[SBU Board] Proposed Resolution of Session Times & Contract for Kent Commons, Sept 16-18, 2016

[Ann Romeo]

I thought the venue worked well, the staff was easy to work with, and most
of those who actually made it to the game seemed to enjoy themselves.  With
regard to renting the green room, my only thought is that the May KO
tournament is always our biggest, and we are not having KOs on Sat in the
Fall.  we may not need the green room (is my thinking).....  but better
safe than sorry I suppose.  Start times should work--traffic will be
heavier in the fall than over Memorial Day weekend.  Personally, I'm happy
we're going back there.
romeo

On Thu, Jul 30, 2015 at 5:15 PM, Tim White <trkwhite at gmail.com> wrote:

> Folks,
>
> We have a lot to cover during Monday's board meeting, so I'd like to
> propose (here) offline resolution of subject item so it need not be on the
> agenda.
>
> As outlined in a previous email, rental paperwork and damage deposit must
> be submitted to Kent Commons NLT Aug 24, 2015 in order to secure the
> facility for our sectional Sept 16-18, 2016.  The rental paperwork
> (contract) includes our occupancy times each day.  Of course, session start
> times drive occupancy times.  We could probably request and be given
> flexibility on a future cut-off date by which time we would update and/or
> lock in occupancy (session start) times, thus gaining time to consider
> alternative session times.  However, circumstances with the facility as
> described below appear to make this impractical.
>
> From experience we know the first session on Saturday is normally the most
> heavily attended session of our sectionals.  At Kent this past May, we
> scrambled during the start of the Saturday 1pm session to set up enough
> tables to accommodate the number of entries sold.  We had barely enough
> room in the West Gym to squeeze in the tables, and the last minute scramble
> delayed the session start and caused the directors to re-work event
> sections.  Our lessons learned from May led us to plan on renting overflow
> space for (only) the first session on Saturday for a future sectional at
> Kent.
>
> I went over this and explored options with Doug Siegert, Kent Commons
> Manager.  The best and most affordable option is to rent the nearby Green
> Room, which is across the hall from where the entry sales and partnership
> desk were located in May.  The Green Room will give us space to set up a
> section of tables for overflow as needed.  However, on Saturday Sept 17,
> 2016, the Green Room is not available until 11:30am.  Taking occupancy at
> 11:30 will allow us time to set up tables there in support of a 1pm
> session.   But since the Green Room is not available prior to 11:30, from a
> practical standpoint we can't consider an early first session start time
> (e.g. 10:30) on Saturday.  This would lead us to the same Fri-Sat-Sun
> session start times as we had in May.
>
> Rental of the West Gym Fri-Sat-Sun for the same occupancy durations as in
> May will be $760 + $730 + $745 = $2,235.  Rental of the Green Room for
> Saturday's first session for 5 hours is $200.  There is a $1 technology
> fee.  So our contract will include a facility rental price of  $2,436.
> Janitorial service is paid separately, though reflected in the contract, at
> a price of $125 for the 3 days.  There is a fully refundable $500 damage
> depost.
>
> I propose that, without objection, John W and I be authorized to
> coordinate and execute the facility contract and payments as outlined above.
>
> Thanks,
> Tim
>
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