting and Exposition. See you in October! Sincerely, Michael M. Scanlan, CMP Director, Industry Affairs 2

3 America s Army: The Strength of the Nation Schedule Following is the program structure for the Annual Meeting, all events and speakers are subject to change. Monday, 25 OCTOBER Army National Guard/Army Reserve Leadership Breakfast Exhibits Open: Halls A, B and C Opening Ceremony Keynote Speaker: Secretary of the Army Corporate Member Luncheon ROTC Luncheon Sergeant Major of the Army Awards Luncheon (CSMs, GOs, NCOs & Soldiers of the Year) AUSA Book Program ILW Contemporary Military Forums I and II Retiree Seminar AUSA Military Family Forum I NCO Army National Guard and Army Reserve Breakout Sessions International Military VIP Reception President s Reception Honoring: The Secretary of the Army The Chief of Staff of the Army The Sergeant Major of the Army TUESDAY, 26 OCTOBER Sergeant Major of the Army Conference (SFCs and above only) Congressional Staffers Breakfast International Military VIP and Industry Networking Breakfast Chapter Presidents and Delegates Workshop AUSA Military Family Forum II Exhibits Open: Halls A, B and C ILW Contemporary Military Forums III and IV NCO Professional Development Forum Chief, Army Reserve Seminar Dwight David Eisenhower Reception Exhibit Halls A, B and C Dwight David Eisenhower Luncheon Speaker: Chief of Staff of the Army ILW Contemporary Military Forums V, VI, and VII ILW Contemporary Military Forum VIII Director, Army National Guard Seminar Sergeant Major of the Army Conference (SSGs and below only) WEDNESDAY, 27 OCTOBER AUSA Region Breakfast Meetings ILW Contemporary Military Forums IX and X Pre-Retirement/Survivor Benefit Plan Briefing Land Warfare Paper Presentations Exhibits Open: Halls A, B and C Army Civilian Professional Development Seminar Outstanding Soldiers Tour of Arlington National Cemetery and Washington, DC AUSA Military Family Forum III ILW Contemporary Military Forum XIII Sustaining Member Reception and Luncheon Department of the Army Civilian Luncheon ILW Contemporary Military Forums XI and XII George Catlett Marshall Memorial Reception Exhibit Halls A, B and C George Catlett Marshall Memorial Dinner 3

4 2010 AUSA Annual Meeting & Exposition Housing information Please make your room reservations at our official conference hotels, where we have negotiated contracts on your behalf to give you the best value and price. By doing so, you help ensure our ability to continue to offer affordable housing at future meetings. Map Number AUSA Hotels Address Distance from Convention Center Rates Single/Double Triple/Quad 4 Embassy Suites DC Convention Center th Street NW, Washington, DC Blocks $266/$266 9 Four Points Sheraton 1201 K Street NW, Washington, DC Blocks $275/$275 2 Grand Hyatt Washington * 1000 H Street NW, Washington, DC Block 8 Hamilton Crowne Plaza Washington 14 th & K Street NW, Washington, DC Blocks 3 Hyatt Regency Capitol Hill * 400 New Jersey Avenue NW, Washington, DC Blocks 10 JW Marriott * 1331 Pennsylvania Avenue, Washington, DC Blocks 6 Marriott at Metro Center * th Street NW, Washington, DC Blocks 1 Renaissance Washington DC th Street NW, Washington, DC Block 12 Renaissance Mayflower Hotel * 1127 Connecticut Avenue NW, Washington, DC Blocks 5 The Liaison Hotel 415 New Jersey Avenue NW, Washington, DC Blocks $293/$318 $343/$368 $229/$249 $269/$289 $269/$294 $319/$344 $299/$299 $319/$339 $280/$280 $300/$320 $280/$280 $305/$330 $299/$299 $319/$339 $229/$229 $259/$ The Washington Court Hotel 525 New Jersey Avenue NW, Washington, DC Blocks $229/$249 7 The Westin Washington Hotel 1400 M Street NW, Washington, DC Blocks $229/$229 $259/$289 Please note rates do not include 14.5% occupancy tax. Hotel and Parking map located on page 8. * Limited Per Diem rates available Important Instructions On-Line: Housing will be open for chapters only beginning 17 May Housing will open for all other attendees on 1 June To make your housing reservation on-line, 24 hours-a-day, 7 days-a week, go to and follow the link to housing. You may also revisit the site and make necessary cancellations, date and name changes. Confirmations: Reservations booked online will be confirmed immediately. Reservations requested via fax, mail or will be processed within three (3) business days of receipt of your request. Changes and Cancellations: Any and all changes (pending hotel availability) to existing reservations must be made through Travel Planners, Inc. until three (3) days prior to arrival. After this time, you must contact your hotel directly. Cancellations to existing reservations must be made by and in accordance with the 4

5 America s Army: The Strength of the Nation Housing information (continued) hotel cancellation policy as outlined in your reservation confirmation . Be sure to confirm your departure date upon check-in as some hotels may charge an early departure fee. Hotel Preference: Please be aware that your first choice for a hotel may not be available. Please include all four (4) choices on the housing form when you send it in. Every effort will be made to honor your request. Submission of form does not guarantee placement. Military Rates: There are an extremely limited number of rooms available at the military rate within the AUSA hotel block. They can be booked on-line or via the Housing Request Form. However, the rate is only available to U.S. military/government personnel, who must present government ID upon check-in for the rate to be honored. Group Room Blocks: Room blocks of ten (10) or more rooms may be requested on-line or via the Group Hotel Reservation Form. You will receive a confirmation from Travel Planners within five (5) business days. If you do not receive confirmation within five (5) business days, please contact Travel Planners at Groups are required to electronically sign a Group Booking Agreement (GBA), acknowledging terms and conditions, within two (2) business days of date of issue. block or you may provide separate, individual credit card numbers for each reservation within your block. Credit card deposit charges may not be charged to a different credit card after the initial charge has been processed. If your deposit is not received within five (5) days of receipt of confirmation, your rooms are subject to cancellation. Deposits are refundable for reservations canceled on or before 12 August Deposits become non-refundable for new reservations or cancellations received on 13 August 2010 or later. All rooms must have occupant names by 12 August Rooms without names are subject to cancellation. President s Club: Chapters qualify for the President s Club by attaining their membership goal in ten out of the twelve months of operational year, ending 30 June Chapters that have qualified for the President s Club will be able to reserve up to five rooms at the Renaissance Hotel and the Grand Hyatt Hotel. A form for reserving these rooms will be sent to all Presidents Club Chapters by Regional Activities at the end of the operational year, 30 June A deposit of $ for each room reserved is required and due within five (5) days of receipt of Group Booking Agreement confirmation. Deposits can be made by major credit card (American Express, Visa, Master Card and Discover) or a check drawn on a U.S. bank, made payable to Travel Planners, Inc. You may provide one (1) credit card number for all reservations within your 5

6 Hotel Reservation Form October 2010 Walter E. Washington Convention Center Washington, DC 2010 AUSA Annual Meeting & Exposition Reserve your room online at Demographic (check one) Attendee Exhibitor First Name Last Name Company Business/Mailing Address Suite City State Zip Country (if not USA) Phone Fax Hotel Preferences You may view the list of hotels participating in the AUSA 2010 official room on page 4 of this brochure or on-line. Select hotels in order of preference. Hotel assignments will be made based upon availability, according to your preferences. 1st Choice Hotel 3rd Choice Hotel 2nd Choice Hotel 4th Choice Hotel Prevailing Per Diem Rate (must provide government/military photo I.D.) Names of Occupants Arrival Date Departure Date Single 1 Person 1 King Bed Double 2 People 1 King Bed Double 2 People 2 Beds Triple 3 People 2 Beds Quad 4 People 2 Beds S/NS *If person requires auxiliary service under the Americans with Disabilities Act (ADA), please check and attach a written description of needs. Deposit For your security and convenience, it is highly recommended that you make your reservations online via our secure website. Should you choose to , fax or mail this form, Travel Planners will reserve a tentative, non-guaranteed reservation, provided one of your hotel choices is available. Reservations requested via , fax or mail will be processed within two (2) business days of receipt and are subject to availability at the time of processing. Tentative confirmation will be sent via and will include a web link to access your reservation online and enter your credit card information securely. Tentative reservations not guaranteed within two (2) business days of receipt of confirmation are subject to cancellation. Should none of your hotel choices be available at the time of processing you will be notified. Travel Planners, Inc. 381 Park Avenue South New York, NY Phone: (800) or (212) Fax: (212) res@tphousing.com

7 Group Hotel Reservation Form October 2010 Walter E. Washington Convention Center Washington, DC Deadline for Rooming List: 2 August 2010 FOR TEN OR MORE ROOMS WHEN BOOKING TEN OR MORE ROOMS, a deposit of $300 per room, $500 for a 1-bedroom suite and $700 for a 2-bedroom suite is required. Deposits become non-refundable for new reservations or cancellations received on 13 August 2010 or later. First Name Last Name Company Business/Mailing Address Suite City State Zip Country (if not USA) Day Phone Fax Hotel Room Request: Reservation requests are filled on a first-come, first-served basis. Hotel rates do not include local taxes, which are 14.5% per room, per night (rate subject to change). Hotels are listed on page 4. 1st Choice Hotel 3rd Choice Hotel 2nd Choice Hotel 4th Choice Hotel If all representatives cannot be accommodated in your first choice hotel, do you wish to: Keep all in one hotel Split the group between hotels Number of Rooms Thursday 10/21/10 Friday 10/22/10 Saturday 10/23/10 Sunday 10/24/10 Monday 10/25/10 Tuesday 10/26/10 Wednesday 10/27/10 Suites (1/2Bdr) Prevailing Per Diem Rate (must provide government/military photo I.D.) provided upon availability. Thursday 10/28/10 Friday 10/29/10 *If person requires auxiliary service under the Americans with Disabilities Act (ADA), please check and attach a written description of needs. Submit Completed form to: Travel Planners, Inc., 381 Park Avenue South, New York, NY 10016, Fax: (212) Confirmation You will receive a confirmation from Travel Planners within five (5) business days. If you do not receive confirmation within five (5) business days, please contact Travel Planners at Groups are required to electronically sign a Group Booking Agreement (GBA), acknowledging terms and conditions, within two (2) business days of date of issue. A deposit of $ for each room reserved is required and due within five (5) days of receipt of Group Booking Agreement confirmation. Deposits can be made by major credit card (American Express, Visa, Master Card and Discover) or a check drawn on a U.S. bank, made payable to Travel Planners, Inc. You may provide one (1) credit card number for all reservations within your block or you may provide separate, individual credit card numbers for each reservation within your block. Credit card deposit charges may not be charged to a different credit card after the initial charge has been processed. If your deposit is not received within five (5) days of receipt of confirmation, your rooms are subject to cancellation. Deposits are refundable for reservations canceled on or before 12 August Deposits become non-refundable for new reservations or cancellations received on 13 August 2010 or later. All rooms must have occupant names by 12 August Rooms without names are subject to cancellation. Important Note: Official AUSA hotels will not honor direct requests for reservations or confirmations.

8

9 America s Army: The Strength of the Nation Meeting Space, Function Rooms, Offices, & Ops Centers There is no length-of-show meeting space for operation centers or offices available at the Walter E. Washington Convention Center. There is limited meeting space available for date and time specific events (such as lunch, scheduled conferences, receptions, etc.) Please complete the enclosed Event Request Form and return to AUSA. For any questions concerning such meeting space, please contact: Ms. Christine Goedkoop, CMP Meeting Planner, AUSA 2425 Wilson Boulevard Arlington VA, Direct (703) Fax (703) cgoedkoop@ausa.org The Renaissance Hotel has meeting rooms available for office space, meeting space or events, please contact: Mrs. Beth Bogart, CMP, CPCE Director of Event Planning Renaissance Hotel th Street NW Washington, DC Direct (202) beth.bogart@renaissancehotels.com The Grand Hyatt also has suites and meeting space available. Please book suites through the room reservation process. Meeting space can be booked by contacting: Mr. Loren Schields Senior Convention Services Manager Grand Hyatt Washington 1000 H Street NW Washington, DC Direct (202) loren.schields@hyatt.com Chapter Operations Center/Office Space Length-of-show space for AUSA Chapter operations centers is available at the Washington DC Renaissance Hotel in the form of two connecting rooms (corner suite with king sleeping room attached) available at the rate of $560 per night plus tax; the combined space is approximately 500 square feet. A fee of $ will be charged to remove furniture from the suite. For requests please contact: Ms. Courtney Diggs-Brown Meeting Planner, AUSA 2425 Wilson Boulevard Arlington, VA Direct (703) Fax (703) cdiggs-brown@ausa.org 9

10 Event Request Form October 2010 Walter E. Washington Convention Center Washington, DC 2010 AUSA Annual Meeting & Exposition Event Name: Event Date: Event Start Time: Event End Time: Name of Event P.O.C.: Title: Company Name: Address: State: Zip: Phone #: ( ) Total # of Expected Guests: ROOMSET: Is a floorplan available? Hand-drawn plan accepted. If a floorplan is available, please include it with this form. Please complete the following: (CIRCLE ALL THAT APPLY) BASIC ROOM SET-UP: THEATER for _ (#) / BANQUET/6 Rounds for (#) / CLASSROOM for (#) / RECEPTION for (#) CONFERENCE for (#) / HOLLOW SQUARE for (#) / U-SHAPE for (#) / OTHER: for (#) STAGE(s): Dimensions: (Standard Stage Height is 24, standard risers are 6 x8 ) HEADTABLE for #) PODIUM (Lectern) PERIMETER SEATING: # of Chairs REGISTRATION TABLES: # Outside + / # Inside (Note: Reg tables come standard w/ 2 chairs unless otherwise specified.) LITERATURE TABLES: # (Lit. Tables are inside room w/ NO CHAIRS unless otherwise specified) EASEL One per Room unless otherwise specified. All signage in & around Meeting Rooms will be floor supported, as the rooms do NOT support hanging signs. Per Washington Convention Center Authority, you may not tape signs to walls. OTHER: OTHER: AUSA will assign a room number to your event and send a confirmation and information packet containing contact information for requesting Catering, Audio-Visual, Telephone/Internet, Equipment Rental, Freight/Collateral Shipping and Signage. Please return form to AUSA, Fax or cgoedkoop@ausa.org

11 America s Army: The Strength of the Nation Business to Business Suites at the 2010 AUSA Annual Meeting & Exposition the 2010 AUSA Annual Meeting. Business to Business Suites are a new and innovative theatre space steps away from your main exhibit. They can also meet the Business to Business requirements for those companies that choose not to exhibit. All Standard Business to Business Suites include: Wood grain panel structure Telephone and electrical connections Your company s custom graphics on a light box by your entry doorway Custom wall to wall plush carpet and padding Upgraded specialty furniture Unlimited access for you and your guest from 7:00 a.m. 8:30 p.m. daily Shared receptionist, fax machine and copier Pricing: A 5.75% sales tax will be applied If your company is tax exempt, please the District of Columbia Extended hours for meetings, breakfast, and receptions Flexible rental packages based on your space requirements 10x20 Business to Business Suite $17, x20 Business to Business Suite $35, x30 Business to Business Suite $51, x40 Business to Business Suite $66, Upgradeable Options Quoted Upon Request: All Business to Business Suites will be located in Exhibit Hall C at the Walter E. Washington Convention Center. All prices quoted are for three full show days for rental. Single and half day rentals may be available at reduced rates depending on demand and availability. Custom Suite sizes and options will be available based on your individual needs. *Please note that catering, audio-visual services, and support personnel are available through separate vendors at additional cost. Electrical and Communication labor will be billed through GES after the close of the event. 11

12 2010 AUSA Annual Meeting & Exposition Exhibit Hall C 12

13 America s Army: The Strength of the Nation Copyright (C) GES Global Experience Specialists. All rights reserved 13

14 2010 AUSA Annual Meeting & Exposition 14

15 America s Army: The Strength of the Nation Business to Business Suite Reservation Form Space is limited! Reserve your suite now! All you need to do to reserve this space is fill out the following reservation form and return to GES Exposition Services. Once we have received this request you will be contacted by a member of our team. Space reservations are on a first-come, first-served basis. A completed space contract is required to guarantee your space. All requests for space are due back to GES no later than Friday 9 July Size needed: Lower Level 10x20 20x20 20x30 20x40 Duration of time needed : Full Days Half Days Company Name: Contact: Phone Number: address: Questions on these suites? GES at sdunne@ges.com. Or call Steve Dunne 407/ Return this form via fax to: GES 702/

16 Association of the United States Army 2425 Wilson Boulevard Arlington, VA Phone: (800) Fax: (703)