Re: [Debconf-team] Accommodation costs: Hotel Seminole

On Wed, Jun 20, 2012 at 9:26 AM, Leandro Gómez <leo.telsen@gmail.com> wrote:

On Tue, Jun 19, 2012 at 6:51 PM, Leandro Gómez <leo.telsen@gmail.com> wrote:
Hello,

We got a first quote from Hotel Seminole. Please note that we haven't negotiated yet a discount with them, so these price might go down a bit. All prices are in US dollars.

Update on Hotel Seminole:

Just two more things:

I just finished a phone conversation with the people at Seminole and we managed to get the discount we asked for. Hopefully, today afternoon or tomorrow we (ISIC, actually) will be signing the contract with them.

Talking with Norman, I think it would be best to have two separate contracts; one signed by govt for the first week they're sponsoring, and the other signed by ISIC for the second week.

The final numbers/costs for accommodation are:

First week (6 nights, paid by govt):

> 348 nights (77 people, arriving at different dates according to penta) - $12957.75 (incl. sales tax) = $37.23/pp

There was a miscalculation on accommodation costs of ~$1K. I asked the hotel people to charge that amount to the first week so our price per person/night of $29.99 remains the same.

Second week (8 nights, paid by us)

> 616 nights (77*8) - $18474.89 = $29.99/pp

Total accommodation costs at Seminole Hotel: $31432.64

Payment:

> We can pay the amount we have atm (or in a few days), could be 10% or more
> They're more interested in signing the contract than receiving any payment in advance

Bonus:

> They'll provide free shuttle service (airport-hotel-airport)
> We need to prepare a wiki for people to sign up and send them the info

I'm going to the shirt provider in an hour or so, but can answer any questions you have in the meanwhile.

Cheers,

> Single room: $75 + 17% sales tax = $87.75/pp
> Double room: $80 + 17% sales tax = $93.60 ($46.80/pp)
> Triple room: $90 + 17% sales tax = $105.30 ($35.10/pp)
> Quadruple room: $100 + 17% sales tax = $117 ($29.25/pp)

Note: The quadruple rooms are with two king size beds, or one queen size and two small beds, so I don't think we have some use for them.

As a bonus, they offer us a free room for every 15 rooms we use.

I quoted the following:

Reservation for 77 people

> 40 people from 1st. to 7th July
> 8 people from 2nd. to 7th July
> 4 people from 3rd. to 7th July

> 11 people from 4th. to 7th July
> 5 people from 5th. to 7th July
> 9 people from 6th. to 7th July

Total: 348 nights accommodation ((40*6)+(8*5)+(4*4)+(11*3)+(5*2)+(9*1))

The cheapest quote they gave us was for $12957.75 ($36.20/pp), distributed in 2 single rooms, 3 double rooms and 7 triple rooms.

I'm going to write to them later tonight and start negotiating prices in order to see if we can lower it from $36 to $30 or less.

Questions? Comments?

Cheers,