Party Suites are a convention tradition. Hosted by individuals or groups, they offer a way to create community, highlight a particular focus, or offer casual get-togethers for people of like minds. Parties will be listed in the conference program and other materials.
All Party Suites have been registered at this point. See the list of parties for 2013.
Party Suites are reserved through the convention, not the hotel – 6 suites are available
Do you want to get information about your organization out to a LARGE population? This year we are providing a discounted suite rate as an incentive to make hosting even easier!
On this page you will find a party suite request form, rules, hotel specifics and helpful tips. Please read this entire page before submitting your request. If you have additional questions, please contact us.
Who may host?
Party Suites are created by dedicated individuals and groups who give their time, energy and money to create a sense of wonder and havens of diverse cultural themes for celebration and conversation. We do ask that you stick to themes related to our purpose, and your room must be open at least four hours each night.
What’s welcome?
We particularly seek parties that fit the theme and focus of our event, and welcome anyone representing Pagan or magical community events, organizations, or communities.
So now that you want to host a party, what’s the next step? First, come up with a genius idea for a pagan themed party and submit your application. Party Suites are a part of the convention, so they must be hosted by a registered member of the convention who agrees to be the primary contact for all communication, questions, and details. (You must be a registered member before your request for a suite will be processed.)
Hosts may designate assistant hosts if they wish (who must also be registered members of the convention). At least one host or assistant host must be present at all times when the hospitality suite is open to guests.
Who may visit?
Parties should be open to all members of the convention at any time the suite is open. (You may decide when the suite is open or closed, but it must be open forat least four hours each evening.) If you have problems with or concerns about a particular person’s presence or behavior, please discuss this with the Paganicon board as soon as possible (you can contact us before the event, or find the board member on duty at the event.)
Where are the suites?
Specific suites are assigned by the event board, based on available space, when someone registers, and (when possible) preference for a more active area or a quieter area. This year, we have six suites available, all on the 2nd floor atrium space. Note that these suites do back onto other guest areas.
What is provided?
Suites come with everything you’d expect in a hotel suite: beds, a couch and chairs, televisions, a bathroom. You may request to have one or both beds removed (for the fee indicated in the details below). Fridges may be available on request.
You may wish to provide refreshments, decorations, or materials, and are welcome to do so within the policies below. Hosts are responsible for any damages or additional charges for their reserved space during the event. Hosts may choose to enter a credit card with the hotel for incidentals (room service, etc.) but these are not available by default.
How much do party suites cost?
We have arranged for a discounted rate for Party Suites. But we do expect you to create something fabulous to add to the convention experience, and your room must be open for at least four hours each night. Hosts will be required to pay additional charges for furniture removal (these costs are what the hotel charges us.) The cost and fees are listed on the Request form below.
Payment for your reservation will be made directly to the convention, who will then pay the hotel. Hosts are responsible for any additional charges due to the condition, unusual cleaning needs, or incidental charges for the suite.
How do I reserve a Party Suite?
Suites are reserved on a first-come, first-serve basis, and room numbers will be assigned when your reservation is confirmed.
- We will review your request, and invoice for payment if approved.
- We will begin to assign a suite numbers between January 1st and January 15th, to allow for plenty of time to publicize the room number on any materials.
First, register for Paganicon, then read all the rules at the end of this page.
Finally, complete this Party Suite Request Form
What are the rules?
1) Hosts are expected to obey all requirements listed in the yearly information regarding signage and decorations, and to leave the space in excellent condition.
2) Hosts are expected to respond to convention communication as promptly as possible (repeated lack of response may lead – after advance notice and reasonable time to reply – to your reservation being released and money refunded.)
3) Hosts may choose to serve alcohol in their suite, but are responsible for ensuring that no minors are served (in keeping with hotel requirements and relevant laws), and ensuring that no alcohol leaves their suite (alcohol is not allowed in public spaces, or in the convention hosted spaces.)
4) Hosts should also be attentive to issues of noise: conversation is great, but we encourage people considering drum circles, chanting, or other louder activities to consider arranging for space in the programming rooms (which are not near sleeping rooms of other guests.)
5) Our vending policy requires that sales be restricted to the dealer room. You may suggest donations to support your suite (or for divination readings or other services), but may not name a fixed price.
6) If you only select 2 nights for your party suite, you must clean up and check out by noon on Sunday.
Violation of these policies may lead to hospitality suites being shut down. (The hotel’s request to do so must be acted on immediately.)
Your reservation holds the space for you. If you become unable to attend, we will refund your money only if we are able to fill the space you reserved with another hosted suite. If a hospitality suite is asked to shut down, no refund will be given. Transfer to a new host (if you are unable to attend) is permitted if there are no substantial changes to what is offered. (Substantial changes would require additional review).
Please note that the hotel is entirely non-smoking, and that includes all suites.
Hotel Specifics:
What signs can I post? Per our contract with the hotel, signs to identify the suite may only be posted on the inside of the large glass windows facing the walkway. Freestanding signs or tables outside the suite doors are not allowed, due to hotel fire code and accessibility requirements.
When taping signs, please use tape (such as painter’s tape) that will remove easily from the glass without residue. Signs may not be posted on the interior walls of the suite, or on the inside or outside of doors – even gentle adhesives tend to leave marks on these spaces.
What can we do for decoration, etc?
Freestanding decorations within the suite are fine, as are table-based sign holders or material holders. Each suite has a dresser (which also holds the TV), coffee table, and end tables. If you’re trying to figure out a particular aspect, please feel free to talk to us for ideas and clarification.
Is there Internet?
Wireless Internet access is free in the public hotel spaces (and generally extends into the front room of the suites on the 2nd floor atrium): however, please inquire for details if you absolutely require reliable internet access.
Can I offer a suite for only one night?
We will give first preference and full discounted rate to those reserving suites for multiple nights: solo nights will be filled only if we have open space as we near the convention (we will review requests beginning 6 weeks before). However, if you’re interested in splitting a suite with another one-night host, we are glad to collect names of people interested and put you in touch. (In this case, you would designate one host to be responsible for payment and official communication.)
Publicity: All registered suites (with room numbers) will be listed in our program and in other convention materials. Groups hosting suites will be mentioned on our website as well.
Tips:
A few special offers or events are a great way to encourage participation in your suite. These might be a free reading or short offering, a scheduled topic, or anything else that might attract people to your focus.
Many people choose to offer a range of food and drink items. Refrigerators may be requested from the hotel (first come, first served), but the hotel has asked that we not fill bathtubs or sinks with ice to cool drinks.
If you offer food items, a range of small dishes (paper bowls work fine) 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 labelling (and a chance to see the package if needed.)
Our hotel is near to Costco (across the parking lot) and Rainbow (across Park Place Ave.) should you need supplies.