Minutes of the December 20,
2008 Meeting
Present:
Cynthia Manangan-Cortez
Leticia
Nigalan-Llanes
Julie
Ballesteros-Agojo Fe
Gonzales-Sepulveda
Time
Started:
12:00
PM
Venue:
Fe
Gonzales-Sepulveda’s residence in Corona,
CA.
Agenda:
Hotel
Contract
Room
Reservations
Function
Space Arrangements
Picnic/Family
Day Venue
Next
Meeting
Discussions/Suggestions/Decisions
Hotel Contract.
The contract with Monte Carlo Hotel
in Las Vegas has been signed.
A hotel deposit in the
amount of $1,000.00
was made on December 31, 2008.
Room Reservations. Hotel
has reserved a total of 260 room/suite
nights according to the following pattern:
A charge of $25.00 per person, per night,
will be added for each third and fourth
person sharing the same room/suite,
regardless of age, with a maximum of four
(4) guests per room/suite.
Additional
Room Rate Conditions.
All room/suite rates are net,
non-commissionable and will be subject to
Clark County room tax, which is currently
nine percent (9%), subject to change.
The room rate charged to the end-user
shall not be greater than the rate provided
by Hotel to Meeting Group without the
expressed written consent of Hotel.
Telephone
Reservations.
Reservations will be telephoned
directly to Hotel Reservation Department
toll-free at 800-311-8999.
In order to receive the group rate,
callers must identify their affiliation with
XUHCR9, and confirm their
reservations with a deposit prior to the cut
off date.
Rates cannot be changed at check-in
or check-out for guests who fail to identify
their affiliation at the time the
reservation is made.
Online
Reservations.
In order to receive the group rate,
guests must use the online reservation form
by choosing the “Hotel Reservations”
link at http:/www.montecarlo.com,
and enter the group code: XUHCR9.
Rates cannot be changed at check-in or
check-out for guests who fail to enter the
group code or who fail to receive a
confirmation through the online booking
system. All other terms and conditions
and outlines on the Hotel Internet
reservations site apply.
Individual
deposits.
It
is attendee’s responsibility to submit a
credit card number, or a deposit equal to
the first night’s room/suite rate, plus
tax as a guarantee, at the time the attendee
makes the reservation. Attendee’s credit
card will be charged the first night’s
room/suite rate plus tax at that time. Room
reservations not guaranteed will be
automatically canceled by Hotel within
fourteen (14) days of the reservation date.
Refunds will be issued on individual
attendee’s reservations canceled at least
seventy-two (72) hours in advance of the
confirmed arrival date. All guaranteed reservations will be held until 6:00 a.m. only
on the day after attendee’s confirmed
arrival date. Attendees must pay the balance of all room, tax and
incidental charges upon check-out.
Individual
Cancellation.
Hotel
allows individual attendees the right to
cancel their guest room/suite reservations
without penalty up to forty-eight (48) hours
prior to the attendees’ scheduled arrival
date. Depending
on the method of deposit or guarantee, Hotel
shall charge the individual attendee or bill
the first night’s guest room/suite rate
and tax for cancellation within forty-eight
(48) hours of the scheduled arrival date or
failure of the individual to check-in
("no show") on the scheduled
arrival date.
Any remaining nights of a “no
show” reservation will be canceled.
Check-in
/ Check-out.
Guest check-in time is 3:00 p.m.
If rooms are requested prior to
check-in time, early arrivals will be
accommodated only when rooms become
available.
Guests must be at least twenty-one
(21) years of age or be accompanied by
someone at least twenty-one (21) years of
age to check in.
Check-out time is 11:00 a.m.
Hotel bell staff can store luggage on
a complimentary basis for those guests who
have checked out, but are not yet departing
the Hotel.
For those guests not wanting to stop
at the Front Desk on the way out, express
check-out forms can be found in the sleeping
room.
Cut-off
Date. The
cut-off date is the last day that Hotel will
accept guest room/suite reservations for
Meeting Group’s program.
The cut-off date is September 9,
2009.
Reservation requests received after
the cut-off date will be accepted by Hotel
at a space and rate availability basis only,
not to exceed Meeting Group’s guest
room/suite allocation.
Function Space Arrangements.
The
events will take place on the
"Convention Level" located on the
second floor of the Hotel.
Only
paid attendees and guests will be allowed to
attend the dinner dance.
Payments will not be accepted on the
day of registration.
Picnic/Family Day Venue. Letecia
Nigalan-Llanes has found an open-air picnic
area and will research the possibility of
using the facility for the Family Day. The picnic is scheduled on Sunday, October 11, 2009.
Next Meeting. The next
meeting will be scheduled in late February
when our Lilian alumni are back from their
grand reunion in Urdaneta or in March.
The meeting was adjourned at 5:00 PM.
