[unyoc-planning] REQUEST: Need feedback on latest iteration of the Chautauqua 2024 contract - should I revise attendance numbers downward?
Kimberly A. Nolan
NolanKi at upstate.edu
Thu Aug 17 11:45:34 EDT 2023
If you feel more comfortable lowering the numbers, you should. Lynn at Clayton let me lower my numbers two weeks ago without issue.
Best,
Kim
From: unyoc-planning <unyoc-planning-bounces at lists.upstate.edu> On Behalf Of Porcello, Lorraine
Sent: Thursday, August 17, 2023 11:18 AM
To: unyoc-planning at lists.upstate.edu
Subject: [unyoc-planning] REQUEST: Need feedback on latest iteration of the Chautauqua 2024 contract - should I revise attendance numbers downward?
Importance: High
Good morning, UNYOC Conference Committee friends!
I’m looking for some feedback on the latest revision of the UNYOC Conference contract for 2024.
On page 3 of the attached PDF there is a table, Event Information, that shows how many guests we expect at each part of the conference.
I’m wondering if it would be a good idea to change the numbers for Thursday (10/24/24) from 75 to 65, and for Friday (10/25) to change from 65 to 50.
I’m nervous about not meeting our guaranteed guest count, as discussed on page 5 of the contract. From what I can tell, there’s no issue or penalty if we go over our minimum guaranteed guest count.
If you can reply by end-of-business today with your opinion on this change, I would really appreciate it.
Best,
Lorraine
Lorraine Porcello, MSLIS, MSIM (She/Her/Hers)
Evidence-Based Practice & Instruction Librarian
Institute for Innovative Education: Miner Libraries
University of Rochester Medical Center
601 Elmwood Avenue
Rochester, NY 14642
585-276-3475
Schedule an appointment with me!<https://urldefense.com/v3/__https://minercal.urmc.rochester.edu/appointments/porcello__;!!GobTDDpD7A!Nsq0b7jEpwQ-ZDGAiW5VT5QUNyImkeaOyqA6K46emihAJ_ewGvfP6A7-xI_nDQz3xKQbTMuLL6VJMb3nfxoEtQ5baZxyKF_o$ >
[cid:image010.jpg at 01D9D0FE.711E9300]<https://urldefense.com/v3/__https://www.instagram.com/miner_library/__;!!GobTDDpD7A!Nsq0b7jEpwQ-ZDGAiW5VT5QUNyImkeaOyqA6K46emihAJ_ewGvfP6A7-xI_nDQz3xKQbTMuLL6VJMb3nfxoEtQ5baeTOGmaM$ >[cid:image013.png at 01D9D0FE.711E9300]<https://urldefense.com/v3/__https://twitter.com/minerlibrary__;!!GobTDDpD7A!Nsq0b7jEpwQ-ZDGAiW5VT5QUNyImkeaOyqA6K46emihAJ_ewGvfP6A7-xI_nDQz3xKQbTMuLL6VJMb3nfxoEtQ5baQ3RherH$ >[cid:image014.png at 01D9D0FE.711E9300]<https://urldefense.com/v3/__https://www.facebook.com/EdwardGMinerLibrary/__;!!GobTDDpD7A!Nsq0b7jEpwQ-ZDGAiW5VT5QUNyImkeaOyqA6K46emihAJ_ewGvfP6A7-xI_nDQz3xKQbTMuLL6VJMb3nfxoEtQ5baaacpUZJ$ >
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From: DeSantis, Lisa <ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>>
Sent: Monday, August 14, 2023 2:09 PM
To: Porcello, Lorraine <Lorraine_Porcello at URMC.Rochester.edu<mailto:Lorraine_Porcello at URMC.Rochester.edu>>
Cc: Butcher, Natalie <nbutcher at harthotels.com<mailto:nbutcher at harthotels.com>>; Kimberly A. Nolan <NolanKi at upstate.edu<mailto:NolanKi at upstate.edu>>
Subject: [EXT] RE: Food & Beverage costs for 2024 (UNYOC 2023- Clayton- Oct 25-27)
Good afternoon, Lorraine,
Attached please find the updated agreement including the changes below.
Please accept my sincerest apologies! I don’t know how I missed your initial email on July 27th.
Be sure to reach out with any questions.
Warm Regards,
Lisa Mari
[cid:image016.png at 01D9D0FE.711E9300]
Lisa
DeSantis
,
Director of Sales
10 Dunham Avenue, Celoron, NY 14720
Fax:
607-535-6188<fax:607-535-6188>
Mobile:
607-972-1746<tel:607-972-1746>
Email:
ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>
Website:
thechautauquaharborhotel.com<https://urldefense.com/v3/__https:/thechautauquaharborhotel.com/__;!!MkQhnT5yHH0MPvOc00c!RPezB_Jj_uupul_S5TGpn4ccbLi0-gVik_yNMvpK2DrETanVDd9GLN7HaYx6j37yzTledoLBmG01VBKC_XqGyU_Ro3iYwRaTBcZ-$>
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From: Porcello, Lorraine <Lorraine_Porcello at URMC.Rochester.edu<mailto:Lorraine_Porcello at URMC.Rochester.edu>>
Sent: Monday, August 14, 2023 1:33 PM
To: DeSantis, Lisa <ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>>
Cc: Butcher, Natalie <nbutcher at harthotels.com<mailto:nbutcher at harthotels.com>>; Kimberly A. Nolan <NolanKi at upstate.edu<mailto:NolanKi at upstate.edu>>
Subject: RE: Food & Beverage costs for 2024 (UNYOC 2023- Clayton- Oct 25-27)
Hi Lisa,
I hope all is well with you. I’m writing to follow up on my email from July 27th, regarding some adjustments needed for the UNYOC 2024 conference at CCH.
Would you be able to make those changes this week and send me the revised contract?
Kind Regards,
Lorraine
Lorraine Porcello, MSLIS, MSIM (She/Her/Hers)
Evidence-Based Practice & Instruction Librarian
Institute for Innovative Education: Miner Libraries
University of Rochester Medical Center
601 Elmwood Avenue
Rochester, NY 14642
585-276-3475
Schedule an appointment with me!<https://urldefense.proofpoint.com/v2/url?u=https-3A__minercal.urmc.rochester.edu_appointments_porcello&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=ejHhJVL8t4HLaor2EeErQ_2UIGdcZpQP_WWW6zWFOdU&e=>
[cid:image020.jpg at 01D9D0FE.711E9300]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.instagram.com_miner-5Flibrary_&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=KcPrDhnIayQdifpc1MXNzzt-rMilDrVakv23SEXrixM&e=>[cid:image013.png at 01D9D0FE.711E9300]<https://urldefense.proofpoint.com/v2/url?u=https-3A__twitter.com_minerlibrary&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=4IsQtQoMvZ57sDSbiTUJFEcFirkDVJzW4xzVtaJ7cm4&e=>[cid:image014.png at 01D9D0FE.711E9300]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_EdwardGMinerLibrary_&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=nACGKGi7dWggORmnv527h9pxRcSA0WyY8J8hhLn5AQY&e=>
[cid:image015.jpg at 01D9D0FE.711E9300]
From: Porcello, Lorraine
Sent: Thursday, July 27, 2023 4:55 PM
To: DeSantis, Lisa <ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>>
Cc: Butcher, Natalie <nbutcher at harthotels.com<mailto:nbutcher at harthotels.com>>; Kimberly A. Nolan <NolanKi at upstate.edu<mailto:NolanKi at upstate.edu>>
Subject: RE: Food & Beverage costs for 2024 (UNYOC 2023- Clayton- Oct 25-27)
Hi Lisa,
Thank you, again, for your assistance with revising this contract. After reviewing REV5 and talking with Kim, I request the following edits for REV6:
* Page 3, Event Information:
* For Wednesday, 10/23/2024 Meeting and PM Break, please revise the Guests number to 20 (down from 25)
* For Friday, 10/25/2024 Breakfast and Meeting, please revise the Guests numbers to 65 (down from 75)
* Page 5, Itinerary for Friday, October 25, 2024
* Executive Meeting from 12:00 PM to 1:00 PM, please add Lunch to the Services provided
* Page 7, Preliminary Billing Summary (projected) (continued from page 6)
* Executive Meeting 25 Oct, Columbia Boardroom: please add the cost of lunch for 12 people
Please let me know if you need clarification on any of the above changes.
Best Regards,
Lorraine
Lorraine Porcello, MSLIS, MSIM (She/Her/Hers)
Evidence-Based Practice & Instruction Librarian
Institute for Innovative Education: Miner Libraries
University of Rochester Medical Center
601 Elmwood Avenue
Rochester, NY 14642
585-276-3475
Schedule an appointment with me!<https://urldefense.proofpoint.com/v2/url?u=https-3A__minercal.urmc.rochester.edu_appointments_porcello&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=ejHhJVL8t4HLaor2EeErQ_2UIGdcZpQP_WWW6zWFOdU&e=>
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[cid:image015.jpg at 01D9D0FE.711E9300]
From: DeSantis, Lisa <ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>>
Sent: Thursday, July 20, 2023 9:33 AM
To: Toscano, Sam <stoscano at harthotels.com<mailto:stoscano at harthotels.com>>; Kimberly A. Nolan <NolanKi at upstate.edu<mailto:NolanKi at upstate.edu>>
Cc: Porcello, Lorraine <Lorraine_Porcello at URMC.Rochester.edu<mailto:Lorraine_Porcello at URMC.Rochester.edu>>; Butcher, Natalie <nbutcher at harthotels.com<mailto:nbutcher at harthotels.com>>
Subject: [EXT] RE: Food & Beverage costs for 2024 (UNYOC 2023- Clayton- Oct 25-27)
Good morning, Kim & Lorraine,
We have discussed with our General Manager, and she if perfectly fine with honoring our current prices and locking them in for you at this time.
Attached you will find a revised agreement noting the above. Please review, sign, and return indicating your approval so we can secure the space and guest rooms for your organization.
Also included is a Direct Bill application for your completion.
Please feel free to reach out with any questions or further changes.
Best,
Lisa Mari
[cid:image016.png at 01D9D0FE.711E9300]
Lisa
DeSantis
,
Director of Sales
10 Dunham Avenue, Celoron, NY 14720
Fax:
607-535-6188<fax:607-535-6188>
Mobile:
607-972-1746<tel:607-972-1746>
Email:
ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>
Website:
thechautauquaharborhotel.com<https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_thechautauquaharborhotel.com_-5F-5F-3B-21-21MkQhnT5yHH0MPvOc00c-21R4MzxJMeQSlwWGY4gHYl-2DD-2DULPTHj8u-2Dd0GBc7J6ZMNK-5FV39mjJE-2Dcl1qHDq1CrhOBMUOTwURGYYK0A3nVL00ROiKXJuh599aewL-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=DTUoXbAQUO1CfFKDIzhTBGp99I2ztVXwPdwaXH0WFB8&e=>
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[Twitter]<https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_www.twitter.com_Chautauquahh-5F-5F-3B-21-21MkQhnT5yHH0MPvOc00c-21R4MzxJMeQSlwWGY4gHYl-2DD-2DULPTHj8u-2Dd0GBc7J6ZMNK-5FV39mjJE-2Dcl1qHDq1CrhOBMUOTwURGYYK0A3nVL00ROiKXJuh0k44cDX-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=Y3ofnOfj0RpTxzcfoSwifMhRRznDhrjmuXXSfbI4LwU&e=>
[cid:image019.png at 01D9D0FE.711E9300]<https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_www.instagram.com_chautauquaharborhotel_-5F-5F-3B-21-21MkQhnT5yHH0MPvOc00c-21R4MzxJMeQSlwWGY4gHYl-2DD-2DULPTHj8u-2Dd0GBc7J6ZMNK-5FV39mjJE-2Dcl1qHDq1CrhOBMUOTwURGYYK0A3nVL00ROiKXJuh0RrfWnk-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=8gjPm8TL-nQE4bzABAnBeP9rE2WqXuhddEjaYk2s24Y&e=>
From: Toscano, Sam <stoscano at harthotels.com<mailto:stoscano at harthotels.com>>
Sent: Sunday, July 16, 2023 2:54 PM
To: Kimberly A. Nolan <NolanKi at upstate.edu<mailto:NolanKi at upstate.edu>>
Cc: Porcello, Lorraine <Lorraine_Porcello at URMC.Rochester.edu<mailto:Lorraine_Porcello at URMC.Rochester.edu>>; DeSantis, Lisa <ldesantis at harthotels.com<mailto:ldesantis at harthotels.com>>
Subject: Re: Food & Beverage costs for 2024 (UNYOC 2023- Clayton- Oct 25-27)
Hello Kim and Lorraine,
Lisa is just protecting against inflation. 15% is the maximum. Our rates are published. We do not make them up for each individual group.
What if we lock in our published food and beverage costs one year prior. Does that sound fair? Kim I will be in the rest of the week and you are welcome to call.
Sam
[cid:image022.jpg at 01D9D0FE.711E9300]
Sam
Toscano
,
Sales Manager, CMP
200 Riverside Dr, Clayton, NY 13624
Phone:
315-686-1100<tel:315-686-1100>
Fax:
315-686-1101<fax:315-686-1101>
Mobile:
315-876-5189<tel:315-876-5189>
Email:
stoscano at harthotels.com<mailto:stoscano at harthotels.com>
Website:
1000islandsharborhotel.com<https://urldefense.proofpoint.com/v2/url?u=https-3A__urldefense.com_v3_-5F-5Fhttps-3A_1000islandsharborhotel.com_-5F-5F-3B-21-21MkQhnT5yHH0MPvOc00c-21R4MzxJMeQSlwWGY4gHYl-2DD-2DULPTHj8u-2Dd0GBc7J6ZMNK-5FV39mjJE-2Dcl1qHDq1CrhOBMUOTwURGYYK0A3nVL00ROiKXJuh1uWr-2D2I-24&d=DwMGaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=R05r4UMT5MF3xZIfP8z6qYvqSXTgD-EUr_7jWK4q_LI&m=s7dmjRwiVBYQogOjb8nm9fSYpqk6OQpPkISyoBB4yBoDH1_lS-UJArdSm9s0He6O&s=w0sSi9mMkx_xEgzoF7lZrWQLEUpIL8ADR6VR6ZYi1fo&e=>
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________________________________
From: Kimberly A. Nolan <NolanKi at upstate.edu<mailto:NolanKi at upstate.edu>>
Sent: Sunday, July 16, 2023 12:12 PM
To: Toscano, Sam <stoscano at harthotels.com<mailto:stoscano at harthotels.com>>
Cc: Porcello, Lorraine <Lorraine_Porcello at URMC.Rochester.edu<mailto:Lorraine_Porcello at URMC.Rochester.edu>>
Subject: Food & Beverage costs for 2024 (UNYOC 2023- Clayton- Oct 25-27)
Hi Sam,
My UNYOC colleague Lorraine Porcello has notified me that in working with Lisa DeSantis and the contract for 2024, there is a clause that states the food costs can increase up to 15%. One of the driving forces for our decision to sign on for 2024 was that we could lock in food costs. I’m sure this is something you and I discussed, and I hope this is just a miscommunication with Lisa at the Chautauqua Hotel. Can you look into this for us and let us know what you find out?
Enjoy the day,
Kim
Kimberly A. Nolan MLS, AHIP
Assistant Director for Resource Management
Health Sciences Library
SUNY Upstate Medical University
nolanki at upstate.edu<mailto:nolanki at upstate.edu>
My pronouns: She/Her
[signature_329232841]
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