2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION
IMPORTANT INFORMATION Dear JEA/NSPA National High School Journalism Convention Attendees,
We are delighted to be welcoming you and your students to the 2016 JEA/NSPA National High School Journalism Convention. The following policies and guidelines are provided to ensure a smooth and convenient arrival and departure.
The Westin Bonaventure Hotel and Suites is the Headquarter Hotel. If reserving 5 or more sleeping rooms, please complete this form and return it directly to the Hotel by Tuesday, March 22, 2016. If you need to reserve less than 5 sleeping rooms you can do so by calling central reservations at 800-937-8461. For groups, full pre-payment is due prior to arrival by Friday, April 8, 2016. If full pre- payment is not received prior to arrival, guests will not be allowed to check into their sleeping rooms until payment is received and processed. **Please be advised that payment processing upon arrival to the hotel will cause delays during the check-in process. We strongly recommend sending your payment in advance to eliminate delays during the check-in process**. Every effort will be made to accommodate special requests, as availability permits. If the room type requested is not available, rooms will be confirmed from our general inventory.
ROOM RATES The convention rates are available from Tuesday, April 12, 2016 through Monday, April 18, 2016. Availability prior to April 12 or after April 18 is based on hotel availability. The current hotel occupancy tax is 15.695%. Should the tax change prior to the convention, the increase or decrease will be passed on accordingly.
GUEST ACCOMMODATIONS Should requests exceed the double/double rooms available, reservations will be confirmed with a King bed and a rollaway bed. No rollaways are permitted in double/double rooms. Additional rollaways in other room types will be assessed a charge of $120.00 covering the entire stay.
RESERVATIONS & ROOMING LISTS If you are reserving less than 5 sleeping rooms, you can do so by calling central reservations at 800-937-8461. If reserving 5 or more sleeping rooms, please complete this form and return it directly to the Hotel by Tuesday, March 22, 2016. To be eligible for the special 2016 JEA/NSPA National High School Journalism Convention Rate, the enclosed request form must be completed and received by the Westin Bonaventure Reservations Department by Tuesday, March 22, 2016. We strongly recommend reserving your room block early. *The demand for two double bedded rooms and suites is very high and rooms will be reserved on a first- come-first-serve basis*. In the event that the requested room or suite type is not available, when we receive your request, we will confirm accommodations at the next available room/suite category at the prevailing rate. Room types will not be confirmed until final payment is received which is due no later than Friday, April 8, 2016.
PAYMENT Full pre-payment must be in the form of a certified check, school check, purchase order or credit card only. Should you decide to place the charges on a credit card please complete the enclosed credit card authorization form and submit with your rooming list. Full pre-payment is strongly recommended prior to arrival. If full pre-payment is not received prior to arrival by Friday, April 8, 2016 guests will not be allowed to check into their sleeping rooms until payment is received and processed. **Please be advised that payment processing upon arrival to the hotel will cause delays during the check-in process. We strongly recommend sending your payment in advance to eliminate delays**.
Please do not email credit card information. Please FAX or mail any completed credit card authorization forms to 213-612-4869. If you try to email the form we will not be able to receive your email as it will be blocked due to Starwood Hotel’s PCI compliance policy. Should you prefer to fill out a credit card authorization form via a secure online web link or if you have other payment questions, please contact Diana Maxham directly.
The Westin Bonaventure Hotel & Suites does not accept personal or second party checks. All checks must be received by Friday, April 8, 2016 to ensure payment has been processed and applied to your reservations. All checks must be made payable to The Westin Bonaventure Hotel and Suites.
2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE 2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION
INCIDENTAL CHARGES Upon arrival, all guests are required to provide a minimum deposit of $50.00 (per person), by cash or credit card for incidentals. Guests who choose not to provide this deposit will not have the ability to make outgoing telephone calls, order room service or charge items to their guest rooms. Unused portions, if any will be refunded to the guest upon departure. The group school organizer is responsible for insuring that all members of the group school have paid for any personal incidental charges, prior to departure.
GROUP ARRIVALS To expedite check in, we need each group to advise us of your estimated time of arrival and ensure that all rooms with the school have been fully pre-paid. If full pre-payment is not received prior to arrival by Friday, April 8, 2016 guests will not be allowed to check into their sleeping rooms until full payment is received and processed. **Please be advised that payment processing upon arrival to the hotel will cause delays during the check-in process. We strongly recommend sending your payment in advance to eliminate delays.** Check in time is 3:00pm. Please schedule your arrivals accordingly. We will make every effort to pre-block rooms for your group’s arrival, therefore, your cooperation in providing the estimated time of arrival is essential for a smooth check-in for everyone.
GROUP DEPARTURES To avoid any unnecessary delays on the departure day, we recommend: In the afternoon before your departure, the group leader contacts the Front Desk to obtain a copy of all remaining incidental charges that are unpaid for their group school. Review the charges with the contestants and request they go to the desk to settle any charges at least one hour prior to the scheduled departure time. Check out time is 12:00pm - Late checkout requests are subject to availability. Luggage storage is available in the lobby of the hotel at the Bell Desk. A $1.00 per bag storage fee will be assessed and is the responsibility of the individual.
DAMAGE/LOSS TO PROPERTY Each Group Leader is responsible for the behavior of his/her contestants. Any damage or loss to the property or disorderly conduct will not be accepted. If a contestant is found to be acting in a disorderly manner or causing damage to the Hotel in any way, they will be asked to leave (escorted) immediately and financial responsibility will be placed on that individual for damage/loss incurred. We are delighted to be the Headquarter Hotel for the 2016 JEA/NSPA High School Journalism Convention and look forward to welcoming you. Should you have any questions or need assistance, please feel free to contact me directly at 213-612-4789 or via e- mail at [email protected]
Sincerely, Diana Maxham
Diana Maxham, CMP Associate Director of Convention Services The Westin Bonaventure Hotel and Suites
2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE 2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION BONAVENTURE GROUP ROOM RESERVATION FORM (PAGE 1) DEADLINE: TUESDAY, MARCH 22, 2016 2016 JEA/NSPA National High School Journalism Convention April 14 – 17, 2016 The Westin Bonaventure Hotel and Suites is the JEA/NSPA Headquarters Hotel. To reserve a block of rooms, please complete this form and return directly to the Hotel no later than Tuesday, March 22, 2016. Full pre-payment is due by Friday, April 8, 2016. Every effort will be made to accommodate special requests, as availability permits. Room types will be confirmed on a first come, first served basis when final payment is received. If the room type requested is not available, rooms will be confirmed from our general inventory. Please indicate your room type request:
# of Rooms Accommodations Room Rates Special Requests 1 person/ 1 King Bed $230.23 per night Accessible
2 persons/ 1 King Bed $115.12 (Per Person) per Caption Device night 2 persons/ 1 King Bed plus rollaway (includes rollaway charge) $140.12 (Per Person) per TDD night 2 persons/ two Double beds (Limited Availability)* $115.12 (Per Person) per night 3 persons/ two Double beds (Limited Availability)* or $84.46 (Per Person) per Arrival Departure 3 persons/ 1 King Bed plus Rollaway night 4 persons/two Double beds (Limited Availability)* $69.12 (Per Person) per night
Rates listed above include 15.695% occupancy tax. Should the request exceed the double/double rooms available, reservation will be confirmed with a King Bed and a rollaway. *No rollaways are permitted in double/double rooms.
Total # Guests Total # Rooms Total # Suites
School/Group
School/Group Contact
Address
City, State Zip E-mail
Phone Fax
Reservations are on a first come, first serve basis Attach completed Bonaventure Group Information Sheet & Bonaventure Group Room Assignment List and mail or fax completed forms along with payment to: The Westin Bonaventure Hotel and Suites Attention: Diana Maxham, Associate Director of Convention Services 404 South Figueroa Street Los Angeles, California 90071-1710 Telephone: (213) 612-4789, Fax: (213) 612-4869, E-mail: [email protected]
2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE 2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION BONAVENTURE GROUP INFORMATION SHEET (PAGE 2) DEADLINE: TUESDAY, MARCH 22, 2016 2016 JEA/NSPA National High School Journalism Convention April 14 – 17, 2016
The Westin Bonaventure Hotel and Suites is the JEA/NSPA Headquarters Hotel. To reserve a block of rooms, please complete this form and return directly to the Hotel no later than Tuesday, March 22, 2016. Full pre-payment is due by Friday, April 8, 2016. Every effort will be made to accommodate special requests, as availability permits. Room types will be confirmed on a first come, first served basis when final payment is received. If the room type requested is not available, rooms will be confirmed from our general inventory. Please indicate your room type request:
Group/School Name: Contact Name:
Telephone: Email:
**Group Leaders listed below will be noted as the group’s primary on-site contact should the hotel need to contact a member of the group** Group Leaders: Arrival Date: Departure Date: Room Type Requested:
CHECK IN TIME IS 3:00PM * CHECK OUT TIME IS 12:00PM
GROUP ARRIVAL GROUP DEPARTURE
DATE TIME DATE TIME How will the Group Arrive? Charter Bus Super Shuttle Private Car Other: ______
Total # Total Amount Due: Rooms: Room & Tax Enclosed:
Attach completed Bonaventure Group Room Reservation Form and Bonaventure Group Room Assignment List and mail or fax completed forms along with payment to:
The Westin Bonaventure Hotel and Suites Attention: Diana Maxham, Associate Director of Convention Services 404 South Figueroa Street Los Angeles, California 90071-1710 Telephone: (213) 612-4789, Fax: (213) 612-4869, E-mail: [email protected]
2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE 2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION
BONAVENTURE GROUP ROOM ASSIGNMENT LIST DEADLINE: TUESDAY, MARCH 22, 2016 2016 JEA/NSPA National High School Journalism Convention April 14 – 17, 2016
This form is due by Tuesday, March 22, 2016 to the Westin Bonaventure Hotel and Suites. Pre-Payment for your group is due prior to arrival by Friday, April 8, 2016 or on arrival day and must be a certified check, school check, purchase order or credit card and must be submitted with your rooming list. All checks must be received prior to arrival to ensure payment has been processed and applied to your reservations. IMPORTANT NOTE: Check-in time is 3:00pm. Rooms may not be available before 3:00pm. Group Name: Group Leader:
(Note: Room # is for hotel use only.)
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2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE 2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION BONAVENTURE GROUP ROOM ASSIGNMENT LIST DEADLINE: TUESDAY, MARCH 22, 2016 Group Name: Group Leader:
(Note: Room # is for hotel use only.)
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Duplicate page as necessary
2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE 2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION THE WESTIN BONAVENTURE HOTEL AND SUITES 404 S. Figueroa Street, Los Angeles, CA 90071 Fax: 213-612-4869 **PLEASE FAX OR MAIL, DO NOT EMAIL**
***CREDIT CARD AUTHORIZATION AGREEMENT***
SCHOOL/GUEST NAME: EVENT NAME: ARRIVAL DATE: DEPARTURE DATE:
Name (as it appears on credit card):
Credit Card Number: Exp. Date:
CVV Code: (3-4 digit code located in front/back of card after credit card number) Credit Card Holder’s Address:
Card holder Contact Tel: Credit Card Issuing Bank Tel : Fax #: I authorize The Westin Bonaventure Hotel & Suites to charge my credit card immediately for the service authorized. Any alterations will be voided: All Charges: Banquets: Room & Tax: Other: Guest Room Incidentals (specify limit if necessary) By signing this agreement, I hereby authorized The Westin Bonaventure Hotel and Suites to charge my credit card account, indicated above. I represent that I am the authorized signer of this credit card account and will held liable for any unpaid charge or fees related to this guest stay or function. I also agree to contact The Westin Bonaventure Hotel and Suites directly regarding any disputes associated with the charges to this account. Card Holder Signature: Diana Maxham Sales, Catering & Conventions Phone: (213) 612-4789 FAX #: (213) 612-4869
INTERNAL USE ONLY:
Authorize Manager: Estimated Charges: Approval Code :
2016 JEA/NSPA NATIONAL HIGH SCHOOL JOURNALISM CONVENTION INFORMATION PACKAGE