Note: You can also find the Google Doc form of this policy here.
Super MAGFest departments may request suites for departmental functions and/or on behalf of an external contact, like a guest, performer, contractor, or other comped partner.
In order to request a suite, your department MUST fill out the departmental suite request form for the appropriate event, usually available in mid-fall. Other methods (including posting in Slack, asking a div head, emailing the hotel team, or bribing Colette with nice beer) are not necessary and may slow down the process or inadvertently cause your request to be overlooked. Filling out the form is all you need!
MAGFest has a limited number of suites that we are able to reserve for the event. Therefore, we reserve the right to approve or deny suite requests at our discretion based on use, availability, logistics, and fairness. As a reminder, the ability to book a suite is a privilege in itself that most people do not receive--even most staffers and guests.
For Super 2022, the departmental suite request form is available at: https://forms.gle/ZwYzjidi9Zpowpw56
Some departments utilize suites as gathering or working spaces for their staff, or simply as bigger sleeping spaces. Even if your department is approved for a suite in a given year, you will still have to submit a request each year. An approval for one year does not signify approval forever. MAGFest giveth and MAGFest also sometimes taketh away (although we try not to if we don’t have to).In requesting a suite at the Gaylord, you will need to provide the following information on the request form:
Unless a suite is critical for department function (i.e. Treasury & Staff Suite), it must be paid for out-of-pocket and in advance by the individual staffers utilizing the space. That is to say, you cannot use your department’s budget to cover the cost of a suite. However, we will reduce the cost of the suite to reflect a “credit” for each hotel-eligible staffer housed in the space. In a standard Double-Queen room, MAGFest places 4 staffers and covers all nights that the staffers are working. For Super 2022, a standard room costs MAGFest about $204/night, which equals a “credit” of $51/staffer/night. We used these numbers to determine the detailed rates below.If you request to book a suite for a night on which your staff are not working (i.e. before your load-in shifts or after your load-out shifts), you are fully responsible for that evening’s room cost. Neither the overall staff rooms budget nor your department’s budget may be used to cover the cost of extra room nights (in other words, there will be no “credit” for extra room nights as MAGFest would not normally be housing you on those nights). In addition, requesting specific suites outside of the event dates is subject to the hotel’s availability and is therefore outside of MAGFest’s control.
Has one included king bed and one pullout couch. Event rate is $311/night.
Price includes one adjoining king bedroom and one pullout couch in the suite itself. Event rate is $391/night. The second adjoining bedroom (a Double-Queen) may be requested as standard staff crash space for 4 additional staffers via STOPS--we will do our best to accommodate these requests, but cannot guarantee them.