EN—(1214)
GROUP HOUSING FORM
2015 Rotary International Convention
São Paulo, Brazil
6-9 June 2015
IMPORTANT INSTRUCTIONS
Groups requiring 15 or more rooms can submit an online housing form by visiting www.onpeak.co/rotary-groupform. This process will allow
you to view individual hotel information and you will receive a confirmation summarizing your request once it has been approved. Group
housing request forms are also still available should you choose not to submit your request online. All requests are processed on a first-come,
first-served basis by Rotary’s official housing provider, onPeak. Incomplete forms will delay or invalidate your request.
•
Requests received before 31 May 2014 will not be acknowledged.
•
Requests should be submitted by 1 September 2014 for best availability.
•Once your request is received, you will receive an Official Offer of Rooms letter. Please pay special attention to the RETURN DUE
DATE. Offers that are not accepted and returned by this date will be canceled.
•A credit card guarantee is required at the time of acceptance.
•
Group room block requests may be reduced or adjusted without penalty through 1 December 2014.
•
A nonrefundable prepayment for all nights’ room and tax is due by 1 December 2014.
•
See Official Guidelines on page 2 for more details.
•An optional nightly tourism/room occupancy surcharge will be added to your room rate. If you wish to decline this charge, please
notify the hotel at time of check-in or check-out.
1. GROUP INFORMATION
3. HOTEL CHOICES
Group Name
Please list up to three hotels in order of preference. Every effort
will be made to honor your request. However, onPeak may have
to substitute a hotel that is not on your list if those you request
are unavailable.
Address or PO Box
1.
City
State/Province
Postal Code Country
2. 3. DEPOSIT INFORMATION
2. GROUP REPRESENTATIVE
Payment is not required now. Once you accept the Official Offer
of Rooms you will be required to submit a valid credit card number
and expiration date to secure rooms. An invoice for the amount
due will be sent by onPeak approximately three weeks before
1 December 2014. Full payment of room and tax charges is
payable by wire transfer in Brazilian Reais to the hotel where
rooms are assigned. Credit and debit cards will not be accepted for this payment. Failure to submit full prepayment by
1 December 2014 and to copy the designated onPeak group
coordinator will result in cancellation of the rooms for which
prepayment was sent. Please refer to the Official Guidelines for
detailed instructions. Any fees associated with wire transfers are
the sole responsibility of the group.
Family Name
First Name
Company
Phone (including country and city codes)
Fax (including country and city codes)
Email
SUBMIT COMPLETED FORM TO:
By submitting this form, you agree that onPeak may share the
information collected during the reservation process with the
hotel reserved for you. As a result, this information will be subject
to the hotel’s privacy policy.
onPeak, LLC./Attn: Rotary Group Coordinator
350 North Clark Street, Suite 200
Chicago, IL 60654 USA
Email: [email protected]
Fax: +1-312-329-9513
Enter your request for rooms in the spaces below. Note: If you are requesting multiple blocks at different hotels, please submit a separate request for
each block of rooms (e.g., requests for 20 rooms at Hotel A and 15 rooms at Hotel B would be submitted on two forms).
Day/Date
Number of
Rooms
Requested
Sun
31
May
Mon
1
June
Tue
2
June
Wed
3
June
Thu
4
June
Fri
5
June
Sat
6
June
Sun
7
June
Mon
8
June
Tue
9
June
Wed
10
June
Thu
11
June
Fri
12
June
Sat
13
June
Sun
14
June
Mon
15
June
Tue
16
June
Total
Room
Nights
GROUP HOUSING FORM
2015 Rotary International Convention
São Paulo, Brazil
6-9 June 2015
OFFICIAL GUIDELINES
Rotary International (RI) thanks you for your support of the 2015 São Paulo convention. RI is under contract with the hotels in the host
city to fill a minimum number of rooms. If the minimum is not met RI may incur penalties. To protect RI from incurring penalties, and
to ensure that all groups are holding a realistic number of rooms, RI requires groups to commit to their room block by prepaying all
room and tax charges for each room reserved. Please refer to your invoice for full details, which may vary per hotel.
Groups requiring 15 or more rooms must comply with the timeline below in order to secure rooms via the official room block. Only
fully completed materials returned by the established deadlines will be accepted.
31 May – 1 September 2014: Group Housing Forms accepted
•Group Housing Forms and electronic submissions will be processed on a first-come, first-served basis by Rotary’s official housing
provider, onPeak. Requests received before 31 May 2014 will not be acknowledged. Requests received after 1 September 2014 will
be reviewed subject to availability. Group requests will not be honored over the phone.
•onPeak staff will be available at the 2014 convention in Sydney, Australia, to accept São Paulo reservations or Group Housing Forms
in person. Requests also may be submitted to the address provided below as of 31 May 2014.
•An Official Offer of Rooms will be delivered to the group representative within 10 business days of receipt of request. The offer
will be clearly marked with a return due date. All offers must be returned to onPeak by the date indicated and the offered room
block must be accepted, adjusted, or declined. A credit card number must be included to guarantee each accepted room.
•Failure to accept, adjust, or decline the official offer of rooms by the return due date will result in cancellation of the offer.
•After onPeak has received an accepted offer and has verified all credit card information, one of its designated group coordinators
will contact the designated group representative to provide guidance regarding upcoming deadlines.
•The hotel where group rooms are assigned may also send a document regarding the hotel’s policies for the group representative
to sign.
1 December 2014: Prepayment deadline
•Group room blocks may be reduced and/or adjusted without penalty until 1 December 2014. An invoice for the amount due will
be sent by onPeak approximately three weeks before this date. The full prepayment of room and tax charges is payable by wire
transfer in Brazilian Reais to the hotel where rooms are assigned. This payment should be sent directly to the hotel with a copy to
the designated group coordinator at onPeak. Credit or debit cards will not be accepted for this payment. Please allow adequate
time for your wire transfer to arrive at the hotel by 1 December. Please note, any fees associated with the wire transfer are the sole
responsibility of the group.
•Failure to submit full prepayment by 1 December 2014 and to copy the designated onPeak group coordinator will result in cancellation of the rooms for which prepayment was not sent.
•Reductions in the number of room nights booked or complete room cancellations will result in forfeiture of prepayment. Reductions or cancellations should be made through the group coordinator at onPeak. The assigned hotel will retain the prepayment
as a cancellation fee.
30 January 2015: All names required
•This is the last day to provide names for all rooms reserved. Any rooms held that are left unassigned will be canceled and the
deposit will be forfeited as a fee retained by the hotel. Groups may continue to make name changes to reservations through
31 March, but all rooms must have an assigned name by the 30 January deadline.
Please refer to your hotel’s individual deadline to know when
group representatives should begin working directly with the hotel
for any changes or requests.
onPeak use only:
Received:
Please direct all housing-related inquiries to:
Agent:
onPeak LLC
Rotary Group Coordinator
350 North Clark Street, Suite 200
Chicago, IL 60654
USA
Email: [email protected]
Fax: +1-312-329-9513
Hotel:
Offer:
Acc:
Deposits:
Rooms:
Total paid:
ID:
GROUP HOUSING FORM
2015 Rotary International Convention
São Paulo, Brazil
6-9 June 2015
SÃO PAULO GROUP ACCOMMODATIONS
Rotary International may continue to add hotels to the official room block as necessary to accommodate demand. For the most up-todate rates, please consult the onPeak housing website at https://compass.onpeak.com/e/66RIT15.
Map
Hotel Name
Map
1
Clarion Faria Lima
38
3
Comfort Ibirapuera
39
Meliá Jardim Europa
4
Comfort Nova Paulista
40
Mercure Alamedas
5
Comfort Suites Oscar Freire
41
Adagio São Paulo Berrini (formerly Mercure Berrini)
6
Estanplaza Berrini
42
Mercure Central Towers
7
Estanplaza Funchal
43
Mercure Funchal
8
Estanplaza Ibirapuera
44
Grande São Paulo Ibirapuera
9
Estanplaza Nações Unidas
46
Mercure Hotel Paulista
10
Estanplaza Paulista
47
Mercure Ibirapuera
11
Gran Estanplaza
48
Adagio São Paulo Itaim Bibi (formerly Mercure Itaim Bibi)
Grand Hyatt São Paulo
49
Mercure Moema
Holiday Inn Parque Anhembi (Int’l)
50
Mercure Nações Unidas
Matsubara
51
Adagio São Paulo Nortel
Novotel Center Norte
52
Mercure Pamplona
Radisson Via Olimpía
53
Mercure Paraíso
19
Quality Berrini
54
Mercure Pinheiros
20
Quality Faria Lima
55
Mercure Privilege
22
Quality Moema
56
Mercure São Paulo Ginásio Ibirapuera
(formerly Mercure Stella Vega)
57
Mercure Times Square
58
Mercure Vila Olimpía
59
Park Inn Ibirapuera
60
Pullman Hotel Ibirapuera
62
Novotel Morumbi
63
Tryp São Paulo Berrini
64
Tryp São Paulo Higienópolis
65
Tryp São Paulo Iguatemi
66
Tryp São Paulo Itaim
67
Tryp São Paulo Jesuíno Arruda
69
Tryp São Paulo Paulista
12
p
13
«
16
17
ln«
18
23
Quality Suítes Long Stay Bela Cintra
24
Quality Suítes Imperial Hall
25
Quality Suítes Long Stay Vila Olimpía
26
Radisson Faria Lima
27
p
Renaissance São Paulo Hotel
28
p
Sheraton São Paulo WTC Hotel
29
31
Staybridge Suites São Paulo
p
Hotel Unique
36
Pullman SP Vila Olimpía
37
Caesar Business Faria Lima
Hotel Name
p
Hilton São Paulo Morumbi
Rates (in Brazilian Reais) are for single and double occupancy, unless
otherwise noted, inclusive of taxes and 7% commission to onPeak.
Additional fees may apply for more than two people sharing a
room. Breakfast is not included unless otherwise noted.
p O
fficial participant hotels (available to 2014-15 district
governors, district governors-elect, past RI directors,
2015 committee chairs, and Arch Klumph Society members
through December 2014)
Note: Room type names may vary, but are equivalent to Standard
rooms.
l Official Youth Exchange officers hotel
n Official Rotaract hotel
Official Alumni hotel
Official International Institute hotel
« Official World Peace Symposium hotel
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SÃO PAULO, BRAZIL
2015 RI CONVENTION, 6-9 JUNE 2015
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