Arizona District
Optimist
International
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Optimist
International


Welcome to the 2017-2018 Optimist Year 
For the Kids!
It Pays to Pre-register
(and it’s darn helpful too)

Have you ever tried to plan a family gathering, or a party that included a meal? I think we all have. And when I do this, it is always helpful for me to know how many folks I am going to be cooking for. Sure makes my shopping easier, and I know that while I’ll have enough to feed everyone, I am not going to have a whole pile of leftovers either.
Planning a District meeting is just about the same as my family dinner or dinner party. For each meal planned at a District conference – we are required to give the hotel a “guaranteed” number – days in advance! This will be the minimum number of meals that we will pay for, whether the meals are served or not. This part is pretty easy as it is based upon the meals members have already paid for by pre-registering. These meals are pre-paid.
Okay, so what if we have more than expected? A hotel is prepared to provide 5% more meals than we guarantee, but with our current registrations, that is only one or two meals.
So ….what happens when members wait to register on site the day of the meeting?
One of two things.
We try to guess at how many will do this and give a higher number for our guarantee – then pray we don’t have to pay for unsold meals. We have quit doing this.
or
Folks who wait until after early registration or the day of the meeting just won’t get fed. We will be happy to point ya’ll to the nearest fast food restaurant.
This is not a fun part of working on the Conference and Convention Committee. Late or on sight registrations also make it much harder to work with the hotel staff to set up the meeting and meal rooms to serve the numbers we have ---- and make it comfortable for all.
The sad thing is that it is usually the same members who register on sight, or who call at the last minute to ask for special assistance. FOLKs, we cannot and will not do this any more.
So … think ahead and pre-register for each conference.
Thanks! Your Conferences Committee.
To Find A Club in Your Area, go to
 Arizona Optimist Clubs
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