WELCOME ~ 2020 SYNOD OF SOUTH ATLANTIC STATED MEETING: AUGUST 6–7, 2020
WELCOME TO THE SYNOD’S 34th STATED MEETING TO BE HELD AT EPWORTH-BY-THE-SEA, ST. SIMONS ISLAND, GEORGIA.
PRESBYTERY LEADER, STATED CLERK, OTHER INVITEES, VISITORS, GUESTS
PRESBYTERY NAME, COMMISSIONER, CHAIR, GUEST, SPEAKER, ETC.
COMPLETE THIS REGISTRATION FORM ON OR BEFORE July 6, 2020. If you are unsure of your schedule and need to register later, please contact LISA LOVELADY @ THE OFFICE: 904.356.6070 OR CELL: 904.515.9070. ~~~~~~~ PLEASE NOTE: TO BRING A GUEST, YOU MUST FILL OUT THE GUEST SECTION OF THIS FORM AND PAY THE INVOICE BY July 27, 2020 (By check or money order).
The Synod Stated Meeting will be held at THE PIONEER ROOM, EPWORTH-BY-THE-SEA, ST. SIMONS ISLAND, GEORGIA. ““PLEASE CHECK ALL THAT APPLY.
Accommodations will be at EPWORTH-BY-THE-SEA. THE SYNOD ADMINISTRATOR WILL MAKE ALL HOTEL ARRANGEMENTS PER THE SYNOD CONTRACT. PLEASE DO NOT MAKE SEPARATE RESERVATIONS. The Synod will pay for each person’s room with a designated Synod roommate (not a spouse or guest). For those with a single room, the half-rate per night applies to each person (unless staff or EAC) and will be deducted from your travel reimbursement form. Please indicate a roommate preference; If you have none, the Synod will make arrangements for you. For the room to be no cost, there must be two commissioners sharing a room (not one commissioner with a spouse/guest). ***********PLEASE NOTE: If you have an emergency and need to cancel your room, please call EPWORTH directly, 912.638.8688, then immediately notify Lisa on her Synod cell, 904.515.9070. MOST OFTEN EPWORTH WILL NOT CHARGE IF YOU CALL AND NOTIFY OF CANCELLATION, BUT EPWORTH WILL CHARGE FOR NO SHOWS. *********IF YOU ARE BRINGING A GUEST, A DOUBLE ROOM RATE WILL APPLY. (It is higher, but not a double rate). REMEMBER THAT THE HOTEL RATE INCLUDES 3 MEALS. ““““IF YOU WISH TO STAY FOR SOME VACATION TIME, BEFORE OR AFTER THE MEETING, PLEASE CHECK THE NIGHTS NEEDED, THEN LET ME KNOW SO I CAN WORK THIS OUT WITH EPWORTH.““““PLEASE CHECK ALL THAT APPLY.
PLEASE CHECK ALL NIGHTS NEEDED. REMEMBER, NIGHTS OUTSIDE OF MEETING TIMES WILL BE SELF-PAY (IE, TUESDAY, WEDNESDAY (UNLESS EAC), FRIDAY, SATURDAY)
Any individual cancellation after JULY 8, 2020 will result in a $40 charge per person.
Any individual cancellation after JULY 23, 2020 will result in a first night’s charge per person.
Any individual cancellation after JULY 30, 2020 will result in a forfeiture of the entire reservation per person.
NO SHOWS WILL BE CHARGED. If you have an emergency, please call the hotel and then call Lisa, 904.515.9070.
The Synod will make arrangements for a COMMISSIONER roommate if you have no preference. Commissioners who room together have no room cost. IF YOU ARE BRINGING A SPOUSE OR GUEST, you will pay the “DOUBLE” room rate which includes 3 meals each day for a guest/spouse and extra for the room. It is higher, but not a double rate. Guest meals are approximately $40 per day and are included in the hotel room cost with the banquet extra (around $45). ~~~~~~~TO BRING A GUEST, YOU MUST PAY THE INVOICE BY MONDAY, JUL7 27, 2020 (By check or money order; we are unable to process credit cards). ~~~~~~EXACT MEAL COSTS WILL BE COMMUNICATED AS SOON AS POSSIBLE.
SPOUSE, FRIEND OF REGISTRANT, OR COMMISSIONER ROOMING WITH YOU.
Participants are asked to drive if they are within 300 miles, one-way of the meeting location. Airline reservations of $325 or less may be booked at any time. If over $325, please contact Lisa Lovelady, 904.356.6070 to schedule a flight. Reservations should be made now to ensure best airfare. Flight arrivals to the Atlanta International Airport (ATL) must be no later than 10:30 am on Thursday. If you cannot come on Thursday by 10:30 am, please consider coming on Wednesday. Flight departures from Atlanta International Airport must be no earlier than 3:00 pm on Friday. Ground Transportation will be arranged with Synod. ~~~~~CAR RENTAL MUST BE APPROVED BY THE SYNOD OFFICE. ~~~~Please be sure to list your flight information on this form.
If you know you are flying, you may make a note here (yes or no). Remember, the Synod does not cover flight insurance or seating upgrades. Wait until final confirmation of the meeting to book your flight.
We have the following Group Meals planned: WEDNESDAY DINNER at Epworth (for the EAC and part of the room rate for those staying Wednesday evening); Breakfast and lunches at Epworth (part of your room rate); THURSDAY DINNER at THE BRUNSWICK
COUNTRY CLUB, and a FRIDAY BOXED LUNCH. Meal times will be confirmed as we get closer to the date.
DO NOT REGISTER GUESTS HERE~~~~~~~~~~~~~Though many of the meals are included with the room rate, a count is still needed. PLEASE CHECK ALL THAT APPLY.
Please note any dietary considerations, checking all that apply. Contact me with any other special considerations. IF YOU HAVE DIETARY NEEDS, I WILL WORK WITH OUR DINNER HOSTS AND CONTACT YOU, IF NEEDED, FOR VIABLE OPTIONS. ~~~~~~~~Please list guest dietary needs below.
There will be a charge for all guest meals (though part of the room rate total, these amounts will be separated out and charged daily for each guest). ~~~~~~~~~~~~~~IF YOU ARE BRINGING A GUEST, PLEASE CHECK ALL THAT APPLY.
Please note any dietary considerations for GUESTS ONLY HERE.
YOUR EN ROUTE CONTACT INFORMATION
In case we need to contact you during your trip.
EMERGENCY CONTACT INFORMATION
In case of emergency, give us a name and phone number of a contact, as well as your relationship to them.