Re: RE The really big issue with AGA2K4

["S. Hieber" <shieber@yahoo.com>]

--- Kathy Olson <kathy@thekrib.com> wrote:
> 
> Hi,
> 
> I am curious to hear from Erik what the ACA limits their
> hotel rooms for??  
> If he knows??  Not sure he does.

Me too. 
> 
> My take...69 for the convention sounds reasonable to hear
> Amano.  89 for 
> the hotel, yeah a little steep, but it is Washington DC
> and I assume this 
> is a Hyatt/Hilton/Marriot etc....Scott what hotel is it??
>  AND it is close 
> to the airport which is really key.

So far the best we're seeing at the BWI Sheraton for
$89-$99/night.

> 
> Yes, the hotel in houston may have been 69 a night, but
> transportation was 
> cost since they had not shuttle, easily brought it too 89
> a night.  

They did have a free "call on demand" shuttle" in Dallas.

> So if 
> there is an airport shuttle, I understand the hotel cost.
>  I am okay with 
> it.

Hotel is on airport -- there's a shuttle.

I don't think we're going to have a choice about the hotel.
What we might have a choice about is the reg fee. Do we
want to to increase the number of participants by reducing
the overall cost and holding it closer, although still not
as low as Dallas?

I see it this way. If it snows, we're screwed. Some years
it never snows in DC and when it does 5" drives them all
crazy. IF there is a blizzard, we might have to cancel.
Then we are out whatever the roomnight guarantee to the
hotel is -- at 100 roomnights that's about $9 grand! 

I fine tuned the model a little bit last night to include
roomnight guarantees -- if we charge a reg fee of $69, we
need about 75 to break even. With a reg fee of $49 we need
about 95 tyo break even.  But I think we'll easily get more
than 95 -- unless it snows - and then it won't matter what
we charged, we'll in for about $9 grand. So I'm thinking we
should keep the fee low and try ti keepthe attendance as
high as possible.  

The only way AGA is going to become financilally sound is
if the membership substantially increase and getting a few
thousand dollars from a convention doesn't do much. I think
we're better off with a moderate convention costs to
patrons, getting the broader exposure, more word of mouth,
and ultimately bigger membership in AGA.
> 
> I would leave it where it is....people can always get a
> hotel outside and 
> drive in.
>

They'll pay the same prices or higher from what Larry and I
have seen from searching the sites.

 
> Also....what number of room nights do they have to
> guarantee??  

That's to be determined but the hgiher it it the higher the
total risk to AGA financially. They guaranteed nights are
also the number of room the hotel guarantees to make
avaialable at the "speical" rate. If we guarantee 10 rooms,
the bottom line is $9-$10 grand if it snows and we we
cancel or have almost no one show up.


> the room charges change.  I haven't seen that much detail
> on that it.  
> That is an important part.  Or are the rooms 1500, and
> then maybe go away 
> if we hit so many room nights...etc.

That's to be determined. Right now they are offering to
take away the Ballroom charge ($1,500) only if the discount
on the roomnights goes away ($89-99) is a discounted rate.


We should see an unexecuted contract this week or very
early next week.

sh

=====
S. Hieber

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