The ASA OKINAWA ASSOCIATION 2016 Reunion/Registration Information

Transcription

1 The ASA OKINAWA ASSOCIATION 2016 Reunion/Registration Information The 2016 ASA Okinawa reunion will be held September 14 (Wednesday) through September 18 (Sunday) at the Hyatt Regency Buffalo Hotel & Conference Center. Normal check-in time is 4:00 PM, with check-out time at 11:00 AM. Hyatt has assured us every effort will be made to have rooms ready before that time but in case you arrive before your room is available, just stow your gear and relax in the hospitality room until the room is ready. The Hyatt is a first class hotel with all of the amenities we have come to expect such as free Internet Access, Fitness Center, Meeting Facilities, Concierge, Pool, 396 renovated, spacious guestrooms, featuring warm, contemporary décor, Luxurious Hyatt Grand Beds, Deluxe Granite Baths, Refrigerators in all Guestrooms, Valet parking service now available, Award winning EB Green's Steakhouse, flexible, newly renovated meeting and banquet space, Walking distance to Waterfront attractions, Complimentary local shuttle to downtown restaurants and offices, Atrium Bar + Bistro and E.B. Green's Restaurant. Complimentary airport shuttle service to and from Buffalo International Airport is not available. Numerous commercial transportation services are available at the airport near the baggage claim area. Four such services are Airport Express ; Airport Taxi ; Act 1 Transportation ; AAA Taxi & Tour This is not an endorsement of either company, merely information for your consideration. Be sure to ask if their rates are by vehicle (up to six can ride for one price) or a per person rate. Whether you use commercial transportation (planes, trains, etc) or drive your car to the reunion, attendees are responsible for making their own travel arrangements to the reunion. If staying in a local campground, RV/Camper reunion attendees are responsible for providing their own transportation to and from the Hyatt. Information and directions to the hotel will be included with your reservation confirmation letter. If you have any unanswered questions, do not hesitate to call our Customer Service Representative at for assistance. Parking is not complimentary and cannot accommodate RV s/campers. The Hyatt offers overnight valet parking for $25 a day, which includes guest in and out privileges. Self Parking guests may park at the Augspurger Parking Ramp, located adjacent to the hotel across the street, or the open lot located directly across the street if they prefer. Parking rates vary at both locations, but will average $ $10.00 per night. This is privately owned (as opposed to a hotel owned) parking lot therefore price negotiations are an option. General Information: Anyone wishing to arrive early or stay a few days after the reunion, the Hyatt will honor the reunion rate for three days before and/or three days after the reunion. Reservations for the extra nights must be made through Premier Reunion Services to obtain the reunion rate. Indicate on the reservation form (page 6) that you wish to stay extra nights (breakfast is also included in these extra nights). Your Choice: Please select one of the three options shown on the next page, or create your own Limited Activity Option. Remember, this is Buffalo, not off season Kissimmee and the prices reflect the difference. The room rates in Kissimmee were fantastically low - not so in Buffalo. Although the rates are more than double than Kissimmee, we believe we got the best rates available in a full service hotel. The registration packets are early this year to help stretch out the payments if need be. You may fax, mail or phone in your registration. Reservations via fax or phone require the use of Discover, American Express, MASTERCARD or VISA. 1. Payment Schedule: Initial deposit is due on or before August 15, After the initial deposit, you may make up to three installment payments in any amount, at any time as long as the balance is paid by August 26, Cancellations: For cancellations received on or before September 9, 2016 there is a $50.00 cancellation fee plus the cost of any activities that have already been paid for, or for which guaranteed numbers have been provided to the vendor. There will be NO REFUNDS for any reason - for cancellation requests received after September 9, Trip Cancellation Insurance is highly recommended. See your local insurance agent. Premier Reunion Services does not offer this service. Premier Reunion Services, LLC PO Box Hickory NC (phone) (fax) Page 1

2 Option A Arrive on Wednesday, depart on Sunday This Option contains the following activities and services for each person who selects this option. Four nights lodging (Wed, Thur, Fri, Sat); Four breakfasts (Thur, Fri, Sat, Sun); Wednesday welcome reception with cash bar and light hors d oeuvres; Thursday s indoor cookout (hamburgers & hot dogs) and game night; Friday night Best of Buffalo dinner buffet; Saturday night banquet; Wednesday through Saturday night unlimited use of hospitality room (stocked with soft drinks, coffee, and snacks); Banquet & memorial service program; Roster of attendees; All applicable taxes, bartender, set-up, registration fee, and gratuities (including bus driver/guide; The full time services of a Premier Reunion Services manager. Cost of this option is $1, per couple; $ per single. A $ per person deposit must accompany your reservation. You may make up to three installment payments in any amount, at any time as long as the balance is paid by August 26, Option B Arrive on Thursday, depart on Sunday This Option contains the following activities and services for each person who selects this option. Three nights lodging (Thur, Fri, Sat); Three breakfasts (Fri, Sat, Sun); Thursday s indoor cookout (hamburgers & hot dogs) and game night; Friday night Best of Buffalo dinner buffet; Saturday night banquet; Thursday through Saturday night unlimited use of hospitality room (stocked with soft drinks, coffee, and snacks); Banquet & memorial service program; Roster of attendees; All applicable taxes, bartender, set-up, registration fee, and gratuities (including bus driver/guide; The full time services of a Premier Reunion Services manager. Cost of this option is $ per couple; $ per single. A $ per person deposit must accompany your reservation. You may make up to three installment payments in any amount, at any time as long as the balance is paid by August 26, Option C Arrive on Friday, depart on Sunday This Option contains the following activities and services for each person who selects this option. Two nights lodging (Fri & Sat); Two breakfasts (Sat & Sun); Friday night Best of Buffalo dinner buffet; Saturday night banquet; Banquet & memorial service program; Roster of attendees; All applicable taxes, bartender, set-up, registration fee, and gratuities (including bus driver/guide; The full time services of a Premier Reunion Services manager. Cost of this option is $ per couple; $ per single. A per person deposit must accompany your reservation. You may make up to three installment payments in any amount, at any time as long as the balance is paid by August 26, Premier Reunion Services, LLC PO Box Hickory NC (phone) (fax) Page 2

3 ASA Okinawa 2016 Itinerary This itinerary was developed entirely from the survey responses we received, taking the most popular items and incorporating them into the agenda. Tuesday September 13, 2016 Early bird arrivals, no planned activities, no hospitality room Wednesday September 14, :00 Noon: Registration Begins and Hospitality Room Opens, stocked with coffee, soft drinks, fruit, and other munchies. Due to liability considerations private alcohol is not permitted in the hospitality room. 3:00 PM: Executive Board Meeting (location to be announced on site) 5:00 6:30 PM: Welcome Reception. President s welcome remarks, announcements, and introductions. Cash bar with light hors d oeuvres will be served after the remarks. Dinner is on your own tonight. Cost of the reception is included in Option A. Thursday September 15, :30-8:30 AM: Breakfast is in the hotel restaurant with coupons provided. Eat at your leisure keeping in mind when the tour departs. Cost of breakfast is included in your room rate. 8:00 AM: PRS Information/Registration Desk opens. 9:00 AM: Load up and hit the Niagara Wine Trail. First stop (and we may do this in a different order) is the Freedom Run & Winery where you will taste fine wines created from vinifera, hybrid and native grapes from the Niagara Escarpment Region. From there you ll visit the Spring Lake Winery to view their Tuscan style tasting room and enjoy a sandwich and salad buffet lunch (included in tour price) with your wine tasting. You can stretch your legs by walking the grounds to view the spring fed 8 acre lake, and hundred-foot larch trees. Finally, you ll visit the Flight of Five Winery in downtown Lockport, NY and enjoy a final wine tasting in this urban winery. There is a minimum of 35 persons for this tour to go at the quoted price. Less than 35 the tour will be cancelled or the price adjusted. You will return to the Hyatt around 2:30 PM. Since this is an optional tour, the cost is not included in either of the options. You must register separately for the tour, see the Registration Form, Adjustment Opportunities Block and add Thursday s tour. Gratuity for driver/guide is included in the cost. It is not necessary to pass the hat unless you really want to. 10:00 AM: Hospitality Room opens 6:00 PM: Social Hour with a cash bar 7:00 PM: Enjoy the fruits of your indoor cookout then it s game time! Enjoy a tasteful evening designed to test your ability to hide the message your taste buds send you. We call it Jelly Bean Boozled. There will be a prize of sorts for the winner (if we get that far). Cost of the cookout/game is included in Options A and B. Friday September 16, :30-8:30 AM: Breakfast is in the hotel restaurant with coupons provided. Eat at your leisure. Cost of breakfast is included in your room rate. 8:00 AM: PRS Information/Registration Desk opens. 9:00 AM: Today is why you came to Buffalo. You ll start off with a riding tour of the city with your guide pointing out some of the history and heritage of Buffalo. Then we ll make a stop at the Anchor Bar where the Buffalo Wings were created for lunch. Here is the kicker. In order to insure space and our food is prepared, lunch must be paid for in advance. To be straight forward with you, you don t have to eat lunch at the Anchor but the Anchor meal price is included in the tour price. There is a place in the Adjustment Opportunities to delete the lunch if you want to. You can hop off the bus and run to the nearest MacDonalds or you can go hungry. If you eat on your own, you can deduct $20.00 per person from your tour total. But if you choose to eat with the rest of us you must include payment for your lunch ($20.00 per person) with your reservation and initial deposit. This does not increase your total price; it just has to be paid up front. We know this is different, but this time it is necessary. Know this also, once the meal has been paid for there are no refunds. Sorry. Now, on to the food. It is good. You ll have plenty of wings and other things. Following lunch you re off to Niagara Falls for some spectacular scenery and a ride on the Maid of the Mist which has never sunk or capsized a single time though you might think it s going to as you approach the falls. The Maid of the Mist is a boat tour of Niagara Falls. The boat starts off at a calm part of the Niagara River, near the Rainbow Bridge, and takes you past Premier Reunion Services, LLC PO Box Hickory NC (phone) (fax) Page 3

4 the American and Bridal Veil Falls, then into the dense mist of spray inside the curve of the Horseshoe Falls, also known as the Canadian Falls. You will absolutely love this once in a life-time ride. The tour is available starting from the American side of the river, returning to the U.S. landing, so passports are not necessary. Although you will be issued a blue plastic poncho, you will get wet. Count on it. Warning! Do not wear high heels, sandals or flip-flops. You are encouraged to wear rubber soled, and comfortable walking shoes, sneakers are best. Once again, you and your feet will get wet and there is some walking from the bus parking lot to the boat ramp. These are merely safety precautions. If you bring a camera on board, be very careful with it; it probably will get wet. There is a minimum of 35 persons for this tour to go at the quoted price. Less than 35 the tour will be cancelled or the price adjusted. You will return to the Hyatt around 3:00PM. Since this is an optional tour, the cost is not included in either of the options. You must register separately for the tour, see the Registration Form, Adjustment Opportunities Block and add Friday s tour. Gratuity for driver/guide is included in the cost. It is not necessary to pass the hat unless you really want to. 10:00 AM: Hospitality Room opens 6:00 PM: Pre-dinner Cocktail hour with cash bar 7:00 PM: Chow line opens. Tonight you will enjoy a Best of Buffalo dinner buffet. After dinner the annual fundraising raffle will be held. Everyone is encouraged to participate by bringing a gift to be raffled off at the reunion not a gag gift something you would be proud to take home. Our resident Needlework Queen, Dottie Turner, will be there and once again she has donated some of her beautiful hand-crafted items. Every penny of the funds raised goes right into the treasury to help with the newsletter expenses, flowers and donations to families of deceased members. Cost of tonight s dinner is included in all options. Saturday September 17, 2016: 6:30-8:30 AM: Breakfast is in the hotel restaurant with coupons provided. Eat at your leisure keeping in mind when the tour departs. Cost of breakfast is included in your room rate. 8:00 9:30 AM: Annual Business Meeting 10:00 AM: Load up for a visit to Buffalo s Waterfront area followed by a visit to Buffalo s Naval Park (yes, we said Naval, not Army, Park) but you will enjoy seeing how the other half lived. Note carefully the cramped sleeping quarters on these ships, especially the submarine, and compare them with your own barracks. We didn t have it so bad by comparison. There is history on these ships. USS Little Rock is class guided missile cruiser. Launched August 27, 1944 and then commissioned June 17, 1945 at Cramp Shipbuilding Company, Philadelphia, PA. Built as part of the effort to assemble a major submarine force just prior to and after the U.S. entry into World War II, USS Croaker was sent to the Pacific to wage a war of attrition against Japan s merchant marine and Navy. USS The Sullivans, is a Fletcher Class Destroyer launched April 4, 1943 at Bethlehem Steel Corporation, San Francisco CA. She was commissioned on September 30, 1943 and decommissioned in USS The Sullivans was named for five brothers who lost their lives in the Battle of the Solomon Islands when their ship sunk In addition to the ships and equipment, there are extensive displays including Marine Corps memorabilia, Polish Armed Forces, Vietnam Veterans, models of military vehicles, and Western NY Medal of Honor Recipients. Two new museum displays are currently under development: a US Civil War display and a WWI display. When visiting the museum please make sure to check out upstairs to see the many artifacts. Throughout the park numerous other pieces of military equipment are on display. Lunch (included in the tour price) will be in the galley on USS Little Rock. There is a minimum of 35 persons to keep the quoted rate. Less than 35 the tour will be cancelled or the cost will be adjusted to cover the difference. Since this is an optional tour, the cost for Saturday s tour is not included in any of the options. You must register separately; see the Registration Form, Adjustment Opportunities, Add Saturday s tour. Gratuity for driver/guide is included in the cost. It is not necessary to pass the hat unless you really want to. 6:30 PM: Photo session and Social Hour. 7:30 PM: The ASA Okinawa Association Banquet. Enjoy tonight in a more formal setting. Coat and tie recommended for the gentlemen and corresponding dress for the ladies, or if you can still wear a complete and correct uniform, please do so. There will be open seating, sit where you like, with whom you like. We will have a featured speaker from Operation Backbone, a Veteran s Help organization from the Buffalo area. Cost of the banquet is included in all Options. Sunday, September 18, :30 7:45 AM: Breakfast will be in the hotel restaurant with breakfast coupons provided. Eat at your leisure during this time frame, keeping in mind when the memorial service begins. The cost of breakfast is included in the room rate. 8:00 AM: Memorial Service in Hospitality Room Premier Reunion Services, LLC PO Box Hickory NC (phone) (fax) Page 4

5 Office Use Only: Dep Rec d / Payment Method / Date Rec d ASA Okinawa Association Reunion Please complete both sides of this form and return it with your deposit on or before August 15, 2016 Mail or fax to: Premier Reunion Services, LLC; PO Box 11438; Hickory NC Phone: ; Fax: Web: Last Name: Attendee Info First Name: MI: Spouse or Guest Name: Cell Phone: Address: City, State, Zip: Phone: Check here if you want your confirmation letter sent via instead of USPS (be sure we have your address) Emergency Contact Info If there should be an emergency during the reunion and we need to contact a member of your family, who should it be? Name: Phone Number: Name Tag Info All three Options contain a Buffalo, NY city tag. If this is your first ASA Okinawa reunion, or if your nametag walked away during the years you are encouraged to order a new one, The name tag is sturdy green plastic engraved with your name, rank and year served. Spouse or guest name tag will have the guest s name only. Name tags are $7.75 each, For name tag accuracy, please provide the following: IF YOU COMPLETE THE INFORMATION BELOW YOU WILL BE CHARGED FOR AND RECEIVE A NAME TAG. Name for your nametag: Name for guest nametag: Rank: Years served with ASA Okinawa: Special Needs If you have any special dietary, handicapped, or other special requirements, please provide the details below. Be VERY specific. Special dietary meals are available. List any special requests below. Handicapped Requirements: Special Dietary Needs: Cancellation Policy By submitting this registration form, I understand and agree that for cancellations received on or before September 9, 2016 there will be a $50.00 cancellation fee plus the cost of any activities that have already been paid for, or for which guaranteed numbers have been provided to a vendor. There will be NO REFUNDS for any reason - for cancellation requests received after September 9, For your protection so you do not lose your investment, Trip Cancellation Insurance is highly recommended. See your local insurance agent. Premier Reunion Services does not offer this service. Signature Required: Payments Make Checks Payable to: Premier Reunion Services Personal Check # Money Order American Express MasterCard Visa Premier Reunion Services is authorized to bill the below listed credit card in the amount of $ Name as it appears on Credit Card: Account #: Exp Date: Security Code: Card Billing address if different than above: Signature Required: Check here if you want us to bill your remaining balance to this same account on August 26, 2016: Premier Reunion Services, LLC PO Box Hickory NC (phone) (fax) Page 5

6 Last Name: Lodging Preferences # of People: Smoking Non-Smoking Single Double King/Queen (not guaranteed based on availability at check-in) Special Room Requirements: Special Dietary Requirements: Activity Selection You may wish to choose one of the following pre-packaged options. You may add to or deduct from these options using the Individualized Option and/or Adjustment Opportunities selections below. Check your selection. Option A: Requires $ per person deposit. Includes all activities (except tours) from Wednesday noon thru Sunday morning departure. See Option Box page of Reservation Packet for complete details. Single (one person in room): $ per person Double (2 people in room): $1, per couple Option B: Requires $ per person deposit. Includes all activities (except tours) from Thursday noon thru Sunday morning departure. See Option Box page of Reservation Packet for complete details. Single (one person in room): $ per person Double (2 people in room): $ per couple Option C: Requires $75.00 per person deposit. Includes all activities (except tours) from Friday noon thru Sunday morning departure. See Option Box page of Reservation Packet for complete details. Single (one person in room): $ per person Double (2 people in room): $ per couple Adjustment Opportunities You may make the following adjustments to the options presented above. Indicate quantity and extended cost. ADD nights lodging & $ per night X # nights = $ Which nights? Deduct nights lodging & $ per night X # nights = $ Which nights? ADD Thursday Wine Trail $72.00 per person X # people: = $ ADD Friday Buffalo tour, Maid of Mist, Anchor Bar $87.00 per person X # people: = $ DEDUCT ANCHOR BAR $20.00 per person X =$ ADD Saturday trip Buffalo Naval $76.00 per person X # people: = $ Individualized Options (**These activities are all already included in the Options. Normally you do not need to use this section if you chose either of these options begin with. If you live in the area and only wish to participate in select activities, this section is for you!) If none of the options fit your needs, you may select one or all of the activities below. A DAILY registration fee is included in the prices shown below except if you only go on one of the tours, the registration fee will be added to your tour price. ** Wednesday - hospitality room, registration fee, welcome $44.00 per person X = $ ** Thursday - hospitality room, registration fee, indoor cookout, $61.00 per person X = $ ** Friday - hospitality room, registration fee, social hour (cash bar), dinner $65.00 per person X = $ **Saturday hospitality room, registration fee, social hour w/cash bar, $75.00 per person X = $ If you sign up for individualized activities, we encourage you to order a name tag and city tag. (If you fill in the nametag info on page 3, a tag set will be ordered for you and you will be charged for the applicable number of $7.75 per name tag X = $ Total Cost of Individualized Options $4.25 per city tag X = $ Call for meal only prices (Will include registration fee) FULL PAYMENT FOR THIS OPTION MUST ACCOMPANY YOUR RESERVATION Option Cost: Payment Calculator: Total Additions: (extra nights, meals, tours, etc): $ (Don t forget to enclose $20.00 per person for the Anchor Bar meal. This of course will be credited to your total price) Total Deletions: Total Cost: Amount of Deposit or Full Payment Included: Premier Reunion Services, LLC PO Box Hickory NC (phone) (fax) Page 6