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        Reservation Instructions

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        Housing reservations for the 2017 National Leadership Conference will open on Tuesday, February 28, 2017. Reservations must be submitted via the BPA NLC Conference Registration System located at: https://www.registermychapter.com/bpamem/Login.asp?From=Conf.asp.

        Registered students & advisors are required to stay at an official conference property. Failure to comply will result in disqualification.

        Independent chapters will be assigned based on availability. Taxes & fees are subject to change. BPA reserves the right to re-assign delegate housing should the need arise. A limited number of hotel rooms are available for pre- and post- conference stays. The official stay for the 2017 National Leadership Conference is Wednesday, May 10 – Sunday, May 14, 2017.

        All housing reservations must be made online during your conference registration process at: https://www.registermychapter.com/bpamem/Login.asp?From=Conf.asp


        Reserving Hotel Rooms

        • Use the BPA Online Conference Registration System (CRS) to make your hotel reservations. Unsubmitted reservations will not be saved in the CRS. Reservations must be submitted prior to leaving the system or they will be deleted. After Saturday, April 1, 2017, you must contact the hotel directly for all reservation changes.
        • Select the members that will be rooming together.
        • Input arrival date and departure date.
        • Input Special Needs if applicable.
        • Click “Calculate Total” for your chapter hotel reservation total.
        • The “View by Room” button will allow you to see the members by room.
        • The “View Split Out Details” will allow you to see the price of the room per member.
        • Unsubmitted reservations will not be saved in the Conference Registration System. Reservations must be submitted prior to leaving the system or they will be deleted.

        Participants confirming a hotel reservation with BPA, but failing to show at the hotel to fulfill their reservation without proper cancellation will be responsible for all charges associated with a no-show fee. BPA has the right to collect fees from schools directly should a no-show fee result in a direct expense to BPA.

        Hotel rooms may not be held under generic/general space saving names. If generic/general space saving names are used for the purpose of blocking a room, they will be automatically removed from our system.

        For assistance prior to Sunday, April 2, 2017 please contact Shawna Gfroerer, Director of Member Services & Event, at sgfroerer@bpa.org.

        Participants are required to stay at an official conference property. Non-compliance is cause for disqualification.

        The hotel reservation deadline is Saturday, April 1, 2017. The BPA blocked room rates are not guaranteed after this date. All payments and reservations must be made at the appropriate hotel according to your state/division assignment.


        Modifying an Existing Reservation

        • Prior to or on Saturday, April 1, 2017, you may e-mail Shawna Gfroerer, Director of Member Services & Events, at sgfroerer@bpa.org to make any changes to an existing reservation. This includes deleting and adding rooms.
        • Please note that it make take up to 10 business days to receive a revised invoice copy from the hotel after making changes to your initial reservation.


        Hotel Room Bed Type Assignments
        Room types are automatically assigned by capacities:

        • 1 Bed: 1 or 2 people
        • 2 Beds: 3 or 4 people, subject to additional fees. (Double/Double or King plus Rollaway)

        If auto assigned a one-bed room, you may request a two-bed room after Saturday, April 1, 2017, by contacting the hotel directly.

        Advisors and students are not permitted to share a room.

        Males and females are not permitted to share a room.


        Sharing a room with students from other chapters (mixed reservations)
        Chapters are permitted to share rooms with students from other chapters. To complete a Mixed Reservation:

        1. Chapters must determine who will be responsible for making the reservation.
        2. The chapter charged with booking the reservation will click the Hotel Reservation link, located inside the conference registration system. Then, click the “Add Additional Individual” button found on the reservation page near the bottom of the screen.
        3. Type in the student’s name you are adding from the other chapter and continue to assign them to a room.
        4. The chapter NOT booking the reservation will leave the student off of their reservation completely. This chapter must make arrangements for payment with the chapter booking the reservation as the fee for the room will only appear on the booking chapters invoice.
        5. If you have a chapter where ALL of the members are sharing with another chapter and you are therefore booking NO rooms under you chapter ID, click the Hotel Reservation link, then click the Delete Reservation link. You will then type in the name and Chapter ID you are sharing with and continue with your conference registration.


        Arrival/Departure

        • Please bring copies of your housing forms and acknowledgements with you. Call and confirm your housing reservation 2-3 days prior to departure. Document the name of the person confirming your room reservation.
        • Note on the online reservation page your earliest arrival and latest departure dates.
        • The hotels have a limited number of rooms available for early arrival and late departure beyond the conference dates. Be aware that early arrival dates may not be available at your hotel and you may need to be housed elsewhere for early arrivals or late departures. Please make your room reservations early if you plan a pre-conference or extended stay.

         

        Hotel | Housing Assignments
        BPA reserves the right to re-assign delegate housing should the need arise. All hotel reservations must be made online using the conference registration system. All hotel reservations must be accompanied by a one night’s deposit.

         

        2017 Housing Assignments

         

         

         

         

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