Looking for a hotel to hold an event at...
Hi,
I am looking for a hotel for a weekend scrapbooking event.
Below are the details:
Type of event: Scrapbooking Crop Benefit
Definition of a crop: Crops are designed to allow you to meet new friends in a group setting while working on your scrapbooks. Many women go to crops dragging along several rolling totes. Others come pushing carts while others carry in boxes and bags! It doesn’t matter how they arrive or how much stuff they take with them…the crop is sure to provide several hours of scrapbooking and socialization! A crop will also give you a great place to share scrapbook tools and idea books! Not to mention the inspiration of fellow scrapbookers.
As you can tell by the definition it is a very fun time.
Charity:
Portion of our proceeds will be donated to “Michelle O’Neill Foundation”
The Michelle O'Neill Foundation, Inc., is a not-for-profit organization to benefit children with cancer, established in memory of a courageous young woman whose love of life and incredible courage have inspired us to work towards providing recreation and relief to children and their families who are facing the economic and emotional stresses associated with this catastrophic illness. Since its inception in 1997, the Foundation has made distributions to families of children with cancer; and sponsored campers and their parents to Big Sky Camp in Bozeman, Montana, in addition to supporting Make-A-Wish Foundation, Ronald McDonald House and other oncology organizations. The Foundation's camper sponsorships to Big Sky Kids provide the opportunity for New York campers and their parents to attend a 9-day adventure camp in Bozeman, Montana. Campers, and one parent each, enjoy an adventure that includes travel expense.
Timing:
We are shooting to do the event in January depending on price/timing etc.
We would start the event Friday 1pm through Sunday 3pm
Room Specifications:
We need a room that can hold at least 50 people. The usually set up for this kind of an event is as follows: We use rectangle tables that are between 6ft-8ft long. We would like to set the room up with two tables next to each other to create one large table. Each large table would hold 4 croppers per table. We would at least need 26 6ft/8ft rectangle tables. This is at 50 people of course we would love to have more then that, so we would love it if the room could at least hold 100 people. Which would be 52 rectangle tables.
We need some space for our Vendors. We will have a few vendors who would be set up through out the whole weekend in the room, or if you have a smaller room or if its possible outside the room, unsure how your set up is at the hotel. We would need enough space for our vendors to set up the displays.
Audio connection: If its possible to have a microphone available for us to use during the event, just to make announcements through out the event. Also is there a speaker system that we can connect an Ipod or CD radio through so we can play light music through out the event. If not we can bring our own equipment in and have it stationed some where inside the event.
Will the room need to be closed at any time.. Croppers are all night kind of people is it possible to keep the room open 24 hours if not what time will we have to close the doors? Usually if we can not keep the room open for 24 hours, the venue will let us keep it open till the last person goes to sleep or until 4am. Then reopen at 7am.
Do you have a smaller room available for classes? At these events we sometimes offer classes through out the day. You usually get 5-10 people per class so it could be the smallest room you have available. This is something we are thinking of doing it is not a necessity.
Is the room located on the ground floor? As you can guess croppers bring lots of scrapbooking materials with them to an event. If it is not located on the ground floor is there easy access? Elevator or stairs? Also when guests come to the event, they will need help bringing there items into the crop room. Usually bell carts work the best is this possible to have on Friday and then again on Sunday?
Are there outlets around the room? If so how many?
Do you have a diagram of the room itself? Photos?
Catering:
We would need the event catered on Friday, Saturday and Sunday Friday: Dinner only, Saturday: Lunch, Dinner and Snack, Sunday: Breakfast only
Is there a separate room people will be able to eat?
Do you have a beverage package that we can have available through out the day? Coffee, Tea, Water, Soda? If not can we bring in our own beverages to supply everyone through out the day?
Can you send us the prices for food packages?
Is there a buffet breakfast or free continental breakfast available for guests?
Room Blocks:
How many rooms can or should we block
Need rates for Single, Double, Triple and Quad
Need rates for 1 night and rates for 2 night stay
Is it possible to get a free room for the organizers depending on how many rooms we block?
I am looking for a hotel for a weekend scrapbooking event.
Below are the details:
Type of event: Scrapbooking Crop Benefit
Definition of a crop: Crops are designed to allow you to meet new friends in a group setting while working on your scrapbooks. Many women go to crops dragging along several rolling totes. Others come pushing carts while others carry in boxes and bags! It doesn’t matter how they arrive or how much stuff they take with them…the crop is sure to provide several hours of scrapbooking and socialization! A crop will also give you a great place to share scrapbook tools and idea books! Not to mention the inspiration of fellow scrapbookers.
As you can tell by the definition it is a very fun time.
Charity:
Portion of our proceeds will be donated to “Michelle O’Neill Foundation”
The Michelle O'Neill Foundation, Inc., is a not-for-profit organization to benefit children with cancer, established in memory of a courageous young woman whose love of life and incredible courage have inspired us to work towards providing recreation and relief to children and their families who are facing the economic and emotional stresses associated with this catastrophic illness. Since its inception in 1997, the Foundation has made distributions to families of children with cancer; and sponsored campers and their parents to Big Sky Camp in Bozeman, Montana, in addition to supporting Make-A-Wish Foundation, Ronald McDonald House and other oncology organizations. The Foundation's camper sponsorships to Big Sky Kids provide the opportunity for New York campers and their parents to attend a 9-day adventure camp in Bozeman, Montana. Campers, and one parent each, enjoy an adventure that includes travel expense.
Timing:
We are shooting to do the event in January depending on price/timing etc.
We would start the event Friday 1pm through Sunday 3pm
Room Specifications:
We need a room that can hold at least 50 people. The usually set up for this kind of an event is as follows: We use rectangle tables that are between 6ft-8ft long. We would like to set the room up with two tables next to each other to create one large table. Each large table would hold 4 croppers per table. We would at least need 26 6ft/8ft rectangle tables. This is at 50 people of course we would love to have more then that, so we would love it if the room could at least hold 100 people. Which would be 52 rectangle tables.
We need some space for our Vendors. We will have a few vendors who would be set up through out the whole weekend in the room, or if you have a smaller room or if its possible outside the room, unsure how your set up is at the hotel. We would need enough space for our vendors to set up the displays.
Audio connection: If its possible to have a microphone available for us to use during the event, just to make announcements through out the event. Also is there a speaker system that we can connect an Ipod or CD radio through so we can play light music through out the event. If not we can bring our own equipment in and have it stationed some where inside the event.
Will the room need to be closed at any time.. Croppers are all night kind of people is it possible to keep the room open 24 hours if not what time will we have to close the doors? Usually if we can not keep the room open for 24 hours, the venue will let us keep it open till the last person goes to sleep or until 4am. Then reopen at 7am.
Do you have a smaller room available for classes? At these events we sometimes offer classes through out the day. You usually get 5-10 people per class so it could be the smallest room you have available. This is something we are thinking of doing it is not a necessity.
Is the room located on the ground floor? As you can guess croppers bring lots of scrapbooking materials with them to an event. If it is not located on the ground floor is there easy access? Elevator or stairs? Also when guests come to the event, they will need help bringing there items into the crop room. Usually bell carts work the best is this possible to have on Friday and then again on Sunday?
Are there outlets around the room? If so how many?
Do you have a diagram of the room itself? Photos?
Catering:
We would need the event catered on Friday, Saturday and Sunday Friday: Dinner only, Saturday: Lunch, Dinner and Snack, Sunday: Breakfast only
Is there a separate room people will be able to eat?
Do you have a beverage package that we can have available through out the day? Coffee, Tea, Water, Soda? If not can we bring in our own beverages to supply everyone through out the day?
Can you send us the prices for food packages?
Is there a buffet breakfast or free continental breakfast available for guests?
Room Blocks:
How many rooms can or should we block
Need rates for Single, Double, Triple and Quad
Need rates for 1 night and rates for 2 night stay
Is it possible to get a free room for the organizers depending on how many rooms we block?
