Hotels Packed??

[Sui Fong]

So I was just on expedia and was shocked that the Hilton had NO rooms available for the dates of k-con and the Red Lion had the best rooms already booked up. Normally we come to this problem about June, and yet its only the first week of January. Just saying, CRAZY

[Manganix78]

*does spit take*

WHAT THE HELL!? r u serious?

[princessmoon]

Oh my! >_<

[Sui Fong]

totally!! i shall show u proof!
http://www.expedia.com/Portland-Hotels-Red-Lion-Hotel-At-The-Quay.h2138.Hotel-Information?c=a4568187-b7a1-4e05-9865-d0b5f497156e&&chkin=08/31/2012&hashTag=default&hwrqCacheKey=0dd42391-4c08-4a4b-91d9-0ee79052fe1fHWRQ&chkout=09/03/2012&c=c2c8f58e-0c2f-45b8-9ac1-21bfecf219c5&rfrr=-30461&rm1=a2&
^ the red lion....

http://www.expedia.com/Portland-Hotels-Hilton-Vancouver-Washington.h1178378.Hotel-Information?c=85d61c88-1389-47b5-ae30-89f8e5455602&&chkin=08/31/2012&hashTag=default&hwrqCacheKey=0dd42391-4c08-4a4b-91d9-0ee79052fe1fHWRQ&chkout=09/03/2012&c=0a0d765c-7a5b-46de-abaf-06c16505d190&rfrr=-30461&rm1=a2&
^ the hilton....

Now i know that you can normally call and get a room even if it says that it's booked, but still, to be at this point already is INSANE

[princessmoon]

Yes, INSANE! I do wonder if it is a technical glitch though but dayum!

Our awesome K-con is THAT epic! 

[Washougal_Otaku]

Well, from hat I understand of the hotel contract negotiations, we are allowed a certain percentage of the rooms, guaranteed (or something to that effect).  Those links are probably only referring to the other rooms.

[Manganix78]

totally!! i shall show u proof!
http://www.expedia.com/Portland-Hotels-Red-Lion-Hotel-At-The-Quay.h2138.Hotel-Information?c=a4568187-b7a1-4e05-9865-d0b5f497156e&&chkin=08/31/2012&hashTag=default&hwrqCacheKey=0dd42391-4c08-4a4b-91d9-0ee79052fe1fHWRQ&chkout=09/03/2012&c=c2c8f58e-0c2f-45b8-9ac1-21bfecf219c5&rfrr=-30461&rm1=a2&
^ the red lion....

http://www.expedia.com/Portland-Hotels-Hilton-Vancouver-Washington.h1178378.Hotel-Information?c=85d61c88-1389-47b5-ae30-89f8e5455602&&chkin=08/31/2012&hashTag=default&hwrqCacheKey=0dd42391-4c08-4a4b-91d9-0ee79052fe1fHWRQ&chkout=09/03/2012&c=0a0d765c-7a5b-46de-abaf-06c16505d190&rfrr=-30461&rm1=a2&
^ the hilton....

Now i know that you can normally call and get a room even if it says that it's booked, but still, to be at this point already is INSANE

WHAT. THE. *$%....!

[Sui Fong]

Well, from hat I understand of the hotel contract negotiations, we are allowed a certain percentage of the rooms, guaranteed (or something to that effect).  Those links are probably only referring to the other rooms.

yeah, i know that. but still, to fill up so fast. weird...

[Kimiski]

UHHHHHHHH............. >.>

I'm going to be sleeping in a car!!!! T_______T

[@random]

Kimiski - if you don't mind rooming with fellow staff, I'm pretty sure the (discounted) staff rooms have already been reserved by our intrepid Facilities Liaison.

[Maiku]

I called the hotel today to book my room after reading this post, calling both directly it appears they have rooms available still w/ the kumo rate.

[hyperkineticenergy]

Sooo, hopefully I can clear up some panic here .
Last year, I booked my hotel in...July? June? Something like that anyway. I tried to book it online but it wouldn't work because (I think...) Kumoricon books a certain amount of rooms at both hotels for the weekend for people. When you try to book normally, it doesn't work because K-con has reserved the rooms and there's no way to tell the difference between con goers and non-con-goers. It actually makes sense. So, basically, you have to book it a different way, like by telephone or something like that.
I hoped this helped and I mayyyyy be wrong as this is what I think.

~Jay

[chelseahavoc]

not packed at all i booked my room online just fine

[Snorlax]

The problem the OP encountered booking a room is due to the use of Expedia.  Expedia is a service used by hotels to fill rooms that they expect will go unfilled.  With Kumoricon happening, there really isn't an expectation of unfilled rooms for those dates.  So just because Expedia or some other discount travel site doesn't have room nights available doesn't mean the hotels are full.  It just means that you can't book a room through the discount travel sites.  The best way to book a room for an event such as Kumoricon will always be as a member of the group, especially as you may need to identify yourself as member of the group to even be able to book a room.

Full instructions on booking your rooms for 2012 should be up on the website soon.

On a similar topic, booking your room for a convention outside of the group rate can be harmful to the convention itself.  I can go into more detail if there is an overwhelming demand for it.

[Manganix78]

The problem the OP encountered booking a room is due to the use of Expedia.  Expedia is a service used by hotels to fill rooms that they expect will go unfilled.  With Kumoricon happening, there really isn't an expectation of unfilled rooms for those dates.  So just because Expedia or some other discount travel site doesn't have room nights available doesn't mean the hotels are full.  It just means that you can't book a room through the discount travel sites.  The best way to book a room for an event such as Kumoricon will always be as a member of the group, especially as you may need to identify yourself as member of the group to even be able to book a room.

Full instructions on booking your rooms for 2012 should be up on the website soon.

On a similar topic, booking your room for a convention outside of the group rate can be harmful to the convention itself.  I can go into more detail if there is an overwhelming demand for it.

Let me know as soon you can get more information! Cuz I don't know if I should use the website to get a room or reserving a hotel room at the hotel it'self would work!!

[chelseahavoc]

is it possible to alter your reservation to include the discount after you researve. it doesnt matter money wise to me but i wanna make sure the con doesnt become "harmed " if a mutitude of people reasurve before discounts are posted

[Snorlax]

Let me know as soon you can get more information! Cuz I don't know if I should use the website to get a room or reserving a hotel room at the hotel it'self would work!!

If you don't want to wait to book your room, I would suggest calling either hotel and booking your room by phone.  Just make sure to tell them you are booking a room for Kumoricon so that you get the group rate (same rates as last year).

is it possible to alter your reservation to include the discount after you researve. it doesnt matter money wise to me but i wanna make sure the con doesnt become "harmed " if a mutitude of people reasurve before discounts are posted

I think that would depend on how you made your reservation.  If you booked directly with either hotel, then it is possible to change rates, but if you booked through a third party (like Expedia) then it may not be possible depending on the terms of your reservation.  In that case, your best bet would be to call the hotel and ask.

My previous statement on "harming" the convention was more melodramatic than I intended, so I will roughly explain more of what I meant with an example.

The Hilton has about 200 rooms, or 600 room nights, available.  In return letting us use their facilities at a reduced cost for our convention as well as provide members of our group with a discounted price for staying there, we have agreed that our attendees will book 80% of those available room nights.  If our attendees only book 70% of the available room nights, then Kumoricon is financially responsible for the other 10% that we agreed to fill.  This is all fairly standard procedure.

However, a potential problem arises when room nights are booked by people attending the convention, but are not booked as part of the group, as would be the case when using discount travel sites.  In this case their room nights don't count towards our quota of 80% because the hotel cannot identify the reservation as belonging to the group.  Depending on the number of reservations of this sort, it is possible that it would end hurting the convention financially, but a substantial number of people would have to do so in order for that to happen.

Another minor drawback to booking through a discount travel site is that the hotels can't give us statistical information about those reservations which we use when determining our needs for future conventions.

[Manganix78]

Let me know as soon you can get more information! Cuz I don't know if I should use the website to get a room or reserving a hotel room at the hotel it'self would work!!

If you don't want to wait to book your room, I would suggest calling either hotel and booking your room by phone.  Just make sure to tell them you are booking a room for Kumoricon so that you get the group rate (same rates as last year).

is it possible to alter your reservation to include the discount after you researve. it doesnt matter money wise to me but i wanna make sure the con doesnt become "harmed " if a mutitude of people reasurve before discounts are posted

I think that would depend on how you made your reservation.  If you booked directly with either hotel, then it is possible to change rates, but if you booked through a third party (like Expedia) then it may not be possible depending on the terms of your reservation.  In that case, your best bet would be to call the hotel and ask.

My previous statement on "harming" the convention was more melodramatic than I intended, so I will roughly explain more of what I meant with an example.

The Hilton has about 200 rooms, or 600 room nights, available.  In return letting us use their facilities at a reduced cost for our convention as well as provide members of our group with a discounted price for staying there, we have agreed that our attendees will book 80% of those available room nights.  If our attendees only book 70% of the available room nights, then Kumoricon is financially responsible for the other 10% that we agreed to fill.  This is all fairly standard procedure.

However, a potential problem arises when room nights are booked by people attending the convention, but are not booked as part of the group, as would be the case when using discount travel sites.  In this case their room nights don't count towards our quota of 80% because the hotel cannot identify the reservation as belonging to the group.  Depending on the number of reservations of this sort, it is possible that it would end hurting the convention financially, but a substantial number of people would have to do so in order for that to happen.

Another minor drawback to booking through a discount travel site is that the hotels can't give us statistical information about those reservations which we use when determining our needs for future conventions.

Wait......wha? I didn't get any of that........But I do know that I'm going to get a room at the Red Lion this year.

Had a bad misunderstanding with one of the other hotels with reservations last year. So I don't know about this......

[Tsukinya]

I'm also curious as to how booking outside the group impacts the convention.  I usually find rooms cheaper than whatever group rates are available, and when it comes to Con, I can be a truly dedicated penny-pincher.

[@random]

The Hilton has about 200 rooms, or 600 room nights, available.  In return letting us use their facilities at a reduced cost for our convention as well as provide members of our group with a discounted price for staying there, we have agreed that our attendees will book 80% of those available room nights.  If our attendees only book 70% of the available room nights, then Kumoricon is financially responsible for the other 10% that we agreed to fill.  This is all fairly standard procedure.

However, a potential problem arises when room nights are booked by people attending the convention, but are not booked as part of the group, as would be the case when using discount travel sites.  In this case their room nights don't count towards our quota of 80% because the hotel cannot identify the reservation as belonging to the group.  Depending on the number of reservations of this sort, it is possible that it would end hurting the convention financially, but a substantial number of people would have to do so in order for that to happen.

Just curious, do you know if the convention has had to pay for rooms in the past because we didn't meet the required percentage?

[superjaz]

But its okay to book a room and then call and add the group rate code once its available?

[Zukimune]

man, last year i got my room in the summer... luckly i booked a room in december this time.

[AllyKat]

Basically it works like this:

The Hotel is giving Kumoricon a cheaper than normal rate on meeting space (We pay for Meeting Space and Set-up, Banquet fees, all of that) because we are going to be giving them a LOT of business.

As the Facilities Liaison said, if we sell our contracted % of rooms (which, is somewhere around 80% I guess?) then Kumoricon does not have to pay for the additional rooms that did not get sold in our block (like, empty rooms).

We just want to make sure that EVERYONE who intends to stay at the Hilton on Labor Day Weekend, is there for Kumoricon and is listed as part of the Kumoricon "block". That way it makes sure we meet our quota and everyone gets the best rate.

This is really much more important for smaller or more specific conventions, things like MEWcon or OryCon or GameStorm (although I'd say less on GameStorm). These conventions have a pretty stable attendance, but not a lot over what they estimate they need to get the best rate on space, so they really do need EVERYONE who attends to get a hotel room. At Kumoricon, we really need people to book under the hotels and rates that specify Kumoricon for a couple of reasons:

#1 it ensures we get good deals and the best rates for you
#2 it shows the local metro area that Kumoricon is a big money maker for the city (and therefore worth paying attention to)
#3 it lets you be close to the convention

Hope that helps to make sense of the whole "Why con's need you to book hotel rooms" thing. Kumoricon may be big now with it's 4k attendance, but we still need to be financially sound and use our money wisely, so the benefits of supporting the convention by supporting the hotels we use are really big!

[Tsukinya]

That all makes sense... and while I booked through a third-party site last year, I still called to tell them I was with K-Con.

How do staff book a room?  Is there a set number set aside, or should I be worried about being able to get a room at the Hilton this year (ie: should I try to book now)?

[Kimiski]

That all makes sense... and while I booked through a third-party site last year, I still called to tell them I was with K-Con.

How do staff book a room?  Is there a set number set aside, or should I be worried about being able to get a room at the Hilton this year (ie: should I try to book now)?

I also be interested in the answer to this. 

[Tsukinya]

I refreshed my question at the staff meeting yesterday, and it was answered thus:
You can book your room through the Hilton now.  Tell them you're with Kumoricon.  Then email facilities (hotel@kumoricon.org) with your confirmation, and he'll update your reservation once the staff codes are available (nothing is charged to your card until the weekend of the event).  As long as you're registered/paid staff with a confirmation for the Hilton (there aren't any special rates for the Red Lion), you should be good to go.

[Kimiski]

So... staff can't stay at the Red Lion?

I stayed at Red Lion last year and like it better, wanted to stay there again. Which would be cheaper? Red Lion without staff discount or Hilton with staff discount?

[Tsukinya]

That's a good question...  Not really sure.  I wanted to stay at the Hilton this year regardless..  I felt too out of the action last year (more into panels than I am purchasing).

From the information I've gathered, it seems the staff discount would be better at the Hilton than no discount would be at the Red Lion.  Knowing what we paid last year, the current K-con rate at the Hilton is a little more (by about $15/night) than we paid last year at the Red Lion (through a discount site).  However, this is the K-con rate, not the staff rate, which should be lower.  From what I heard at the staff meeting, it should be quite a bit lower (about $25/night cheaper than the current K-con rate).  If that's true, you'd save a net of about $10 per night by staying at the Hilton under the staff rate than you would at the Red Lion.  All this, of course, assumes that the price quoted to me for staff is what it is, and that you could get the same price at the Red Lion that we did last year.  Those are some big ifs.  Otherwise, the figures could be closer, or slightly flipped.

My advice: book something now, to make sure you get a room.  If a $10/night swing doesn't phase you, book where you want to stay.  Otherwise, if you think you might want the Hilton, book something now, as I know it will book up faster than the Red Lion.  You have up until three days prior to the event to cancel your reservation (though, of course, please be considerate of other con-goers also booking rooms ).

[Kimiski]

Hmmm.... gah. ><

Any directors out there in forum land know anything for sure on this?

[JeffT]

To clarify a couple of things:

• Staff can stay at the Red Lion. But there is no special staff discount. It is the attendee rate.
• Last year, the staff rate at the Hilton was a little cheaper than the attendee rate at the Red Lion (which was cheaper than the attendee rate at the Hilton). That does not mean it will be the same this year. We aren't quite ready to announce the rates for this year just yet.

Please hold on for a couple of weeks--this info is coming soon!

[Kimiski]

Ok.

Aren't the Hilton rooms all booked though?
And does the room have to be in my name to get the discount? My boyfriend was going to book it for us.

[JeffT]

No, they are not full. Sorry, I would have re-emphasized it, but it was explained above. It only appears full to booking services, like Expedia, because most of the hotel has been set aside for Kumoricon and is thus unavailable to those booking services. It may even appear full if searching on the Hilton website without the Kumoricon code (which hasn't been released yet).

But the Kumoricon room block is definitely not full, and there will be time for any early watchers to register their rooms without a mad scramble. (It may well easily fill up quite a bit before the con, but it's not full now.)

[Tsukinya]

You may need to register the room in your name, as the Hilton gets a list of registered staff (which is then used to apply your staff rate).

The rooms are not full.. just call them and tell them you're with Kumoricon

[Snorlax]

The room does not have to be booked under your name, but please make sure that all staff staying in the room are listed as guests staying in the room.

I ask this because 1) I need to be able to confirm there are actually staff in the room to hand out the staff rate, and 2) in the event that we are close to running out of staff nights I can hand them out in as fair a manner as possible.  This usually has something to do with the staff to attendee ratio in the room.

EDIT: To further clarify: The staff rate is not automatically applied, but applied by myself on case by case basis.  We do not provide the hotels with a complete lists of what staff are staying in which rooms.  We do tell the Hilton which rooms to apply the staff rate to.

Not all staff request the staff rate, nor do all staff stay at the Hilton, and general staff are not required to do either.

[zenneth]

well i tried calling hilton's phone number and it transfered to a call center agent i believe-- saying that it's fully booked.

any ideas how i can directly contact hilton so i can place a reservation there?

i already have a room reserved in red lion but i want it in hilton ;A;

[Kimiski]

So.... I e-mailed Hilton and asked them about parking. They said, " Since our parking lot will be used for Kumoricon events, and the other lots are not run by the hotel, we won’t be the ones handling any of those arrangements, it will go directly through your Kumoricon team."

What does this mean for parking? What did people who kept a car with them during the convention do about parking and price? I've only ever been dropped off, but this year we need to keep a vehicle with us.

[Sui Fong]

So.... I e-mailed Hilton and asked them about parking. They said, " Since our parking lot will be used for Kumoricon events, and the other lots are not run by the hotel, we won’t be the ones handling any of those arrangements, it will go directly through your Kumoricon team."

What does this mean for parking? What did people who kept a car with them during the convention do about parking and price? I've only ever been dropped off, but this year we need to keep a vehicle with us.

i didn't stay at the hilton last year, but rather the red lion, and they just let us park there no charge. i would imagine that you could probably park ur car at the red lion given that u can't at the Hilton?

[Kimiski]

But still, didn't you have to register your vehicle with your name during check in.

[izamor]

⠀

[Kimiski]

^ Ugh, I really hope it doesn't come to that.

[Lady In Red]

Wait, I'm confused. Are all the rooms already booked??
Or do you have to tell them you're there for the con??
Ohgod I hope they're not booked ahhh freaking out.

[EveofAbyss]

There should be no reason for the hotel to packed yet. This happens every year around this time, and the thing is the Kumoricon block of rooms has not been released yet, so people are getting the "no rooms available" message because it is not yet possible to book from the Kumoricon block. Once the Kumoricon group code is released and the rooms become available, then voila! Insta-room availability! This usually happens between April and May. So, just give them time and they will get the code out and we can all get our rooms.

[Lady In Red]

Oh, okay! Good! I was scared there for a second! XD

[XxBelovedxSoubixX]

If you call them they will let you book under kumori-con. I booked my room last month under it and I did the same thing last year before the code came out and they just apply it when it comes out.

[zenneth]

If you call them they will let you book under kumori-con. I booked my room last month under it and I did the same thing last year before the code came out and they just apply it when it comes out.

wow-- when i called in there they said it's all booked-- and when i referred to kumoricon, the guy didnt seem to know what i was talking about DX

[XxBelovedxSoubixX]

If you call them they will let you book under kumori-con. I booked my room last month under it and I did the same thing last year before the code came out and they just apply it when it comes out.

wow-- when i called in there they said it's all booked-- and when i referred to kumoricon, the guy didnt seem to know what i was talking about DX

o.o Which one did you call? I booked mine at the Hilton but it was at least a month ago.

[superjaz]

If you call them they will let you book under kumori-con. I booked my room last month under it and I did the same thing last year before the code came out and they just apply it when it comes out.

wow-- when i called in there they said it's all booked-- and when i referred to kumoricon, the guy didnt seem to know what i was talking about DX

Maybe you got some one new I just made reservations no prob i used this number
1-360-993-4500

[LigerZeroLindsey]

I called the Red Lion yesterday and made a reservation no problem, they did not mention it being full for KumoriCon. I just mentioned it was for Kumori and they knew what I was talking about and have me the group rate and everything =]

[Riyuki]

I have no problem waiting for the group code to come out to book a room (don't know how many rooms we will need yet...) but does anyone know what the group rate is at the Red Lion and the Hilton respectively? I can't find the info anywhere.

[Acheron]

I have no problem waiting for the group code to come out to book a room (don't know how many rooms we will need yet...) but does anyone know what the group rate is at the Red Lion and the Hilton respectively? I can't find the info anywhere.

Yeah, seconding this. Three months isn't a ton of time, but it's still a little frustrating that "Full instructions on booking your rooms for 2012 should be up on the website soon" was said in January, and there still isn't anything up.

Also, the Hilton website says that they're all booked up during Kumoricon. Will registering with the con fix that, or are there truly no rooms left?
EDIT:
Hilton says "There are no rooms available for 01 Sep 2012 - 03 Sep 2012 at Hilton Vancouver Washington."
Red Lion says "We're sorry, there are no rooms available at Red Lion Hotel Vancouver at the Quay for the dates you have requested."

So... are they both filled up then? Or is there something I'm missing?