Conferee Arrivals and Departures at Unconventional Times
Conference Overnight Guests (COG’s)
A Conference Overnight Guest is any person not staying the full duration of the conference (even if only by one day). This is also a way for new people to come and try out a conference. Arrival and departure independent of the conference presents logistical and administrative considerations. COG’s should be aware that occasionally issues do arise such as check-in and check-out times, bill availability, and transportation inaccuracies. SIC will work to ensure these issues are resolved in a timely and efficient manner.
Conference overnight guests have full access to all conference programming during their stay on Star, however, we do not want them to “box out” full-length conferees. For this reason, we recommend that conferences pick a date after which they will accept COG’s. Typically, conferences expected to reach their conference filling goal wait until May 1st before accepting COG’s (so long as their filling goal has not been exceeded). Conferences concerned they will not reach their conference filling goal, usually start accepting COG’s as early as March 15. Any registrant that does not stay the full-length of a conference is considered by SIC to be a COG. Conference Overnight Guest R & B fees have a separate rate chart based on occupancy and the number of nights on-island. The COG R&B fee is not calculated by dividing the full-length conference rate by the number of night’s on-island. Conferences should have a plan to welcome late arrivals to the conference so that they can get up to speed with the events.
Conference Overnight Guests Must:
- Verify availability and confirm travel arrangements in advance with the Conference Registrar. Transportation aboard any ISSCO or SIC vessel is free for COGs. If travel date/time prohibits using ISSCO or SIC vessels for transportation, COG’s must arrange and additionally pay for that transportation. Under no circumstances can SIC deduct any amount from R&B fees due to unconventional travel time expenses.
- COG’s arriving late and traveling on an ISSCO vessel should check-in at their ticket counter. Their names will be on a list for free travel on the designated travel day. COG’s should always tell the parking attendant if they are “arriving late for the conference” or will be “departing early from the conference” so they can park the vehicle in an appropriate location.
Conference Leadership Early Arrivals
Day Before: With prior approval and availability, each conference may have early-arrivals the night before their conference begins. This option is typically limited to conference leadership and their families. The room and board charge for the extra early night will be added to their bill. Please consult the Island Registrar with information of those interested in this option for approval. Early arrivals coming the day before the conference should:
- Upon arriving at the ISSCO dock, check in at the ticket counter. Tell the attendant that you are a Star Island conferee arriving early. If parking, make sure to let the attendant know your departure date. You will be charged an additional day for parking by Star Island and you will have to transport your own luggage aboard the vessel.
- Upon arriving on Star Island, check in at the front desk.
- Understand that our primary attention is devoted to the conference currently on the island, so island staff and meeting rooms may not be available until the next morning. But feel free to ask!
- Be aware that the room you are assigned for the early night typically will not be the same room will be assigned for the conference week. You will need to move your belongings out of the room in the morning to allow for Chamber to make-up the room for conferees assigned to that room. You may store your belongings in the Hotel lobby if your assigned conference room is not ready.
Day Of: Alternatively, each conference may have conference leaders or staff arrive early on the day the conference is scheduled to begin if transportation is available. The Island Registrar should be advised of those members of leadership who want to arrive early.