aws re:invent 2017 · are re:invent passes required to use this space? • the meeting host must be...
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AWS re:Invent 2018B O O K A B L E M E E T I N G S P A C E
• Looking for space at AWS re:Invent 2018 to host a meeting or reception? Our bookable meeting space is your solution.
• Business meetings will be hosted at the Encore Hotel and are available Monday, November 26 – Thursday, November 29 between 8am and 6pm.
• Receptions will be hosted at either Encore or Aria Hotels and are available Monday, November 26 – Thursday, November 29 between 6pm and 10pm.
• If your meeting or reception is at the Encore hotel, the Bookable Meeting Space concierge desk is located by Encore Ballroom 7 and across from the Brahms Ballroom. If your meeting or reception is at the Aria hotel, the Bookable Meeting Space concierge desk islocated at the East Conference Center registration desk outside the Mariposa Ballroom.
• Meeting space is available in 2 hour and 4 hour blocks of time. Standard reception space is available in 4 hour blocks. If you are interested in multiple meetings, or for blocks of time outside of the standard reservation options, just let us know. [email protected]
• A variety of meeting room options, capacities, and configurations are available. See pages 7-9. Some small meeting rooms have fixed furniture, please be sure to review options and restrictions upon booking.
• A standard set of resources are included in your rental. (see chart, page 6) Additional audio visual, catering, and meeting supplies can be added at your expense. Please contact [email protected] for information on ordering additional resources.
Meetings & receptions overview
Booking process
• Determine how many guests you anticipate hosting, length of your meeting, and your meeting room set requirements. See
enclosed chart on page 6.
• Full facility fee is due upon time of booking. Confirmation of your payment and booking will be sent to you. Additional fees for
add-ons (e.g. catering, audio/visual) will be charged between the time of booking and October 26th to ensure no additional rush
fees.
• After confirming payment, a receipt will be sent to you, at which time you can begin planning your meeting and inviting
attendees.
• Review cancellation policy. See page 4.
• See page 6 for room inclusions. If you would like to add enhancements beyond what is included, please reach out to
• Use the Booking Tool to submit your inquiry. Click here to be redirected to the Booking Tool.
Payment and cancellation policies
• FRIDAY, AUGUST 31
• On or after this date, 50% of the room rental fees and 100% of audio visual and catering add-ons will be refunded if space is released.
• FRIDAY, OCTOBER 26
• On or after this date, no refunds will be issued for cancellation on rental fees, audio visual, or catering add-ons.
• Full facility fee is due upon time of booking. Confirmation of your payment and booking will be sent to you. Additional fees
for add-ons (e.g. catering, audio/visual) will be charged between the time of booking and October 26th to ensure no
additional rush fees.
• After confirming payment, a receipt will be sent to you, at which time you can begin planning your meeting and inviting attendees.
Friday, August 31Cancellation Policy: On or after this date, 50% of the room rental fees will be refunded if
space is released.
Monday, October 15
All audio visual and catering requests must be submitted. Any changes past this date will
incur a 15% rush charge for audio/visual and catering only and depending on the request,
may also incur additional charges.
Friday, October 26 Cancellation Policy: On or after this date, no refunds will be issued for cancellation on
rental fees, audio visual, or catering add-ons.
Monday, November 5On or after this date, the price for reservations, audio visual and catering add-ons
increases by 15%. Any changes from initial order would incur an additional 15% rush fee.
Monday, November 19On or after this date, the price for reservations, audio visual and catering add-ons
increases by 30%. Any changes from initial order would incur an additional 15% rush fee.
Bookable meeting space timeline
SMALL
CONFERENCE
MEDIUM
THEATER
MEDIUM
ROUNDS
MEDIUM
HOLLOW
SQUARE
LARGE
THEATER
LARGE
ROUNDS
LARGE
RECEPTION
Capacity* 14-20 40 40-50 24 70-114 80-150 250-600
IN-ROOM INCLUSIONS
Plasma Yes No No No No No No
Projector and screen No Yes Yes Yes Yes Yes Yes
Sound system &
(2) micsNo Yes Yes Yes Yes Yes Yes
Power to table Yes No Yes Yes No Yes No
Wireless Internet Yes Yes Yes Yes Yes Yes Yes
PRICING
2 Hour Rental $2000 $2500 $2500 $2500 $3000 $3000 Not Available
4 Hour Rental $4000 $5000 $5000 $5000 $6000 $6000$6600 + F&B
Minimum
t
* Inclusive of seating capacity, does not include catering service
Room information and pricing
Conference room layoutSMALL ROOM SIZE / CAPACITIES RANGE FROM 14 – 20
* Small meeting rooms have both variable and fixed furniture. Please inquire further to ensure your small meeting room furniture matches your day of needs.
Sample fixed board room for reference
DEBUSSY 1
DEBUSSY 2RAVEL – FIXED PUCCINI - FIXED
VIVALDI STRAUSS
Sample medium room for reference
ENCORE BALLROOM 3
ENCORE BALLROOM 1
CHOPIN 2 CHOPIN 1
SCHUBERT
Conference room layoutMEDIUM ROOM SIZE / CAPACITIES RANGE FROM 24 – 50
Sample large room for reference
ENCORE BALLROOM 2CHOPIN 3CHOPIN 4
LARGE ROOM SIZE / CAPACITIES RANGE FROM 70-150
Conference room layout
Sample reception for reference
LARGE LUNCHEON OR RECEPTION / CAPACITIES RANGE FROM 250 – 600
Conference room layout
LEGEND:
SMALL | 14 - 20 people
MEDIUM | 24 - 50 people
LARGE | 70 – 600 people
BOOKABLE MEETING SPACE CONCIERGE DESK
LEVEL — 1
Encore ballrooms & meeting rooms
LEVEL — 2
Encore ballrooms & meeting rooms
LEGEND:
SMALL | 14 - 20 people
MEDIUM | 24 - 50 people
LARGE | 70 – 600 people
BOOKABLE MEETING SPACE CONCIERGE DESK
LEVEL — 3, EAST CONFERENCE
Aria ballroom
LEGEND:
SMALL | 14 - 20 people
MEDIUM | 24 - 50 people
LARGE | 70 – 600 people
BOOKABLE MEETING SPACE CONCIERGE DESK
What is included in the cost of the room rental?
• Please reference page 5 for detailed information. Anything above and beyond the inclusions will be charged to the meeting host. Please reach
out to [email protected] for additional audio visual or catering needs.
Can meeting rooms be booked for longer than 4 hours?
• Yes. If you are interested in multiple meetings, or for blocks of time outside of the standard reservation options, just let us know. We are happy
to work with you to review your request and determine further availability. [email protected].
How do I update my event information?
• You will be able to re-enter the booking tool via a link in your confirmation email.
Can I get a receipt for my event?
• Upon completing payment for booking your event, you will be sent a confirmation email with payment receipt details from
[email protected]. Be sure to check your junk mail folder if you don’t see an email in your inbox.
Are re:Invent passes required to use this space?
• The meeting host must be a registered re:Invent pass holder. Meeting participants who do not have a re:Invent pass will be required to get a
wristband at the Bookable Meeting Space concierge desk for identification purposes.
What is the cancellation policy?
• Reference the Cancellation Policy on page 4.
• Please notify the Bookable Meeting Space concierge desk should unforeseen challenges occur on the day of your event.
FAQ / General
How soon can I arrive for my meeting or reception?
• Meetings are scheduled throughout the day, and there may be a group preceding your contracted space, as well as, arriving after you conclude
your meeting. Meeting space is generally available one half hour (30min) prior to your event start time, and must be exited within fifteen minutes
(15min) after your contracted event ending time.
Who do I contact the day of my meeting or reception?
• Please connect with your Bookable Meeting Space concierge located at a Information Desk at your contracted location. They are available to
review the site with you and answer any questions prior to your event.
How do I ship materials for my event?
• Both Advance Warehouse Shipment and Direct to Show Shipment options are available. To contact our Shipping Team, please email
[email protected]. All shipping is managed through our Shipping Team to ensure seamless and successful shipping arrangements.
Will there be additional staffing onsite to help direct my guests?
• Yes. There will be event staff available to help direct and assist guests attending your meeting.
What changes or additions can be made onsite?
• Any day of changes to audio visual or catering is not guaranteed. If the property is able to accommodate the request, an additional 15% rush fee
will be incurred by the client. All meeting blocks are designed to support the best possible use of space and resources. Changes to room layout,
tables, chairs, linens, etc. are limited and not guaranteed.
What is the final date to make changes to AV or Catering?
• All audio visual and catering requests must be submitted by Monday, October 15. Any changes past this date will incur a 15% rush charge.
FAQ / Event Details
Who can I contact if I still have questions?
• Please reach out to our Bookable Meeting Space Team with any additional questions regarding booking meeting space, [email protected].
FAQ / Other
Thank You