1. Rooms Must be reserved by use of this lodging form. Please type or print clearly.
INITIAL LODGING REQUEST DEADLINE IS MARCH 6, 2010. After this date,
hotel assignments will begin.
2. You can submit your forms by fax or mail. No phone calls or emails will be
accepted for room reservations (follow-up correspondence will be sent via fax OR email).
3. Tax Exempt form from school must be submitted with lodging form. This exempts schools form 9.75% sales tax ONLY. Local Lodging tax of 2.25% is still applicable.
4. The forms will be accepted on a first come, first served basis.
5. Music Road Hospitality will assign schools to hotels, based on date of receipt of
form, but reserves the right to move groups to different hotels up to 30 days prior to arrival to make “best fit” to make maximum use of space.
6. Hotels will be assigned at random and are subject to change. Music Road Hotel and Music Road Inn are host hotels and have similar amenities.
7. Music Road Hotel has many different room types. Assignment of the rooms will
be random in order, with the goal of keeping schools together.
8. Advisors and teachers which can take a king room should be indicated on the
form. This allows best use of rooms and will assist in keeping groups together. In addition, many king rooms will also have a Jacuzzi, which only adults, chaperones and teachers will be assigned into.
9. Once Lodging form is received, you will be sent a confirmation with the total dollar amount of your rooms, and a rooming list form. A 25% DEPOSIT FOR ROOMS RESERVED WILL BE DUE WITH YOUR ROOMING LIST ON MARCH 6TH, 2010. Full payment for the rooms you will be responsible for will be due UPON ARRIVAL. This will allow adjustments to your room block. Please DO NOT excessively over estimate the rooms you will require, as this may prevent another school from staying in a host hotel. Last day to drop rooms will be March 6 ,2010. After this date, a one night penalty will be charged for each room dropped.
10. DAMAGE DEPOSIT: Each school will be required to provide a $100.00 damage deposit, which must be provided separately from the final payment OR deposit. If no damage is assessed to a school, the deposit will be returned to the school via check.
11. Changes: If you need to make changes to your room block (additions or
subtractions), you will be sent instructions with your confirmation. Your change will be made and a confirmation faxed to your school.
COMPLETE LODGING FORM AND RETURN TO:
MS. HEATHER SIMS MUSIC ROAD HOTEL
303 HENDERSON CHAPEL ROAD, PIGEON FORGE, TN 37863
FAX 865-286-2236
