Previous Year Information

This year, we are at the Regency Hyatt Dearborn. (Go to that page if you are looking for information specific to the hotel, as opposed to what we are doing there)

• Put together rules listings for function spaces
  • Function Spaces
    • Ops is to be immediately notified of all spills that do not immediately mop up (i.e. are still wet/discolored after taken care of)
  • Consuite
    • No bags of trash will be left in a carpeted area
    • No bags of cans will be left in a carpeted area
      • Try the storage room bathroom/bathtub
    • Room will be vacuumed at least once per staff shift
    • Is 'don't get us kicked out of a hotel' a 'rule item'?

• ConTV - what time for setup/take-down
  • Also, will there be access to the LodgeNet Cave, or room immediately adjacent?
• Dealer room: 9a-8p on Saturday, 9a-3p on Sun?
• Legion of Doom: location?
• Chaos Toy: location?

• No more parlor-only suites?
• OPS Phone Number needs to be reached from a DID, Gabe is determining pricing as rate quoted was high and unexpected Subject: OPERATIONS PHONE EXTENSION
• Penguicon Music guys want to use the loading dock to unload massive troves of equipment – Will they have access?

Subject: STAFF / GUEST OF HONOR / BILLING

• Need Guest of Honor Names - (5) at $89.00 Rate
• Need staff names - (5) at $89.00 rate
• Whose room and tax going to master account
• Does anyone have ALL CHARGES to master account, eg. Room Service, Movies, etc
• Change sheet is attached for your review – changes made
• Pending - Christine Bender and Kyle Welmers (Room Assignment, also listed below under guest rooms)
• Need Geek Prom Menu
• Ice for Con Suite - Expectation on amount fo pricing can be quoted
• Jer's personal likes in food and beverage
• Amenities to the GOH? 5 VIP Guest of Honor - Provide a note card on behalf of Penguicon?

Subject: Penguicon 2012 Questions - Mar 21

• Cash & Carry Pricing. Should be lower.
• Questions from the hotel regarding power for MPCon
• Whuffie language?
• Flyer hanging / Convention signage
• GoH Dinner menu
• Geek Prom hors d'overs
• Flyer hanging areas
  • Hotel has asked that it be a single sign near reg…following up^{RE: Penguicon 2012 Questions - Feb 7 2/17}
  • Bulletin boards and possibly blue painters tape. Still following up^{RE: Followup Questions for Penguicon 2012 3/17}

Subject: Penguicon 2012 Questions - Feb 7

• Private dining area for GoHs as 'green room'
  • Do-able. Needs further discussion once our program is more solid^{RE: Penguicon 2012 Questions - Feb 7 2/17}

The little bit in subscript is where this was answered and the date. In most cases, this should be an email chain, so the verbiage is the subject line of the email if underlined. The parenthetical bit is the date in which the statement was made.

• Broom, dustpan & vacuum in consuite shall be supplied^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Scheduled trash pickup in consuite is part of the fee we're paying for housekeeping on the suite^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Service elevator use for ConSuite load/unload
  • This is not a problem^{RE: Followup Questions for Penguicon 2012 3/17}

• Access to storage areas for Ops/Reg on Thursday night
  • We have access to them all ^{RE: Followup Questions for Penguicon 2012 3/17}

• Dearborn Ballroom end time corrected to 1800 Sunday^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Official banners can be hung in function space by engineering at a cost^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Second floor rooms can be locked with a cost of $50 per to rekey, etc. Keep it limited^{RE: Followup Questions for Penguicon 2012 3/17}

• Overnight security at ~$35/hr. Probable cost ~$1,000 pending open hours^{RE: Penguicon 2012 Questions - Feb 7 2/17}

• Fire performers can perform in back lot provided they have sufficient liability insurance^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Tipping can take place during the Drag Show^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• There is not really availability for a Thursday night concert^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Roaming parties can roam function areas and party halls. No alcohol distribution outside of guest rooms. Only minor food distribution allowed (gold coins, etc)^{RE: Penguicon 2012 Questions - Feb 17 2/17}
• MPCon is happening. Probable cost ~$1,000 for power^{ConCom Meeting 3/18 & RE: Followup Questions for Penguicon 2012 3/17}
• Bar service for Ubuntu MI
  • Set. Working on getting pricing squared.^{RE: Followup Questions for Penguicon 2012 3/17}

• Jay Maynard to swap to an executive room
• Cancel Shawn Powers Reservation – 325MTTP
• Keith P-Rohrer has two confirmation numbers. Wants rerate at the con rate for 3994417.
• Christine Bender and Kyle Welmers room assignments

• Private dining area for GoHs as 'green room' needs further discussion once our program is more solid^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Hotel has asked that a Flyer Hanging Area be a single board near reg…following up for better accommodations^{RE: Penguicon 2012 Questions - Feb 7 2/17}
• Flatbed carts for luggage movement Thu/Fri are available provided we schedule this (and use is brief)^{RE: Penguicon 2012 Questions - Feb 17 2/17}
• ConTV
  • Met with Bernard (Director of Engineering). Seems feasible. ^{ConCom Meeting 2/17}
  • Bernard will follow up with LodgeNet to get 'permission' ^{ConCom Meeting 2/17}
  • We are on! ^{RE: Followup Questions for Penguicon 2012 3/17}
  • Need start and end time still

Function Space Layouts [PDF] (revision r120416.01, 16 April)

Room Layouts [Visio Drawing] (revision r120416.01, 16 April)

• Visio 2007

(revision r120416.01, 16 April)

• Rounds plus 6'x18“ tables for gaming library
• Only banquet rounds or 6'x18” available

(revision r120416.01, 16 April)

• 6'x30“ tables used in drawing
  • These tables are in limited supply…need to know where they can be eliminated entirely
  • Also, where can they be replace by paired 6'x18” tables
• Current layout allows for:
  • 6'+ aisles
  • 3' between vendors
  • 3-5' between tables and walls
  • Obviously, this all might be wrong/need tweaking

• 4th Floor North Suite
  • 401 & 403
• Open Fri - Sun
  • Open for GoH Dinner/etc Thu
  • Open for Dead Dog Sun
• Cleaning fee $100/day
  • $400 total

DeSoto Office A

• ConSuite Storage
  • 8 rn
    • 2 rm * 4 nights
    • Comped
  • Near Consuite (402 & 404)
• Volunteer
  • 6 rn
    • 1 rm * 2 nights
      • Fri - Sun
    • 1 rm * 4 nights
      • Thu - Mon
  • Party block
• Last year's Volunteer Hours winner
  • 2 rn
  • Find out who the winner was?
• ConCom Rooms
  • 32 rn
    • 8 rm * 5 nights
  • Paid back to con by individual members
• GoH Rooms
  • 20 rn
    • 5 rm * 4 nights
  • Quiet area

• Food Track
  • Perhaps in side-suite of ConSuite?
  • Otherwise its own suite
• All others purchased directly through hotel
  • Suite-owners wishing to throw a party must coordinate with Room Parties and Hotel Liaison