Using the Housing Bureau To Make Reservations at Convention Hotels

RESERVATIONS FOR CONVENTION HOUSING

• Convention dates and hotel selections are based on the bylaws, space requirements and availability of the Indiana Convention Center and downtown hotels. For 2008, the reservation process will be centralized. The League has partnered with the ICVA Housing Bureau.
   
• Hotel accommodations have been blocked at reduced rates at these three hotels:
  1. Westin Indianapolis Downtown– Headquarters Hotel
  2. Embassy Suites Downtown
  3. Marriott Indianapolis Downtown
      
  The League is held financially responsible for selling these hotel rooms. Because of the availability of these reduced rates, it is necessary for us to set firm deadlines for reservations.
   
• Reservations can be made through the ICVA for any of the three hotels. Use telephone, fax, Internet or mail the Official Housing Application to the ICVA Housing Bureau. The room rates and reservation procedures are listed on the enclosed Official Housing Application.
   
• For groups of five (5) or more rooms, phone calls or faxes are the most efficient methods. Rooming lists are due by August 15, 2008.
   
• Reservations will be accepted on a first-come, first-served basis. Please DO NOT call the hotels directly as you will be referred back to the ICVA Housing Bureau.

ROOM GUARANTEES

Credit unions and their guests must guarantee room reservations when they are made. A one-night advance deposit (+16% tax) is required for each room requested. You can guarantee your reservation either by check or with a major credit card.

KEY DEADLINES

• If a credit union designates a substitute attendee and changes the name on the hotel reservation on or after Thursday, July 24, 2008, the new attendee is responsible for staying the same number of nights as the original guest.
   
• Beginning on Friday, July 25 through Monday, August 25, 2008, a fee of $25 will be charged for all reductions in number of nights and/or cancellations.
   
• If a reservation is cancelled or reduced in number of room nights beginning Tuesday, August 26 through Tuesday, September 18, 2008, a fee of $150 will be charged by the ICVA Housing Bureau.
   
• Cancellations, reduction in number of nights, or no shows occurring on or after Wednesday, September 19, 2008, will be charged a one-night deposit (+16% tax) by the hotel.

RESERVATIONS DEADLINE (August 25)

• Requests for accommodations must be received by Monday, August 25, 2008.
  Any remaining rooms will be released at this time. If it becomes necessary, the League will be held financially responsible for each one. There is no guarantee that either rooms or reduced rates will be available after this date at the Convention Hotels.
   
• After August 25, 2008, should the Convention hotels no longer have space available, the ICVA Housing Bureau can assist you in arranging accommodations with other hotels in the downtown area that may have space available but would not necessarily offer a reduced rate. If you have questions regarding reservation procedures or need assistance, please contact Kim Settles at the League at (317) 594-5341 or (800) 285-5300, ext. 5341 or by e-mail at kims@icul.org.

SALES-TAX EXEMPTION

• Federal credit unions are eligible for a sales-tax exemption; state-chartered credit unions are not. For the exemption, federal credit unions must complete and leave a copy of Form ST-105 with the hotel. Copies of Form ST-105 will be part of the Convention registration booklet and will also be available online at http://www.icul.org (just click on the Convention icon).