ADA HOTEL ROOMS
POLICY: ADA accessible rooms located in the staff room block shall be made available to ConCom members with special needs. ADA rooms located in the staff room block shall be made available to the general membership when staff room registration is complete (typically February).
GUEST OF HONOR GUEST ROOM CHECK-IN
POLICY: Norwescon staff shall assist Guests of Honor with check- in to their guest room.
PROCEDURE: The Norwescon Programming Director shall assist Guests of Honor with the check-in process of Guests of Honor into their sleeping rooms. This is to facilitate a smoother check-in for our Guests of Honor and assist in the prompt delivery of gift baskets.
STAFF ROOM BLOCK
POLICY: Norwescon will reserve ("blocks") a section of the hotel for ConCom members who need to have a sleeping room close to the convention space. ConCom members are required to make their own hotel reservation before requesting a staff room. All staff room requests, including those for specific rooms, requests are made to the Hotel Liaison.
PROCEDURE: ConCom members are required to make their own hotel reservation before requesting a room from the Hotel Liaison. (This ensures the hotel has a record of the credit card used to guarantee the reservation). ConCom members should provide the Hotel Liaison with their hotel reservation confirmation number when requesting placement in the convention staff block. The Hotel Liaison will confirm their placement and provide the ConCom member with their assigned room.
ConCom members who have been placed in the reserved section may not appear on the records of the hotel registration desk until after the Resume Meeting with the hotel. This meeting takes place one or two weeks prior to the convention. (ConCom members are asked to avoid calling the hotel reservation desk to confirm their specific room reservation.)
ConCom members who requested rooms through the Hotel Liaison, and have questions regarding their room reservation, should contact the Norwescon Hotel Liaison.
POLICY: The Norwescon Hotel Liaison shall take requests for suite reservations on a first-come first-served basis. Exceptions shall be made by request from the Chair.
PROCEDURE: Although the Norwescon Hotel Liaison takes requests on a first-come first-served basis, preferential treatment shall be given for convention needs (for example Guests of Honor and Spotlighted Publishers) at the request of the Chair. The Hotel Liaison must be informed of these requests prior to the date that the rooms are made available to the general membership.
Individuals or organizations who wish to reserve a suite must submit a request to the Norwescon Hotel Liaison through the Suite Request Form on the website. Other ConCom members receiving such requests must refer the individual or /organization to the Norwescon Hotel Liaison. ConCom members should not take "messages" for these requests to pass along to the Norwescon Hotel Liaison.
Convention members who have made suite reservations with the Norwescon Hotel Liaison may not appear on the records of the registration desk until after the Resume Meeting. This meeting takes place one to two weeks prior to the convention. Individuals or organizations who requested suites through the Norwescon Hotel Liaison are discouraged from calling the hotel to confirm their reservation.
The Norwescon Hotel Liaison shall set the first day suite reservations shall be accepted. This date shall be posted on Norwescon’s website.