Grand Lodge 2020 Convention Update
April 8, 2020
Message from James Nichelson, PGER National Convention Commission Chairman:
I express my sincere appreciation to all of you who are working on the front lines during the Coronavirus response efforts and for all who are staying at home so that we can slow the spread of the pandemic. Our number one priority is the health of our members and our communities during this national emergency.
We are all understandably concerned about the ability to convene the National Convention in three months. Please be assured that we are closely monitoring all the latest developments to consider what is safest for our members, what will be allowed and how we must plan for contingencies. At this time, it is still our intention to hold the 156th Grand Lodge Session in Baltimore, MD , July 4-8, 2020. As the government has continued guidance to follow social distancing requirements through all of April, a final decision will be made and announced to members on or before May 15, 2020, as to whether or not the convention will be held, canceled, delayed or modified to be held as a virtual experience.
Like many of you, I have come to envision National Convention as the light at the end of this dark tunnel; something we can set our sights on and look forward to during this difficult time. However, it is my responsibility to examine and balance all the factors with which we are dealing in order to decide whether we can safely stage our annual convention. It will be a very difficult choice regardless of what is ultimately decided because I know there are feelings on both sides; be assured it will be made based on the best information and guidance from the nation’s scientists and federal/local officials, with our ultimate concern being the safety of the membership.
As planning for the National Convention continues, I can assure you that if we are unable to hold the convention, any payments provided will be refunded as follows:
Pre-Registration
Those who make their payment for Pre-registration will be issued a full refund if the convention is ultimately canceled. Note that the on line Pre-registration is set to open on May 1, 2020.
Hotel Reservations
Currently, members pay a deposit to make a room reservation. That deposit is applied to the room reservation unless a member cancels the room reservation within the hotel cancelation policy. However, if the convention is canceled due to Coronavirus concerns and members are forced to cancel their hotel room reservations room deposits will need to be refunded.
Most hotels with in the Elks room block have reduced staff. With that the hotel reservation process at each hotel has slowed down considerably. My recommendation would be to collect all room reservations and submit on a rooming list starting the first week of May. Then follow up each week with additions/cancelations and updates.
On April 20 I am asking that all housing coordinators send me a current room block count for their state. My fear is we will not be hitting our attrition numbers for all the hotels and want to start putting a plan of action to present to the hotels when they come back on line.
Airline Reservations
Grand Lodge has currently stopped booking flights till April 15, at that time we will reevaluate when to re-open the online program a2b for travel of the Grand Lodge committees and Officer.
Many airlines show flexibility around rebooking and waving change fees. Please check with your airline or travel agent, be aware they have specific flight dates associated with this flexibility. Here is a website with more information relating to airline policy.
https://www.airfarewatchdog.com/.../covid-19-flight.../
Exhibitor Packets will not be sent out till after May 15.
We all recognize that much of our decision will be tied to how well America heals during the month of April. I hope that all of America will commit to social distancing, adhere to precautionary hygiene and follow other important recommendations from the Centers for Disease Control and Prevention, so that we can slow the spread of the virus, save lives and return to our normal way of life. We are in this together, and together we will Rise and Shine for America.
Respectfully,
Tina M Haran
Convention & Meetings Director
B.P.O. Elks, USA
773-755-4838
Message from James Nichelson, PGER National Convention Commission Chairman:
I express my sincere appreciation to all of you who are working on the front lines during the Coronavirus response efforts and for all who are staying at home so that we can slow the spread of the pandemic. Our number one priority is the health of our members and our communities during this national emergency.
We are all understandably concerned about the ability to convene the National Convention in three months. Please be assured that we are closely monitoring all the latest developments to consider what is safest for our members, what will be allowed and how we must plan for contingencies. At this time, it is still our intention to hold the 156th Grand Lodge Session in Baltimore, MD , July 4-8, 2020. As the government has continued guidance to follow social distancing requirements through all of April, a final decision will be made and announced to members on or before May 15, 2020, as to whether or not the convention will be held, canceled, delayed or modified to be held as a virtual experience.
Like many of you, I have come to envision National Convention as the light at the end of this dark tunnel; something we can set our sights on and look forward to during this difficult time. However, it is my responsibility to examine and balance all the factors with which we are dealing in order to decide whether we can safely stage our annual convention. It will be a very difficult choice regardless of what is ultimately decided because I know there are feelings on both sides; be assured it will be made based on the best information and guidance from the nation’s scientists and federal/local officials, with our ultimate concern being the safety of the membership.
As planning for the National Convention continues, I can assure you that if we are unable to hold the convention, any payments provided will be refunded as follows:
Pre-Registration
Those who make their payment for Pre-registration will be issued a full refund if the convention is ultimately canceled. Note that the on line Pre-registration is set to open on May 1, 2020.
Hotel Reservations
Currently, members pay a deposit to make a room reservation. That deposit is applied to the room reservation unless a member cancels the room reservation within the hotel cancelation policy. However, if the convention is canceled due to Coronavirus concerns and members are forced to cancel their hotel room reservations room deposits will need to be refunded.
Most hotels with in the Elks room block have reduced staff. With that the hotel reservation process at each hotel has slowed down considerably. My recommendation would be to collect all room reservations and submit on a rooming list starting the first week of May. Then follow up each week with additions/cancelations and updates.
On April 20 I am asking that all housing coordinators send me a current room block count for their state. My fear is we will not be hitting our attrition numbers for all the hotels and want to start putting a plan of action to present to the hotels when they come back on line.
Airline Reservations
Grand Lodge has currently stopped booking flights till April 15, at that time we will reevaluate when to re-open the online program a2b for travel of the Grand Lodge committees and Officer.
Many airlines show flexibility around rebooking and waving change fees. Please check with your airline or travel agent, be aware they have specific flight dates associated with this flexibility. Here is a website with more information relating to airline policy.
https://www.airfarewatchdog.com/.../covid-19-flight.../
Exhibitor Packets will not be sent out till after May 15.
We all recognize that much of our decision will be tied to how well America heals during the month of April. I hope that all of America will commit to social distancing, adhere to precautionary hygiene and follow other important recommendations from the Centers for Disease Control and Prevention, so that we can slow the spread of the virus, save lives and return to our normal way of life. We are in this together, and together we will Rise and Shine for America.
Respectfully,
Tina M Haran
Convention & Meetings Director
B.P.O. Elks, USA
773-755-4838