CONTENTS

PART 1 REUNION PLANNING

·      This part deals with the extensive planning phase operations.

·       Included are outlines of actions taken and accomplishments achieved.

·      Also descriptions of where we are and how we got there.

1.         Reunion Plan Key Features

2.         The Internet-Based Surveys

3.         Hotel Selection

4.         Flexible Itinerary

5.         Featured Activities

6.         More Time to Relax, Socialize, and Tour

7.         Keep Costs Down

8.         AOG Support

9.         Accessibility Needs

10.       Welcome Packets

11.       Registration Table

12.       Concierge

13.       Class Supply Own Food and Beverage for Hospitality Rooms

14.       Hospitality Rooms

15.       Memorial Room

16.       Complimentary Buffet Breakfast

17.       Discount for Banquet Meals

18.       Dinner Wines

19.       Option to Change Room Commitment after Contract Date

20.       Room Cancellation Policy

21.       Shuttle Service

22.       Buses

23.       Memorabilia

24.       Alcoholic Beverages

25.       In-room WiFi

26.       Room Reservations

27.       Billing and Payments

28.       Banking

29.       Name Tags

30.       Photos

PART 2 Execution PHASE

·      This part deals with the execution of the reunion.

·       Included are execution info and descriptions of various activities, events, and general operations.

31.       Master Schedule

33.       Hospitality Rooms

34.       Transportation Plan

35.       Bus Transportation on Post

36.       Cemetery

37.       Tuesday 10 May

38.       Wednesday 11 May

39.       Thursday 12 May

40.       Thursday 12 May - Dinner

41.       Friday 13 May

42.       Friday 13 May – Kykuit Tour and Lunch

43.       Friday 13 May – CIA Group Tour & Lunch

44.       Saturday 14 May

45.       Saturday 14 May – Hyde Park

46.       River Cruise and Constitution Island Tours

47.       Friday 13 May – Kykuit Tour and Lunch

48.       Saturday 14 May – Dinner

49.       Sunday 15 May

50.       Sunday 15 May – Church Services

51.       Sunday 15 May – New York City

52.       Sunday 15 May – 9/11 Memorial

53.       Sunday 15 May - Dinner

54.       Monday 16 May

60.       Monday 16 May - USMAPS Tour

56.       Monday 16 May – Lunch in Ike Hall

57.       Tuesday 17 May

58.       Tuesday 17 May – Alumni Exercises

59.       Tuesday 17 May – Parade

60.       Tuesday 17 May - Lunch in Wash Hall

61.       Tuesday 17 May -  Memorial Service

62.       Tuesday 17 May – Class Dinner

PART 3 Support Teams

·      This part deals with the many support teams that will make the reunion function smoothly.

·      The teams are composed of classmates who have volunteered to help manage the reunion.

·      Following are outlines of team responsibilities.

To Support Teams

• Admin Team

• Audio/Video Team

• Boat Cruise Team

• Decorations Team

• Dinner Teams

• Entertainment Team

• Finance Team

• Golf Team

• Hospitality Rooms

• Memorial Service

• Memorial Room

• Name Tags

• Photography

• Prep School Tour

• Hyde Park Featured activity

• NYC Featured Activity

• Transportation

• Wine

APPENDICES

·      Event Guides will be prepared for each of the major events.

·      This part includes copies of the preliminary Event Guides

·      Each are drafts and will be finalized when registrations are recorded.

·      Each plan include the event coordinators names, an overview, a conops, transportation plan, a timetable for the event, suggested attire (if appropriate), and an attendee list.

Event Guide Fri 13 May Kykuit Tour and Lunch

Event Guide Fri 13 May CIA Tour and Lunch

Event Guide Sat 14 May Hyde Park

Event Guide Sat 14 May River Cruise and Constitution Island Tour

Event Guide Sun 15 May River Cruise and Constitution Island Tour

Event Guide Sun 15 May New York City

Event Guide Mon 16 May USMA Prep School  

Event Guide Mon 16 May River Cruise and Constitution Island Tour

Event Guide Mon 16 May Alumni Activities 1

Event Guide Tue 17 May Alumni Activities 2

PART 1 PLANNING PHASE

·      This part deals with the extensive planning phase operations.

·       Included are outlines of actions taken and accomplishments achieved.

·      Also descriptions of where we are and how we got there.

1.      Reunion Plan Key Features

• Reunion Plan Based on Class Preferences
  • We used internet-based surveys to survey all classmates and widows to get their inputs for planning the reunion.
  • From these surveys, we determined where they wanted to go for the reunion and when they wanted to go there.  We learned what they liked about past reunions, what they did not like, and what they would like to see for the 60^th.
• An Outstanding Hotel for Our Preferences
  • For the 55^th, we looked at 17 or so potential locations, down-selected to five hotels that met our initial selection criteria, gained more insight allowing two of the five to be eliminated, obtained updated proposals from the three finalists, and picked the hotel that offered the best overall value to the Class.
  • The Park Ridge Marriott was the clear winner with several very valuable concessions and significant cost benefits.
  • Based on the work for the 55^th, we looked at five hotels.  The Park Ridge Marriott was again selected for similar reasons.
• More Time to Relax, Socialize, and Tour
  • The Class felt that past reunions’ agendas were too full and folks had to rush from one event to the next – they wanted more time to relax and socialize.
  • For the 60^th we have a five-night/four-day event base period with options for extending before or after the base period, multiplying the free time available many-fold when compared to past reunions.
• Private Places to Meet, Relax, and Enjoy Old Friends
  • We had no hospitality room for past reunions. 
  • For the 60^th, we have three comfortably furnished hospitality rooms that we stock with snacks, beverages, and full bar. 
  • All one can eat and drink available 24 hours a day included in their social package.
• A Flexible Itinerary
  • Numerous options for day trips, tours, or visits – none mandatory - every event is optional.
  • A lot of free time for attendees to pick and choose what they want to do.
• A Streamlined Transportation Plan
  • Buses are optional.  Attendees only pay if they use the bus.
  • POVs are transportation options for all events. 
  • No assigned buses.  Riders simply load the first bus in the line.
  • No waiting in Buses.  Buses load and leave when full.
  • No bus convoys.  Buses travel individually.
  • Gals travel on later buses for Grad parade.  No dead time waiting for parade start.
  • While at West Point buses will run continuously as shuttle buses on post running round-robin circuits around the post. 
  • Buses will depart West Point individually when full, so that personnel can depart when they wish.
• Lower Costs
  • We have many cost saving initiatives; including, tax-free room price at the same rate paid for a room for the 50^th, discounted price for the breakfast buffet, free WiFi, hospitality rooms we stock with snacks and beverages, Class supplied wines at dinner with reduced corkage fees, 15% cost discount from posted hotel catered dinner prices, buses optional – pay only if they request a bus, classmates for photography rather than professional photographer, electronic Welcome Packets rather than hard copy, memorabilia by request only, and free hotel shuttle available all days for use within 3 miles of the hotel.
  • The cumulative cost savings for the Class as a whole for the 55^th was over $100,000 when compared to the prices for the 50^th reunion.
  • Similar significant savings are projected for the 60^th.
• A Memorial Room to Remember Our Deceased Classmates
  • This is a dedicated room at the hotel with a one page tribute for each of our deceased classmates on the walls of the room. 
  • It is a quiet room, separate from the hospitality room, in which folks can walk the walls and think about and remember guys they knew. 
  • Additional items will be in the room, such as the Howitzers, Registers, 50^th Yearbook, cadet uniforms, tar buckets, etc.

2.      The Internet-Based Surveys

a.       For the 55^th, all inputs required from the Class were collected by on-line survey using a free Google app called Google Forms.  This is free download from the Google store.

b.      Survey 1 Covered all aspects we needed to start the process, including:

                                                  i.      What we liked about past reunions

                                                ii.      What we did not like about past reunions

                                              iii.      What we would like to see for the 55^th 

c.       Survey 2 Dealt solely with potential alternative locations.

                                                  i.      In this survey we included every suggested location we received in Survey 1.

                                                ii.      We considered 36 or so potential locations for the reunion.

                                              iii.      All suggested locations were included, whether we thought they were viable or not.

                                              iv.      West Point was the most popular choice by a wide margin.

d.      Survey 3 was used to determine when to have the reunion.

                                                  i.      Class said they preferred to have the reunion in May, Sep, or Oct, by wide margins over other months

                                                ii.      We offered for consideration three spring choices (Retiree Appreciation Weekend, Open Weekend, and Alumni Weekend) and two fall choices (Football Weekend and non-Football Weekend).

                                              iii.      Winner was Alumni Weekend by almost three to one over second choice, Football Weekend

e.       Survey 4 was an update to get the latest room count.

                                                  i.      We needed the best projection possible for those planning to attend to get a room count for final negotiations with the hotels

f.        Survey 5 was the final survey and was used to get complete registration input.

                                                  i.      This survey collected all data needed to make hotel reservations, plan group events, get headcounts for all events, plan transportation, plan meals, etc, etc

                                                ii.      The output of this survey, downloaded in an excel file, became the database for all planning, the spreadsheet for cost calculations, and the billing worksheet.

                                              iii.      The billing was particularly important, because since everything was a la carte, each person’s bill was unique.

g.      These surveys were invaluable in getting preferences from all stakeholders and defining the broad parameters of the reunion.

                                                  i.      The surveys allowed us to gather unfiltered input from the entire class so that we could be sure we were moving in the direction that the majority of the class wanted. 

                                                ii.      We determined where the class wanted to go and when they wanted to go there.  We know what they liked about past reunions, what they did not like, and what they would like to see for the 55^th.

                                              iii.      All data needed for registering, hotel reservations, headcounts for events, and billing were included in the survey.

h.      As far as I know, no class has ever had the benefit of this level of understanding.

i.        We used all these data to prepare for the 60^th.

3.      Hotel Selection

Hotel Selection for the 55^th.  NOTE - Most of these comments apply to the hotel selection for the 60^th.

a.       Executive Summary

                                                  i.      For the 55^th, competition, communication, and articulating our wish-lists were key factors in finding the best hotel for our purposes.

                                                ii.      We looked at 17 or so potential locations.  Communicated with hotel reps, gave them our top level wish-list, and obtained preliminary proposal info from the reps.

                                              iii.      From the preliminary inputs, we down-selected to five hotels that met our initial selection criteria.  We refined our wish list, provided it to the hotel reps, then met face-to-face with them to explain each item on the list.  We asked them to respond to the list and give us preliminary proposals.

                                              iv.      We learned some things from the meetings and the resulting updated props.  From these insights, we eliminated two of the hotels that did not meet our minimum requirements and we refined our wish list.

                                                v.      We met again with the three finalists to once again go item by item thru our wish list and obtained final proposals from the three hotels.

                                              vi.      We ended with three offers that would work for us, but one was clearly better than the other two.  You saw the concessions the Park Ridge Marriott offered and the cost benefits, including the comparison with the 50^th costs – potentially a $100k+ cost differential for the class as a whole.

                                            vii.      So I learned again the value of competition, working closely with your supplier/vendor, and not being afraid to ask for what you would really like to have.

                                          viii.      For the 60^th, we applied the same thoughts, but limited the candidates to the top five from the 55^th review.

b.      Background

                                                  i.      During the period May 2013 to April 2014 we were in communication with and collected data from some 17 hotels that were potential locations for our lodging for the 60^th.  Based on these communications and the data collected we eliminated those that did not meet our minimum requirements and narrowed the options down to five hotels or combination of hotels in the case of the West Point location.  The five selected options were the Sheraton Mahwah (in Mahwah, NJ), Hilton Woodcliff Lake (in Woodcliff Lake, NJ), Park Ridge Marriott (in Park Ridge, NJ), Crowne Plaza Suffern (in Suffern, NY), and West Point combo (Thayer as base with overflow in the Five Star Inn (the West Point affiliated temporary lodging), Holiday Inn Express (in Ft Montgomery), and the Bear Mountain Inn).  Please recall that the Westchester Marriott (location for past three reunions) was not being considered because of distance and fact that Tappan Zee Bridge is under construction during the reunion period causing delays crossing the river that will be undesirable/unacceptable.

                                                ii.      The first site visits and tours of the five candidate venues were completed during the period 15-18 April 2014 by Spoon, Button, and Gary.  They met with the hotel sales representatives; discussed and explained the items of particular interest to the class; toured the facilities, including meeting rooms, banquet rooms, restaurants, bars, guest rooms, suites, spas, etc, etc.; collected and recorded relevant data to support comparative evaluations of the venue options; and requested that the representatives forward answers to various questions that could not be answered on the spot and updated proposals.  Each of the reps subsequently responded with answers and updated offers from their hotels.  Based on the tours, data collected, and subsequent inputs from the hotels we dropped the West Point hotels (Thayer, et al) and Sheraton Mahwah from further consideration because of serious issues with their offerings that made them unsatisfactory venues for the Class.

                                              iii.      The second site visits to the three finalists (Park Ridge Marriott, Hilton Woodcliff Lake, and Crowne Plaza Suffern) were completed on 1 and 2 July 2014 by Button and Gary.  The purposes of these meetings were to clarify the current thinking about interest items for the Class, explain additional concessions we asked that the POC’s consider, and request updated proposals from the hotels.

                                              iv.      Subsequent to the second meetings we received updated proposals from the three hotels.  All three responded positively to our list of concerns, requests for additional concessions, and our amended items of interest.

                                                v.      We then integrated all the inputs from the visits and proposals, conducted the evaluation, and selected the best candidate for the reunion.

c.       Reference Data

                                                  i.      The attached Excel file (Hotel Comparisons) contains seven spreadsheets that integrate the data we collected from the hotels for the 55^th review, relevant data from our reunion surveys, selected data from the 50^th reunion, commentary on these data, and an assessment of the candidate hotels.

                                                ii.      There is a lot of detail in these spreadsheets, so you may want to read on down and refer back to selected spreadsheets as you go along.

                                              iii.      Tab A Hotel Comparisons.

1.      Provides a detailed comparison of the hotels and their respective responses to our many requests for concessions and items of interest.

2.      Contains comparisons of physical characteristics; such as numbers of rooms, accessibility considerations, banquet rooms, hospitality rooms, restaurants, and amenities.

3.      Includes cost comparisons for key cost drivers, such as room, breakfasts, dinners, and beverages.

4.      Incorporates a comprehensive list of concessions offered by the hotels in response to our requests and key contract terms and conditions that are of particular interest to us.

5.      Shows the evaluation of each of the items by color coding each field. (see Tab B for definitions of the color ratings)

                                              iv.      Tab B Color Rating Definition

1.      Provides definitions of the color ratings used to evaluate the various attributes included in Tab A Hotel Comparisons

d.      Tab C Evaluation Overview

                                                  i.      Provides a summary of the overall evaluation of each hotel, including the rationale for eliminating the Thayer and the Sheraton Mahwah and strengths and weaknesses of the three finalists’ offers.

e.       Tab D Cost Analysis

                                                  i.      Includes the cost data for each hotel and the analysis of costs to determine the “Social Package” cost for each hotel.

                                                ii.      Data are shown for both the With-Alcohol option and the Without-Alcohol option and the average of these for the projected demographics for the reunion.

                                              iii.      Included are costs per couple per day, total for Class by day, and total for Class for entire reunion period.

f.        Tab E 50^th Costs

                                                  i.      Shows the costs for various items of interest at the Westchester Marriott for the 50^th

                                                ii.      These data were used for comparisons of hotel offerings for the 55^th vs what we paid in 2011 and what prices would be if we used the 2011 data for the 55th^th.

g.      Tab F Room Requirement Analysis

                                                  i.      Shows the basis for projecting the number of rooms we require for the 55^th.

                                                ii.      Data are taken from the recent reunion survey, which requested input from the Class regarding their current plans to attend the 55^th.

                                              iii.      Totals are discounted to arrive at an estimated 50/50 point to use as the basis for planning at this time.

h.      Tab G Alcohol vs No-Alcohol Analysis

                                                  i.      Includes data from past mini’s in Orlando that indicate the percentages of attendees that prefer alcoholic beverages and those that prefer only non-alcoholic beverages.

                                                ii.      These data are used to estimate projected costs based on the ratio of the two options for the 60^th.

i.        Evaluation Summary

                                                  i.      Two options, West Point (Thayer/Holiday Inn Express/Gold Star Inn/Bear Mt Inn) and Sheraton Mahwah both had serious weaknesses, including some that were show-stoppers and cause for elimination from consideration. (see Tab A for details and Tab C for an overview)

                                                ii.      The remaining three (Park Ridge Marriott, Hilton Woodcliff Lake, and Crowne Plaza Suffern) all had physical attributes, such as banquet rooms, hospitality rooms, and guest rooms, that made them excellent options for the reunion.  None, however, were perfect. (see Tab A)

                                              iii.      All had the same significant weakness of being some distance from West Point, but all were closer than the Westchester Marriott.  This weakness is just a fact of life, since there simply are no acceptable venues closer to West Point than these three hotels.

                                              iv.      All three offered some favorable concessions and cost reduction initiatives, some beyond even our high expectations.

                                                v.      However, there were differences among these three in terms of responsiveness to our interests, concessions offered, contract T’s & C’s, and cost.

j.        The Winner

                                                  i.      The Park Ridge Marriott clearly separated itself from the other two hotels in its overall response to our Class interests and many requests. (see Tabs A and C)

                                                ii.      We selected this hotel for the reunion.

                                              iii.      The table below lists key features of the Park Ridge Marriott offer and the benefits of these features to the Class.

4.      Flexible Itinerary

a.      More flexibility was an issue mentioned frequently in the surveys.  Folks wanted a more flexible schedule.  They indicated that they felt rushed and herded with little time to relax.

b.      We are responding to these suggestions in several ways:

                                                  i.      We have a five-night/four-day stay, which opens up much more time to relax.

                                                ii.      There are no mandatory formations.  Every event is optional.

                                              iii.      There is a lot of free time in the itinerary for folks to pick and choose what they want to do.

                                              iv.      We have numerous options for day trips, tours, or visits.

                                                v.      We have optional “Featured Activities” each day, which I will talk about later.

                                              vi.      Buses are optional with POV car pools an option.

                                            vii.      We will stagger bus departures based on what folks want to do.

                                          viii.      We can move buses as they fill up rather than holding all until all are full.  We do not need all buses to travel in a big convoy.

5.      Featured Activities

a.      Several events and attractions were mentioned by large numbers of folks.  These, of course, included alumni events at West Point.  In addition, many indicated an interest in a day trip to NYC and attractions at Hyde Park, particularly the Culinary Institute.  So we are offering each day what I call a “Featured Activity.”  This is an activity that I anticipate a fairly good sized group will want to sign up for.  Here is the preliminary lineup.  This is subject to change based on survey inputs and attraction availability.

b.      Saturday – Hyde Park

                                                  i.      This package is a visit to Hyde Park, which, although often only associated with Franklin D. Roosevelt, in fact includes several interesting attractions. Travel time is about 80 minutes and I expect the folks will want to car pool.  However, buses can be arranged if there is enough interest.  Lunch and or dinner at CIA are options.  CIA usually hosts a dinner on Saturday nights.

                                                ii.      Attractions include:

1.      Home of Franklin D. Roosevelt

2.      Franklin D. Roosevelt Presidential Library and Museum

3.      Eleanor Roosevelt National Historic Site

4.      Val-Kill Cottage

5.      Vanderbilt Mansion

6.      Culinary Institute of America – Tour, lunch, and dinner options

c.       Sunday – NYC

                                                  i.      This package is a day-trip to visit New York City.  I think folks will opt for Travel by bus, but carpooling is an option.  Preliminary outline is departure from hotel at 0900 or so, drop off at the 9/11 Memorial between Rector and Thames St (a standard bus drop off spot).  Once in the city, participants can choose tourist buses, subway, taxis, and/or walking, plus any combination of these, as modes of travel between attractions. Attractions visited will be at the option of participants in groups or as individuals.  Return buses will pick up at Bryant Park, 42^nd & 6^th Ave (near Times Square).  Two return times, 1630 early departure and 2100 late departure for those that want to have dinner in the city.

                                                ii.      Many attractions in NYC.  Mostly folks will be on their own.

1.      I expect that the 9/11 Memorial will be popular, so set up group visit for that.

d.        Monday – West Point Day 1

                                                  i.      This package is a day-trip to West Point.  There are scheduled alumni activities and time for individual tours.  I expect that there will be mix of bus travel and POV car pools.  We will have continuously running shuttle buses on post moving between stops of interest.  All events are optional and we have options for travel times.

e.       Tuesday – West Point Day 2

                                                  i.      Similar to Monday, this package is a day-trip to West Point.  Again, there are scheduled alumni activities and time for individual tours.  I expect that there will be mix of bus travel and POV car pools.  We will have continuously running shuttle buses on post moving between stops of interest.  All events are optional and we have options for travel times.

6.      More Time to Relax, Socialize, and Tour

a.       In the surveys 80% agreed that we should have more time to relax and socialize.

b.      Many complained about agendas being too full and having to rush from one event to the next.

c.       Furthermore, I have for some time been puzzled about the fact that for mini-reunions we often have five-night/four-day events, but for the big five year reunions we jam everything into three-night/two day events.

d.      For the 60^th we are responding to the comments with several initiatives, including:

                                                  i.      A five-night/four-day event.  The old format had just a little time at breakfast, before dinner, dinner, and a little time after dinner for social time, say 12 hours or so over the entire period.  Our 60^th will have more like 40 hours available for free time.

                                                ii.      The new event spans four days, providing two days for the alumni activities at West Point and two days for any activity one chooses, including day trips to NYC and Hyde Park, the two special activities in the master plan.

                                              iii.      In addition, in the past we had no private room available to relax and meet.  For the 60^th we will have three comfortable hospitality rooms, fully stocked, and available 24 hours a day.

                                              iv.      We can also streamline the days at West Point, allowing us to leave at staggered times from the hotel and return at staggered times to the hotel from West Point.

7.      Keep Costs Down

a.       This is another hot button that a large number of folks commented on in the surveys or agreed with as a hot button.  We have done a lot to lower the costs compared to past reunions and keep the costs down.  I will just briefly list some of the initiatives here and provide more detail on most of them elsewhere in the document.

                                                  i.      Hotel Package.  The hotel package we selected and the concessions we obtained is a very significant cost reduction item for the class.  You have seen the cost impacts in some of my past memos.  Let me just repeat the comparison to the 50^th costs.

1.      If we used the Westchester Marriott costs from the 50^th and plugged them in for the 60^th.

a.       Average Cost per Couple per Day - Westchester Marriott prices would be about $115 per day higher

b.      Total Cost per Day for Entire Class - Westchester Marriott prices would be $20k+ per day higher

c.       Total Reunion Cost for Entire Class - Westchester Marriott prices would be $85k higher

                                                ii.       Room Costs

1.      50^th cost was $149.00 and did not include breakfast or wifi.

2.      60^th room cost ten years later is the same, $149.00, and includes free wifi.

                                              iii.      Tax on Room

1.      In the past we had to pay sales tax on the room.

2.      For 60^th we do not.

                                              iv.      Breakfast Costs

1.      For 50^th the average cost per person per day for breakfast was $25.00.

2.      Breakfast buffet for 60^th  is $14.50 per person.

                                                v.      Dinner Wines

1.      This is large savings for those that drink wine.  For past reunions, we had to buy by the glass or bottle at regular hotel bar prices.

2.      For the 60^th we can supply our own wines for cocktail hour and dinner with a reduced corkage fee.

                                              vi.      Banquet Dinners

1.      These are expensive and always more costly than if one were just to go to the hotel restaurant and eat.

2.      For 60^th, we have a 15% discount on banquet food prices.

                                            vii.      Hospitality Rooms

1.      In the past there were none.  So folks had no private place to relax and visit.  We had only the hotel bars and lobbies where we had to pay bar prices for beverages and snacks.

2.      For the 60^th, we will have three hospitality rooms that we can stock with food and beverages at our costs.  All you can eat and drink available 24 hours a day. All of the rooms are comp’d by the hotel. 

                                          viii.      Buses

1.      Before everyone had to pay for the buses, whether they used them or not.

2.      For 60^th, buses are optional.  If you want to use them you pay, if you do not want to use them you do not pay.

                                              ix.      Photographer

1.      We had professional photographers in the past.

2.      We will use class volunteers for this, since we are taking thousands of our own pics at these kinds of functions.

                                                x.      Welcome Packets

1.      We had hard copy welcome packages in the past.  Getting them together was labor intensive and costly.

2.      We will streamline and eliminate the costs by transmitting the welcome packages electronically on-line.

                                              xi.      Memorabilia

1.      In the past everyone had to pay for the items for the guys and gals, whether they wanted them or not.

2.      For 60^th, these are optional.  Folks that want them can buy them, those that do not want them do not have to pay for something they do not want.

                                            xii.      Hotel Shuttle

1.      I am not sure what we had in the past for a hotel shuttle, but I imagine it was limited if available at all.

2.      For the 60^th we have free hotel shuttle available all days for use within 3 miles of the hotel.

8.      AOG Support

a.       For many years the AOG has been a valuable resource for reunion planning and support.  Feedback I have gotten indicates that classes have been very pleased with the support they received.

b.      However, that support now comes with a price.  At some point in the not too distant past, I believe, the AOG decided to create categories of support and charge fees based on the level of support they provided.  Here is their menu.

c.       Here is my take on the options:

                                                  i.      No Cost. 

1.      Reunion Consulting.  I have gotten some help in this area, but not much on hotels.  We had to dig that out on our own.

2.      Data on classmates.  Ed Brown and Sam Weiss have all this.

3.      Email Lists.  Ed has the list and uses the AOG for distribution of our emails.

                                                ii.      At Cost

1.      We may use this.  Will get prices and compare with other printers.

                                              iii.      Black Package @ 5% of all monies processed

1.      Reunion info website – we do not need it.  We have a website.

2.      On-line Surveys – We are doing our own and these are much easier and convenient.

3.      Mail-in Registration.  We are not using mail-in.  Ours will be web-based using our survey app.

4.      On-line Registration.  This would be convenient, however, past reunion committees have recommended not using credit cards since there is substantial charge for such service.

5.      Cost of Black Package for us could be around $9000.  Not worth it to us since we would not use much, if anything, of the services offered.

                                              iv.      Gold Package @ 12% of all monies processed

1.      Includes all items above plus:

2.      Registration Packets.  Not needed if we go with my recommendation to do this electronically and eliminate the paper packets at the hotel.  I will discuss this later.

3.      Staff Registration Table.  This is helpful, but I am thinking we can streamline this and essentially do away with the old sign-in table of the past.   More to follow on this.

4.      Full Service Reunion Planning and Execution.  As we have seen, hotel negotiations are best done by the stakeholders.  The AOG would not and could not have gotten the many concessions we got – this confirmed by what the Class of 64 paid for their 50^th, some of which I had a chance to review.  Other things like stuffing packages we likely do not need.  Staffing and support during the reunion is valuable, but alone not worth the cost.

5.      Cost of Gold Package for us could be around $20,000.  Again way too much for the value of services we want or would use.

                                                v.      So my bottom line on AOG support is that there are some nice things they do, but except for some pay-as-you-go items it is way overpriced for the value the Class would receive.  We will not buy the AOG support.

9.      Accessibility Needs

a.      Accessibility needs are a critical factor for many of the reunion attendees.

                                                  i.      The Class hotel has 11 handicap rooms.

                                                ii.      Since the 55^th, it has remodeled all rooms and almost all have oversized walk-in showers. 

                                              iii.      We are also considered requesting assistance from the West Point hospital for portable aids.

b.      We will prepare a questionnaire and make personal contact with each person that requests a handicap room.  Topics such as following will be included:

                                                  i.      Can you make do with a standard room that has large walk-in shower?

                                                ii.      Are there aids that will help in a standard room?

                                              iii.      Is a wheelchair required for your party?

                                              iv.      Is there some alternative that I have not mentioned?

c.       The plan:

                                                  i.      First try to fit all in the Class hotel based on answers to the above.

                                                ii.      If we cannot meet all needs in the Class hotel, set up reservations in a hotel nearby that has the requested accessible features.  If we need to do this, the room cost in the other hotel will be the same as in the Class hotel and we will arrange free shuttle service back and forth between the hotels. 

                                              iii.      Priority for room in the Class hotel is based on the following:

1.      Whether someone in the party uses a wheelchair.

2.      Widows with accessibility needs

3.      The time registrations were submitted, i.e., first come/first served.

10.  Welcome Packets

a.       Traditionally, there have been welcome packets distributed at the hotel.  These have contained paper copies of agendas, events, welcome letter from class president, list of attendees, etc.

b.      Preparing and distributing these packets is costly, labor intensive, and of somewhat limited value in my opinion.

c.       We are replacing these paper copies with an electronic welcome package distributed by email to attendees prior to their arrival.  Attendees can decide what they want in hard copy and print that for themselves.

d.      In addition, all the latest information on events and tours will be posted in the hospitality room (see below for info on the HR).

e.       A few copies of selected items can be made available in the hospitality room for those that lose their copies or find they need a copy of something.

f.        Electronic Welcome Packet will include:

                                                  i.      President’s welcome letter

                                                ii.      Master plan

                                              iii.      Contact numbers for key players, eg Team leads, hotel, etc.

                                              iv.      List of Attendees

                                                v.      Registration Spreadsheet

                                              vi.      Hotel reservation list

                                            vii.      AAA maps to all major event locations.

11.  Registration Table

a.       In the past we had a registration table located somewhere in a hall or other space folks could find.  It had to manned for long hours the first two days.  Folks signed in here and picked up their welcome packets.

b.      We can do away with the registration table for the 60^th.  First, we will not have welcome packets to hand out, at least if we go with my recommendation.  Second, we now have a main hospitality room that is available 24 hours a day.  In this room we will have a concierge table manned by volunteers, all the admin and logistics info published on the walls, so people arriving can get all the hot skinny they need.  Third, we do not need a list of who has arrived, we can get this from the hotel each evening or first thing in the morning.

12.  Concierge

a.       There will be a concierge desk in the main hospitality room.

b.      The desk will be staffed by volunteers from the Admin Team during the times when there are a large number of people in the area, generally first thing in the morning and after 1600 or so.

c.       Concierges will be able to provide information on upcoming events and obtain answers to admin or logistics questions.

d.      Admin info will be posted in the main HR for reference.

13.  Class Supply Own Food and Beverage for Hospitality Rooms

a.       This is an option we have been able to obtain for our mini’s and for golfing grads.  So I did not expect this to be a major issue.

b.      I was wrong, it was a significant issue for the Main Hospitality Room.  It was not an issue for suites or guest rooms – here the hotels use a don’t ask/don’t tell approach.

c.       All the hotels have a contract clause that says that any food or beverage consumed in the hotel must be provided by the hotel.  Further, we learned that insurance requirements and state regulations require that all alcoholic beverages be served by the hotel.

d.      So when we asked for a main hospitality room, all readily agreed, but all said their policy was the hotel had to supply the food and beverages.

e.       I realized early on we were not going to change their minds about alcoholic beverages and any perishable snacks.  So we restated our request to be only non-alcoholic drinks and dry snacks.  We also made this a threshold requirement – ie, a must-have for us.  Class hotel agreed to our request to provide our own non-alcoholic beverages and snacks in the main hospitality room.  We also have tacit approval for us to do anything in our suites that we wished – don’t ask/don’t tell.

14.  Hospitality Rooms

a.       The number one item mentioned in the survey for things liked at the reunions was the chance to socialize with their classmates.  Unfortunately, prior to the 55^th past reunions did not have hospitality rooms to provide a comfortable private location to relax and meet with classmates. For the 60^th we will have three such hospitality rooms.

b.      Main Hospitality Room.  The main HR is one of the banquet rooms and is just across the hall from the large banquet rooms where we will have the class dinners. This will be the main room for informal social get-togethers, coordination meetings, reunion information, and cocktail hours before dinners.  The room will be available 24 hours a day.   The Class can stock the room with soft drinks, tea, coffee, and dry snacks (a concession that was somewhat difficult to obtain – a point I will discuss later).  State regulations and insurance restrictions prevent the hotel from allowing us to supply our own alcoholic beverages in this room.  It is a fairly large room that can handle 100-150 with a foyer for additional space for cocktail hours before dinner.

c.       Additional Hospitality Rooms.  The Marriott is comp’ing two suites that will be used as hospitality rooms for the class.  The suites are furnished with comfortable furniture and have bar areas with sink and refrig.  In these we are able to stock our own beverages, including alcoholic beverages, and snacks.  These suites will be available 24 hours a day to use for informal social activities.  What we do in these rooms is not subject to the restrictions on the banquet rooms mentioned above.  The suites will open on Thursday.

d.      Any member of the class can access these rooms at any time.  If the rooms are locked, the front desk will provide assistance to open the room.

e.       Users are responsible for straightening up and putting away any perishables when they depart.  Last one out turns off the lights and locks the door.

15.  Memorial Room

a.       When we toured Israel, Pete Gleichenhaus (our host) got us a tour of the Israeli West Point.  Pete’s friend who owns the tour company is a graduate and arranged the visit.  It was very interesting and occurred on their Memorial Day, so we not only got to visit the school, but also were invited to the evening Memorial Day ceremony.

b.      In Israel, all young persons must go direct from high school into government service, mostly to the IDF.  So their West Point is a high school.  The school is small and graduates 65 or so each year.  They go to college after their required government service.

c.       While we were visiting the school, the hosts took us to a room that they used as a memorial room for all the grads that had been killed in combat.  It was a simple room, but very meaningful.  On the walls were single page tributes to each of the fallen grads.  Picture and short bio.  The visit to the room made a deep impression on me and I think on all of us.

d.      As I thought about the room, it occurred to me that the idea would be something that we could have for our 55^th.  A Memorial Room at the hotel with a one page tribute for each of our deceased classmates on the walls of the room.  I envisioned a standard format with picture from the Howitzer, some basic data (DOB, POB, died xx, etc), maybe some short career history like is in the register, awards and decorations, and then the obit/writeup.  All sized to fit the template.  Most of the data are available at the class website.  A sample tribute page is attached.  It shows the current template we are using.

e.       There are currently 200+ deceased classmates/ex-classmates.  So pulling this together and creating the one page tributes for the walls is a fairly large job.  Bob Hampton agreed to do this for the 55^th and did a great job.  He has agreed to lead this effort again for the 60^th.

f.        The memorial room is a quiet room, separate from the hospitality room, in which folks can walk the walls and think about and remember guys they knew.  I reserved such a room at the Marriott.  Post-it notes are provided so that folks could write remembrances, eg “I remember xxxx………….”  There will also additional resources on the table, such as copies of the Howitzers, Registers, 50^th Yearbook.  Around the room will be memorabilia, such as cadet uniforms, tar buckets, etc. .

g.      Memorial Room team members will assist in monitoring room and straightening up.

16.  Buffet Breakfast

a.       Buffet breakfasts will be provided at a discount price in the hotel restaurant.

b.      When I reviewed the costs from past reunions and looked at what the hotels charge for private breakfast buffets, I decided that we would not plan on private breakfasts and let everyone decide on their own what they wanted and when. 

17.  Discount for Banquet Meals

a.       The costs for banquet meals are very high in my opinion.  So we requested some concession on the costs.

b.      We argued that at our ages we eat less.  So there must be some way that the chef can size the portions for seniors and therefore charge less.

c.       The Marriott responded with a 15% discount for banquet dinners.

18.  Dinner Wines

a.       The Class hotel offers the Class the option of supplying its own wine with a reduced cost corkage fee. 

b.      We will supply wine for each dinner.

19.  Option to Change Room Commitment after Contract Date

a.       Normally for these types of contracts, when you sign the contract you make a “Room Commitment”, which is included in the contract as a room “block”.  You then are guaranteeing that you will fill a certain percentage of these rooms (usually 80-90 percent).  If you fail to meet the min level the Class then has to pay for the unused rooms.

b.      Even though this is standard for all such contracts, as far as I know, I always felt it was inequitable to the extent that the customers signed the contract months or years in advance and had to take all the risk of meeting the original room block.  Further, I thought it was unfair because the hotels reservation cycle is just weeks or maybe a couple of months ahead of a reservation date.   Thus they were probably going to fill any unused rooms anyway.  In essence, they would be getting paid double for a room.

c.       Therefore, in our meetings with the hotel reps, we emphasized our concern about the age of our class at the reunion time and the unfortunate fact that we will lose attendees for emergency reasons right up to and even during the reunion.  Thus we asked for as much flexibility to change the block of rooms and the corresponding guarantee to as late as possible and to something that was equitable to both the hotel and the Class. 

d.      Again, the Park Ridge Marriott exceeded my expectations by supporting a 90 day decision date prior to Event Date to release any unsold rooms in block without group incurring any penalty.  This is a very valuable and important concession and one unique to the Marriott offer.  In fact, something that was beyond what I imagined we might achieve and one that I have never heard offered by any other hotel.

20.  Room Cancellation Policy

a.       Sometimes hotels put a cancellation restriction in the group contracts that is more restrictive (ie, further in advance of the check in time) than what they offer the regular customer.

b.      Therefore, we requested that our folks have the same cut off as any other customer.  The Marriott agreed and will allow room reservations to be cancelled up to 1800 on day of arrival with no penalty.

21.  Shuttle Service

a.       Many of the hotels offered some type of shuttle service for local travel.  In the case of the Marriott they offered complimentary shuttle service within a two mile radius, Monday – Friday.

b.      This did not really meet our needs since the primary times we needed the shuttle was likely to be on Saturday and Sunday.  Further, when I studied the map, I saw that two miles was just not large enough to get a large number of stores and restaurants in range.

c.       So we requested that the shuttle be made available on Saturday and Sunday and that the radius be extended to three miles for the reasons stated above.  The Marriott agreed.

22.  Buses

a.       Too much time on buses was the single largest complaint about past reunions.  In the past buses were mandatory (at least you had to pay for them whether you used them or not).

b.      We were able to cut down travel time by 20-25%, but we could not reduce it as much as people would want.  The fact of life is that there are no large hotels close to West Point.

c.       We have, however, made using them optional.  Folks will have the option to use the buses or travel by POV.  If they do not want the bus, they will not have to pay for it.

d.      We are making using the buses more convenient.  We will run them at different times both from and to the hotel.  Riders are not assigned to a particular. Buses depart when they are full rather than waiting for all to fill and moving in convoy.

e.       While at West Point buses will run continuously as shuttle buses on post running round-robin circuits around the post.  Buses will depart West Point when individually when full, so that personnel can depart when they wish.

23.  Memorabilia

a.       Traditionally we have had some sort of memento for everyone (like ball cap) and gift for the ladies at the reunion.

b.      In the surveys, several commented that these should be optional rather than mandatory.  In the end if we have these all have to pay whether they want the item or not.  No matter what we picked for these, there would be, I am sure, many who would really not want the items.

c.       All such items will be optional.  If you want a memento, of which we will offer several choices, and/or if you want a jewelry item for your wife, then you can order it.  We will offer several options by working with the AOG gift shop.  This ensures that those that do not want an item do not have to pay for it, particularly important for our classmates that are on very restricted budgets.

d.      Items will be delivered by AOG to the hotel and packaged for each order.  Deliveries will be made in the Main HR at concierge desk.

24.  Alcoholic Beverages

a.       In the past for group events and hospitality rooms we typically charged a standard charge per person for the beverages, snacks, and or food.  A flat rate is not fair to those that do not consume alcoholic beverages.  For the Orlando mini’s I now collect different amounts depending on whether or not the person wants alcoholic beverages.

b.      For the 60^th, Charges for the hospitality room and dinner wine are based on whether one wants alcoholic drinks or does not want alcoholic drinks.  Preferences are collected in the surveys.

25.  In-room WiFi

a.       The class of hotels we were considering sometimes have free wifi in the lobby and charge for it in the rooms.  Some even charge for wifi in the lobby.  It bothered me that in the hotel families, like Hilton and Marriott, the low end hotels had free wifi and the high end charged for it.

b.      The Marriott agreed to provide free wifi in the rooms.

26.  Room Reservations

a.       In the past, each individual had to call the hotel and make their own reservation.  This is another process we have streamlined.

b.      For the 60^th we are using a centralized reservation process.  

c.       Here is how it works.  In our registration survey, we collect all the data needed for the hotel reservation (we normally do this anyway).  Then our Reservation Czar makes all the reservations from the master list by sending the necessary info to the hotel POC.  Once the reservations are confirmed we now know in real-time who has reservations.  We periodically send confirmed lists out to the class. 

27.  Billing and Payments

a.       For past reunions the class collected payments for many group reunion expenses, including dinners, buses, admin and logistics costs, etc. and deposited these collected funds into the class master account maintained by the AOG.  These expenses were then paid from the class master account direct to the vendor.  The class is a non-profit organization, therefore any payments from the master account for goods or services that benefit the entire class are tax exempt.

b.      On the other hand, lodging expenses were paid individually by each attendee and consequently were not tax exempt.

c.       For the 60^th lodging expenses will also be paid from the class master account and will therefore be tax exempt.  This will be a cost saving of 7% for all lodging expenses.  Each attendee will make payments for all group expenses to the master account.  Then we will distribute payments from the master account for all the group expenses, including hotel rooms.

28.  Banking

a.       I set up local bank account in name of USMA CLASS OF 1961.  All deposits sent by check to my address in name of USMA CLASS OF 1961.  Deposits for vendors, including bus, entertainment, etc. made by check from local class account.

b.      All final payments to vendors made by AOG by check.  Checks can be mailed direct to vendor or to class POC for delivery following service.  Class reunion finance lead sends invoice to AOG POC and authorizes payment.  Checks are done once a week on Wednesdays, so try to get requests in by Monday of the week you need them.  If an emergency arises, AOG can do a check off-cycle

c.       Class is tax exempt.  Tax exempt certs provided by AOG to vendors.  List of vendors provided in advance to AOG and AOG sends certs ahead of time to vendors, including hotel, bus, etc.

29.  Name Tags

a.       In the past we have used pin-on buttons, usually with Howitzer picture and name.

b.      The pin on buttons received mixed reviews.  Some liked them, some did not.

c.       The AOG recommends and many classes now are going with lanyard name tags instead of pin on buttons.  Folks find these easier to deal with and more convenient to use.

d.      In addition WP security now requires all reunion attendees to have an ID badge.

e.       We are using lanyard name tags for the 60^th.  Attendees will provide their own lanyards whenever possible

f.        Attendees can pick up name tags in the Main HR at the concierge desk.

30.  Photos

a.       Professional photographers have been used for past reunions.  This service has been a fairly expensive item for the class in the past.  Today, many if not most of the attendees are taking pictures with cameras, phones, ipads, etc.  Literally thousands to choose from.

b.      So for the 60^th we are not hiring professional photographers and instead have a few volunteers to act as class photographers for us.  We will collect up photos, create a digital album, burn DVD’s, and send them out to the class.  Maybe even make the album available on line, although download time might be excessive.

c.       Company photos will be shot at the dinner table on night with company seating.  This avoids the unwieldy movement into hall and lineups.  Numbers are small enough to support this approach.

d.      Photo Team coordinates this effort.

PART 2 Execution PHASE

·      This part deals with the execution of the reunion.

·       Included are execution info and descriptions of various activities, events, and general operations.

31.  Master Schedule – Preliminary and subject to change based on inputs

32.  Hospitality Rooms

a.       For the 60^th we have three hospitality rooms.

b.      Main Hospitality Room.  The main HR is one of the banquet rooms and is just across the hall from the large banquet rooms where we will have the class dinners. This is a main room for informal social get-togethers, coordination meetings, reunion information, and cocktail hours before dinners.  The room will be available 24 hours a day.   The Class can stock the room with soft drinks, tea, coffee, and dry snacks.  It is a fairly large room that can handle 100-150 with a foyer for additional space for cocktail hours before dinner.  Two refrigerators were rented and volunteers brought coolers for stocking ice in the rooms.  Room was furnished with tables, chairs, hi-tops, and serving tables for stocking snacks, cups, etc.  Volunteers were assigned to check the rooms and resupply as necessary.

c.       Auxiliary Hospitality Rooms.  There are two auxiliary hospitality rooms.  The suites are furnished with comfortable furniture and have bar areas with sink and refrig.  In these we are able to stock our own beverages, including alcoholic beverages, and snacks.  These suites will be available 24 hours a day for smaller groups to use for informal social activities.  What we do in these rooms is not subject to the restrictions on the banquet rooms mentioned above.  Two suites will open on Thursday.

33.  Transportation Plan

a.       General Guidelines

                                                  i.      Folks will have the option to use the buses or travel by POV.  If they do not want the bus, they will not have to pay for it.

                                                ii.      We are making using the buses more convenient.  We run them at different times both from and to the hotel and move them as they fill up rather than waiting for all to fill and moving in convoy.

                                              iii.      We also provide shuttle buses/vans on post that will run a round-robin circuit around the post.  That way folks can get around to visit what they want without having to be herded onto a convoy of buses.

                                              iv.      Bus loads will have to be negotiated to make sure buses hit target number of 45-50 pax and max of 60 pax.

b.      Transportation Plan by Event

                                                  i.      Friday CIA Tour and Lunch

1.      Hotel to CIA

2.      Travel by POV/car pool – not enough interest to support bus.

3.      Sign up list provided to those that selected this option – includes list of those with cars.

4.      Individuals coordinate their own car pools.

                                                ii.      Saturday Kykuit Tour and Lunch

1.      Hotel to Kykuit

2.      Travel by POV/car pool – not enough interest to support bus.

3.      Sign up list provided to those that selected this option – includes list of those with cars.

4.      Individuals coordinate their own car pools.

5.      Kykuit tour followed by lunch at Crabtree’s Kittle House.

                                              iii.      Saturday Hyde Park Featured Activity

1.      Hotel to FDR Historic Site

2.      Can shuttle to Vanderbilt mansion if interest in both.

3.      Choice of bus or POV/ car pool

4.      Current overload for one bus and not enough for two.

a.       Will have to resolve this after final headcounts in.

b.      Current contract has contingency for second small bus – needs to be cancelled, not cost effective.

5.      Sign up list provided to those that selected this event – includes list of those with cars.

6.      Individuals coordinate their own car pools.

                                              iv.      Saturday West Point River Cruise

1.      Hotel to South dock.

2.      Travel by POV/car pool – not enough interest to support bus.

3.      Sign up list provided to those that selected this option – includes list of those with cars.

4.      Individuals coordinate their own car pools.

5.      Event lead coordinates bag lunches and drinks.  Bag lunches from on post Subway.

                                                v.      Sunday New York City Featured Activity

1.      Hotel to 9/11 Memorial.  Return from location near Times Square

2.      Travel by bus.

a.       Currently headcount for 3 buses.

3.      Two return times – 1630 basic, 2130 late for those that want dinner or show

a.       May be problem balancing numbers for bus loads

b.      Uber can be backup for balancing

                                              vi.      Sunday West Point River Cruise

1.      Hotel to South dock.

2.      Travel by POV/car pool – not enough interest to support bus.

3.      Sign up list provided to those that selected this option – includes list of those with cars.

4.      Individuals coordinate their own car pools.

5.      Event lead coordinates bag lunches and drinks

                                            vii.      Monday West Point I

1.      Primary travel by bus –  POV is option for a few.

2.      Enter post at gate suggested by USMA for each drop off location.

3.      Hotel to three drop off locations based on event preferences.  Arrival times staggered to meet event schedule.

a.       South Dock for cruise group – first departure – 0800 departure

b.      Prep School for tour group – second departure – 0900 departure

c.       Ike Hall for rest – Last departure – 1000 departure

4.      Load buses based on event group.

a.       Will have to fill buses with folks that want to tour post on own time

b.      Buses will drop event group first at event drop off point then drop others on plain.

5.      After event

a.       For cruise group

                                                                                                                          i.      Cruise only group transport to Ike hall from south dock 1130 nominal

                                                                                                                        ii.      Cruise + Const Island group transport to Ike Hall 1245 nominal

b.      For prep school tour group

                                                                                                                          i.      Prep school to Ike hall at 1130 nominal.

6.      One or two buses will do shuttle runs until the start of alumni briefings in Ike hall and then shuttle runs after briefings until last return at 1700.

a.       Round robin something like:  plain, cemetery/px parking, lusk/Michie, AOG, Thayer gate, plain.

7.      Return pickups at Ike hall at 1500 (2 buses) and plain for rest with fill and go from 1600-1700 (4 buses, one at a time).

                                          viii.      Tuesday West Point II

1.      Hotel to plain.

2.      Alumni activities require group to separate into two groups – grads and nongrads.

3.      Based on past complaints about too much waiting around in the sun, suggest loading buses by these groups

a.       Grads - 0830 departure

b.      Nongrads – 0900 departure

4.      Interim move from plain to Cadet Chapel at 1330

5.      West Point to hotel staged

a.       Cadet Chapel to hotel – 1500 departure

b.      Plain to hotel – staged departures/load and go 1600-1700

34.  Bus Transportation on Post

a.       USMA reunion LNO, McDermott, will work with the Provost Marshall Office (PMO) to facilitate access for reunion buses.  Info required is below:

                                                  i.      Name of the Bus Company

                                                ii.      Entry Point/Gate

                                              iii.      Number of buses

                                              iv.      Pick-up and drop-off times and locations

                                                v.      Detailed itinerary/movements for all bus movements on post

b.      Transportation Team responsible.

35.  Cemetery

a.      Cemetery visits will be by individual/small groups.

b.      Visits can be made on any day. 

c.       There will not be a class function at the cemetery.

d.      Location maps will be provided with the reunion welcome packet.

e.       Parking in old PX parking lot for POV.

f.        Classmate and spouse graves will be marked, including copy of tribute page for each classmate.

g.      Memorial Team responsible for marking graves,

36.  Tuesday 11 May

a.       There are a small number arriving on 11 May.

b.      No group activities are planned for that day.

c.       Interim hospitality room will be in the Saddle River room, which will open mid-afternoon.

d.      Gary and Button will staff the concierge table.

e.       No host dinner will be in the Sean O'Casey's Pub at the hotel.

37.  Wednesday 12 May

a.      Buffet breakfast will be in the hotel dining room.

b.      No group activities are planned for that day.

c.       Interim hospitality room will be in the Saddle River room, which will open mid-afternoon.

d.      Gary and Button and other planning committee members will staff the concierge table.

e.       No host dinners at the hotel or in local eateries.

38.  Thursday 13 May

a.      Buffet breakfast will be in the hotel dining room.

b.      Main Hospitality Room and upstairs hospitality rooms open in the AM.

c.       Memorial room opens in PM.

d.      Golf is offered this day at location TBA.

e.       No group activities are planned for that day.

f.        Individuals will coordinate their own tours and attractions.

g.      Happy hour followed by group dinner planned on the main brookside patio; weather permitting.

h.      HRs open after dinner.

39.  Thursday 13 May - Dinner

a.       There will be a class dinner on the brook-side patio.

b.      Inclement weather plan is to move to the Grand Ballroom.

c.       Format is informal, bbq, outside.  Very casual dress, jeans fine.

d.      Open seating.

e.       Tables will be set up on the patio and in the Brookside Parq banquet room.

f.        Minor decorations by decoration team.

g.      Wine team will coordinate class provided wines for cocktail hour and for dinner.

h.      No formal entertainment.

40.  Friday 14 May

a.      Buffet breakfast will be in the hotel dining room.

b.      Main Hospitality Room and two upstairs hospitality rooms open in the AM.

c.       Golf is again an option at location TBA.

d.      CIA tour and Lunch is a group activity for this day.

                                                  i.      Travel by car pool.

                                                ii.      Individuals coordinate for car pool loads.

                                              iii.      Event lead picks up check from finance lead, pays at end of meal at the restaurant.

e.       CIA dinner is option.  Individuals must make own reservation for this.

f.        Friday hotel dinner in Grand Ballroom. 

                                                  i.      Entertainment planned.

                                                ii.      Light decorations by decoration team led by Button.

                                              iii.      Wine team coordinates supply of class wine for bars and for dinner.

41.  Friday 14 May – Kykuit Tour and Lunch

a.       Current plans are tentative due to COVID restrictions

b.      Baseline is Kykuit tour in AM followed by lunch at Crabtree’s Kittle House.

c.       Travel by POV/car pool.  Not enough to support bus travel.

d.      Individuals make own tour reservations – senior ticket same cost as group ticket.

e.       Send me their tour time and confirm desire to join group for lunch.

f.        I will make reservations for lunch in groups of 6-8 so that choices can be made from the menu instead of single selections likely required for group reservation.

g.      Class Event team coordinates movement and lunch admin.

42.  Friday 14 May – CIA Group Tour & Lunch

a.       Details about tours and lunch TBA.  CIA currently closed for COVID.

b.      Travel by POV/carpool.  Individuals coordinate their own carpools.

43.  Saturday 15 May

a.      Breakfast in the Grand Ballroom

b.      Main Hospitality Room and two upstairs hospitality rooms open in the AM.

c.       Golf is again an option at location TBA.

d.      Featured activity is day trip to Hyde Park – current plans tentative.

e.       West Point Boat cruise is another group activity.  See detail in boat cruise section.

f.        Kykuit tour and lunch is a third group activity.  See detail below.

44.  Saturday 15 May – Hyde Park

a.      Featured attraction for Saturday is day trip to Hyde Park with FDR National Historic Site, Vanderbilt Mansion, and CIA. – current details tentative.

b.      Travel is by both bus and POV/car pool. 

c.       Those without a car should coordinate with those that have cars for carpools.

d.      No group activity is planned at Hyde Park.

e.       All eligible should purchase National Park $10 lifetime passes ahead of time or at FDR:

                                                  i.      For U.S. citizens or permanent residents age 62 or over.

                                                ii.      May be obtained in person at a federal recreation site or through the mail using application form. The cost of obtaining a Senior Pass through the mail is twenty dollars ($20). Ten ($10) for the Senior Pass and ten ($10) for processing the application. Applicants must provide documentation of age and residency or citizenship.

                                              iii.      Golden Age Passports are no longer sold. However, these passes will continue to be honored according to the provisions of the pass.

f.        Individuals or small groups should make their own lunch or dinner reservations.

45.  River Cruise and Constitution Island Tours

a.       Boat cruise with option for stop at Constitution Island was very popular at the 55^th, with more requests than space for a single cruise. Therefore, Saturday and Sunday options were also offered.  Satisfactory interest in each day to support three cruises.  Visit to Constitution Island was also popular option; therefore, that was offered for each of the cruises.  Constitution Island requires comfortable walking shoes/clothes.

b.      Plans for the 60^th will be provided after registration data are collected.  Following are the details from the 55^th for info.

c.       Cruises are scheduled thru the USMA reunion LNO, Vince McDermott.  He also schedules the tours at CI. 

d.      Travel to/from South Dock

                                                  i.      For Saturday and Sunday travel will be by POV/car pool

                                                ii.      For Monday primary travel mode will be by bus.

1.      Buses from hotel drop entire group at South Dock

2.      Cruise only group travels by bus to Ike Hall for lunch after their cruise

3.      Cruise + CI group travels  by bus to Ike Hall for alumni briefings.

e.       Each cruise has two groups:  Boat cruise only and boat cruise + CI. 

f.        Basic plan is pickup at South Dock, all cruise for about 1.5 hours, stop at CI to drop CI tour group, return cruise only group to south dock, return to CI, pick up cruise + CI group, drop CI group at south dock.    

g.      Lunches will be provided for each of the cruises. 

                                                  i.      For Saturday and Sunday cruises all will get lunches. 

                                                ii.      For Monday cruise only CI group get box lunches. 

                                              iii.      Monday cruise only group has lunch at Ike hall. 

                                              iv.      Class event lead coordinates for lunches and delivery to south dock. 

h.      Event lead responsible for bringing drinks and snacks in coolers from the hotel hosp room stocks.

i.        The cruises and stops on the island are all confirmed, as noted below.

j.        For the tour of Constitution Island - there will be bleachers set up near the Warner House. This is about a two minute walk from the dock.  The curator will brief the history of the island here.  Grads/guests can then eat their box lunch in the bleachers or they can walk another 5 minutes up the road to the picnic pavilion with shade and seating for about 50.

k.      Saturday 14 May, 1000-1400 (With a stop at Constitution Island).

                                                  i.      1000-1200 All cruise

                                                ii.      1200 – Drop CI group at CI

                                              iii.      1230 – drop Cruise only group at South Dock

                                              iv.      1330 – pick up CI group

                                                v.      1400 – drop CI group at South Dock

l.        Sunday 15 May, 1030-1430 (With a stop at Constitution Island)

                                                  i.      1030-1230 All cruise

                                                ii.      1230 – Drop CI group at CI

                                              iii.      1300 – drop Cruise only group at South Dock

                                              iv.      1400 – pick up CI group

                                                v.      1430 – drop CI group at South Dock

m.    Monday16 May, 0930-1300 (With a stop at Constitution Island)

                                                  i.      0930-1100 All cruise

                                                ii.      1100 – Drop CI group at CI

                                              iii.      1130 – drop Cruise only group at South Dock

                                              iv.      1215 – pick up CI group

                                                v.      1245 – drop CI group at South Dock

n.      Support for the Class of 1961 Reunion is scheduled as an authorized alumni function.  Fee for use of the USMA Ferryboat will be $80. Check should be made payable to the “U.S. Treasury, DFAS-Cleveland”, and remitted to the vessel Master upon completion of the excursion, or to the Harborcraft Branch at Building 682.

o.      General information:

                                                  i.      There are two decks.  The top deck has very limited cover so if it is raining and you have a full boat folks will get wet.. 

                                                ii.      Event lead should advise vessel Master when ready to get underway on day of event.

                                              iii.      The maximum carrying capacity is 125 passengers.

                                              iv.      Event lead will make all arrangements for food & beverage.

                                                v.      PA system is available.

                                              vi.      Smoking is not permitted on USMA Vessels.

                                            vii.      Transportation by POV on Saturday and Sunday and by bus on Monday

p.      Event leads from volunteer list for each day and activity.

46.  Saturday 15 May – Kykuit Tour and Lunch – Tentative plans

a.      Baseline is Kykuit tour in AM followed by lunch at Crabtree’s Kittle House.

b.      Travel by POV/car pool.  Not enough to support bus travel.

c.       Individuals make own tour reservations – senior ticket same cost as group ticket.

d.      Send me their tour time and confirm desire to join group for lunch.

e.       I will make reservations for lunch in groups of 6-8 so that choices can be made from the menu instead of single selections likely required for group reservation.

f.        Class Event team coordinates movement and lunch admin.

47.  Saturday 15 May – Dinner

a.      No  class dinner at hotel for Saturday

b.      Individuals form own groups for dinner in the local area.

c.       Pre-dinner happy hour available in all hospitality rooms.

48.  Sunday 16 May

a.      Breakfast in the Grand Ballroom

b.      Main Hospitality Room and two upstairs hospitality rooms open.

c.       Golf is again an option at location TBA.

d.      Featured activity is day trip to NYC – see details below.

e.       West Point Boat cruise is another group activity.  See detail in boat cruise section.

f.        Class dinner in hotel.

49.  Sunday 16 May – Church Services

a.      Church services are available in the area – info can be obtained from the front desk.

b.      Schedule for services at West Point is in the FAQ.

c.       Catholic Mass may be option at the hotel

d.      Protestant service may also be an option, but no minister yet available.

50.  Sunday 16 May – New York City

a.      Featured activity for Sunday is a day trip to New York City.

b.      Travel for this event is by bus.

                                                  i.      All will depart from the hotel at the same time for drop off at the 9/11 Memorial – 0800 nominal.

                                                ii.      Pickup will be at a spot near Times Square.

1.      Choice of 1630 pickup or 2100 pickup.

c.       Depending on the final numbers some may need to travel back by Uber in order to balance loads on the buses. – this TBD.

d.      Transportation Team coordinates.

51.  Sunday 16 May – 9/11 Memorial

a.       9/11 Memorial is the only group activity for the NYC event.

b.      There are two primary attractions – the Memorial and the Memorial Museum

                                                  i.      The Memorial is open to the public and free of charge.

                                                ii.      Entry to the Museum is by ticket only.

1.      Retired military with ID – Free

2.      Senior with ID - TBA

c.       Optional guided tours of the Museum (60 minutes) are also offered for TBA add-on (same for all).

                                                  i.      Individuals that want the guided tour add-on must send request for reservations to 61reunion@cfl.rr.com

                                                ii.      First come – first served.

d.      Guided tours are limited to 24 persons per group and start at 15 minute intervals.

e.       Payment is due for all final reservations one week before the event and is non-refundable.

52.  Sunday 16 May - Dinner

a.      Sunday buffet dinner will be at the hotel in the Grand Ballroom

b.      Decoration team will decorate with decorations that will be used for Sunday, Monday, and Tuesday Dinners.

c.       Entertainment TBA

d.      Dinner Team coordinates set up and dinners.

53.  Monday 17 May

a.      Monday is first day of alumni activities at West Point.

b.      Primary travel is by bus – see Transportation Plan.

c.       Events include:

                                                  i.      River cruise out of south dock with optional stop at Constitution Island (see River Cruise info above)

                                                ii.      Prep school tour

                                              iii.      Lunch in Ike Hall

                                              iv.      USMA & AOG briefings

                                                v.      Free time for individual touring.

54.  Monday 17 May - USMAPS Tour

a.       Tour TBD based on interest and Prep School availability.  Following is outline of tour at the 55^th.

                                                  i.      Tour will start in their theater.  They will then divide everyone into small groups for a walking tour led by their staff and Cadet Candidates. 

                                                ii.      We will provide the headcount on 1 May so they are prepared to support. 

                                              iii.      Travel will be by bus.

                                              iv.      Buses will be marked at the hotel for travel direct to USMAPS.

                                                v.      Others may ride these buses and will be dropped off on the plain after tour group is dropped at the prep school.

                                              vi.      Following the tour, buses will transport the group to Ike hall for lunch and the afternoon alumni activities.

                                            vii.      Event leads from attendee list.

55.  Monday 17 May – Lunch in Ike Hall

a.       Lunch in Ike Hall Ballroom - Monday, 1130-1315. 

b.      Primary mode of travel will be by bus. 

c.       Some will come direct to Ike hall from the hotel, some from the prep school tour, and some from the Monday boat cruise.

d.      Admin Team coordinates this activity.

56.  Tuesday 18 May

a.      Second day of alumni activities at West Point

b.      Activities include:

                                                  i.      Alumni ceremony and wreath laying (for grads only)

                                                ii.      Parade

                                              iii.      Lunch

                                              iv.      Memorial Service

                                                v.      Free time or return to hotel

                                              vi.      Closing banquet at the hotel

c.       Travel by bus.

                                                  i.      Alumni Exercise is for grads only.  Guests and widows have to wait for parade.

                                                ii.      For comfort, grads should load the first buses and non-grads second buses staged about 30 minutes later.   This will avoid non-grads standing around for long period, a particular problem if hot weather.

57.  Tuesday 18 May – Alumni Exercises

a.       Graduation Week and Homecoming Reunions – During these reunions there will be a wreath laying ceremony at Thayer Statue, called the Alumni Exercises.

b.      Graduates will assemble near Eisenhower’s statue on Thayer Walk.

c.       Graduates then march across diagonal walk in columns of four to Thayer statue.

d.      Only graduates are authorized to march in the Alumni Exercises.

58.  Tuesday 18 May – Parade

a.      During the review, graduates are on the reviewing line next to their class guidon.

b.      Only graduates are authorized on the Plain.

c.       Veterans, retirees, and active-duty military not in uniform can render a military-style hand salute during the playing of the national anthem, and during the raising, lowering or passing of the National flag.

d.      Spouses and Guests – DAA will reserve a section of the bleachers for spouses and guests behind the graduates. There are no tickets for the Cadet Review.

59.  Tuesday 18 May - Lunch in Wash Hall

a.      Classes are assigned a group of tables, ten people per table.

b.      Initial headcounts are due NLT 10 days out. Final headcounts are due NLT 3 days out. Headcounts will be based on a whole tables; 10 guests per table. Request extra tables for classmates and guests who decide to attend at the last minute.

c.       The Alumni Luncheon on 17 May 2016 will be after the Alumni Review, 1215-1315, in the Cadet Mess.

d.      The price for the meal is $TBD per person.  The price includes an additional charge for linens and a place setting fee.  We will send you a bill after the event. 

e.       The menu is -- TBA

f.        Initial headcount due NLT TBA May. 

g.      Final headcounts are due NLT TBA May. 

h.      Headcounts will be based on a whole table, with 11 guests per table. We will request one Cadet to sit at each table.  May want to request an extra table(s) for classmates and their guests who decide to attend at the last minute.

i.        There are no tickets for the luncheon.

j.        Admin Team coordinates this activity.

60.  Tuesday 18 May -  Memorial Service

a.       Memorial service scheduled Tuesday at 1400 following the lunch in Wash hall.

b.      Travel from lunch will be by bus or foot, individual choice.

c.       Service is similar to past reunions.

d.      Bob Cairns will lead. 

e.       Ed Brown will draft program and will coordinate print with Cairns.

                                                  i.      AOG uses Elm Printing.

                                                ii.      You may contact Elm Press for your printing needs, they can be reached at 860-583-3600- They can ship them directly to you or your reunion hotel. Elm Press can bill AOG and the cost will be paid from the Class Admin account. 

f.        DAA will request the following for Class Memorial Services:

                                                  i.      Chapel - The list of available chapels and their capacities are at TAB D. Classes interested in using the Amphitheater on Trophy Point will coordinate with DAA.

                                                ii.      USMA Chaplain – Chaplains are assigned about 30 days out from the reunion. DAA will put your memorial service POC (or Chaplain) in contact with the USMA Chaplain.

                                              iii.      Organist – The organist will be assigned about 30 days out from the reunion. DAA will put your memorial service POC (or Chaplain) in contact with the organist.

                                              iv.      Bugler – For taps, from the USMA Band. The bugler will not be assigned until seven days out from the reunion.

                                                v.      For Classes using your own Chaplain, please provide their name and contact information. DAA will put your Chaplain in contact with the USMA Chaplain responsible for the Chapel you are using.

                                              vi.      If your Class will not use a bugler for taps or an organist, please notify DAA.

g.      DAA will send a list of classmates and family members interred at the West Point Cemetery along with a map. Class Aides are not required to mark the graves.

61.  Tuesday 18 May – Class Dinner

a.      Closing banquet in hotel Grand Ballroom

b.      Decorations by Decorations Team

c.       Open seating – buffet meal.

d.      Hospitality rooms open for cocktail hour.

e.       Cash bar in banquet room.

f.        Class supplies wine for dinner and cocktail hour.

g.      Uniform is sport coat and slacks for guys, ladies cocktail dresses.

h.      Entertainment is TBA

i.        Hosp rooms after dinner dance.

PART 3 Support Teams

·      This part deals with the many support teams that will make the reunion function smoothly.

·      The teams are composed of classmates who have volunteered to help manage the reunion.

·      Following are outlines of team responsibilities.

62.  Admin Team

a.      Provide wide variety of general support to reunion activities.

b.      Staff the concierge table

c.       Provide general assistance and guidance for classmates and families

d.      Coordinate issues with hotel reps

e.       Advise folks of departure times for various events and assist transportation team with loading.

f.        Update reference material in the Main HR

g.      Provide assistance and guidance to guests – event info, transportation assistance, car pooling, changes to itineraries, etc.

63.  Audio/Video Team

a.      Coordinate audio and video operations for the reunion

b.      Set up dvd players and tv’s for playing slide show dvd’s.  Check operation and run during times when hosp rooms are in use.

c.       Set up and maintain mic and amp in main HR

d.      Coordinate and check out a/v setup for the class meeting – screen, podium, mic, amp, projector

64.  Boat Cruise Team

a.      Manage the three West Point river cruises.

b.      Requires two teams for each cruise:  Cruise Only Team and Cruise + Constitution Island Team.

c.       General responsibilities

                                                  i.      Make announcements and guide folks from hotel to transportation at appropriate times

                                                ii.      Coordinate departure from hotel

                                              iii.      Coordinate loading at south dock.

                                              iv.      Manage unloading at appropriate debark sites.

                                                v.      Load drinks on boat for the trip.

d.      Cruise Only Team

                                                  i.      Manage unloading at south dock following the cruise only portion of the trip.

                                                ii.      Monday Cruise – manage loading of  buses for transfer from south dock to Ike Hall for lunch.

e.       Cruise + CI Team

                                                  i.      Order and pick up bag lunches from Subway for picnic lunch.  Class van available for transportation.

                                                ii.      Manage unloading at CI

                                              iii.      Coordinate visit at CI, including tour and lunch

                                              iv.      Manage re-boarding at designated time

                                                v.      Coordinate unloading at south dock.

                                              vi.      Monday Cruise + CI - manage loading of buses for transfer from south dock to Ike Hall for Alumni briefings.

65.  Decorations Team

a.       Plan and implement decorations for Thursday, Friday, Sunday, Monday, and Tuesday hotel dinners.

b.      Decorate dining tables and rooms prior to each of these events.

c.       Thursday and Friday = minor decorations.

d.      Sunday, Monday, and Tuesday = more extensive decorations that are used for each of these days

66.  Dinner Teams

a.      Coordinate implementation of the plans for Thursday, Friday, Sunday, Monday, and Tuesday hotel dinner menus and setups.

b.      Check for timing and readiness and advise when hotel food and beverage manager is ready for class to move to dining areas.

67.  Entertainment Team

a.      Coordinate and assist entertainment personnel for Sunday, Monday, and Tuesday.

b.      Advise entertainers where to set up and coordinate timing.

c.       Brief entertainer about any special activities or requests for the night.

68.  Finance Team

a.      Collect payment checks from classmates.

b.      Maintain accounting records for all payments at the concierge desk.

c.       Consolidate inputs and provide all inputs to finance lead.

d.      Finance lead prepares checks for deposit and transfers to AOG for class admin account.

69.  Golf Team

a.      Plan and coordinate the golf outings.

b.      Communicate directly with those that have signed up for golf.

c.       Book courses and tee times.

d.      Assign teams, define games, award prizes as appropriate.

e.       Arrange for individual or group payment for golf and prizes.

f.        Schedule lunch as appropriate.

70.  Hospitality Rooms

a.      Coordinate activities in assigned HR.

b.      Stock the room with food and beverages and maintain stocks as needed.

c.       Coordinate supplies with the reunion lead.

d.      Straighten up rooms and prep rooms for next day.

e.       Help close out room and end of reunion.

71.  Memorial Service

a.      Manage all aspects of the class memorial service.

b.      Plan and coordinate for timing, church official/pastor, booklets, bugler.

c.       Maintain close contact with the USMA Alumni LNO.

72.  Memorial Room

a.      Plan, coordinate, and manage all aspects of the Memorial Room

b.      Coordinate room set up with hotel.

c.       Develop list of decorations and coordinate deliveries.

d.      Set up room and arrange for monitoring and security.

e.       Prepare Tribute Pages for all deceased classmates.  Plan an display tribute pages.

f.        Maintain Memorial room in good order.

73.  Name Tags

a.      Design name tag and coordinate with reunion lead.

b.      Order lanyards and sleeves

c.       Print name tags and insert in sleeves

d.      Set up welcome table in main hospitality room to distribute name tags.

74.  Photography

a.      Form team of photographers.

b.      Collect pictures and create album.

c.       Coordinate distribution to interested classmates.

75.  Prep School Tour

a.      Act as Event coordinator for tour of USMAPS

b.      See Event Guide

76.  Hyde Park Featured activity

a.      Act as Event coordinator

b.      See Event Guide

77.  NYC Featured Activity

a.      Act as Event coordinator

b.      See Event Guide

78.  Transportation

a.      Plan, coordinate, and manage the transportation for the reunion.

b.      Develop detailed plan for transportation for all group events.

c.       In coordination with the reunion lead, contract for buses.

d.      Assign and brief bus captains.

e.       Coordinate schedules for all events.

f.        Arrange for final check for travelers and final sweep to check for missing persons.

g.      Provide cash tips to bus captains.

79.  Wine

a.      Develop stocking plan, purchase wines, and stock hospitality rooms.

b.      Coordinate wine storage and distribution with hotel staff.

c.       Resupply as necessary.

Event

Kykuit Tour and Lunch

Friday 14 May

Event Coordinators

Overview

Kykuit

·      Kykuit is a preeminent Hudson Valley landmark. For architecture, remarkable gardens, art, history, and spectacular scenery, a trip to Kykuit is simply amazing.

·      This hilltop paradise was home to four generations of the Rockefeller family, beginning with the philanthropist John D. Rockefeller, founder of Standard Oil. His business acumen made him, in his day, the richest man in America. Now a historic site of the National Trust for Historic Preservation, this extraordinary landmark has been continuously and meticulously maintained for more than 100 years.
Your tour will take you to the main rooms of the six-story stone house. Then you will move on through the expansive, terraced gardens containing Governor Nelson A. Rockefeller's exceptional collection of 20th-century sculpture. Artists represented include Pablo Picasso, Henry Moore, Alexander Calder, Louise Nevelson, and David Smith, among many others. The underground art galleries with Governor Rockefeller's collection of Picasso tapestries, and the cavernous Coach Barn, with its collections of classic automobiles and horse-drawn carriages, are also part of the experience.

Crabtree’s Kittle House

·      In its history that spans more than 200 years, the Kittle House’s timber frame has held many things: a guesthouse, prohibition-era roadhouse, school, inn, and restaurant. The stately Kittle House began humbly in 1790 as a barn on Ivy Hill Farm. The Kittle family named the eponymous barn in the 1880s, when they took over the farm and renamed the future restaurant and inn The Kittle Barn and Carriage House.  In 1890, Moses Taylor V purchased the farm and surrounding 500 acres to raise his prize cattle, renaming it Annandale Farm. Following Taylor’s death in 1928, the Kittle House began to develop its livelier reputation as a roadhouse. In 1931 the Kittle House took on a primmer role as the Noble School for Girls. Unsuccessful, the school closed after five years, and thus the Kittle House tradition as a restaurant and inn began.

·      In 1931 The Kittle House thrived as The Lawrence Farms Inn. The Westchester Playhouse, located on the adjacent property of what is now the Mt. Kisco Country Club, was in its prime. The birthplace of many illustrious careers, the Inn often played host to famous, and soon-to-be-famous, actors, including a young Henry Fonda, Margaret Sullavan and Talullah Bankhead. In 1949 the Inn was sold to William Carlson, who shortened the name to “The Kittle House.”

·      Since 1981, the Kittle House has been owned and operated by the Crabtree family, who has returned the House to its former glory through extensive renovations and enhancements, including the beautification of the grounds, the expansion of the Atrium Dining Room, and the transformation of the former stables into an award-winning wine cellar. The most recent and exciting changes at Crabtree’s Kittle House include a striking redesign by Christan P. Arkay-Leliever of KMS Team. With a mindful use of ecological materials and thoughtful attention to detail, the House exudes a quiet elegance, befitting its charmed past.

Concept of Operations

·      The suggested plan is the Kykuit tour in the morning followed by lunch at the Kittle House. 

·         Individuals make own tour reservations at Kykuit – senior ticket same cost as group ticket. There are several tour options, so look them over before making your selection.

https://www.hudsonvalley.org/historic-sites/kykuit/tours

·         Individual groups make own reservations for lunch.  Crabtree’s Kittle House restaurant (https://www.crabtreeskittlehouse.com/) or 914.666.8044.

·         Event coordinators facilitate movement and lunch admin.

Transportation Plan

·         Travel by POV/car pool.  Not enough to support bus travel.

·         Travel time about 30 minutes from the hotel – see TripTiks for driving directions to/from Kykuit or Kittle House.

·         Individuals form their own car pools.  Those with POV are noted on the attached Attendee Roster.

·         Hotel to Kykuit and from Kittle House route maps provided separately.

Timetable

·         Depart and return to hotel on own timetable

Attendees

·         Roster TBA

Event

CIA Tour and Lunch

Friday 14 May

Event Coordinators

Overview

·      The New York campus offers public tours given by current CIA students and a bookstore featuring epicurean delights, cookbooks, souvenirs, and assorted kitchen utensils!. 

·      $6.00 per person inclusive of 8.125% NYS tax. 

·      See more at: http://www.ciachef.edu/ny-campus-tours-and-events/#sthash.F6Bk1YdB.dpuf

·      Tour is combined with lunch in the Bocuse restaurant

·      Fixed menu for the group – see below

Concept of Operations

Individuals form own car pools using list of attendees – see below.

Car pools travel on own schedule to make tour at 1015.

Lunch in Bocuse restaurant for group.

Free time for sightseeing following lunch.

Car pools return on own schedule to hotel.

Bill provided to event coordinators at conclusion of meal.  Bill paid from Class group account by check mailed to CIA.

Transportation Plan

Travel by POV/Carpool.

Travel time approximately one hour 15 minutes.

Timetable

·      Carpools depart hotel on own schedule to make tour at 1015

·      1015 - 1115 School tour – approximately 1 hour

·      1130-1300 – group lunch in Bocuse Restaurant

·      1300-???? – Individual tours in Hyde Park area

·      Carpools return to hotel

Attendees

Roster TBA

Event

Hyde Park

Saturday 15 May

Event Coordinators

Overview

The Home of Franklin D. Roosevelt National Historic Site contains “Springwood”, the lifelong home of America’s only 4-term President. Also on the site is the Presidential Library and Museum, operated by the National Archives. Visitors may enjoy a guided tour of FDR’s home, take a self-guided tour of the Museum and stroll the grounds, gardens, and trails of this 300-acre site. Start your visit at the Henry A. Wallace Visitor and Education Center and see the introductory film and arrange for self guided tours of the Presidential Library and Museum and Ranger-led tours of the historic home. We recommend you plan a minimum of two and one half hours to visit.

FDR’s Top Cottage retreat the place he built in 1938 to, “escape the mob” at Springwood. He also brought close friends and political allies here to discuss the state of the world or to simply relax. Designed by FDR to emulate the Dutch colonial architecture found throughout the Hudson River Valley, the structure was planned with accessibility in mind to accommodate his wheelchair and give him greater independence. Tours depart by shuttle from the Henry A. Wallace Visitor and Education Center. This is a two hour experience.

Val-Kill, The only National Historic Site dedicated to a First Lady,  welcomes you as Mrs. Roosevelt welcomed her many guests. Visitors may tour Mrs. Roosevelt’s Val-Kill Cottage and enjoy the lovely gardens and grounds on the site. Be sure to see the brand new introductory film “Close to Home”. This is a 90 minute experience

The Vanderbilt Mansion National Historic Site was established as a monument to an era rather than a tribute to any one person or family. The estate illustrates a way of life modeled on the English country house and is only unusual today because so few examples survive in the 21^st century. More than a place to discuss the lifestyles of the rich and famous, the park offers a window into the philosophy of the American country house, the lives of its domestic staff, and its relationship to the surrounding community. In addition to a tour of the house, you should stroll on the 211 acres of park land that boast centuries old tree plantings, stunning Hudson River and Catskill Mountain views and Italian Gardens maintained by the volunteers of the Frederick William Vanderbilt Garden Association. This is a two hour experience.

Concept of Operations

Attendees form their own carpools based on locations of interest of other members.  The attached roster shows list of attendees, what they are interested in seeing, and whether they have a POV.  Use this to set up your carpools and small groups.

Individuals or small groups operate on own schedule.

Arrivals and agenda are by individual choice, there are no group reservations (Group reservations cannot be made for those using the Golden Age Passport).

Go to the attraction of choice, present your Golden Age Passport or purchase a ticket, and the Park rangers will assign you to the next available tour.

Entrance Fees:

All those that qualify, which is almost every one of you, should use your Golden Age Passport for entry to the attractions.  If you do not have the Golden Age Passport, you should purchase one at the park.

Golden Age Passport was a pass issued by the National Park Service until January 1, 2007. It has been replaced with the Senior Pass of the new pass series now called America the Beautiful - National Parks and Federal Recreational Lands Pass, created by the Federal Lands Recreation Enhancement Act and authorized by Congress in December 2004.

The Senior Pass is a lifetime entrance pass to United States national parks for those 62 years and older. To obtain this a senior citizen need only go to any National Park Service facility that charges an entrance fee with the following:

^·       Proof of age (must be 62 years or older).

·      Proof of citizenship (must be citizen or permanent resident of the United States)

·      Ten Dollars cash (the one-time processing fee as of January 1, 2008).

·      Twenty Dollars by mail from the US Geological Survey (extra $10 is for postage and handling)

Lunch is available in the café at the FDR home.

Transportation Plan

Travel by POV/Carpool.  Travel time approximately one hour ten minutes.

Bus travel did not provide the flexibility to support the variety of interests of the group.

See TripTiks for driving directions.

Timetable

Depart hotel and arrive at attractions on own schedule.

HINT – the earlier you get to FDR the faster you will get in. 

Entry is first come/first served.  Opens at 0900. 

Other attractions less crowded than FDR home.

Attendees

Roster TBA

Event

River Cruise and Constitution Island Tour

Saturday 15 May

Event Coordinators

Overview

Hudson River Boat cruise on the Supt’s ferry with option for stop at Constitution Island (CI) was very popular with more requests than space for a single cruise. Therefore, Saturday and Sunday options were also offered.  Satisfactory interest in each day to support three cruises.  Visit to Constitution Island was also popular option; therefore, that was offered for each of the cruises.  Constitution Island requires comfortable walking shoes/clothes.

Concept of Operations

·         Each cruise has two groups:  Boat cruise only and boat cruise + CI. 

·         Basic plan is pickup at South Dock, all cruise for about 1.5 hours, stop at CI to drop CI tour group, return cruise only group to south dock, return to CI, pick up cruise + CI group, drop CI group at south dock.    

·         Lunches will be provided for each of the cruises. 

◦         For Saturday and Sunday cruises, all will get lunches. 

◦         Event coordinators pick up lunches at the Subway in WP PX mall and deliver to south dock. 

·         Event coordinators responsible for bringing drinks and snacks in coolers from the hotel hosp room stocks.

·         For the tour of Constitution Island - there will be bleachers set up near the Warner House. This is about a two minute walk from the dock.  The curator will brief the history of the island here.  Grads/guests can then eat their box lunch in the bleachers or they can walk another 5 minutes up the road to the picnic pavilion with shade and seating for about 50.

·         General information:

◦         There are two decks.  The top deck has very limited cover so if it is raining and you have a full boat folks will get wet.. 

◦         Event lead should advise vessel Master when ready to get underway on day of event.

◦         Event lead will make all arrangements for food & beverage.

◦         PA system is available.

◦         Smoking is not permitted on USMA Vessels.

Transportation Plan

·         Travel to/from South Dock

◦         For Saturday and Sunday travel will be by POV/car pool

◦         Individuals form their own car pools.  Those with POV are noted on the attached Attendee Roster.

◦         Travel time approximately 45 min.

◦         See TripTiks for Hotel to/from Thayer Gate driving directions.

Timetable

·         Saturday 14 May, 1000-1400 (With a stop at Constitution Island).

◦         NLT 0900 – POV car pools depart hotel

◦         0945 - Event coordinators pick up subs at WP Subway/px Mall

◦         1000-1200 All cruise

◦         1200 – Drop CI group at CI

◦         1230 – drop Cruise only group at South Dock

◦         1330 – pick up CI group

◦         1400 – drop CI group at South Dock

◦         1400 -  Individual tours/activities at West Point

◦         ???? – Car pools return to hotel

Attendees

·         Roster  TBA

Event

River Cruise and Constitution Island Tour

Sunday 16 May

Event Coordinators

Overview