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Hosting a Special Meeting at Pro Walk/Pro Bike

Many organizations host special meetings (annual meetings, committee meetings, and the like) during Pro Walk/Pro Bike conferences. The National Center for Bicycling & Walking (NCBW) has secured a number of extra meeting rooms at The Westin Seattle, our conference hotel, for organizations that desire to conduct special meetings in conjunction with the 2008 conference in Seattle, Washington, September 2-5.

A good selection of rooms is available all day Tuesday, September 2. A limited selection of rooms is available Wednesday, and Thursday, September 3 and 4. Some rooms will be available from 2 to 4 p.m. on Friday, September 5, following the close of the conference We will also have a limited number of rooms in other locations in Seattle by special arrangement on dates surrounding the conference dates.

The NCBW will not be hosting a banquet dinner on Wednesday evening, so a number of rooms will be available at the conference hotel on September 3rd from 6:00 to 10:00 p.m.

The NCBW will cover the costs of the meeting room space used for special meetings at The Westin before, during and after the conference. However, please note that your organization is responsible for making your own arrangements for and paying all costs associated with food and beverage functions, audiovisual equipment, and any other equipment such as easels and markers, draped side tables, etcetera, if you require them for your meeting.

No food and/or beverages may be provided by an outside source when using The Westin Seattle meeting spaces. The hotel requires that it provide all food and beverage consumed on their property. AFTER you provide us with information regarding your meeting on the Online Special Meetings form, we will provide you with the contact information for the appropriate vendors if needed.

We will also provide you with additional information concerning the use of personal LCD projectors after we have your meeting form.

If you are planning to host multiple meetings, please fill out a separate online form for each meeting you will be hosting. If you require assistance in completing the information on the form, please contact Bruce Burgess, our logistics coordinator, at bicycleholidays@aol.com as soon as possible.

Click here to access our Online Special Meetings form, or visit the following Web page: http://www.bikewalk.org/2008conference/specialmeetingsform.html

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