We have four candidate hotels

• Park Ridge Marriott
• Crowne Plaza – Suffern
• Westchester Marriott
• DoubleTree by Hilton Hotel Mahwah

Here is copy of updated RFP sent to hotel POCs today

BEAT NAVY

Good day again.  Below is our updated RFP with room and dinner numbers as of 16 March 2025.  Numbers of each type room requested by day are also included.

USMA CLASS OF 1961

65^th Reunion

16 March 2025 

Gary Hyde here.  I am a member of the West Point Class of 1961 and I am planning the Class 65^th Reunion coming up next year.  This RFP message provides information about what we are looking for at the hotel that will host our reunion.  I hope your hotel will be interested in hosting our event and will provide a proposal for taking care of us.

Traditionally, 50^th and later year class reunions are held during graduation week at West Point, which is scheduled late in May each year.  We have chosen to go earlier to avoid the crowds associated with Graduation Week.  That accounts for our plan to hold our 65^th in late April.

Typically the class reunions for other classes span three nights and two days.  Our class found this typical plan unsatisfactory.  Our view is that there are just too many events at West Point that consume almost all of the time in the two days.  This leaves practically no time for the opportunity to just sit and talk with old friends or to visit some of the other attractions in the vicinity of West Point.  So our reunions span five nights and four days allowing much more time for relaxation, small get-togethers, and visits to local attractions.  To accomplish the objective to facilitate just sitting and talking, we need a place at the hotel to sit.  This accounts for our request for a dedicated hospitality room available 24 hours a day for our class members.

As you can tell from the graduation year, our class members are all over 85 years old at this point.  This means they appreciate a more relaxed schedule.  It also means that while I can tell you how many want to come to the reunion at this point, I cannot tell you how many will be able to come to the reunion in April of 2026.  For example, over the past two years 44 classmates have passed away.  Therefore, we must be able to adapt as we lose class members that are unable to make it to the reunion.  In addition, the aging process over time leaves more and more class members with serious mobility issues.  This accounts for our request for use of maximum number of accessible rooms.

Because the aging issue makes it impossible to accurately predict how many class members will be able to make the trip, or even be alive for that matter, I suggest using a different approach for making room reservations than is normally used.  I believe this approach is fairer to both the hotel and the Class, is easier to implement, and more equitable to both parties.  Here is the suggested approach:

1.      I provide a rooming list to the hotel for initiating the contract that provides for each of the five event nights, exactly how many king rooms, double queen rooms, accessible rooms, and suites that Class members have signed up for.

2.      The hotel will use these data to create a temporary room block that will be valid for 90 days from the date of the contract.

3.      Room reservations will be made by individuals directly with the hotel either online or by phone during the 90 day period.

4.      At the end of the 90 day period, the room block will be cancelled.  If there are any rooms in the block that have not been reserved they will be released to the hotel for disposition.

5.      After the 90 day period, the cancellation policy for group room reservations will be the same as normal standard individual room reservations.

6.      Group members may make additional guest room reservations at the group rate after the 90 day period that will be approved subject to availability of the type room requested.

With that said, the information below outlines many of the things we are looking for from a hotel to host our 65^th.  I would be happy to answer any questions or provide additional information about any subject.

ORGANIZATION          West Point Class of 1961

EVENT                         65^th Reunion

EVENT OPEN              Wed 22 Apr 2026

EVENT CLOSE              Mon 27 Apr 2026

The numbers for rooms and dinners below are data as of 16 March 2025 for class members that have indicated their interest in attending the event.  These numbers may increase very slightly in the next few weeks if I get more responses in from the Class.  Sadly at our age, however, later the totals will decline as class members are unable to attend because of death or medical conditions that prevent travel.  Unfortunately, all part of the aging process

The room numbers are totals for the day and totals for each room type by day.  We are looking for double queen rooms, king rooms, suites, and accessible rooms.

Guest room reservations will be made individually by the guest directly with the hotel.  These should be made online or by phone.  Incidental charges at the hotel should be billed to the room and will be paid by the responsible guest at checkout.  Initially, Rooming Lists should be sent to the Reunion Chairman weekly.  After all the registered class members have made their room reservations, Rooming Lists should be sent only when requested.

We plan to have group dinners each event night.  These will be buffet dinners.  We ask that seating for the dinners be provided for about 10 percent more persons than listed.  This so that later small group arrivals can easily find places to sit.  Eating utensils and napkins should be available in the food line and picked up by each guest when going through the line. 

Each table should have a water pitcher and empty glasses so that those that want water can pour their own glass. Bottles of red and white wines should be available for each dinner.  A bottle of each should be placed on each dining table.  Reserve bottles should be available to provide as requested.  At the conclusion of the first four dinners, open bottles and unused bottles should be retained and used for the next dinner.  At the conclusion of the final dinner, open bottles should be boxed and provided to the Reunion Chairman for disposition.

Billing for dinners and wine should be made to the Group Master Account.  Individuals will not be billed for these charges.

There will not be group breakfasts.  Individuals will be on their own for breakfasts.  Later, when I view the options we may discuss some alternate ways to handle billing.

There will not be group lunches.  Individuals will be on their own for all lunches.  Most will be away from the hotel for lunch.

Ok now let’s look at a number of the things we are looking for at our host hotel.

Thanks in advance for your help.

Gary Hyde

Reunion Chairmanunion@cfl.rr.com

407.788.0465