[House] Fwd: Worldcon 76 Hotel Reservations Now Open (link enclosed)

Wed Nov 22 19:19:49 PST 2017

---------- Forwarded message ----------
From: Worldcon 76 in San Jose <events at regonline.com>
Date: Wed, Nov 22, 2017 at 1:22 PM
Subject: Worldcon 76 Hotel Reservations Now Open (link enclosed)
To: RJ Johnson <rmjwell at gmail.com>

You are receiving this email because you registered for Worldcon 76 in San
José: The 76th World Science Fiction Convention.
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  Worldcon 76 in San José: The 76th World Science Fiction Convention

Worldcon 76 is happy to announce that room reservations are now open for
all registered members (as of Wednesday November 22, at 1 pm PST.)
We are using Passkey to coordinate reservations at all our contracted
hotels. A map and description of the different hotel rates is available
already on our site at https://www.worldcon76.org/travel-lodging/hotels
Suites reservations will be handled by a separate process detailed on our
website at https://www.worldcon76.org/travel-lodging/hotels/suites

While we expect (and hope) to fill all our room blocks before the
convention, we do not anticipate an instant sellout. We do expect the
blocks in the attached Marriott and Hilton to go quickly, which is why we
are releasing reservation information to registered members first.

Please read the notes below for some hints to make your reservation process
go more smoothly. We look forward to seeing everyone next August!

Kevin Roche
Chair, Worldcon 76 in San Jose
------------------------------
How to reserve your Worldcon 76 room via our Passkey system
*Do not call the hotels directly. They will inform you that there are no
rooms available in our block. You must use the Passkey system to reserve a
room*

   1. Navigate to this webpage:
*https://aws.passkey.com/event/49491857/owner/4304/home
   <https://aws.passkey.com/event/49491857/owner/4304/home>*
   2. Select *Attendee *in the "Please select your guest type" box. The
   page should refresh with selection options
   3. You may use the controls to view all rooms in a particular date
   range, select a hotel from a list or select one from a map
   4. You may request up to 2 rooms in one reservation. If you need more
   rooms, you must go through the process more than once.Suites in all hotels
   will be reserved by a separate process. http://www.
   worldcon76.org/travel-lodging/hotels/suites
   <http://www.worldcon76.org/travel-lodging/hotels/suites>
   5. *Quick notes about the hotels:*
   The Fairmont is the party hotel; it is only 800 feet away from the
   convention center. Rooms in the Fairmont are, generally, a bit larger.
   The Marriott is the Filk and Late Night Gaming hotel.
   The Marriott and the Hilton are both directly connected to the CC.
   The Hyatt Place and Westin are directly across the street from the CC.
   The AC Hotel by Marriott is a few blocks away if you want some space
   between you and the hubbub right at the convention center.
   6. If you need an accessible room please indicate that when you make
   your reservations and specify your exact needs in the space provided. If
   you have questions or concerns about this or any onsite accessibility
   issues, please send an email to access at worldcon76.org
   7. No deposits are required.  You do need a credit card but a deposit
   will not be charged.
   Make sure that you are using a credit card with an expiration date
   *after* your check-in date (i.e., expires 9/2018 or later)
   8. If you have a Reward Program at any of the hotels, you will be able
   to enter that information in this system. Passkey, however, cannot look up
   your account information from that number.
   9. If you run into difficulties with the reservation system, please
   email hotel at worldcon76.org .

------------------------------
*Some additional notes about the Passkey process (from our testers'
comments)*

   1. If using the calendar to select a range of dates, you will see only
   those hotels with rooms available for all dates selected.  For example, if
   the hotel block only has one type of room available (example, a double
   rather than a king) for one of the nights selected, that is the only room
   choice you have at that hotel for that reservation.
   The type of room available depends on the type that is available for the
   entirety of the dates selected.  If a particular type of room you want to
   select is not listed in the block on each of the nights in your range, it
   will likely not show up.  Marriott, for example, distinguished between
   doubles, which are available all nights, and kings or other, which are “run
   of house.”

   2. If you are attempting to get a room as early as Saturday 8/11 or
   Sunday 8/12, we have only a small handful of rooms in Marriott and Hilton
   on those nights.  On Monday 8/13, the block expands to include Hyatt Place
   and Fairmont.
   Those shoulder nights we have at Marriott and Hilton cannot be extended
   nor can the block be increased at the present contracted rate.

*The Marriott and Hilton contract rates are far below what they would offer
   now (compare rates at other hotels), and we cannot expand the blocks
   without their raising the rates. *
   3. Testers reported that once you select a hotel, if you change the room
   type the date selectors reset. Double-check your dates before hitting the
   search or reserve button
   4. If using the tab key to move from field to field, you may need to hit
   it twice each time depending on your device and browser.
   5. If you reserve a double but prefer a king, please note that in the
   comments/special request.  We should be able to work with the hotels on
   specific blocking and room type assignment, but this cannot happen until
   after the reservations are transferred from Passkey to the hotels.  That
   will not occur until close to the close of reservations (probably June-July
   2018).

<info at worldcon76.org>

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