FW: YMCA of the Rockies First Generation Firebirds

[Scott Everson]

Guys,

We're getting ready to finalize a contract with the YMCA.  See below for their latest communication along with my proposed response in red.  Let me know ASAP if you have anything to add/change regarding my response.  I want to keep the momemtum going and get this part of the event nailed down this week.

 

They are also looking for an estimate of how many of the family cabins and which style we want to block for our members.  I have no idea how to estimate this and would recommend that Mark or David or someone else local go out there and look at the different styles of cabins and then give us your best guess as to how many we want to block, and which style.

 

Also, Brett, we're anxious to start distributing promotional materials to potential attendees and potential sponsors.  The sooner we can get a finalized marketing flyer the better.  Let us know if there is anything you need to at least get a first draft distributed for everyone's review.

 

Thanks all, Scott

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From: Walker, Ken [mailto:KWa...@ymcarockies.org]
Sent: Wednesday, March 10, 2010 5:38 PM
To: 'Scott Everson'
Subject: RE: YMCA of the Rockies First Generation Firebirds

Hi Scott,

 

Thats great news! Thank you.

 

I'll have a contract prepared for your lodging and Willome Bldg. I'll also send your group information to Teresa Schuman our Special Events Manager to begin arrangements for your Saturday night banquet. You'll work with her directly on that.

 

I'll need to know:

How many rooms you would like for me to block and in which lodges. (We can always add rooms later, subject to availability).  50 rooms broken down as follows:  Mount Ypsilon -  25; Alpen Inn - 5; Wind River - 5; and 5 each at Emerald Mountain, Rams Horn and Longs Peak.

 

Estimated attendance at this point  At this point a conservative estimate is between 50-75 cars, each with at least one attendee and in many cases they will bring a spouse and/or family.  Total attendees at this point should be a minimum of 125.  Having said that, we haven't even started our national advertising pending completion of these details and our marketing materials. It is very possible that once we start actively promoting this event these attendance projections could go up significantly.  We would not be surprised to draw over 100 cars and 225 attendees.

 

Individual's name who will be signing the contract and mailing address  David Meyer 

 

As soon as I have this information, I'll block your rooms and start the contract preparation process

 

I'll have a window when I can block Family Cabins (2-4 bedroom) for you before reservations are opened to the general public on April 7. We'll need to add them to the contract when the window opens ...and will want to do it quickly. On April 7th there will be a rush of requests for those cabins. Some cabin styles may not be available when my opportunity opens to block them for you. At some time next week if you can, please let me know how many of which Family Cabin styles you would like for me to block. We can revise the contract with those numbers as that will be before the contract due date.   We will get this information to you in the next week or two.  We might want to have a couple of our local members come out there and look at the different cabin styles so we can make a better estimate regarding how many of each style we want.

 

Any rooms / cabins that are on the contract can be dropped without penalty before the contract / deposit due date (which will be approximately one month from when we send the contract).

 

Please let me know if you have any additional questions at this time.

 

Ken

 

-----Original Message-----
From: "Scott Everson" <scott....@comcast.net>
Sent: 3/10/2010 12:19 AM
To: "Walker, Ken" <KWa...@ymcarockies.org>
Cc: "david...@woodgroup.com" <david...@woodgroup.com>; "ga...@isaminc.com" <ga...@isaminc.com>; "fgf-canno...@googlegroups.com" <fgf-canno...@googlegroups.com>
Subject: RE: YMCA of the Rockies updated banquet rooms

Ken,

Thank you for providing this updated information.  I am happy to report that our organizing committee has voted to move forward with the YMCA as the preferred venue for our event.  Please let us know what information you need in order to complete the arrangements and get contracts finalized.  Regarding the Friday night barbeque, we’ve decided to have it catered by Biggins Barbeque out of Loveland.  Regarding the Saturday night banquet, let’s go with the Walnut room. 

 

Thank you for all of your assistance.  We are excited about our event and are confident the YMCA will prove to be an excellent venue for our participants.

 

Regards, Scott

 

---

From: Walker, Ken [mailto:KWa...@ymcarockies.org]
Sent: Tuesday, March 09, 2010 1:30 PM
To: 'Scott Everson'
Cc: 'david...@woodgroup.com'; 'ga...@isaminc.com'
Subject: YMCA of the Rockies updated banquet rooms

 

Hi Scott,

 

Last week I mentioned that I would check the banquet room information and availablility with our Food Service Director. After speaking with him, I now have your update attached.

 

I'll look forward to hearing back from you.

 

Ken

Ken Walker
Group Sales Representative
YMCA of the Rockies
970-586-4444, x 6027
Direct: 303-441-2770
Direct, Toll Free: 888-848-9622
Fax: 970-586-6088
www.ymcarockies.org

 

Caring, Honesty, Respect, Responsibility, Faith

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