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

[Ann Romeo]

or a 199er first session?

On Thu, Jul 30, 2015 at 9:45 PM, Ann Romeo <annromeo at gmail.com> wrote:

> 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
>>>
>>> _______________________________________________
>>> Sbuboard mailing list
>>> Sbuboard at mailman.celestial.com
>>> http://mailman.celestial.com/mailman/listinfo/sbuboard
>>>
>>
>> _______________________________________________
>> Sbuboard mailing list
>> Sbuboard at mailman.celestial.com
>> http://mailman.celestial.com/mailman/listinfo/sbuboard
>>
>>
>>
>> _______________________________________________
>> Sbuboard mailing list
>> Sbuboard at mailman.celestial.com
>> http://mailman.celestial.com/mailman/listinfo/sbuboard
>>
>>
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.celestial.com/pipermail/sbuboard/attachments/20150730/45368ef6/attachment.html>