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January 20xx Jonathan Whitworth President North American Mystery Authors Association P.O. Box Portland ME Dear Mr. Whitworth We'd like to extend our invitation to have your next NAMAA Writers Conference at our facility in New Orleans Louisiana. As you know New Orleans is rich in history and culture and has always been home to many famous writers. We believe that your members will find our hotel and our city the perfect place to gather for inspiration and collaboration. I've enclosed general information about our hotel and conference facilities and offerings. Let's speak soon about plans to host your next great NAMAA Writers Conference here at the Southern Gardens Hotel & Conference Center in New Orleans. Sincerely Georgette Howard Bookings Manager Southern Gardens Hotel & Conference Center 555 555 5555 firstname.lastname@example.org www.southerngardenshotel.com
Southern Gardens Hotel & Conference Center Gardenia Boulevard New Orleans LA PH 555 555 5555 FX 555 555 5556 www.SouthernGardensHotel.com Hosting the NAMAA Writers Conference January 20xx Prepared for. Jonathan Whitworth President Prepared by. Georgette Howard Bookings Manager Southern Gardens would like to extend our invitation to have your next NAMAA Writers Conference at our facility in New Orleans Louisiana.
Let's speak soon about plans to host your next great conference here at our fabulous venue. Enclosed is brief outline of what we can provide to make your conference success. Proposal Number. The Southern Gardens Hotel & Conference Center is the perfect place for your next writers conference. General Description We are ideally located on three private fenced acres at Gardenia Boulevard in New Orleans' famous Garden District. Capacity
Our hotel has rooms. If every room were filled to capacity we could host more than guests. In typical season we average guests per night. Our conference center consists of suite of conference rooms that can be configured into seven small rooms two very large ones or any combination in between. The conference center also has four restrooms dedicated for its guests. Layout The hotel has guest rooms on all three floors with the first floor reserved for wheelchair accessible rooms as well as our lobby coffee shop and fitness center. It's short stroll from the front desk to the gardens swimming pool and separate conference center building. Accessibility Our hotel includes twenty wheelchair accessible rooms of varying sizes. Elevators and ramps make it possible for all guests to avoid steps if desired. lift device is available to assist guests into and out of the swimming pool and hot tub. Assisted hearing devices are available on request from the front desk. All signs including room numbers have Braille translations beneath the standard letters or numbers. Transportation The hotel offers complimentary shuttle service to and from the airport. Taxis are easily available for transportation within the city. City buses stop only short block from our site. And if you're looking for romantic tour horse drawn carriage rides are also available. Additional Information Whatever the weather is outside you'll find it's the perfect temperature inside your room at Southern Gardens. Our state of the art climate control keeps guests comfortable and dry in our facility.
The Southern Gardens Hotel & Conference Center offers the following services to our guests. . In house ATM You always have instant access to cash. . Check Cashing Need to cash traveler's check or cashier's check. We can handle that at the front desk. . In room Safe You can feel secure leaving your valuables in your room locked in secured safe. . Beauty Shop For your hair cutting and styling needs Belle's Beauty Boutique is available on the first floor Monday through Saturday am to pm. . Child Care Services
Need babysitter. We'll provide one for you. . Housekeeping Unless you hang "Do Not Disturb" sign on the door your room will be inspected and tidied twice day turn down service in the evening. . Laundry Ironing or Clothing Repair Our housekeeping staff will help you keep your clothes looking their best. . Hi Speed Internet Wireless Connection The internet is always available for your use anywhere on the hotel property. . Concierge Service Need to rent car find tuxedo buy theatre tickets. Stop at our concierge desk in the front lobby and we'll assist you to fulfill any desire.
. 24 Hour Room Service Got an urge for milkshake at three a.m.. Just call the front desk and order any item from the Room Service menu conveniently located in your room. New Orleans is as everyone knows world renowned tourist destination. We're proud to offer your members the following tours designed to appeal especially to writers. Tourist Destinations No visit to New Orleans would be complete without tour of the French Quarter and the Garden District both made famous in hundreds of books over the last two centuries. Other sites of particular interest to many writers are our notable cemeteries which due the high water table of the area are populated with beautiful above ground mausoleums memorial statues and crypts of all kinds. The Mississippi River also lures many visitors to its history laden waters. Tours Historical New Orleans
New Orleans shows both Spanish and French influences and has been home to many famous people. On foot we stroll through the ornate historic buildings of the French Quarter marveling at the ornate ironwork colorful stucco and elaborate balconies. Then traveling by romantic horse drawn carriage we survey the elegant Garden District neighborhood constructed in the antebellum style popular in the 1800s. Departures daily at 1pm from the hotel 2.5 hours duration $55 per person. Voodoo & Vampires Tour Spells hexes and haunts abound in New Orleans. Exploring carefully. after dark we visit voodoo altar voodoo shop cemetery and haunted bar. Bring your garlic wreaths and silver crosses; you never know who might show up. Departures nightly at 9pm from the hotel 1.5 hours duration $45 per person. Riverboat Cruise All aboard our steam driven paddlewheeler for an evening full of history and the energizing melodies of southern jazz. You'll learn all about the famous pirates gamblers and musicians who plied the Mississippi river and called New Orleans home. Departures nightly at 7. pm from the hotel 1.5 hours duration $40 per person.
Reservations All tours can be reserved at the front desk of the hotel. Call 555 555 5555. First come first serve. Space is limited. Southern Gardens Hotel & Conference Center located in the beautiful Garden District of New Orleans offers guests true southern hospitality. While staying with us you'll enjoy the following amenities. . Lush private gardens The South is famous for its gardens and our hotel is definitely on the luxury garden list. Enjoy the scent of gardenias and roses in season and stroll the groomed paths soothed by our tasteful lighting for your pleasure and safety in the evenings. . Tropical pool and hot tub In the northwest corner of our gardens you'll find naturally landscaped swimming pool and hot tub. small waterfall adds to the enchantment. . State of the art fitness center
You'll have no excuse to slack off your exercise regime when you stay with us. Our spacious fitness center is furnished with the most requested modern equipment. . Le Café d'Hotel Our in house coffee shop offers range of delicious items. Some of the most popular are beignets coffee with chicory pralines and po' boy sandwiches. . Airport shuttle Our complimentary 12 passenger shuttle travels to and from the airport every hour from am to pm. . Satellite flat screen televisions You can enjoy channels of television and movies in all our rooms. . No perfume policy
Southern Gardens is one of the few hotels that strive never to use any type of scented chemical in laundry or cleaning services and you'll find that none of our staff wear perfume or aftershave lotion while on duty. Your guest room is as allergy free as we can make it. We strive to make your writers conference as successful and professional as possible. To make this happen we need to receive your reservations and deposit approximately nine months before the first day of your conference. We will provide catering services conference room setup services airport shuttle service and other specialized services. See the list below for an idea of the information needed as well as the deadlines. Logistics Services. . Conference Room Reservations and Configurations Our conference rooms can be configured to accommodate different sizes of groups. We can add or move partition walls as needed to create as many as seven small conference rooms or as few as two large ones. Rooms may be furnished with rows of folding chairs long conference tables dining tables movable stages and lecterns or any combination of these. We need your conference room reservations nine months before your start date and specific schedule of room setups two months before your start date. Each change to conference room configuration takes approximately one hour. . Hotel Room Reservations We will reserve block of hotel rooms for the use of your attendees. If these have not been reserved by your attendees sixty days in advance of the conference we will release these rooms to other parties on request. Special accommodations such as wheelchair accessible rooms or assisted hearing or visual devices must be requested at least sixty days in advance.
. Airport Shuttle Service Our shuttle bus which can accommodate passengers routinely leaves our hotel fifteen minutes before the hour arrives at the airport on the hour and returns to the hotel approximately fifteen minutes after the hour. This service is complimentary between the hours of am and pm. With advance notification of thirty days we can arrange for shuttle service before or after those times or schedule additional shuttle vehicles to accommodate more passengers. . Audio Visual Services Our subcontractors will provide audio visual setups and assistance during the conference. They require schedule of services and list of equipment needed sixty days before the event begins. . Catering Services Our catering partners can provide any food service you require from elegant formal dinners to coffee and muffins or buffet snacks for cocktail party. At the time of your conference reservation they will contact you about your food and beverage needs.
. Other Services We can provide other services as needed from friendly greeters at the door to help with copying and assembling conference documents or distributing gift baskets. The Southern Gardens Hotel has guest rooms. We offer your conference guests special reduced rate of 10% off the standard room rates shown below. Deluxe Rooms Overlooking Gardenia Boulevard Two Queen beds in room coffeemaker safe flat screen television shower hair dryer. $145 rooms in this category One King bed in room coffeemaker safe flat screen television Jacuzzi tub and shower hair dryer. $160 rooms in this category Deluxe Room Overlooking Gardens and Pool Two Queen beds in room coffeemaker safe flat screen television shower hair dryer. $155 rooms in this category One King bed in room coffeemaker safe flat screen television Jacuzzi tub and shower hair dryer. $170 rooms in this category
Luxury Suite Overlooking Gardens and Pool Two Queen beds in bedroom separate lounge with couch table and flat screen television Jacuzzi tub and shower. Coffeemaker safe hair dryer and mini bar. $199 rooms in this category One King bed in bedroom separate lounge with couch table and flat screen television Jacuzzi tub and shower. Coffeemaker safe hair dryer and mini bar. $199
rooms in this category Please contact our management to reserve block of hotel rooms in advance. CONFERENCE CENTER RATES Entire Conference Center Facility $450 per two hour block or $1500 per day. This includes initial room setup and daily opening and cleaning costs including restocking restroom supplies. All other facility services are separate. see Logistics page. Individual Conference Rooms – Sizes and prices of conference rooms are variable. Contact our management for quotes on individual conference rooms.