Those of you who are new to MediaWest*Con may not be familiar with the reasons behind the hotel reservation request system which was implemented in 1994; as such, we thought the following history would bear repeating.
Due to experiences in having to share hotel space with a high school prom and a softball league early on, we learned to book all hotel function space and to block all sleeping rooms with preference for MW*C members; the best way to avoid conflicts with non-members is not to have them around. This policy has been in effect since 1982.
After the failure of the old hotel to fulfill these contractual obligations during MediaWest*Con 11 (1991), we agreed to hold MediaWest*Con 12 at the Holiday Inn South (where they had been actively seeking our business for years). The new hotel was more than happy to have the volume of business MW*C represents. Shortly before MW*C 13, the hotel decided that they wanted to take room reservation requests during MW*C 13 for the following year, so we agreed on a system which was then noted in the Program Book. The hotel did not get the forms to us in time to include them in the membership packets; while the forms were eventually available at both con registration and the hotel reservation desk, many members remained unaware that advanced registration requests were possible.
Even so, the number of people taking advantage of this opportunity were far greater than was anticipated, resulting in long lines Monday morning (complicating the check-out process). The hotel staff was overwhelmed, receiving reservation requests for the following year in excess of the available rooms before the end of the con (the hotel later considered their taking room reservation requests during the con to be a BAD IDEA). Understandably, those who were shut out also brought the matter to our attention, pointing out that this system favored those already staying in the host hotel (by general proximity and access to the forms) and discriminated against those staying in other hotels (proximity and access to forms), full members who were unable to attend (due to lack of advance notice), Supporting members (same), and any others who might later become members. As always, we listened to member input and took steps to address these concerns.
We addressed the concern of those who questioned the randomness of the process by fine-tuning the procedure in adding the random selection (by Attending members' own hands) of numbered ticket stubs, which determined the order in which reservation requests were processed (again, with the knowledge and consent of hotel management).
As with any change, we fully expected that some people would have questions and/or objections, and we have tried to address them. Not surprisingly, many of the objections/suggestions we received (in all forms) reflected a lack of understanding of the problems inherent in putting on a convention, as well as problems unique to MediaWest*Con; the average attendee, and some more experienced members, are simply unaware of many things we have to take into consideration.
The fact of the matter is that the MediaWest*Con 15 hotel reservation request system accomplished what it was intended to. Hotel check-out Monday morning was not impeded. Attending, non-attending, Supporting, and new members were given an equal chance at getting a room in the host hotel. We were able to verify membership numbers quickly, and pass on the forms to the hotel so that they were able to assign rooms and get out the confirmations ahead of schedule.
Some minor changes have been made to tweak the system a little over the years.
HIS had planned hotel expansion that would have alleviated the need for the present system. However, in the post-9/11 economy, it didn't happen. In 2009 the hotel changed hands, becoming a Causeway Bay Hotel. The transition was a little rough, but CWB is continuing with the early reservation system.
In 2012 the hotel became Best Western Plus Lansing.
As it just isn't possible for everyone to have a room in the host hotel, we have simply tried to create a system that addresses that problem in as fair a manner as possible.
You can help the system run more smoothly by writing legibly, and by following directions. Please help us help you.
MediaWest*Con will once again be held next Memorial Day Weekend, May 25-28, 2012, at the Best Western Plus Lansing (formerly Causeway Bay Hotel/Conference Center). As always, the hotel will be giving preference to MW*C 32 members in assigning rooms.
1. You must first be registered as an Attending member of MediaWest*Con 32.
2. Fill out the hotel reservation request form as indicated.
Please DO NOT list the primary name also as guest sharing room.
Please list the MW*C 32 membership numbers (NOT membership numbers from MW*C 31) of all listed as guests sharing rooms. Those listed as guests sharing rooms should NOT submit separate forms.
Please indicate the qualifying relationship of anyone listed as guest sharing room who is not a MW*C 32 member (parent, child, spouse, etc.).
Those requesting adjoining or connecting rooms should submit those forms together, putting the same indentifying name n the "Group" line. A reservation request form is required for each separate guest room.
3. Some rooms will be set aside for those with physical disabilities; if you qualify for this exception, you must still submit a reservation request form, check off the "physical hardship" box, and provide documentation of your qualifying medical condition (handicap parking permit, doctor's note, etc.). You must provide such documentation even if you also did so in previous years as neither CWB or MW*C keep medical documents on file from previous years.
Those claiming physical hardships must also select a ticket number (or have a ticket number selected for them), which will determine the order in which physical hardship claims are processed.
4. Early reservation requests will be processed by CWB in the order determined by the number of the randomly selected ticket attached to the form.
Each MW*C 32 member listed on the form (or group of forms) may select a ticket; the lowest number ticket should then be attached. MW*C 32 members attending MW*C 31 may select their own tickets; MW*C 32 members who do not attend MW*C 31 will have tickets randomly selected for them.
Please keep a record of the ticket number on your form and include it in any inquiry as to your hotel status.
5. Reservation request forms will be collected at MW*C 32 registration during MW*C 31, by mail at 200 E. Thomas St., Lansing MI 48906-4047, and by FAX at 517/372-0738. An online HIS reservation request form will be available on the MW*C website (www.mediawestcon.org) after the conclusion of MW*C 31.
Reservation requests for MW*C 32 will NOT be accepted at the hotel front desk during MW*C 31, or at the hotel by mail or FAX, nor will HIS take reservations by phone.
6. Forms must be received by July 1, 2011 (one month after MW*C 31) to be included in the early reservation request process.
After the membership information on the forms is verified, the forms will be turned over to the hotel; CWB will process the forms in the order determined by the attached ticket numbers.
CWB will send out confirmations by August 31, 2011 (about 9 months before MediaWest*Con 32) to the primary name on each reservation request form; confirmations will NOT be sent to those listed as guests sharing rooms, so please remember whose name is at the top of your form; you may wish to make a photocopy of your form and ticket stub to expedite any later inquiries. Two-part tickets will be provided so you may keep one for your reference.
CWB will also send notices to the primary name on each form of those who follow the early reservation request procedure and do not immediately receive room reservations that they remain on the CWB MW*C 32 member preference list; they will be notified as rooms become available prior to MW*C 32, unless they notify the hotel they wish to be removed from the waiting list.
New members may be added to the MediaWest*Con 32 member preference list after the early reservation request deadline by the following procedure:
1. Fill out the reservation request form as indicated above.
2. No ticket number is required; reservation requests received after the early reservation request deadline will be added to the waiting list in the order received.
3. Mail the form to 200 E. Thomas St., Lansing MI 48906-4047 or FAX it to 517/372-0738. An online HIS reservation request form will also be available on the MW*C website (www.mediawestcon.org).
DO NOT mail or FAX the form to the hotel; the hotel will NOT take reservations by phone for MW*C 32.
The MediaWest*Con 32 hotel reservation request procedure was created with the full knowledge and cooperation of the host hotel management.
Overflow hotel info will be listed in PRs and available online. You are welcome to call the overflow hotel of your choice and make your own reservations. The confirmation policies of the various overflow hotels may vary.
This official MediaWest*Con page was updated February 3, 2012
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