Hong Wang <Hong_Wang@pictel.com>
PictureTel
25 Nov 1997
Number of rooms to block: We need to block the rooms about 1 year in advance. One hundred rooms should appropriate. (We blocked 80 rooms this time, and it turned out to be 105.). Since we can always release the rooms later with no charge, we should get a little more in advance. One might need to check with the hotel regularly in that last 2 months to make sure that rooms are sufficient.
Heating noise in rooms: In 1995, we had quite a few noisy rooms that people couldn't sleep during the night (I was in one of them). So for 1997, I specifically asked that they give us quiet rooms. I did not hear any complains this year, so I assume either the hotel took care of it, or the warm weather helped. They have been going through some renovations, and newer rooms are much quieter. The hotel knows which rooms are quiet. It makes sense to ask for the quiet rooms, especially because most of the people in this group are very sensitive to noises.
AV facilities: We need to send out notice to authors about available facilities earlier (at least a month in advance), and ask if there are any special needs that we can accommodate More and more people will require VGA projectors for direct connection to their laptops. We should ask Margolin to prepare this. Also, we should ask for a PAL VCR as well.
Reserve a room for AV person (Hotel needs to know the name and duration of stay).
Meals: Local arrangement is responsible for deciding the menus. This happens about two weeks before the conference. Mohonk will contact us. They have vegetarian meals available. For anyone who miss the first night dinner, room service is available later. In this case, the hotel has to know in advance.
Open bars for night social times: We set up a limit for each bar this year ($800). We asked the bartender to record the expenses and turn it into a cash bar once the limit is reached. It seems to have worked out pretty well.
Refreshment for breaks: Coffee before the session; pastries and coffee at morning break.
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