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Party Suites

Party Suite

The Paganicon 2019 Party Suite Hosting Application is available NOW until October 5th!

Party rooms are an important part of any convention – they offer a place to relax, socialize, and get to know other presenters and guests on a more personal, unstructured level. They can be an oasis of calm, to have a cup of tea and a snack before diving back in to the con, or they can offer a raging party and lots of excitement. Quirky themes, amazing decorations, and wonderful people give them each their own unique character. They also provide a GREAT way to spread the vibe and values of your organization to hundreds of people over the course of a fun weekend.

Party Rooms are reserved through the convention

This year, because of the growing popularity of hosting, we will be taking applications for party suites. Hosts will be chosen by committee and assigned suites based on preference and availability. The following form is an application, not a registration. Filling out the form does not constitute your acceptance as a host. The form DOES collect payment information, however, you will not be charged anything unless you are chosen to participate.

The party suites are no longer going to be converted sleeping rooms. They will be in studio rooms on the 2nd floor of the conference area. The rooms are a single rectangular space with windows. They will be available from Friday morning until Sunday night for a flat fee (variable based on size).

Tables and chairs are available from the hotel at no charge, but there is no other furniture in the room. If you want comfy chairs or coolers, you will need to provide them yourself. The rooms are locked with physical keys (not key cards) so only one is per room, and it must be returned Sunday evening. A credit card number must be provided to the hotel when you pick up your key, and if you fail to return it, or leave the room in a condition that requires extra cleaning, there will be fees assessed to that card. However, if you treat the space like the responsible hosts that we know you are, there are no charges other than the room cost listed below.

There are a total of 12 party suites available, in four different sizes. There are seven “regular” party suites that are 20’ x 13’ (260 sq ft) and they will be $375 for the weekend. There are also two “economy” party suites that are 13’ x 13’ (169 sq ft) for $240, two “large” party suites that are 27’ x 13’ (351 sq ft) for $495, and one “extra-large” party suite that is 24’ x 18’ (432 sq ft) for $595.

Party Suites must be open for a minimum of 12 hours throughout the weekend. Party Suites can only be hosted by registered attendees of Paganicon, and someone needs to be “in charge” at all times when the suite is open. Parties should be open to all members of the convention at any time the suite is open. Party suites are only intended for registered participants of Paganicon, purchasers of day passes, or concert/ball ticket holders. You should not invite outside people who are not registered for the convention to come to your suite and you should also ask anyone not wearing a badge to leave your suite. If you have problems with or concerns about a particular person’s presence or behavior, please notify a Paganicon Board Member as soon as possible, or contact Operations.

We will be taking applications through Friday, October 5th, 2018. You will be notified by October 14th if you are chosen, and you must respond with your confirmation/acceptance by October 21st. At that time, we can discuss payment arrangements and other details. You will NOT be charged anything until after we have come to an agreement.

Please note: “Waitlists” are usually only used after registration is full, but THE PARTY SUITES ARE NOT SOLD OUT. We are using the Waitlist function to manage these applications, because it allows us to collect the payment information up front without any immediate charges, which will streamline the process in the end.

Click here to apply to be a party suite host at Paganicon 2019


Frequently Asked Questions:

Q: It says that I am being put on the wait list. Are the Party Suites already sold out?
A: No! We are using RegFox’s wait list function only because it allows us to collect credit card information up front without any immediate charges. The Party Suites are NOT sold out. If you can still get to the application, you are in the running to be included.

Q: Is my credit card being charged right now?
A: No. The card is just being captured in our system so that we can push through the charges later on. No charges will be made without your consent.

Q: How does payment work?
A: There is a flat fee depending on the size of the room and that will get you access from Friday morning through Sunday night. Once you are accepted as a host and assigned a room size, you will be contacted. At that point, we will discuss arrangements. The cost can be broken up into several payments so long as it is paid in full by January 31st. You will provide credit card information with the application, but there will be no charges until we have come to an agreement, then the charges will be pushed through accordingly.
Also, on the day you arrive at the convention, you will need to provide a credit card to the hotel as a deposit to receive the key. One key (not a key card) will be provided for each room. No charges will be made to the card unless the key is not returned or there is a problem with the condition of your room when you leave.

Q: How will I know if I have been chosen to host?
A: We will notify you via email in the second week of October.

Q: I don’t have a detailed plan or description of my party yet. Can I submit that later?
A: Absolutely! Right now we’re just looking for a basic idea of what you’re thinking (loud or quiet, etc) so we know where to place you.

Q: What should I provide?
A: You may wish to provide refreshments, decorations, or materials, and are welcome to do so within the policies outlined in our Party Room Guidelines. If you offer food items, a range of small dishes with a variety of choices is often easier to manage than larger bowls (and if they do spill, easier to clean up.) Those with food restrictions deeply appreciate good labeling (and a chance to see the package if needed). There are several restaurants nearby and two grocery stores just a couple miles away should you need supplies. Hosts are responsible for any damages or additional charges for their reserved space during the event.

Q: How will my party room be advertised?
A: Parties will be listed in the conference program and other materials, along with their room number, assigned by Paganicon. Groups hosting rooms will be listed on our website as well. You may also post to the Paganicon Facebook Event page once a week starting in January. The week before Paganicon, you may post twice with any updates, news, or encouragement to come to Paganicon and visit your party.