As promised, I got the conference site contract today and unfortunately it is way beyond outr budget.  While the $rooms with meals would cost $180 per person for two days and nights, we'd have to pay $10 for each visitor.  While the rooms and meals were $5,400 altogether (and included free kayak and canoe rental), the per-visitor charge was $10 each, and they wanted $300 for those who arrived early (i.e., before 3pm) and $600 for a conference room we didn't need (there is one in the facility but they wouldn't let us use it for that purpose simply because they have never done so before).

 

Unfortunately, the attachment function isn't hanging, so I have jut pasted it below.

 

 
 
 
 
 
 
 
 
 
 
 






DaySpring
Episcopal Conference
Center

      Reservation Overnight Event Form

07/06/2011

 

Group ID: 465712/Record ID: 465714

Event #:

HHO Games
Convention

Joe Shea

4119 61st Avenue
Terrace W, #305C

Bradenton, FL 34210

 

Please read, sign and return this Reservation
Agreement along with your deposit by 08/15/2011.  We understand that much of the information on
the form may not be known until closer to the date of the event.  Therefore, please keep a copy of the
completed form and call, fax or email us with updated particulars as they become
available. Please send us a copy of your Certificate of Insurance prior to your
arrival or contact us regarding Group Insurance. No reservations will be confirmed until the Reservation Agreement and a
deposit is received. The following is a breakdown of the anticipated
charges for this event.

 

Thank you for choosing DaySpring, we look forward
to the opportunity of serving you and your event participants.

 

Arrival Date: 11/25/2011                                                                  Departure Date:  11/27/2011                          

Arrival Time: 07:00A                                                                         Departure Time: 06:00P 

 

Days of the Week: 
Fri-Sun

 

Group: HHO Games Convention
Contact Person: Joe Shea
Phone: 941-807-2488	Cell:	Fax:
Email:  amreporter@aol.com
Alternate   Contact Person:
Phone:	Cell:
Email:

 

# of Attendee’s:  235

Number of Nights: 2

 

Lodging Requested:  Pool Hse; Cab 1-3

 

Lodging: Privates:  0	Total Cost Privates:  0.00
Semi-Privates:  30	Total   Cost Semi-Privates:  5,400.00
Youth Cabins:  0	Total Cost Youth   Cabins:  0.00
Dormitories:  0	Total   Cost Dormitories:  0.00

 

Total Overnight Guests: 30

 

Meeting Room requested:  New Pavilion; Luke (Common Area only)
Commuters:  205	Commuter   Event  Fee: $ 1,435.00 Meeting   Room Fee: $ 900.00
	Extra   Room Fee: $ 600.00 (Luke Common Area for Seminars)
	Early   Arrival Fee:  $ 300.00
Meals   Requested: Fri Lunch - Sun Lunch	Miscellaneous Charges: $ 0.00
#   for Meals: 30	Additional   Meals Costs: $ 300.00 (Add’l lunch for overnights)
Commuters:  205	Meals   for Commuters: $ 0.00
	Trays/Snacks:   $ 0.00
#   Facilitator Meals: 0	Facilitator   Meal Cost: $0.00

 

 

SubTotal Event: $8,935.00

 

TOTAL EVENT:  $8,935.00

 

 

>OVER – THIS AGREEMENT IS MADE
UP OF BOTH SIDES OF THIS PAGE 

 

Mail to: P.O. Box 661 Ellenton,
Florida 34222
* Office: 8411 25^th
  Street East, Parrish, Florida 34219

Telephones: (941) 776-1018 *
Toll Free (888) 314-5744 * FAX (941) 776-2678 * Website:
www.dayspringfla.org

DaySpring
Episcopal Conference
Center     

Reservation
Agreement

 

 

 

       
 Welcome to
DaySpring!

                    Thank
you for choosing us to host your program. 
We are looking forward to serving you!

 

At DaySpring, we want to provide
the best possible support for all the groups that we serve.  Information is essential to this
process.  If we know, in advance, the
needs of the program leaders we support we will be able to shape our work to
meet the group needs.  Therefore, we require a written
agreement for every reservation.

 

Once a reservation is made, the reserving group is
guaranteed the use described in this agreement. 
The only exception will be limiting forces over which we have no
control. When a reservation is
confirmed, the space and services described here will be held for your group.
Your part is that you agree to the use
and payment schedule set out in this agreement. It is the client’s
responsibility to take housing reservations and collect the initial
deposit.          

 

This agreement assures that HHO Games Convention has agreed to and will be provided the space
and DaySpring Services detailed on the reverse side of this page. The charges
for this reservation include $0.00
for privates; $5,400.00 for
semi-privates; $0.00 for youth
cabins; $0.00 for dorm bunks. You
have estimated that 235 persons (30
overnight/200 commuters) will attend your program.  Therefore, the initial calculation for this
agreement is $8,935.00 plus any fees
for additional facilities or services. To confirm this reservation you will
pay a deposit of $4,467.50 by 08/15/2011 with an 80% guarantee
of  $7,148.00.

 

If, for any reason,
DaySpring cancels this agreement, the full amount of the deposit will be
returned.  If, for any reason, you cancel this agreement, DaySpring
will retain the full amount of the deposit.

 

Ninety days prior to
the starting date of the reservation, you, the contact person, will make a
declaration of the number of persons expected to attend the event.  Once
the declaration is made, eighty percent (80%) of the declared number of persons
will be expected and you will be required to pay the balance of this contract
based on your declaration.  This amount,
or the total amount of the per person charge for every person participating in
the program (whichever is greater) will be the amount we charge you after we
deduct the deposit received. 
Arrangements for credit must be made prior to the group’s arrival.

 

We agree that we will abide by any rules or regulations set
out by DaySpring, which are made in the interest of the health and/or safety
and/or the reasonable operation of DaySpring. 
This applies to rules for the rope courses, water programs, group
activities that includes, but is not limited to, no selling of goods/food
products on DaySpring property, and the like. All meals are served in
the dining hall. No outside food is to brought onto DaySpring property.We
agree that DaySpring will make these rules and, once made and communicated,
they will be followed by our group.

 

Our group is a duly constituted
not-for-profit organization. We agree to indemnify, defend and hold harmless
DaySpring and the Episcopal Dioceses of Southwest Florida and their respective
officers, directors, employees, agents and representatives against any and all
claims arising out of the use of Dayspring. 
We have named DaySpring as an additional insured in our insurance
coverage. Our group will be responsible for any damages not considered to be
normal wear and tear. Additional insurance coverage is available to groups for
50¢ per person, per day. Contact DaySpring reservations for more information.

 

My signature below warrants that
I am authorized to obligate this group to this agreement.  A signed copy of this agreement and other
pertinent documents will be returned top you. 
Only when this form is signed and
returned and the deposit is paid can your reservation be confirmed.

 

 

 

 

By Joe Shea	By Jackie Simmons
Representative of HHO Games   Convention	Reservations Director, DaySpring

 

Signature _____________________________                                Signature ________________________________

Date _________________________________                                Date: 07/06/2011

E-mail:  reservations@dayspringfla.org

 

 

 

Mail to: P.O. Box 661 Ellenton,
Florida 34222
* Office: 8411 25^th
  Street East, Parrish, Florida 34219

Telephones: (941) 776-1018 *
Toll Free (888) 314-5744 * FAX (941) 776-2678 * Website:
www.dayspringfla.org

 

DaySpring Episcopal Conference
Center     

Meeting Room Set Up

 

 

 

HHO Games Convention

 

Equipment available: limited quantities (Please circle all that
apply)

TV/VCR/DVD                                                    Lapel
Microphone                                  Podium

Overhead Projector                                           Hand
Microphone                                  Piano

CD/Cassette Player                                           (wireless or corded)                                Music Stand

LED Projector ($25.00 per day)                          Easel/Pad/Markers                                Easel only

 

Furniture Layout Options: (Please place
a checkmark next to desired layout.)

Theater Style – chairs only with one or two aisles

Circle – chairs only

Semi-Circle – chairs only

Classroom Seating – table with front facing chairs

Conference Style – rectangular shape with chairs around the
perimeter

Hollow Square – square shape w/open center with chairs
around perimeter

U-Shape – tables in a U with chairs around the perimeter

Chevron – tables diagonally with 7 chairs at each

Quilters set up

Round tables are available on a
limited base.

 

The following list is our records of your requests:

Kitchen Requests:

 

Housekeeping Requests:

 

Equipment Needed: Luke Common Area: Theater for 20 w/Podium
at front

 

Set Up Needed: Tables around perimeter of room for
vendors

 

Reserve Chapel (date
and time): 

Reserve Outdoor
Chapel (date and time):   

Reserve Campfire
(date and time): 

Reserve Labyrinth
(date and time):   

Reserve Outdoor Pavilion (date and time):   

Reserve Ropes (date
and time):   

Reserve Waterfront
(date and time):   

 

MISC:

30 O/N; Anticipate
75 visitors Fri., 100 Sat., 30 Sun. Convention hours are 8am-5pm.

 

Some vendors may
have spouses & children with them.

 

Event coordinator
to take reservations for rooms & collect initial deposits.