LG Guidelines, Policies, and Convention Documents
Terms and Conditions
LGgrams 1-4 – ARCHIVED
LG Guidelines, Policies, and Convention Documents
Ver-8-23-10
Please READ all the stuff so you know everything about this event.
YOU...the fan and potential ticket buyer...need to know all of this information.
Every potential attendee becomes a PARTNER in this adventure. Your mission, if you decide to accept it is: buy a convention ticket and book rooms for this event at the Bahamas Sheraton Resort. Our mission BECAUSE you bought a ticket and booked rooms is to plan, prepare, and present the BEST CONVENTION Experience EVAH! This is the LG pledge to you! It is our honor to serve!
Who we are:
Legendary Gathering – We are NOT a for-PROFIT entity; we are a FOR CHARITY fan-based group. A few years ago, a group of friends, who had met at prior Sci-Fi conventions, found themselves with nonrefundable airline tickets for a Vancouver convention that was cancelled. In the true spirit of Sci-Fi fans everywhere, they decided to make the best of things and gathered together anyway.
From the ashes rose a Phoenix that became known as The Legendary Gathering and proof that friends working together can make "Miracles Happen!"
The LG Pledge: We will keep you informed of progress as we approach the convention dates. Our planning and work to make this convention a success and meet your expectations for a GREAT experience will be communicated; our operations will be visible every step of the path to the event. There will be no surprises. All information, as we know it, is either in the documents listed in the LG Convention Information section or reported as we discover information. Progress with ticket registrations and hotel room bookings will be displayed on the LG website. Information and/or Notices will be posted to:
- LG Yahoo Groups
- LG website
- Live Journal
- Assigned seating by number in the main auditorium (based on your registration number)
- Free convention T shirt
- Printed program
- Meet and Greet Cocktail Party – Thursday evening
- Appreciation Party and Charity Auction – Saturday Evening
- Bahamian Feast Friday evening, with Live entertainment – $80 US per person
- Photo Ops with our Celebrity Guests – Friday & Saturday – cost to be determined
- Autograph session with Celebrity Guests – Sunday – cost to be determined
- Real Name:
- Mailing address: (line 1)
- Mailing address line 2 if needed:
- City:
- State/province:
- Country:
- Postal code:
- Phone number:
- Email:
- Shirt size (convention Tee shirt)
- Any food allergies (peanuts, etc., so we can better plan the menus)
- Any need for reasonable accommodation (wheelchair, etc., so we can ensure access)
- Notices will be sent to the email address you provided in your registration.
- All registrations must be paid at one time by the person doing the TPC registration.
- If you have any difficulties, please advise via email as soon as possible to registration11@fan-gathering.com
- IF, circumstances such as credit card charge is declined, we will notify the “buyer.” IF the “buyer” does not respond or make any contact or other payment arrangements with LG, the “buyer” will lose that place in the queue; the ticket numbers will NOT be held.
- If there is any reason the payment is NOT made without prior arrangement with LG, you will lose your place in the queue; the ticket numbers will NOT be held.
- You will receive an acknowledgement of the completed Ticket Purchase Commitment.
- You will receive an acknowledgement AFTER the credit card transaction is completed including your ticket number(s).
- No refunds in the event one or more guests cancel their appearance.
- No refunds in the event purchaser cannot or does not attend the event.
- IF, LG must cancel this event after payments have occurred, then refunds will be LESS processing costs (credit card, etc.).
- No refunds in the event of cancellation due to hurricane or tropical cyclone activity which cannot be predicted with any degree of accuracy until a cyclone forms in the Atlantic ocean area, thus, there is no way to predict occurrence during the timeframe of the planned event.
- No refunds in the event of other acts of nature or politics/government activities that may affect travel, accommodations, etc., of this planned event.
- You may sell your ticket to another person at – equal to or less than – the LG advertised ticket price.
- All convention ticket purchasers will receive a convention T-shirt in your size. Unfortunately, the smallest shirt size is adult-small. You will be asked to provide this information in the TPC process.
- In the event you must sell your ticket, the "included with ticket" convention T-shirt will be the original size as requested.
- All convention shirts will be available for pick-up during Convention Registration. Shirts can NOT be shipped!
- Should this event be sold out – we will maintain a "waiting list" which will help facilitate those who need to sell their tickets.
- Standard, room = $169.00 USD per night
- Executive Suite – single/double = $489.00 per night
- 1 Bed-Ocean Breeze Suite = $649.00 per night
- 2 Bed-Ocean Breeze Suite = 749.00 per night
- Cameras (still, digital, SLR, phone, any still image capture device):
Use of cameras is encouraged. Exceptions include but may not be limited to use of flash equipment/attachments only during the first 5 minutes of guest or panel talks and presentations. Additional still photos, without flash, are permitted in during stage presentations. Generally, personal still photography is unlimited UNLESS a prohibition is announced or posted. - Cameras – video/movie (digital, phone, any moving image capture device):
Moving picture capture is NOT allowed during stage presentations such as guest talks or panel discussions and presentations. Persons found to violate this rule will have their camera equipment confiscated until the end of the convention. The recording media will be removed. Any damage as a result of removal is the responsibility of the camera’s owner/user. - Cellular Phones, pagers, PDAs, and similar items capable of "ringing":
Please turn these items off or place in silent or vibrate mode during any panels and other activities that may be disturbed by the item.
The only exception permitted is for the security and medic team. - Weapons or items that appear to be "real" weapons:
No items that are or can be mistaken for "real" weapons (real or imitation) are permitted in any convention area. This is a Hotel guideline.
You may petition the LG Organizers in writing PRIOR to the convention if you believe you have a legitimate reason to have any object resembling a real weapon in your possession. Requests will be evaluated on a case by case basis. This statement should not be misconstrued to mean all requests will be granted. - Weapons or replicas from the multi-genre SciFi and Fantasy productions:
Replicas of weapons used in one or more of the multi-genre Science Fiction and Fantasy entertainment productions that are CLEARLY “not real” are permitted provided these are registered with LG Security on arrival at the convention. You will be issued a certificate that your item has been registered. This certificate must be shown to appropriate staff on request while you carry the item. It is assumed that the item is an integral part of the costume and as such should not be concealed. - Personal Protection items:
Items include but are not limited to Mace, electrode sticks/prods, pepper spray, or similar. These are NOT permitted in any convention area. - Audio Recording:
Audio recordings are allowed during all guest talks, presentations, and panels provided you do not disturb the enjoyment of the event(s) of those seated nearby. - Alcohol, intoxicating beverages of any kind:
Alcohol is only permitted in areas designated by the Hotel convention center. No alcohol is to be brought into or consumed in the main convention rooms except for supplies provided or sold by the Hotel.
All alcohol must be purchased on the premises. Local Bahamian Law has established the legal drinking age at 18. Any person found to be intoxicated will be removed from the convention. Alcohol is not permitted to be taken outside of the convention area. - Press, Media, Agents, Studio, Production etc.,
Press passes MAY be approved to accredited journalists. All requests for Press credentials must be reviewed and approved by Sylvia. Press passes will not be granted to members of fan clubs, e-zines or web sites.
Celebrity Guests at the convention reserve the right to allow or decline any interviews to any person whether or not they hold a press pass. - Access to Guests:
Attendees: No specific access is arranged. The majority of the time, access will be impromptu and solely on the basis of incidental contact through the activities of the convention. There is no limitation imposed should a celebrity guest approach you or your group to engage in conversation or photo opportunities.
There is a limitation imposed on attendees approaching guests. If a celebrity guest declines an opportunity to engage in conversation, photo opportunity, or stop what they are doing, please do not persist.
- Media and Press: Media and Press requests for guest access must be through Sylvia. Guests may decline requests for access.
LG does not impose restrictions on the following; it is the Guests’ decision that rules.
Guests Decision: Please respect the Guests’ decisions on the following:
Guests may NOT agree to autograph certain materials (cloth, plastic, etc.) or objects.
Guests may NOT agree to be photographed with hats or other apparel.
Guests may NOT agree to be photographed with stuffed animals.
There may be other limitations the Guests have, but these are not known to LG at this time. - Gifts for Celebrity Guests:
All gifts for any of our celebrity guests MUST be inspected. Gifts must be properly labeled with the name of the guest, the name of the giver, and unwrapped for inspection.
All gifts will be given to the appropriate guests by an appropriate staff member. Personal presentations by attendees are NOT permitted. Gifts will either be given to the guest before they enter the staging area, presented to them on behalf of the giver by the session MC, or LG Organizer, or before they leave the convention. - Smoking: The Sheraton Resort is a NO Smoking Venue.
Smoking is not permitted in the Hotel and Convention Center. No smoking in the lobby, halls, any of the convention public rooms, banquet, or cocktail parties. No smoking in the sleeping rooms.
While smoking is permitted outside near the entrances to the convention center we ask your cooperation not to congregate in front of the doorways within 75 feet, essentially blocking the doors and also allowing smoke to flow into the entrances of the hotel. Otherwise, smoking is permitted outdoors, in the parking areas, and ONLY in areas designated for smoking. - Conduct and Deportment:
While we sincerely want you to enjoy the convention and have a grand time; some common sense is required. Conduct your self in a considerate manner as you would want others to behave around you. - The Sheraton meeting rooms and sleeping rooms are wheelchair accessible.
- You will be asked, to respond to additional questions regard challenges. Please respond so we are aware of any difficulties/challenges our attendees may face and can attempt to prepare for them.
- boarding buses
- going up/down stairs
- going up/down uneven ground, terrain
- walking on boat dock over water with some motion
- The hotel is a non-smoking property
- The hotel prohibits random handwritten signs posted on walls. Permission for signs is required.
- Drinking age is 18.
- Money/Currency conversion rates between the US Dollar and the Bahamian Dollar are equal and the money can be used interchangeably. However, Bahamian dollars are NOT available in other countries. ALSO, should you take some Bahamian dollars home (any country) you will likely not be able to convert it to your normal currency. So, spend Bahamian dollars in the Bahamas.
- All credit card charges are in USD. Actual conversion to your country’s form of currency is predicated on date of actual charge to your bank and/or credit card. There is a bit of an advantage to using your credit card to achieve efficiency with the conversion rates.
- Date brought to the Registration Table:
- Your Name:
- Your Address:
- Address line 2 if needed:
- City:
- State or Province:
- Country:
- Email Address:
- LG Ticket number
- Phone:
- Number of items you are donating.
... for each item ... - Item 1 - Name/Title:
- Item 1 Description:
- Item 1 Fair Market Value in USD – meaning the amount it cost you when purchased.
- Space for you to sign
- Date of signature
- Space for the Registration person’s signature
- Receive a refund LESS processing costs
- Donate the amount less processing to the named charity
- You may make a Ticket Purchase Commitment for up to five (5) names.
PLEASE do not have all five (5) people make submit names as EACH SUBMISSION is a commitment to PURCHASE five (5) tickets. Thus, 5 people submitting 5 names will equal 25 deposits and tickets. - We need the following information to register each person:
Real Name:
Mailing address: (line 1)
Mailing address line 2 if needed:
City:
State/province:
Country:
Postal code:
Phone number:
Email:
Shirt size (convention Tee shirt)
Any food allergies (peanuts, etc., so we can better plan the menus)
Any need for reasonable accommodation (wheelchair, etc., so we can ensure access) - TPC Registration establishes your position (ticket number(s), seat number(s)) in the queue. HOWEVER, the ticket number(s) / seat number(s) are NOT GUARANTEED UNTIL final payment via credit card (VISA or MASTERCARD ONLY) is received by LG.
- Ticket Purchase Commitments will remain open even after we begin to process payments. ALL ticket sales require a commitment registration (see item 2 above) for each potential ticket holder. WHEN we reach 350 TPCs/Tickets, we will stop taking deposits and the charge will be for the FULL price of the ticket.
- Final payment date will be announced as well as in the email we send using the email address you provided in your registration.
- The smaller registration number means a better seat
We will arrange the seating so bigger numbers do not by default end up with better seats than some with smaller numbers. - LG needs to register 350 names and sell 350 tickets to proceed.
- Notices will be sent to the email address you provided in your registration.
IF, you have extenuating circumstances and require more time, please reply IMMEDIATELY and we will work with you so you can “save” your place in the queue. Reply to: Registration - All registrations must be paid at one time by the person doing the TPC registration.
IF, there are difficulties because of people in another country, etc., please contact us immediately via email AFTER you complete the registration. Registration - If you have any difficulties, please advise via email as soon as possible to Registration
- IF, circumstances such as credit card charge is declined, we will notify the “buyer.” IF the “buyer” does not respond or make any contact or other payment arrangements with LG, the “buyer” will lose that place in the queue; the ticket numbers will NOT be held.
- If there is any reason the payment is NOT made without prior arrangement with LG, you will lose your place in the queue; the ticket numbers will NOT be held.
- You will receive an acknowledgement of the completed Ticket Purchase Commitment.
- You will receive an acknowledgement AFTER the credit card transaction is completed including your ticket number(s).
- No refunds in the event one or more guests cancel their appearance.
- No refunds in the event purchaser cannot or does not attend the event.
- IF, LG must cancel this event after payments have occurred, then refunds will be LESS processing costs (credit card, etc.).
Note: For Deposits only:
IF, LG must cancel then you will have the choice of receiving a deposit refund LESS processing or donate that amount to the named charity. - No refunds in the event of cancellation due to hurricane or tropical cyclone activity which cannot be predicted with any degree of accuracy until a cyclone forms in the Atlantic ocean area, thus, there is no way to predict occurrence during the timeframe of the planned event.
- No refunds in the event of other acts of nature or politics/government activities that may affect travel, accommodations, etc., of this planned event.
- You may sell your ticket to another person at – equal to or less than – the LG advertised ticket price.
You must send to LG your name and ticket number and the person who purchased the ticket (meaning if someone else paid for your ticket). Also, provide the real name, mailing address, email address, and phone number of the “new” purchaser. LG will NOT transfer the ticket UNTIL the ORIGINAL purchaser advises in writing – payment was received from the new buyer. ALL payment transactions will be handled ONLY by the original purchaser and the new buyer.
TPC Reservations/Deposits are NOT transferable. - All convention ticket purchasers will receive a convention T–shirt in your size. Unfortunately, the smallest shirt size is adult–small. You will be asked to provide this information in the TPC process.
- In the event you must sell your ticket, the “included with ticket” convention T–shirt will be the original size as requested.
- All convention shirts will be available for pick–up during Convention Registration. Shirts can NOT be shipped!
- Should this event be sold out – we will maintain a “waiting list” which will help facilitate those who need to sell their tickets.
Note 1: Any and all personal information collected for any of our LG FORMS and resultant databases as well as any personal information collected by Legendary Gathering (fan-gathering.com website activities) is for the sole purpose to support LG activities and events. None of the information collected by LG will be shared, distributed, or sold.
Note 2: For our website forms, we do collect the SUBMITTER’S IP information and if any submission is found to be "abuse/gibberish/nonsense/garbage, etc.," the IP address will be BANNED to prevent further abuse to LG web functionality.
IF, you discover that you are prevented from accessing LG web functionality and wish to be allowed back, you will have to contact LG via the LG YAHOO GROUP – send a private post with your name, email address, and IP address to sylvia2hnl.
Are you ready for a very Wild and Crazy Convention Event? Please read on.
Date to start Ticket Purchase Commitment Registration for tickets: To be announced
Date to begin reserving your hotel room: AFTER you submit your TPC Registration
LG Convention Information
Table of Contents
Convention Details
– General Details including Draft agenda
– More Convention Details
– LG Communication and Information
Convention Ticket Details
– Included with your ticket
– Optional choice items
– Cost and Prices
Ticket Purchase Commitment Process
– LG Terms and Conditions
– TPC Registration
– Refund Policy
LG Purchase – Terms and Conditions – See above sections
Hotel Details
– Hotel Room Nights
– Room Cost Chart – estimate/guide only
LG Convention Guidelines and Rules
– Reasonable accommodation for physical challenges
– General guidelines regard mobility
Hotel & the Country of the Bahamas Rules/Laws/Guidelines
Auctions – still under construction
– Donation to the auction
– Process
Convention Details:
What: Legendary Gathering presents – The Legend of Atlantis
Celebrity Guests:
Please see the LG website homepage for the most current list.
Stay tuned for announcements.
When: Dates: July 28-31, 2011 – 4 day weekend
The hotel will honor the convention group rate 3 days before and 3 days after or
from July 25, 2011 through August 3, 2011 (check out August 4).
Where: Sheraton Nassau Beach Resort
West Bay Street
Nassau, Bahamas
Website
Hotel meeting room layout
Convention Ticket Price = please also see Convention Ticket Details below
Convention Ticket = $300.00 USD on-line purchase
Ticket Purchase Commitment 10% Non-refundable Deposit required = $30.00 US
No children’s tickets
Draft...Tentative...Agenda
| Thursday | Friday | Saturday | Sunday |
| Registration | All day stage | All day stage | Morning stage |
| NO photos today | |||
| Other activities TBD | Opening ceremony | Closing ceremony | |
| Scheduled photos | Scheduled photos | Afternoon: autographs | |
| Volunteer Party | |||
| Included: Meet & Greet Black & White Party |
Optional: Bahamian Feast Dinner and Show |
Included: Family, Friends and Fans Appreciation Night Party |
Wrap Party Volunteers and Guests |
| Nostalgia | Auction |
More Convention Details
Celebrity Guest List
Celebrity Guest List: Please see the LG website homepage for the most current list.
Stay tuned for announcements
Celebrity Photo Opportunities
Our celebrity guests will set the prices of their photo ops to which we must add processing fees, photographer and processing costs. Cost: TBD
Each photo will be an 8 x 10 color photo
Your finished photos will be in an envelope
Available for pick up not later than Sunday noon (may be earlier)
We do plan to conduct on-line pre-sales before the event to minimize congestion at the store. In the event a guest cancels, you will be given the option to choose another guest or refund.
Autograph Session
This will be the Sunday Afternoon activity.
Each celebrity guest will set prices. Cost: TBD
You should have your photos from the photo ops available for autographs.
This activity is handled directly by the celebrity guest. LG will provide help to each guest.
Activities:
There may be other activities…stay tuned for announcements.
Volunteers
We will be announcing registration for Volunteers. Stay tuned.
The requirement is to work a minimum of 8 hours or two (2) 4 hour shifts.
Volunteers will get a volunteer T shirt in addition to their convention shirt and free entry to the Volunteer Wrap Party that includes food and live entertainment.
And, we thank you in advance for helping us with crucial tasks to make this event a success.
Dealers’ Room
There will not be a Dealer’s Room as we have come to know it due to the complexity of customs regulations for bringing goods into the country and then for purchasers to take them home.
LG Communication and Information
LG information Updates:
LG will be sharing decisions and information throughout the process and time leading to the convention – by this I mean we will be posting information on the LG Yahoo Group as well as our website. We will be open about tickets – Ticket Purchase Commitment (TPC) Registrations, actual ticket sales, and accumulated hotel room nights. You will see displays of numbers achieved "to date," which will be updated regularly – likely weekly.
First, we will have a TPC registration. This will ensure your place in the queue for when LG is able to announce we can proceed. Seating will be by ticket number so the sooner you register - the lower seat number you will have.
One of our milestones will be to have 350 commitment registrations on file so we can make the GO decision.
IF...we are not able to collect 350 TPC registrations, we may need to cancel. As you may guess, none of the organizers, coordinators, or volunteers should be faced with a huge debt expense because of a failed attempt to organize a convention no matter how cool the idea is.
And, if we do cancel – it will only be after careful consideration – there will be no surprises because everyone will be able to see and track our progress.
Everyone, in essence becomes a partner to making this event happen. We share information and people buy tickets and make hotel reservations and watch the counters showing the numbers increase…toward the success of this mission. If we do not meet ticket and room night targets, for whatever reason, then we will cancel.
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Convention Ticket Details:
Tickets: Price $300.00 USD – all costs/prices are in US Dollars
Required Deposit: 10% Non-refundable deposit = $30 US
The Ticket Purchase Commitment submission requires a non-refundable 10% deposit of the ticket price or $30.00 US. Please see the Terms and Conditions for all the details.
We must register and sell a minimum of 350 tickets – or we will have to cancel
Related: We must have registered with the hotel a minimum of 600 room nights over the 4 night event – or we may have to cancel.
A smaller ticket sales count (meaning less than 350 tickets) will not result in enough funds to support the cost of this event. Remember, we have to bring in all of our celebrity guests. None of them live in the Bahamas with the ability to "drop in if they can." Travel costs will be same whether we sell 200 or 800 tickets.
- Your ticket includes:
Note: If you attended LG 2007, you are well aware of the quality of cocktail party food service. Not just pretzels and peanuts. A tradition we will continue!
Optional choice additional cost items are:
There may be other optional activities – stay tuned.
Cost and Prices:
Our price compares favorably to other events that charge significantly more.
Bahamian Feast – cost is $80.00 USD per person. The actual cost per person is $77.05 USD so you are getting the feast plus live entertainment for the one price. As you are all aware, many of the mainstream conventions feature banquets that cost $70 US. Compare to the LG Banquet that includes live entertainment.
The Celebrity Guests are also invited to the Feast.
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Ticket Purchase Commitment (TPC) Process
The TPC process is where you pay a non-refundable deposit to hold your seat. This is First come first served! The sooner you register, the smaller your ticket number. Seating will be by assigned seats based on your registration/ticket number.
Ticket/Seat Numbers are NOT guaranteed until payment is made/received by LG.
Ticket Purchase Commitment Registration
We will open the LG store with a Ticket Purchase Commitment Registration to discover the interest in this event. IF, we cannot collect at least 350 Commitment registrations by (date to be determined and announced), we will not proceed.
You will be asked to acknowledge that you have read, accept, and agree to these LG Terms and Conditions.
Effective 8/17/2010:
A non-refundable deposit of $30 US is required for each TPC when you submit your TPC reservation. This means:
IF you place your deposit for a TPC at $30.00 US and LG proceeds, the deposit is applied to your purchase and the balance due is $270 US for each TPC when LG notifies you that we are proceeding.
However, IF you buy a TPC and SHOULD LG have to cancel, you will have the following options:
a) receive a refund LESS processing costs
b) donate the amount less processing to the named charity.
IF, LG proceeds, you will be notified that we will charge your credit card for the balance due in 7 days. The notice will be sent via email (to the email address you provided in your reservation) BEFORE any charges are made.
NOTE: TPC Reservations cannot be transferred or sold.
Once you make a Ticket Purchase Commitment, please make your hotel reservations as soon as possible via the LG website link. Please note you are CHARGED one (1) room night to hold the reservation. HOWEVER, if you cancel prior to 30 days of arrival, you will receive a refund of that charge.
Please do NOT make travel arrangements until we are able to announce – we are proceeding.
1. You may make a Ticket Purchase Commitment for up to five (5) names.
PLEASE do not have all five (5) people make submit names as EACH SUBMISSION is a commitment to PURCHASE five (5) tickets. Thus, 5 people submitting 5 names will equal 25 deposits and tickets.
2. We need the following information to register each person:
3. TPC Registration establishes your position (ticket number(s), seat number(s)) in the queue. HOWEVER, the ticket number(s) / seat number(s) are NOT GUARANTEED UNTIL final payment via credit card (VISA or MASTERCARD ONLY) is received by LG.
4. Ticket Purchase Commitments will remain open even after we begin to process payments. ALL ticket sales require a commitment registration (see item 2 above) for each potential ticket holder.
WHEN we reach 350 TPCs/Tickets, we will stop taking deposits and the charge will be for the FULL price of the ticket.
5. Final payment date will be announced as well as in the email we send using the email address you provided in your registration.
6. The smaller registration number means a better seat
We will arrange the seating so bigger numbers do not by default end up with better seats than some with smaller numbers.
7. LG needs to register 350 names and sell 350 tickets to proceed.
Processing Charges for Ticket Sales – Terms and Conditions
When the TPC counter reaches or passes 350, we will contact you via email advising a charge will be made to your credit card.
If you submit a TPC reservation AFTER we have 350 sales, then you will be charged full price at the time of submission.
IF, you have extenuating circumstances and require more time, please reply IMMEDIATELY and we will work with you so you can “save” your place in the queue.
Reply to: registration11@fan-gathering.com
IF, there are difficulties because of people in another country, etc., please contact us immediately via email AFTER you complete the registration. registration11@fan-gathering.com
Refund Policy – Terms and Conditions
Note: For Deposits only:
IF, LG must cancel then you will have the choice of receiving a deposit refund LESS processing or donate that amount to the named charity.
You must send to LG your name and ticket number and the person who purchased the ticket (meaning if someone else paid for your ticket). Also, provide the real name, mailing address, email address, and phone number of the “new” purchaser. LG will NOT transfer the ticket UNTIL the ORIGINAL purchaser advises in writing - payment was received from the new buyer. ALL payment transactions will be handled ONLY by the original purchaser and the new buyer.
TPC Reservations/Deposits are NOT transferable.
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Hotel Details
Remember, the Sheraton hotel has to record a minimum of 600 hotel room nights over the 4 nights of the convention in order for LG to proceed with this event. This means a minimum of 150 rooms per night booked for the convention period.
Reservations need to be made on-line through this URL direct to the Sheraton.
Phone: Reservations Department direct at 1-242 327 6000 ext. 860190
Central Reservations office in Continental U.S. and Canada at 1-800-228-3000;
Alaska and Hawaii at 1-800-228-1212.
MAKE SURE to give the group ID which is: LG Fan Convention
A one (1) night’s deposit is required to hold the reservation and is immediately charged to your credit card (VISA or MasterCard).
Note 1: In the event you cancel at least 30 days PRIOR to check in, you will receive a refund.
Note 2: In the event LG cancels, you MUST cancel your own reservation, LG can’t do that for you.
Note 3: In the event LG cancels and you decide to go to the Bahamas anyway, the hotel will NOT honor the convention group rate. Standard room rates start at $229.00 per night not including the taxes and gratuities.
Room Rate: Convention Standard room rate = $169.00 single/double USD per night
Rooms have the following added costs:
Hotel/Government taxes – 14% daily on room rate
Resort gratuity – $18.00 per person per night
Bell man Gratuity – $6.00 for the entire stay ($3.00 on check in and $3.00 on check out) per person.
For a 3rd person in the room, added cost: $35.00 plus the $18.00 and the $6.00 Bell man gratuities.
Hotel policy is only 3 adults (occupancy) per room. In the event you have a situation, please let us know and we will inquire if the hotel can accommodate your need.
The hotel will honor the convention group rate 3 days before and 3 days after or from July 25, 2011 through August 3, 2011 (check out August 4).
Sample Table of hotel room costs per person based on a standard room @ $169.00 USD per night.
| Itemized Costs | 1 person | Person #2 | # 3 | |
Room |
$169.00 |
$169.00 |
X |
X |
14% total taxes |
23.66 |
23.66 |
X |
X |
|
|
|
|
|
Hotel gratuity per person per night |
18.00 |
18.00 |
18.00 |
18.00 |
|
|
|
|
|
Extra person |
35.00 |
X |
X |
35.00 |
Per Person Totals |
|
$210.66 |
18.00 |
53.00 |
Total COST of the ROOM w/1, 2, or 3 |
|
$210.66 |
$228.66 |
$281.00 |
|
|
|
|
|
Assuming shared costs |
|
|
|
|
Daily charge per person |
|
$210.66 |
$114.33 |
$ 93.89 |
Bellman charge per person per STAY |
|
6.00 |
6.00 |
6.00 |
LAST Night charge w/bellman charge |
Total last night |
$216.66 |
$120.33 |
$ 99.89 |
See below for more explanation about this table of information.
Please know this is the Bahamas so there are a number of taxes and fees added to your cost.
So, one night for one person = $210.00 per day not including the $3.00 check/in and $3.00 check/out. So, per person, day 1 and last day cost is $213.00, all other days is $210.00. For “convenience” we just added $6.00 to the “last night.”
For 2 people in one room
The final rate is: 228.66 and divided by 2 = $114.33 per day (not including $3.00 check/in and $3.00 check/out)
Hotel occupancy policy is – no more than 3 in a room.
IF, you have extenuating circumstances, please contact us and we will inquire of the Hotel on a case by case basis. For the 3rd person, there is a charge of $35 per added person, per night. Need to also factor in the per person check in and out fee. See the hotel room chart.
- Other convention rate Sheraton room type choices are:
For comparison – the other nearby hotels.
One of them has a daily rate in the range of $155-160 (that does not require total pre-payment) per day, but you still have to add all the extra taxes and fees. So it is possible to save around $10-20 per day. But if we do not make the 600 room nights, there will be higher costs that we may not be able to afford...so this would contribute to a decision to cancel.
And, in case you are wondering, yes there are cheaper hotels further out, but these are not walking distance so one would need a rental car (pay gas, parking, rental fees), Bus (fare not known and not readily available outside the downtown area), or taxi which is estimated at $15-25 each way to the Sheraton. This adds to one’s daily “room cost.” We cannot comment on the quality of other hotels/rooms.
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LG Convention Guidelines and Rules
Legendary Gathering Convention Guidelines
There are a number of guidelines and rules that must be observed by attendees, Celebrity Guests, volunteers, and those associated with Legendary Gathering. These guidelines are predicated on Hotel guidelines, Bahamian Law or regulation, and common sense as well as a measure to help preserve and protect our celebrity guests’ privacy.
Legendary Gathering and the Sheraton Hotel are committed to providing an environment where EVERYONE (attendees, celebrity guests, entertainers, other hotel patrons, hotel staff, and LG staff) can feel comfortable, safe, and secure while we are in a public venue.
Any person found violating these guidelines will be removed from the convention premises and their convention ticket cancelled without refund. If necessary, either the hotel or the LG Organizers can and will request police presence and assistance. If the violation is significantly impacting, there may be consideration to invoke a ban on future attendance.
Reasonable accommodation for physical challenges
LG – General guidelines regard mobility and/or Special Activities
We have not finalized any added/special activities and as a result may not be aware of potential difficulties. Thus, the guidelines below are general and may not be applicable to all situations. In the event we do have a “special activity,” this will be properly advertised and communicated.
These guidelines apply to all events not conducted at the Sheraton Hotel and Convention Center.
The guidelines are established to ensure the safety, comfort, enjoyment, and timely pickups and departures for ALL, for everyone - attendees, volunteers, others, and yourself.
If you are not sure if you can comply with these guidelines, then please ask questions before making arrangements to participate.
If you believe you cannot comply with these guidelines; then in the best interests of all, please do not make arrangements to participate in activities where you may not be able to comply.
If there is a disruption in the tour event and the Organizers determine YOU are the cause; you will be held responsible for ANY additional costs levied because of your actions. If it is determined that the disruption was minimal because you COOPERATED, then there will be no repercussions.
All Special Activities will have a description of the physical demands/requirements of the event.
These guidelines apply to, but are not limited to, the following potential activities:
1. Bus transport to the Atlantis Resort or other location
2. Other activities that may be added.
Guidelines:
a. You must be ON-TIME for pickups at the hotel and at the location.
b. You must be able to physically do the activity in question:
c. If you discover you are NOT able to continue the tour/event, you MUST notify the event coordinator on YOUR bus or tour group IMMEDIATELY to minimize disruption for the rest of the tour.
d. If the event coordinator notes you are having difficulty and directs you to rest, to be escorted to a departure point, or other that will ensure the event goes smoothly; YOU MUST cooperate and do what is requested..
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Hotel & the Country of the Bahamas Rules/Laws/Guidelines
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Passports
You NEED a valid passport to enter and leave The Bahamas.
You NEED a passport to pick up your registration packets. We chose this because it will have a photo ID and we want to be SURE you can arrive AND return home.
Each individual must check whether they require a visa to enter the Bahamas. Currently, none is required for UK, Canada, US citizens. Go to the following URL to check for your country.
http://www.mfabahamas.org/New%20visa%20to%20the%20bahamas.htm
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Recommended: Travel insurance including health coverage
Yes, LG will have event insurance for the event. The hotel has insurance in the event of “acts of nature” and political/government activities that may affect events at their property.
BUT...these do NOT cover your costs for any health problems or injuries OR your travel costs if the event is cancelled due to those things mentioned.
Yes, LG will have a volunteer medic, but this is to ensure appropriate decisions are made to get you to a doctor or clinic or hospital. None of the LG Staff can make decisions for you, but we will ensure you are well informed to make a good decision.
Work – doing work for hire in the Bahamas
No one can enter the Bahamas with the intent to work or to be “for hire” in any capacity including working for the convention. All convention staffers are volunteers. All “for hire” work for the convention will be done by local businesses – photography, printing, shirts, hotel staff, etc.
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Air Travel Information:
Travel to Nassau, The Bahamas does require a VALID Passport.
Cost: Airfares compare favorably if one were to make a comparison between: travel from almost anywhere to Vancouver, with travel to Nassau, The Bahamas. One will have to watch fares to grab the best ones. And, we do not claim to have any inside information for travel costs in the year 2011.
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Our convention is a bit limited in that it is not easy to bring/carry lots of items to donate for the charity auction to be conducted on Saturday night. It is equally complex for winning bidders to take their won items home.
We are currently looking at a number of ways to have an auction that will be meaningful to the bidding process and the winning bidder.
Stay tuned for more and updated information.
For those who have, small items that are easily brought in and can be taken out, please consider making a donation of one or more items for auction.
There will be a form for you to complete and send to LG as well as to print out and bring with the item.
Items should be tagged with a copy of the form and brought to the Registration Desk where it will be checked in for our Auction Coordinator to incorporate into the auction proceedings.
We are planning some silent auctions.
Information needed for your donated items:
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Terms and Conditions
LG–LOA 2011 Terms and Conditions – effective date August 17, 2010
Note 1:
Please know that this document dated 8–17–10 is the latest and most current and reflects necessary changes from earlier planning and thinking.
One change is:
While we are NOT asking for immediate full payment for each ticket, there is a required deposit of 10 percent of the ticket cost to hold your place in the numbers queue.
Tickets are – First come first served! The sooner you submit a Ticket Purchase Commitment (TPC), the smaller your ticket number. Seating will be by assigned seats based on your ticket number.
Ticket/Seat Numbers are NOT guaranteed until payment is made/received by LG.
Ticket Purchase Commitment (TPC) – LG Purchase – Terms and Conditions
The Ticket Purchase Commitment system will record the interest in this event. IF, we cannot attract at least 350 commitments by (date to be determined and announced), we will not proceed.
You will be asked to acknowledge that you have read, accept, and agree to these LG Terms and Conditions.
Effective 8/17/2010:
A non–refundable deposit of $30 US is required for each TPC when you submit your TPC reservation. This means:
– IF you place your deposit for a TPC at $30.00 US and LG proceeds, the deposit is applied to your purchase and the balance due is $270 US for each TPC when LG notifies you that we are proceeding.
However, IF you buy a TPC and SHOULD LG have to cancel, you will have the following options:
IF LG proceeds, you will be notified that we will charge your credit card for the balance due in 7 days. The notice will be sent via email (to the email address you provided in your reservation) BEFORE any charges are made.
NOTE: TPC Reservations cannot be transferred or sold.
Once you make a Ticket Purchase Commitment, please make your hotel reservations as soon as possible via the LG website link. Please note you are CHARGED one (1) room night to hold the reservation. HOWEVER, if you cancel prior to 30 days of arrival, you will receive a refund of that charge.
Please do NOT make travel arrangements until we are able to announce – we are proceeding.
Processing Charges for Ticket Sales – Terms and Conditions
When the TPC counter reaches or passes 350, we will contact you via email advising a charge will be made to your credit card.
If you submit a TPC reservation AFTER we have 350 sales, then you will be charged full price at the time of submission.
Refund Policy – Terms and Conditions
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