Party suites 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 Suites are reserved through the convention, not the hotel – 6 suites are available
Are you interested in hosting a party suite? If so, please read carefully, as the process has changed since last year.
On this page you will find: our new process; frequently asked questions; a link to our updated Party Suite Guidelines, including more FAQs and tips on having a successful party; and a link to the Party Suite Request Form. Please read these pages in their entirety before submitting your request. If you have additional questions, please contact us.
There are now 5 easy steps to having a successful party suite.
1. Submit your party proposal. Take some time to decide on the basics and then fill out our Party Suite Request Form with basic information like: name of the organization or group hosting the party; contact name, email and phone number for the person who will be running it on-site over the course of the weekend, and the person who is responsible for billing and payment; description of the party suite for our program book; hours each day during which you intend to open the room to all convention attendees. If you have any other comments we should take into consideration, there will be extra space for that too. There is no charge to sign up. Deadline: January 1, 2014.
2. Find out whether you got a suite! Suites were very popular last year and we expect them to be in high demand this year, so unfortunately we cannot guarantee a suite to all applicants. Everyone will be notified by January 15, 2014, so they can plan accordingly.
3. Pay for your suite. You will not go through the hotel since all rooms must be pre-paid by Paganicon per contract. Twin Cities Pagan Pride will issue invoices on January 15 to the chosen suites, and you must pay by check or PayPal by February 1, 2014, or you will forfeit the room. Each room will cost $130 per night, with a “good host” rebate of $30 (see #5 below) to lower the cost to $100 per night. Note: if not all suites are booked or paid for by February 1 and we have extras, the cost will go up due to late fees to $145 per night ($115 after rebate), so be sure you apply and pay in time!
4. Get your room key, set up, and throw some great parties! All keys will be available for pick-up in the Paganicon Ops room (#219), NOT from the hotel front desk. Keys will be available starting 3 pm Friday, March 14. You may or may not choose to be open Friday afternoon and evening (depending on your set-up needs) but Paganicon will enforce strict usage policies this year. See this link for Party Suite Guidelines. (This will also be attached to all invoices, and by paying for the room you consent to follow our guidelines.)
5. Get your rebate. Did you have a successful weekend? We hope so! If you followed our guidelines you’ll receive a rebate from Paganicon in the amount of $30 per night, with a maximum of $60 (no rebates given for Sunday night after Con closes). If instead you neglect our guidelines, you will not receive a rebate and are at risk of not being chosen for a suite next year. (Extremely bad behavior can get you kicked out of the hotel as well, so be nice.) See our full guidelines here to see if you can swing it!
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 twelve hours over the weekend, at least eight of which must be on Saturday, our only full-length day.
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. 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 Con Ops). Party suites are only intended for registered participants of Paganicon, purchasers of day passes, or ball ticket holders.
Where are the suites?
This year, we have six suites available, all on the 2nd floor atrium space overlooking the pool area. If you turn left from any suite and follow the hallway, you’ll arrive to the vendor and programming rooms in less than a minute unless you get distracted. 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 can request bed removal, and/or additional chairs or tables, on the Party Suite Request form and such charges will be confirmed upon acceptance.
Fridges may be available on request, on a first-come, first-serve basis. If you do not get a fridge, we strongly encourage you to bring a cooler, as the hotel does not allow guests to load sinks or tubs with ice to keep beverages cool. There are several local stores (Rainbow, Costco, gas stations) where you may purchase additional ice if needed.
What should I provide?
You may wish to provide refreshments, decorations, or materials, and are welcome to do so within the policies outlined in our Party Suite 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 labelling (and a chance to see the package if needed.)
Our hotel is near Costco (across the parking lot) and Rainbow (across Park Place Ave.) should you need supplies.
Hosts are responsible for any damages or additional charges for their reserved space during the event. No room service will be available for the suites during the weekend.
How will my party suite be advertised?
Parties will be listed in the conference program and other materials, along with their room number, assigned by Paganicon. Groups hosting suites will be mentioned on our website as well. You may also post to the Paganicon Facebook page once a week between Feb. 1 (or whenever we receive your payment) and March 7. From March 7-14, you may post twice with any updates, news, or encouragement to visit your suite.
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.
How much do party suites cost?
We have arranged for a discounted rate for Party Suites of $130 per night (if paid before February 1) in addition to a bonus rebate of $30 per night (maximum $60) to be paid after the Con if your suite qualifies. But to earn the rebates we do expect you to create something fabulous to add to the convention experience, and your room must be open for at least twelve hours total, and at least eight hours on Saturday (part of which must fall during the Equinox Ball). Hosts will also be required to pay any charges for furniture removal that they request (these costs are what the hotel charges us.) The cost and fees are listed on the Party Suite Request Form.
Payment for your reservation will be made directly to the convention’s organizer Twin Cities Pagan Pride, 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.
For more information, check out the Party Suite Guidelines Page.
To reserve a party suite, complete the Party Suite Request Form as soon as possible!
Looking for inspiration? See the list of parties hosted in 2013
Finally, please use the share buttons below to forward this page to anyone you think might be interested!