This week I conducted a site recon and reunion coordination at South Point hotel. Notes below are for planning and coordination purposes:
Travel:
The airport shuttle to the hotel was convenient and leaves every half hour. Ideally, attendees should make reservations for the shuttle no later than the day prior to arrival to avoid getting bumped due to seating limitations. Shuttle holds 20 people and luggage. The shuttle can be found at Terminal 1, level 0 (Ground transportation). Trip to and from the hotel is about 30 minutes and at no cost. Alternative transportation is taxi for around $5 and takes 37 minutes or public transportation for $3 and 45 minutes (not recommended).
Check-in:
Upon arrival and entering the hotel/casino, go to your right to the check-in desk. Check-in was simple and easy. Elevators can be found by returning to the front doors and taking the aisle from there to the back of the casino (map attached). Room reservations are picking up and we have until 15 June to finalize reservations. There are about a half dozen attendees (looks like troopers) with reservations on 7/7 only, which is prior to the reunion. I have asked the regiment to review and reach out to these individuals to adjust reservations. We will likewise work to ensure this oversight is corrected ahead of time.
Player's Club:
For those wanting to gamble a bit, there is a Player's club. Attendees can sign-up online from the hotel website or complete it in person. The Player's club provides some discounts (Garden Buffet) as well as track your gambling for tax purposes.
Dining:
The map that comes with your room card includes the location of all 11 restaurants. There is sufficient variety to ensure everyone has a place to eat. Reservations can be made online at the hotel website or people can take the chance that there is open seating available. Garden buffet was a quick process with a wide variety of food choices. The Silverado steakhouse is a bit upscale for most. The food was excellent and with the purchase of two entrees, you get a bottle of wine (coupon in your room).
Conference rooms:
Our event is held on the second floor and the escalators to that floor are shown on the map. Once on the second floor, the registration area is just as you get off. We will use this area to post information and help people find our rooms (Napa and Grand Ballroom). (We have a room for childcare and will ensure the regiment is informed of this and communicates this to their families.)
Parking:
There is sufficient on-site parking and traffic isn't bad for the area. For the store set-up, there is no requirement to pay teamsters for this and Barb can drive the trailer up to the personal parking garage where there is a loading dock (have to inform the hotel on arrival). This will enable us to off-load everything and get it into the room.
Amenities:
Gym, spa, barber, salon and pool are all available. The pool includes a number of options for people to get out and relax. The gym is open to all hotel guests at no additional charge. For non-guests, there is a $15 per day charge to use the gym. The spa has a number of options for individuals and couples and both the barber and salon are fairly busy.
There is a store located by the elevators for all the Vegas essentials (alcohol, cigarettes, toiletries, etc.) as well as some sodas and chips. Prices aren't bad but if you need something more, the Irwin PX would be a better choice on Friday.
Fort Irwin trip:
Buses have been reserved for the Friday trip to Fort Irwin. They are handicap accessible and we can take up to 112 people (current registration is 37 and break even is 85). I will work to ensure we have water on the bus to avoid the complaints from the last visit. Deposit has been made and final payment is due on 7/11. Plan is early departure of 0630 with arrival at Fort Irwin around 0930. Return departure is 1500 with arrival at the hotel around 1745. These times were selected to maximize time with the regiment. Stable your mount begins at 1800, ensuring that the buffet is ready when people return. Recommend having speakers begin no earlier than 1830.
Golf outing:
I contacted Stallion Mountain to schedule tee times. They have availability for the 9 golfers registered to play. 30 days prior to the outing, I will confirm tee times and schedule a shuttle to the course as my truck only holds 6. Expectation is that the coolest time of the day will be an early tee time by 0900.
Thursday night social (Gus Flangas):
In the past, we have had a dinner hosted by Gus. Still working details/confirmation at this time.
Friday buffet:
Meal has been confirmed and we owe the hotel an initial number 30 days prior to the event. We can modify this 10 days out but can only increase the number of attendees. Currently, we have less than 150 attendees on Friday. Expectation is that people will wait until June to register.
Saturday regimental ball:
Meals are planned and as with the Friday meals, we provide an initial number 30 days prior with a final 10 days prior. We currently have 828 attendees planned for the Regimental ball. The Grand Ballroom holds 1000 people. Once we exceed this number, overflow will be moved to a non-adjacent ballroom. As this is a regimental function, I have hesitated to plan or coordinate a method for ensuring everyone is included in the event (through video and audio connections between the rooms). Additionally, while we have a BHA social program for reference, we need guidance from the regiment on their plan for the function. I am doing my best not to get ahead of the RCO and ensure that this is his ball. Working with Bob Hatcher and Major Langdon on closing the loop on this.
Event insurance:
Per the hotel's direction, I have purchased event insurance. We could include the childcare provider under this event insurance unless the hotel requires the vendor to provide separate insurance for this activity.
Final point:
Registration is ahead of schedule with the regiment doing a great job of getting troopers to register for the ball. As expected our BHA registration is lagging a bit but will most likely pick-up in the next five weeks. There should be adequate lodging capacity at the hotel for those wishing to stay there. Many registered attendees do not have reservations. So, I assume they have made other arrangements.
We need to adjust our program on Friday for scholarship announcements because we do not own the program on Saturday. Silent auction winners will be announced through a printout of winners and distributed to attendees. (May need additional help on this once we determine the number of items up for auction.)
Will need more information/involvement from the regiment on ball coordination and considerations. While I/we could plan the ball based on our own experiences, it is the regiment's ball and I do not want to have my judgement replace the RCOs. Will work with Bob and Major Langdon to schedule and IPR with RCO to ensure the following points are actioned by the regiment:
1. Childcare - need to provide name and documentation of provider as well as insurance ($1,000,000) to the hotel prior to the event
2. Program - while our program can serve as a template, regiment needs to modify according to the RCO's dictates
3. Fort Irwin trip coordination and planning. I believe we need to coordinate with post security to get buses on post. The bus commanders (TBD) will need to know who to call as they approach the front gate to ensure entrance and escort.
4. AV support of regimental ball. This includes the grand ballroom and if required, the satellite / overflow ballroom, should we exceed 1,000 attendees
5. Protocol guidance. Given the GOs in attendance, the regiment should designate a protocol officer to ensure coordination with visiting officers. I understand that many GOs don't expect this but we should ensure that RCO makes a decision to include or not include.
Scott Harrison
