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Re: [Debconf-team] Final hotel numbers

On Thu, Jun 21, 2012 at 6:07 PM, Leandro Gómez <leo.telsen@gmail.com> wrote:
On Wed, Jun 20, 2012 at 9:19 PM, Leandro Gómez <leo.telsen@gmail.com> wrote:
Hello -team,

We have a meeting with Seminole Hotel tomorrow at 1pm (17UTC)

Update on hotels:
 
and I wanted to check with you the final numbers for govt sponsored DebCamp accomodation so we can make the reservation. According to [0] we have 84 people (67 sponsored accommodation+17 pro/corporate): 

Date of arrival/Nights
> 2012-07-01(Sun)    46        6
> 2012-07-02(Mon)     9        5
> 2012-07-03(Tue)     3        4
> 2012-07-04(Wed)    11        3
> 2012-07-05(Thu)     6        2
> 2012-07-06(Fri)     9        1

Total person-room-nights covered by govt sponsorship: 387

Reservation for DebConf:

> 84 people*8 nights = 672 nights payed by us at Seminole Hotel
> In USD dollars: 672*29.99 = $20513.28


We blocked accommodation for the 84 debcampers from July 1st. to July 15th. according to the dates/data above. 

ISIC is going to sign a contract with the hotel next week. We should by then (Wednesday 27/7?) have money in .ni to pay 50% of the hotel costs in advance. 
 
In addition to this, we have 80 people arriving the 7th. and 8th. (46 sponsored accommodation+34 pro/corporate):


Hotel Seminole is going to send us two quotes this week:

> The first one for 80 persons (debconfers) staying at Seminole Hotel  

Just got the quote from Seminole Hotel:

> Total cost is: $19480.50 dollars
> Cost per person/night: $32.47
 
> The second quote for the same 80 persons, but staying at Brandts Hotel (they have a special discount with Brandts; located three blocks away from Seminole)

The Brandts quote is probably going to be much cheaper than the Seminole one. We have to evaluate then if we want stay at the same hotel at a higher price or if we want to reduce costs and split between two places.

Other things discussed at todays meeting:

> Shuttle service (airport-hotel): Provided for free by the hotel. We need to set up a wiki page with the info of people staying at Seminole (sending mail later tonight to -discuss).
> The shuttle service will also be provided for free for people staying at the Brandts Hotel.
> We also discussed the possibility of having two buses at the UCA exit at around 9pm for those wants a free ride to the hotel after dinner.
> Hotel has pool, sauna, gym, Internet (in rooms and common areas) that can be used for free by the guests.
>Breakfast is included in the price. 
 
Date of arrival/Nights
> 2012-07-07(Sat)   40        8
> 2012-07-08(Sun)   40        7

> (40*8)+(40*7) = 600 person-room-nights payed by us at $hotel_of_our_choice
> The total number is a bit overestimated as I'm assuming that *everybody* is staying until the 15th.

Actually, the total number of accommodated people starts going down on the 9th.

People leaving hotels
> 2012-07-09(Mon)    2
> 2012-07-10(Tue)    1
> 2012-07-11(Wed)    3
> 2012-07-12(Thu)    3
> 2012-07-13(Fri)    3
> 2012-07-14(Sat)   27
> 2012-07-15(Sun)  123

So, I have two very important questions for you:

1. How many rooms are you comfortable with booking at Seminole and how many at other $hotels for both DebCamp/DebConf?
2. If Seminole give us the same $29.99/pp rate for people coming on the 7th. (or after), should we make the reservation/try to fit as many people as we can in that hotel and the rest in the smaller ones?

Cheers,



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