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

[Ann Romeo]

Then let's rent the Green Room and fill it to the rafters!  Might be the
space for a 750 pairs game?

On Thu, Jul 30, 2015 at 9:33 PM, Tim White <trkwhite at gmail.com> wrote:

> Good points.  Over the past four years, the first session on Saturday
> during fall sectional has seen table counts of 76.5, 71.0 and 69.5 tables
> (2014 was down across the board).  These totals push/exceed the capacity of
> the West Gym.
>
>
> On Jul 30, 2015, at 6:08 PM, Ann Romeo <annromeo at gmail.com> wrote:
>
> 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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>
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