Housing Assignments
Main season conferences should submit their conferee housing assignments to the Island Registrar four weeks before the start of the conference. Please use the provided Housing Matrix – Excel Worksheet. Your registration query from Raiser’s Edge will provide the housing requests and other preferences that need to be considered when making your housing assignments. The Star Island Building Charts are a helpful guide during this process as well. If you are sharing the Island with another conference, you should work directly with the Registrar from that conference to make housing assignments to avoid duplicate room assignment. Hotel rooms, cottages, and units should be divided between the conferences sharing the island fairly in a manner to best suit the needs of the conferees.
The minister and family should be given priority for Parsonage accommodations, unless a conference requests otherwise, or the minister of the week wishes or needs different accommodations. When multiple conferences are sharing the island, conference registrars should work together to ensure the best housing plan for multiple ministers of the week – it is expected that the Parsonage will be shared, as it has three bedrooms and a common space.
At four weeks out, any unassigned rooms will potentially be offered to Personal Retreaters, Pel Guests, Volunteers, or other guests. Any late registration requests after this point will be considered by the Island Registrar and can be accepted if space is still available.
A Room Assignment Report will be provided by the Island Registrar the following week. This finalized housing report will be based on your submitted Housing Matrix. Conference Registrars are asked to review this report carefully to identify any discrepancies with room assignments and arrival/departure dates. The Island Registrar may make changes to housing assignments, but will inform you of any changes and why. At this point, major changes to housing should not be made or requested by the Conference Registrar. Late registrations are not given room choice priority.