Mercedes-Benz Club of America
The RD will submit a request to MBCA through the National Business Office (NBO) for the $1,500 stipend that the host section receives for hosting a board meeting. This stipend is used for snacks and beverages for the section’s Hospitality Suite and other miscellaneous expenses. During the selection process the section can usually negotiate gratis meeting rooms and the section’s hospitality suite. Shuttle service to/from the local airport is appreciated and allows us to keep our board meeting expenses low. Shuttle service back to the airport can be made available in blocks (perhaps three or four shuttle times scheduled for transport to airport). Sleeping rooms should be less than $99 and normally hotels will offer rates discounted considerably from regular sleeping room rates.
The Section will also pick a location and menu for the final banquet. Typically this banquet is held the evening of the National Board Meeting. This banquet is typically off site from the host hotel. Transportation will need to be arranged as most of our board members fly into board meetings. Banquet prices should also be negotiated and the typical price attendees pay is $35-$40. The sections should be able to make a (small) profit on the banquet. Besides local attendees approximately twenty-five people attending the board meeting should be expected to attend the banquet. The local section will supply menu choices (usually chicken, beef, fish) and costs to the NBO so that banquet information can be printed and mailed to attendees along with board meeting information. Checks for the banquet are sent to the Section’s Treasurer for both national and local reservations. Cut off time for meal reservations vary per location, but typically we can turn in reservations to the sections within a few days of the banquet.
Mercedes-Benz USA has in the past hosted a reception. The night varies to allow Valentine O'Connor’s attendance and is coordinated for a night different than the banquet. Valentine O'Connor has been the liaison between MBUSA and MBCA for over a year and typically attends portions of our National Board Meeting. A quote for a reception that would include meats, cheese, fruits, veggies and two drinks per person for the National Board should be forwarded to Valentine (current contact information will be available through the NBO). MBUSA’s reception cost should be kept to $1,200 to $1,500. Valentine will be the contact for approvals, payments and schedule of the reception. Copies of these arrangements should be faxed to the NBO.
Usually given gratis by the hotel (needs listed below).
Section’s responsibility, but usually given gratis by the hotel (needs listed below). The hospitality suite is hosted by the section and should include doughnuts, rolls, snacks and beverages, etc. Section volunteers open and host this area, and can coordinate tours etc. Sections are encouraged to display their awards, photo albums, etc.
National Business Office provides Hotel rooming list and pays for approved rooming list. Needs, procedures listed below. For the most part our board members prefer non-smoking rooms.
(Arrival)
20 Sleeping Rooms
Hospitality Suite (open late afternoon – evening)
(First day of Committee Meetings)
25 Sleeping Rooms
Hospitality Suite (open morning-evening)
1 Meeting Room for Committee Meetings. Need one large center table with seating for 15 - 20 (style: Board of Directors). No audio or visual needs.
(Second day of Committee Meetings and Regional Director Meeting)
25 Sleeping Rooms
1 Meeting Room for Committee Meetings. Need one large center table with seating for 15 - 20 (style: Board of Directors). No audio or visual needs
Hospitality Suite (open morning-evening)
(National Board Meeting Day)
25 Sleeping Rooms
1 Meeting Room for National Board Meeting. Need one U Shape setting, seating for 24 on outside of U. U should open to audience. Front of U should seat 6. Need 30 - 50 chairs in audience.
Hospitality suite (open morning-evening)
I will furnish actual sleeping room reservations. Because many board members make their reservations nearer the board meeting, I would prefer to have the cutoff date for names be no sooner than three weeks prior to our board meeting. The 25 room reservations includes reservations for Jim Luikens and Valentine O'Connor, who will pay for their own rooms but thus be in our group and get the lower rate. I will fill out charge authorization so that rooms and taxes will be charged to MBCA’s credit card.
The Hotel will collect credit card information upon check-in for everyone in MBCA’s approved room block, so that all personal incidental charges will be charged appropriately.
Thank you for your interest and energetic efforts. Past sections have enjoyed hosting MBCA’s National Board Meetings and likewise I have enjoyed working with those sections. Please do not hesitate to contact me as these notes provide only a basic outline and circumstances sometimes vary.
Best regards,
David
(David Cummings)
Mercedes-Benz Club of America, Inc.