Epworth By The Sea
IDEAS Conference Participant Registration Form
Purchase Order

*Preconference begins Monday, June 1, 2020.
*Conference begins Tuesday, June 2, 2020 – Thursday, June 4, 2020.


Lodging Form Instructions:


Section 1: IDEAS Attendee Information

Participants pay Lodging Only.
The following meals will be onsite sponsored by the IDEAS Conference:
Tuesday, Wednesday and Thursday Breakfast
Tuesday and Wednesday Lunch
*Participants are on their own for supper each night.
Fill out contact information for conference attendee
*Roommates: List names of additional conference attendees sharing room with you.
*Each conference attendee must complete a separate lodging form.

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ROOMMATES ATTENDING IDEAS:
Each person attending IDEAS in room MUST complete a separate form/roommate.


Section 2: Family and Guest Information (Those staying at Epworth but not attending IDEAS.
No additional room charge for family or guests. There will be no meals provided for family or guests.


Section 3: Room Selection and Rates
Room rates are calculated on a per night basis [rate x night(s)] and include GA Hotel/Motel Tax (non-exempt). Exemption Forms required with payment. Forms will not be accepted after check-in. If forms are not received, you will pay the rate with tax. Reservations for each motel are on a first come first serve basis, based on availability. If you are rooming with another participant, each participant will pay ½ of nightly room rate.

Wheelchair accessibility located in Turner Lodge Motel (King bed with pullout sofa bed) and Pitts/Booth Motel (2 Twins or 1 King.)

*If tax forms are not received, you will pay the rate with tax.


*TURNER LODGE
Robertson Inn
*Pitts/Booth
Reynolds Apartments
Reynolds Motel
*Wheelchair Accessible Room (in requested building)


Section 4: Conference Attendee Cost Calculations
Enter room rate and multiply the rate times the number of nights and enter the total.
** Local Bed tax exemption. You MUST submit signed Bed Tax Exemption form (see your district procedures).
*** Payment must be made using school check or credit card and you must submit both a signed Bed Tax and State Tax (Sales) Exemption form (see your district procedures) to qualify for both state tax and local bed tax exemption. NOTE: Georgia requires a purchase order for all state-funded credit cards (state, local school districts, universities) and that are receiving state tax exemption.
Note: these rates also include a $5.00/night non-exempt State Hotel Room fee.
****Make sure to upload all tax forms that you are exempt from.


Section 5:
***Payment Information (for Personal Payments not being paid by school or county):
First Night's rate is required as a deposit and the balance must be paid upon check-in.

***Payment Information (only for school payments):
Payment of First Night's rate is required. Make checks payable to Epworth By The Sea (preferred payment method) or charge to MasterCard/Visa/Discover. Charges will be run upon receipt of lodging reservation form. First night’s lodging is required at time of booking and credit card charges are run upon receipt of lodging reservation. This section is used to calculate cost only if conference attendee's lodging is paid for on a school account. Use Section 5 if attendee is paying for lodging on a personal account (regardless if the fee is reimbursed).

My School/County will be funding my charges and payment will be received no later than May 7, 2020.
Credit Card Type
Authorization:
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Signature
clear


Section 6: Reservation Form Submission

Please submit this form online, or you may print & FAX to 912-634-0642, or mail to:
Epworth By The Sea
P. O. Box 20407
St. Simons Island, GA 31522
Reservations must be made online.
For any additional information regarding accommodations, contact June Davis:
jdavis@epworthbythesea.org or 912-638-4614

Additional Information:
Cancellation Policy: Full refund on or before May 7, 2020. After May 7 the first night's rate is not refunded. Any cancellations made after May 28, 2020 will forfeit the entire rate.
Any date changes made to reservations after May 28, 2020 will not be refunded.
Lodging Questions: Contact Epworth By The Sea. Phone: 912-638-8688 or email either jdavis@epworthbythesea.org or kmaloy@epworthbythesea.org.
Confirmations will be issued by Epworth By The Sea within 72 hours.

* CONFIRMATION OF YOUR RESERVATION WILL BE MAILED OR EMAILED TO YOU *
No phone reservations accepted. No pets or alcohol. Check in: 4:00 p.m. - Check out 11:30 a.m. Sometimes great opportunities are missed when too many people wait until the last minute to register. We cancel undersubscribed events so please register early. We don't want to cancel what you want!!
This form is for Epworth By The Sea ONLY.

PLEASE PRINT A COPY FOR YOUR RECORDS
BEFORE SUBMITTING THIS FORM.