Hotel Expectations
To avoid confusion involving hotel reservations and payment, please
carefully understand and carry out the following procedures. All
hotel transactions are between the participants and the hotel.
Payment by third party (e.g. University)
If your University (or any other third party) is paying for your hotel
stay, the University must send (by physical mail or fax) a prepayment
or purchase order, accompanied by a letter of authorization. This
letter should state how many rooms are covered, for which nights, and
who will be staying in these rooms.
Without such purchase order and letter, guests will be
required to pay for themselves and separately seek reimbursement
from the third party.
Registration
During registration at the hotel, the following rules will apply. For
each room, there must be a designated individual who will be
responsible for all room charges. This person must present a
major credit card, even if a third party is paying the bill.
The hotel needs the credit card as a guarantee that it will receive
payment, including payment for any incidental room charges such as
room service or movies (typically, third parties will not pay for any
incidental charges). Be sure to mention the 1996 Pan-Am to qualify
for the special rates.
For rooms paid by a third party, if the third party payment arrives within
a reasonable period following the hotel stay, no charge will be made
on the responsible party's credit card (except for any incidental charges).
All incidental charges must be paid at check-out.
Checkin and Checkout
The standard checkin time begins at 3pm; the standard
checkout time is by 12noon.
The hotel will gladly store your belongings
in a safe place after you check out on the last day, or
before you check in if you arrive early.
It is recommended that you check out before the start of
the final round.