2014 AUSA. Annual Meeting & Exposition. Hotel Reservations and Meeting Space OctOber A ProfessionAl DeveloPment forum

Transcription

1 2014 AUSA Annual Meeting & Exposition A ProfessionAl DeveloPment forum Hotel Reservations and Meeting Space OctOber 2014 WAlter e. WAshington Convention Center, WAshington, D.C. AusAAnnuAlmeeting.org

2 2014 AUSA Annual Meeting & Exposition 2014 AUSA Annual Meeting & Exposition Dear AUSA Members and Friends, The 2014 Association of the United States Army Annual Meeting and Exposition will be significantly different this year as we welcome the new Washington Marriott Marquis as the headquarters hotel located directly across from the Walter E. Washington Convention Center and connected through an underground walkway. Opening 1 May 2014, the Marriott Marquis is a welcome addition to the AUSA Annual Meeting and Exposition and offers 1,175 guest rooms, more than 105,000 square feet of meeting space including a 30,000 square foot ballroom with a 22 foot ceiling, and 54 breakout rooms. In addition, the new hotel features outdoor terraces overlooking the City Center and Penn Quarter neighborhoods. I would like to invite you to attend the 2014 AUSA Annual Meeting and Exposition, October at the Walter E. Washington Convention Center, Washington, DC. This year we expect more than 28,000 guests to join us for professional development 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, Event and Meeting Space, Business to Business Suites, and Social Event tickets 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 15 May You may register for badges on-line starting on 2 June 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 2014 AUSA Annual Meeting and Exposition. See you in October! Sincerely, Michael M. Scanlan, CMP Director, Industry Affairs 2

3 SCHEDULE-AT-A-GLANCE MONDAY, 13 OCTOBER The Sergeant Major of the Army Conference MG Robert G. Moorhead Guard/ Reserve Breakfast Exhibits Open: Halls A, B, C, D and E Opening Ceremony Corporate Member Luncheon ROTC Luncheon United States Army Noncommissioned Officer and Soldier of the Year Recognition Luncheon (CSMs, GOs, NCOs & Soldiers of the Year) AUSA Book Program (Author presentations) ILW Contemporary Military Forums Retiree Seminar AUSA Military Family Forum I International Military VIP Reception President s Reception Honoring: The Secretary of the Army The Chief of Staff United States Army The Sergeant Major of the Army WEDNESDAY, 15 OCTOBER AUSA Region Breakfast Meetings Pre-Retirement/Survivor Benefit Plan Briefing CSM, OCAR Breakout Session AUSA Military Family Forum III Exhibits Open: Halls A, B, C, D & E ILW Paper Presentations Department of the Army Civilian Professional Development Seminar ILW Contemporary Military Forums Outstanding Soldiers Tour of Arlington National Cemetery and Washington, D.C Sustaining Member Reception and Luncheon Department of the Army Civilian Luncheon Senior Spouse Luncheon and Post Military Family Forum Discussion ILW Contemporary Military Forum IX George Catlett Marshall Memorial Reception and Dinner TUESDAY, 14 OCTOBER International Military VIP and Industry Networking Breakfast Chapter Presidents and Delegates Workshop Congressional Staffers Breakfast The Sergeant Major of the Army s Professional Development Forum Warrant Officer Professional Development Seminar Exhibits Open: Halls A, B, C, D & E Director, Army National Guard Seminar ILW Contemporary Military Forums Dwight David Eisenhower Reception Exhibit Halls A, B, C, D and E 1230 Dwight David Eisenhower Luncheon AUSA Military Family Forum II Chief, Army Reserve Seminar ILW Contemporary Military Forums ARNG Breakout Seminar Hotel Reservations and Meeting Space 3

4 2014 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. AUSA HOTELS ADDRESS DISTANCE FROM WCC RATES STARTING AT Churchill Hotel 1914 Connecticut Avenue NW, Washington, DC Miles $244 Doubletree Washington 1515 Rhode Island Avenue NW, Washington, DC Miles $244 Embassy Suites Convention Center th Street NW, Washington, DC Blocks $305 Four Points by Sheraton Downtown 1201 K Street NW, Washington, DC Blocks $298 Grand Hyatt Washington 1000 H Street NW, Washington, DC Block $338 Hampton Inn 901 6th Street NW, Washington, DC Block $305 Hamilton Crowne Plaza th Street NW, Washington, DC Blocks $279 JW Marriott 1331 Pennsylvania Avenue, Washington, DC Blocks $328 Marriott at Metro Center th Street NW, Washington, DC Blocks $306 Morrison Clark Hotel 1015 L Street NW, Washington, DC Blocks $317 Renaissance Washington 999 9th Street NW, Washington, DC Block $324 The Lowes Madison Hotel th Street NW, Washington, DC Blocks $328 The Mayflower, a Renaissance Hotel 1127 Connecticut Avenue NW, Washington, DC Blocks $322 W Washington DC th Street N.W, Washington, DC Miles $359 Washington Court Hotel 525 New Jersey Avenue NW, Washington, DC Blocks $286 Washington Marriott Marquis 901 Massachusetts Avenue NW, Washington, DC Attached $334 Please note rates do not include 14.5% occupancy tax. * Limited Per Diem rates available Important Instructions On-Line: Housing will be open to everyone beginning 15 May To make your housing reservation on-line, 24 hours-a-day, 7 days-a week, go to ausaannualmeeting.org and follow the link to housing. Confirmations: Reservations booked online will be confirmed immediately. Reservations requested via fax, mail or will be processed within three 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., , up until three 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 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. 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 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 business days. If you do not receive a confirmation within five business days, please contact Travel Planners at Groups are required to electronically sign a Group Booking Agreement (GBA), acknowledging terms and conditions, within two business days of date of issue. 4

5 INDIVIDUAL RESERVATION REQUEST FORM (9 ROOMS OR LESS) Association of the United States Army October 12 13, 2014 Walter E. Washington Convention Center Washington, DC PREFERRED HOTEL: Alternate Hotel #1: Alternate Hotel #2: I AM REQUESTING RESERVATIONS FOR: ATTENDEE(S) EXHIBITOR(S) RESERVATION INFORMATION: Occupant names required for all rooms. Attach separate page to specify additional names, room types, dates, etc. NAME OF OCCUPANT(s): ARRIVAL DATE: / / DEPARTURE DATE: / / NUMBER OF ADULT(s): NUMBER OF ROOMS: ROOM TYPE: SINGLE: 1 person; 1 bed DOUBLE: 2 people; 1 bed TWIN: 2 people; 2 beds TRIPLE: 3 people; 2 beds QUAD: 4 people; 2 beds Special Request(s)*: *Please note that special requests are not guaranteed and are subject to your individual hotel s availability at check-in. PLEASE CONFIRM INFORMATION TO: NAME: ADDRESS: COMPANY NAME: SUITE / APT: CITY: STATE: ZIP / POSTAL CODE: PHONE: ( ) - EXT: FAX: ( ) - COUNTRY: Please Note our Privacy & Security Policies: We take your privacy seriously. Help us to protect your credit card information by using our secure website to enter this information. For your protection, please do not send credit card information to us in any other way. If you are unable to enter your credit card information in the specified credit card area on our website, please call us to provide this information verbally so that we may enter it into our system. We recommend that you not send credit card information via , mail or fax. Any credit card information sent to us via , mail or fax will be transferred to a secured storage location for processing and then permanently deleted/shredded. Disclaimer: We make no warranties of any kind that any credit card information sent to us in any way other than the specified credit card area on our website will be secure. All documents transmitted to us are destroyed after one year. We cannot be held liable for any reservation or credit card dispute submitted after that time. Please note: if you do not receive confirmation or communication regarding your reservation request within 3 business days, please contact Travel Planners, Inc at (800) or (212) Availability may change in the time it takes to process your fax. It is best to reserve online or through our call center to receive immediate confirmation. RESPONSIBILITY AND LIABILITY: Travel Planners, Inc., travel program coordinator, and/or its agents, act only in the capacity as travel agents for customers in all matters pertaining to hotel accommodations and transportation. Travel Planners, Inc., as travel program coordinator, is not responsible for any damage, expense, injury or inconvenience to any person or property caused by late arrivals or departures, change of schedule from any cause whatsoever. Baggage handling throughout the program is entirely at the owner's risk. The customer agrees that Travel Planners, Inc shall not be held responsible in the event of any errors or omissions in any promotional materials. Please fax this form to Travel Planners at (212) Travel Planners, Inc. 381 Park Avenue South, New York, NY Phone: (800) Fax: (212) res@tphousing.com

6 GROUP RESERVATION REQUEST FORM (10 OR MORE ROOMS) Association of the United States Army October 12 13, 2014 Walter E. Washington Convention Center Washington, DC PREFERRED HOTEL: Alternate Hotel #1: Alternate Hotel #2: I AM REQUESTING RESERVATIONS FOR: ATTENDEE(S) EXHIBITOR(S) RESERVATION INFORMATION: In order that we may accommodate your group, please enter the number of rooms you will need under the corresponding room type for each arrival date and departure date below. Please attach separate page for additional dates if necessary. (1) ARRIVAL DATE DEPARTURE DATE SINGLE 1 person; 1 bed DOUBLE 2 people; 1 bed TWIN 2 people; 2 beds TRIPLE 3 people; 2 beds QUAD 4 people; 2 beds (2) (3) PLEASE CONFIRM INFORMATION TO: NAME: ADDRESS: COMPANY NAME: SUITE / APT: CITY: STATE: ZIP / POSTAL CODE: PHONE: ( ) - EXT: FAX: ( ) - COUNTRY: Please Note our Privacy & Security Policies: We take your privacy seriously. Help us to protect your credit card information by using our secure website to enter this information. For your protection, please do not send credit card information to us in any other way. If you are unable to enter your credit card information in the specified credit card area on our website, please call us to provide this information verbally so that we may enter it into our system. We recommend that you not send credit card information via , mail or fax. Any credit card information sent to us via , mail or fax will be transferred to a secured storage location for processing and then permanently deleted/shredded. Disclaimer: We make no warranties of any kind that any credit card information sent to us in any way other than the specified credit card area on our website will be secure. All documents transmitted to us are destroyed after one year. We cannot be held liable for any reservation or credit card dispute submitted after that time. Please note: if you do not receive confirmation or communication regarding your reservation request within 3 business days, please contact Travel Planners, Inc at (800) or (212) Availability may change in the time it takes to process your fax. It is best to reserve online or through our call center to receive immediate confirmation. RESPONSIBILITY AND LIABILITY: Travel Planners, Inc., travel program coordinator, and/or its agents, act only in the capacity as travel agents for customers in all matters pertaining to hotel accommodations and transportation. Travel Planners, Inc., as travel program coordinator, is not responsible for any damage, expense, injury or inconvenience to any person or property caused by late arrivals or departures, change of schedule from any cause whatsoever. Baggage handling throughout the program is entirely at the owner's risk. The customer agrees that Travel Planners, Inc shall not be held responsible in the event of any errors or omissions in any promotional materials. Please fax this form to Travel Planners at (212) Travel Planners, Inc. 381 Park Avenue South, New York, NY Phone: (800) Fax: (212) res@tphousing.com

7 LOGAN CIRCLE 1 3 Q St R St Rhode Island Ave 7th St M St Connecticut Ave H St 6th St t 6th S 1 5 th St New Hampshire Ave DUPONT CIRCLE Rhode Island Ave K St K St New York Ave Farragut Square P St McPherson Square H St CHINATOWN H St H St Pennsylvania Ave 3rd St 9th St PENN QUARTER QUARTER JFK Rec Center O St New York Ave Lafayette Park Louisiana Av Pennsylvania Ave Ellipse M St Walter E. Washington Convention Center 11th St G St N St Massachusetts Ave 1 6th St 19th St 18th St 17th St L St K St First St 5th St 12th St 4th St Franklin Square Massachusetts Ave F St E St Constitution Ave National Mall Eye St 14th St 11th St New Jersey Ave Eye St Vermont Ave 13th St The Churchill Hotel 1914 Connecticut Ave. NW DoubleTree by Hilton Hotel Washington DC 1515 Rhode Island Ave NW Embassy Suites Convention Center th St. NW Four Points by Sheraton 1201 K St. NW Grand Hyatt Washington 1000 H St NW Hamilton Crowne Plaza th St. NW Hampton Inn Convention Center 901 6th St NW JW Marriott 1331 Pennsylvania Ave NW The Loews Madison Hotel th St NW Marriott at Metro Center th St. NW The Mayflower Renaissance Connecticut Ave NW Morrison-Clark Historic Inn 1015 L St NW Verizon Center Renaissance Washington, DC 999 9th St. NW W Washington DC th St NW Washington Court Hotel 525 New Jersey Ave NW Marriott Marquis Washington, DC 901 Massachusetts Ave NW 2

8 2014 AUSA Annual Meeting & Exposition A PROFESSIONAL DEVELOPMENT FORUM ADVERTISING OPPORTUNITIES AUSA October Green Book Advertising The 2014 Army Green Book, which is the October issue of Army Magazine, is used by military and government personnel as a yearlong reference tool. Not only will the October Green Book go to AUSA s regular 58,000 monthly circulation, it will also be distributed to all attendees at the Annual Meeting and Exposition. Total circulation of the Green Book is over 70,000. For more information, please contact Mohanna Advertising: Andraea Davis andraea@mohanna.com Video Walls Metro Productions will supply digital signage applications with over 50 strategically placed monitors throughout the Convention Center, including four (4) large High Definition Video Walls. Digital signage will provide Exhibitors with the ability to promote their company, current programs, booth activities, and to invite Attendees to their booth. The digital signage will also integrate live Twitter feeds, enabling Exhibitors to interact with Attendees in real time. With the use of digital signage, Attendees will have the opportunity to gather important, up-to-date AUSA Annual Meeting event scheduling and other key information throughout the conference. For more information, please contact Evan Boyle: EBoyle@metro-productions.com , ext. 204 AUSANews AUSANews is the Association s monthly newspaper with a circulation of 71,000. It will also be distributed at the Annual Meeting. For more information, please contact Cathy John ASSOCIATION OF THE UNITED STATES ARMY 2425 Wilson Blvd, Arlington, VA

9 MEETING SPACE, FUNCTION ROOMS, OFFICES, AND OPS CENTERS There is no length-of-show meeting space for operation centers or offices at the Walter E. Washington Convention Center. There is limited meeting space available for date and time specific events (such as lunch, scheduled meetings, events, receptions, etc.). Please complete the Event Request Form on the following page and return it to AUSA. Once the completed form is received, a meeting room will be assigned and a confirmation sent to the point of contact with a packet containing information on how to order food and beverage, audio visual, and other pertinent information. For questions concerning meeting space at the Convention Center, please contact: Diane FitzGerald Senior Meetings Manager AUSA 2425 Wilson Boulevard Arlington, VA Direct (703) Fax (703) dfitzgerald@ausa.org The Marriott Marquis Washington DC and the Renaissance Hotel both have meeting rooms available during the length of the show to be used for office space, meeting space or events. Please contact: Oroscia Lowe Event Manager Marriott Marquis Washington DC 901 Massachusetts Avenue NW Washington, DC Direct (202) Oroscia.lowe@marriott.com Diana Sarmiento Senior Catering Sales Executive Renaissance DC Downtown Hotel 999 9th Street NW Washington, DC Direct (202) Fax (202) Diana.Sarmiento@Renaissancehotels.com TICKETS TO AUSA ANNUAL MEETING SOCIAL EVENTS Ticketss for social events will go on sale starting 2 June 2014 at the AUSA web site: ausaannualmeeting.org THE FOLLOWING TICKETS WILL BE AVAILABLE FOR PURCHASE: Guard/Reserve Breakfast (13 Oct.) $40.00 President s Reception (13 Oct.) $50.00 Eisenhower Luncheon (14 Oct.) $60.00 Army Civilians Luncheon (15 Oct.) $50.00 Marshall Memorial Reception/Dinner (15 Oct.) $ Hotel Reservations and Meeting Space 7

10 EVENT REQUEST FORM OCTOBER 2014 WALTER E. WASHINGTON CONVENTION CENTER WASHINGTON, DC 2014 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#: ( ) Cell#: ( ) 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 (#) / CONFERENCE for (#) / HOLLOW SQUARE for (#) / U-SHAPE for (#) / RECEPTION 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: 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 dfitzgerald@ausa.org All requests must be received by COB on Monday, 22 September 2014

11 BUSINESS TO BUSINESS SUITES AT THE 2014 AUSA ANNUAL MEETING & EXPOSITION AUSA is pleased to offer Business to Business Suites located on the exhibit floor for the 2014 AUSA Annual Meeting. Business to Business Suites are a new and innovative option to traditional exhibit space offering semi-private conference, meeting, and 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. Benefits: Comfortable, private meeting space in the exhibit hall Extended hours for meetings, breakfast, and receptions Shared office resources Flexible rental packages based on your space requirements All Standard Business to Business Suites include: Wall Structure: Grey panels, consisting of Acoustic Sound Walls, with Door Locks Telephone and electrical connections Your company s custom graphics displayed on a light box adjacent to your suite entrance Custom wall to wall plush carpet and padding Upgraded specialty furniture Special access for you and your guests from 7:00 a.m. 8:30 p.m. daily Pricing: A 5.75% sales tax will be applied to your final invoice. If your company is tax exempt, please supply a tax exempt certificate for the District of Columbia 10x20 Business to Business Suite $20, x20 Business to Business Suite $40, x30 Business to Business Suite $60, x40 Business to Business Suite $71, Additional Suite equipment and amenities are available and will be quoted upon request. *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. All Business to Business Suites will be located in Exhibit Hall B 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. Roof Tops to Suites, are available for an additional charge, and quoted per suite dimensions. Hotel Reservations and Meeting Space 9

12 2014 AUSA Annual Meeting & Exposition AUSA BUSINESS TO BUSINESS SUITES 20 X 30 Suite 10 X 20 Suite 20 X 20 Suite 20 X 30 Suite 10

13 BUSINESS TO BUSINESS SUITE RESERVATION FORM Space is limited! Reserve your suite now! Please fill out the following reservation form and return to Global Experience Specialists (GES). Once we have received this request you will be contacted by a member of our team. Space reservations are on a first-come, first-serve basis. A completed space contract is required to guarantee your space. All requests for space must be returned to GES no later than Friday, 11 July Please indicate your desired Business to Business Suite size. 10 x 20 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 Hotel Reservations and Meeting Space 11

14 AssOciAtiOn Of the United states Army 2425 Wilson Boulevard Arlington, VA Ph Fx