Grand Sessions Committee January 2019 Overview The following pages contain the details of and registration forms for the 164 th Annual Communication Grand Session and 137 th Annual Session of the Golden State Grand Chapter. Table of Contents The Table of Contents for this registration packet is as follows: Contents Page REGISTRATION INFORMATION...1 REGISTRATION FORM...4 SOUVENIR JOURNAL INFORMATION...5 SOUVENIR JOURNAL FORM...6 VENDOR REGISTRATION INFORMATION...7 VENDOR SPACE CONTRACT...9 WHEEL CHAIR/SCOOTER INFORMATION 10 DIALYSIS CENTERS INFORMATION.. 11 Grand
Grand Sessions Committee REGISTRATION INFORMATION Grand Sessions Dates Thursday, July 11 through Thursday, July 18, 2019 Location Doubletree Hotel www.doubletreesacramento.com 2001 Point West Way Sacramento, CA 95815 (800) 344-4321 Transportation Transportation will be provided for Dignitaries to/from Airport/Train station, everyone else has to secure their own transportation to/from Airport/Train station (Self-Transportation) Registration Categories, Fees, and Deadlines Download Registration Package at WWW.MWPHGLCAL.ORG. The Registration Categories, Fees and Deadlines are as follows: Registration Category Fee Due Date Early Full Registration $110 January 1 - May 15, 2019 Early Badge-Only Registration $ 75 January 1 - May 15, 2019 Late Full Registration $130 May 16 - June 15, 2019 Late Badge-Only Registration $ 95 May 16 - June 15, 2019 On-site Full Registration $140 June 16 - July 18, 2019 On-site Badge-Only Registration $105 June 16 - July 18, 2019 Registration Policy Registration packages received without proper fees will be held and subject to the dates and fee schedules as listed in the table above. Full Registration includes badge, Sports Dance, Banquet, and Promenade. Grand Page 1Committee
Badge-Only Registration includes a badge and souvenir program only. Other items may be purchased as desired. Completed Registration Packet Information Completed Registration packets may be completed online or mailed to the Grand Sessions Committee prior to June 15, 2019. To register online, go to: www.mwphglcal.org. Mailed registration packets are considered completed when received with the proper fees attached and mail to: MWPHGL c/o Grand Sessions Committee 3230 Arena Blvd., Suite 245-387 Sacramento, CA 95834 Brother-to- Brother Ticket The Brother-to-Brother breakfast ticket is not included in the Registration Package. Tickets can be purchased when registering. The Brother-to-Brother breakfast is open to any brother that wish to attend. Refund Request & Returned Checks All Registration Refund Requests will be handled as follows -- without exception: All refund requests must be made in writing and forwarded to the Grand Sessions Manager. There will be a $25 service charge on all registration refund requests. Registration refund requests must be made prior to June 15, 2019. There will be a $25 service fee for any returned checks. Page 2
Hotel Room Information It is imperative that you make your room reservations with the contracted hotel: Doubletree Hotel.This allows the MWPHGL to continue to obtain the best possible hotel room rates for the membership and to keep registration fees down. Govern yourself according to the information below: Room reservations must be made directly with the hotel prior to June 15, 2019 to receive the MWPHGL Special Rate All room cancellations must be directed to the Grand Sessions Manager, RW Hermon L. Borders at (530) 902-6365 Hotel Doubletree Hotel 2001 Point West Way Sacramento, CA 95815 Room Rate $124.00 per night plus 15.5% tax plus $0.45 Tourism Surcharge First night room rate will be charged at the time the reservation is made Parking Self Parking: $4 per day (Flat Rate) Deadline June 15, 2019 Reservation Contact (800) 344-4321 Page 3
REGISTRATION FORM Date: First Name Last Name Address: City: Sate: Zip: Home Phone: Cell Phone: E-mail: Emergency Contact Name: Phone: PLEASE PRINT YOUR BADGE INFORMATION CLEARLY (NAME) (GRAND LODGE OFFICER TITLE) (GRAND CHAPTER OFFICER TITLE) (LODGE NAME & NO.) (TITLE) (CHAPTER NAME & NO.) (TITLE) Early Registration (January 1, 2019 thru May 15, 2019) $110.00 Early Badge Only (January 1, 2019 thru May 15, 2019) $ 75.00 Late Registration (May 16, 2019 thru June 15, 2019) $130.00 Late Badge Only (May 16, 2019 thru June 15, 2019) $ 95.00 On-Site Registration (After June 15, 2019) $140.00 On-Site Badge Only (After June 15, 2019) $105.00 Extra Banquet Ticket (January 1, 2019 thru July 11, 2019) $ 55.00 Brother-to-Brother Breakfast $ 30.00 Bowling Tournament $ 30.00 Golf Tournament $ 75.00 Glow Club Show $ 20.00 Replacement Badge On-Site $ 10.00 YOUR TOTAL REGISTRATION AMOUNT $ Page 4
SOUVENIR JOURNAL INFORMATION GREETINGS PRINCE HALL FAMILY AND GUEST SUPPORTERS The Grand Sessions Committee along with the Local Grand Sessions Committee -- commit to produce and present to you a quality Annual Souvenir Journal for the 164 th Annual Communication of the Most Worshipful Prince Hall Grand Lodge & 137th Annual Session of the Golden State Grand Chapter. Further, we graciously thank you for your past support and continued participation in the successful publishing of the Annual Souvenir Journal. We beseech you to challenge and encourage the brothers and sisters in your lodge and chapter to support and participate in this year s Souvenir Journal. PLEASE MAIL YOUR PHOTOGRAPHS AND ADVERTISEMENTS TO THE GRAND SESSIONS COMMITTEE, NO LATER THAN May 16, 2019. All in the same Package. Send Photographs and Advertisements, along with your personal check, cashier s check, or money order. PHOTOGRAPHS - Send only 5 x7 or 8 x10 color photographs. (Quality sharp focus preferred.) On the back of each submitted item. Please print your Name, Lodge/Number, Chapter/Number or Guest Organization and phone number. Photographs and Advertisements can be retrieved at Grand Sessions. Make your check, cashier s check, or money order payable to GRAND SESSIONS COMMITTEE and mail to: MWPHGL c/o Grand Sessions Committee 3230 Arena Blvd., Suite 245-387 Sacramento, CA 95834 Page 5
SOUVENIR JOURNAL FORM Ad Options Check Desired Ad Price Per Advertisement and/or Photograph *Back Cover Inside $250.00 *Back Cover Outside $350.00 Combination (Lodge &Chapter) $140.00 *Full Page $120.00 *Half Page $ 65.00 *Quarter Page $ 50.00 Grand Lodge Officers $ 15.00 *Only One photograph is included in the above ads marked with an asterisk (*) YOUR TOTAL AD AMOUNT $ NAME: Date: (Person Submitting Ad) Name or Organization: Telephone # Lodge/Chapter Name & #: Address: City: State: Zip: Email Address: Page 6
VENDOR REGISTRATION INFORMATION DEAR VENDOR, The 164th Annual Communications of the Most Worshipful Prince Hall Grand Lodge (MWPHGL) & 137th Annual Session of will be held July 11, 2019 to July 18, 2019. Location The Doubletree Hotel 2001 Point West Way Sacramento, CA 95815 Vendor Space Each vendor space includes: Two (2) six-foot tables placed in an L shape Table linen and table skirting One (1) chair per table Vendor Fees Vendor Space Fee is $350.00. Sharing and/or Subletting of vendor space is prohibited. Extra Table Fee is $75 per table. Vendor Registration Complete the Vendor Registration Form and Mail to the Grand Sessions Committee. Vendor Registration Forms received without the proper fees will not be accepted. All submission must be received before, June 15, 2019. MWPHGL c/o Grand Sessions Committee 3230 Arena Blvd., Suite 245-387 Sacramento, CA 95834 Page 7
Vendor Space Assignments Vendor Space Assignments will be made on a first-come first-serve basis as follows: Each vendor will be assigned a Vendor Registration Number upon receipt of their completed Vendor Space Contract (signed contract accompanied by the proper fee). Vendor space will be assigned to vendors present by the order of their Vendor Registration Number o Friday, July 12, 2019 at 8:00am o Doubletree Hotel Ballroom Foyer o Attendance is mandatory Vendors will be required to fill out a data sheet per the hotel s policy. Security The MWPHGL and the Hotel will not be providing security for your vendor space. Each vendor is at all times individually responsible for the safeguarding of their merchandise. Vendor Cancellations & Return Checks The following policy shall govern vendor cancellations and returned checks: There will be a $25 service fee charged for any cancellations Vendor fees will not be refunded after June 15, 2019 There will be a $25 service fee for any returned checks. Contact Information For questions and/or additional information, please contact: Mel Davis, Grand Sessions Committee (510) 913-0144 Page 8
VENDOR SPACE CONTRACT (Please print or type) APPLICANT S NAME: ADDRESS: EMAIL: HOME PHONE: CITY: STATE: ZIP: BUSINESS PHONE: NAME AND NUMBER OF EMPLOYEES: TYPE OF MERCHANDISE: VENDOR FEE: $350.00 EXTRA TABLE FEE: $75.00 -- Two 6 foot tables in an L shape -- Table linen and table skirting -- One chair per table There will be a $25.00 service fee charged for any cancellations. There will be a $25.00 service fee for any returned checks. All requests for vendor space must be submitted by June 15, 2019. Vendor fees will not be refunded after June 15, 2018. Personal checks will not be accepted after June 15, 2019. NO SUBLETTING Vendor space will be assigned based on registration number. SPACE ASSIGNMENTS WILL BE MADE ON FRIDAY, JULY 12, 2019 AT 8:00AM, AT THE DOUBLETREE HOTEL. YOU OR YOUR REPRESENTIVE MUST BE PRESENT TO RECEIVE YOUR SPACE ASSIGNMENT. Please note: The Most Worshipful Prince Hall Grand Lodge and/or the Marriott Hotel does not provide security for your vendor space. Each vendor is at all times individually responsible for the safeguarding of their merchandise. The vendors indemnify and agree to hold harmless THE MOST WORSHIPFUL PRINCE HALL GRAND LODGE, DOUBLETREE HOTEL, their officers, directors, employees and agents, for and against any actions, losses, costs, damages, claims and expenses (including attorney fees) arising from any damage to property or bodily injury to the vendor, his representatives, agents and employees by reason of the vendors occupancy or use of the vendor facilities. (Signature) (Date) Page 9