Quadrennial Convention Updates

As the Quadrennial draws near, we wanted to provide some additional information to you...

 

All guest room reservations have be sent to the hotels and they are currently processing them into their systems.  You should receive your confirmation directly from the hotel by the end of next week.  It will be sent via e-mail to the e-mail address you provided when registering for the Quadrennial.

 

While the hotels are processing the reservations, no changes can be made either through the system or with the hotels directly.  After all reservations are processed and confirmations are e-mailed out, you may call the hotel directly to confirm, change, or cancel your reservation.  New reservations may also be made at the group rate if the hotel has standard rooms available.  We will list the individual hotel phone numbers on the registration website next week for quick reference.

 

*Please note that Quadrennial registration will continue to remain open during this time.

 

Below, you'll find information regarding the payment options from the hotels for your stay.  Please call your hotel directly with any questions.  If you need a credit card authorization form for group payments, please contact your registrar.

Marriott Indianapolis Downtown

Individual Guest Room Payment Options

 

 

Debit Card/Credit Card

•    At check in an authorization hold will be held on the card for the total stay (room, tax and $40 incidentals per day.)

•    This hold will show as a “pending transaction” on the guest checking account.

•    If additional charges are placed on the guest room account during the stay the pending authorization will increase.

•    The funds will not be available during the stay.

•    At check‐out, all charges will be applied and the pending charge will change to actual charges from the hotel on the guest bank statement.

•    It will take the guest’s bank 5‐7 business days to process the payment and remove the authorization.

Cash

•    At check in guest will be required to pay the room, tax and $40 incidentals (per day) for entire stay.

•    Please note, if guest will be using the discounted self ($29.60) or valet ($33.60) parking, this expected total will be due at time of check in as

     well as the $40 incidentals per day.

•    Any incidental funds not used will be returned at check‐out in cash.

 

Turning off Incidentals

**Incidentals can be turned off. Guest would not be able to bill any charges from the restaurants, Starbucks, Mini‐market, In‐room dining, Internet, parking, etc. They would need to present a method of payment at the time of purchase.

 

JW MARRIOTT

Payment Options

 

Debit Card

•    An authorization hold will be held on the card for the total stay (room, tax and $20 incidentals per day.)

•    This hold will show as a “pending transaction” on the guest checking account.

•    The funds will not be available during the stay.

•    At check-out, all charges will be applied and the pending charge will change to actual charges from the hotel on the guest bank statement.

•    It will take the guest’s bank 5-7 business days to process the payment and remove the authorization.

•    The “pending transaction” will change and show as an actual charge.

 

Cash

•    Guest will be required to pay the room, tax and $20 incidentals (per day) for entire stay.

•    Please note, if guest will be using the discounted self-parking, the total charge will be deducted from the card as well at check-out.

•    Any incidental funds not used will be returned at check-out in cash.

 

 

 

Some additional information for the Quadrennial:

 

Guest Room Reservations:  All reservations are in the hotels' systems.  If you did not receive a confirmation number e-mailed to you, please call the hotel you are staying at directly to confirm, cancel or make any changes to your reservation.

 

JW Marriott: 866-704-6162

Marriott:  317-822-3500, Press 1

Courtyard: 317-822-9029

SpringHill: 317-972-7293

Fairfield: 317-636-7678

 

**Please note if you are arriving on Thursday, July 16th that early check in requests will be difficult for the hotels to accommodate as the YPD attendees will be checking-out this day.  Please also note that payment by credit card is the most simple method and will be the quickest upon check-in.  The hotel will need to swipe a physical credit card (the one you used to reserve the room was only to guarantee it), and if you will not have the physical card with you, you must provide a credit card authorization form.  Please see your district registrar to obtain this form if needed.  You may request incidentals to be shut-off while checking in if you would like.

 

Quadrennial Registration and Scooter Pick-Up:

•  Located in the Convention Center.  Please see the posted agendas for dates/times Marriott Pool Closure:

•  Due to unforseen maintenance issues, the pool in the Marriott hotel will be closed for the duration of the Quadrennial.  They sincerely

   apologize for this inconvenience and are offering all guests complimentary internet access during their stay (without having to join Marriott

   Rewards).  Please see directly below.

 

Internet in Guestrooms:

•  JW:  We have negotiated an internet rate of $7.99 per 24 hour period.  However, if you sign up and join the Marriott Rewards program, the

   internet fee will be waived and will be complimentary during your stay.  If you would like to join online you may do so at

   http://www.marriott.com/marriott/high-speed.mi  Please note that as the hotel front desk staff will be working to check-in all guests as quickly

   as possible on the arrival days, you may not sign up during the check-in process.  You may sign up either prior to your arrival or after all

   guests have been checked-in.

•  Marriott, Courtyard, SpringHill, and Fairfield:  Internet in guest rooms is complimentary

 

Restaurant Discounts:

•  15% Discount in all restaurants (except Starbucks, and in room dining) at the JW and the Marriott.  Just show your conference badge.  The

   hotels will also offer specials, a buffet, and grab-and-go items throughout the Quadrennial and will provide information upon check-in.

 

Shuttle to/from the Airport:

•  $10 one-way transfers are available with Go Express.  More information including the schedule and can be found at:

   https://goexpresstravel.com/indy_express

 

Parking:

•  JW and Marriott:  $29.60 for self parking per 24 hour period with in and out privileges and $42.00 for valet parking per 24 hour period with in

   and out privileges.

•  Courtyard, Springhill and Fairfield: Self-Parking is $20, and Valet-Parking is $29 per 24 hour period with in and out privileges

•  Additional Options - $5-$10 per 24 hours for vehicles (except buses); $20-$28.60 per 24 hours for busses.  Detailed information is below.

 

Regular Vehicle Parking (not buses)

           Lot A:  350 West South Street Lucas Oil Stadium Lot Gate 6 off Capitol Ave or Gate 1 off Missouri:  500 South Capitol Avenue

 

Parking Rates Both Lots July 10-15; July 20-21

·         $5 daily parking with no in and out privileges

 

Parking Rates Both Lots July 16-19 (over IBE Dates)

·         $10 daily parking with no in and out privileges

 

Notes for All Dates:

·         If you are parking overnight, you will just pay for your entire stay when you arrive.

·         If you need to leave prior to the date you have paid for, will need to pay to re-enter despite paying in advance

·         Can pay by cash, credit, or debit card

·         If the entrance is not staffed, you may enter/pay using the automated system

 

Bus Parking

Lucas Oil Stadium Lot Gate 7 off Capitol Ave:  500 South Capitol Avenue

 

Lucas Oil Lot Parking Rates (All Quadrennial Dates)

·         $20 daily parking with no in and out privileges

·         To park overnight, you will need to pay for the entire stay upon arrival

·         If you need to leave prior to the date you have paid for, will need to pay to re-enter despite paying in advance

·         Only cash is accepted

·         You may only enter this lot when the entrance is staffed.  Please call or e-mail Mike Skaggs with Denison Parking at 317-916-1760

           or mskaggs@denisonparking.com so that he can ensure the gate will be staffed at your arrival day/time.

 

LaRosa North Bus Parking Lot (at the corner of Pennsylvania and South Streets and across the Arby’s on the corner of Pennsylvania & South Streets):  401 S. Pennsylvania St

 

LaRosa North Parking Rates (All Quadrennial Dates)

·         $28.60 daily parking with in and out privileges

·         Can set up parking in advance and pay by credit card by going to www.parkwhiz.com, type “Downtown Indianapolis” in the search box,

          and choose the LaRosa North Lot on the left side of the screen.  After entering your dates/times, it will calculate the total.

·         You will need to print the parking pass and display on the dash at all times or the bus may be towed.