[CJAS Otakon] Otakon 2012 Affinity Hotel Confirmation and Friend Assignment Are Open

[James Kao]

Hi all,

Quick summary:
 * Links with Information
 * Affinity is open (hotel confirmation and friend selection)
 * Thursday night hotel
 * Need volunteers:
   * Otakon Gameshow
   * Dinner organization
 * Adding people to my list


LINKS WITH INFORMATION
----------------------

Wiki Page with logistical information:
http://www.cjas.org/mwiki/Otakon2012

Mailing list archives to see how things went in previous years:
http://www.cjas.org/pipermail/otakon/


AFFINITY IS OPEN
----------------

You should have received an e-mail today indicating that I have opened up
registration for Otakon 2012 Hotel. If you are not interested in staying
with the hotel block I am arranging, feel free to ignore the message.

The hotel this year is the Sheraton Baltimore Inner Harbor. With our
traditional 6 per room staying arrangement, that will work out to $125
for the whole weekend.

As with previous years, hotel registration will be done using the affinity
web application, which allows you to specify your roommate preferences.
Here are the important dates and steps:

By July 4:

Log into affinity at: http://www.cjas.org/affinity

Confirm your intent by clicking "Confirm Intent" in the left
navbar. While doing so, you can indicate whether you'd prefer a 4
person or 6 person room (obviously 4-person will be more
expensive). Because my number of hotel rooms is fixed, in order to
accomodate everyone who wants to join, I may end up packing 6 people
into all the rooms. Thus, this is a _preference_ that I may or may not
be able to adhere to (historically, I have been able to do this only
once in the last ten years).

Also, check back periodically to select and update your affinities. This
indicates the people you would prefer to room with, and is very important
for the room selection process. It makes room selection less of a race, and
helps make sure that everyone gets to stay with whom they want.

Between July 5 and July 20:

Log into affinity and select your room. You can see who else is already in
a room when you make your choice.

Remember that each account in affinity can only be assigned a single slot.
So if you are attending with your significant other, etc..., each person
needs to have their own account and is responsible for their own
assignment.

THURSDAY NIGHT HOTEL
--------------------

If you plan on arriving on Thursday, please visit the Otakon 2012 wiki page
(http://www.cjas.org/mwiki/Otakon2012) and add yourself to the list under
the "Thursday Night Arrivals" section. Make sure to include your cell phone
number, since that is how I will reach you in order to get you access to
your room when you arrive.

You must list yourself by JULY 14, otherwise I will NOT have any space for
you on Thursday and you WILL be left to fend for yourself.

NEED VOLUNTEERS
---------------

As in previous years, we are handling the Otakon Game Show this year and
need volunteers. Those people who indicated they were willing to help out
in the signup web form will be contacted.

We also need a volunteer for the CJAS dinner. Last year Eric Yu did it and
it was a great success. I'm hoping for a new volunteer this year, so if
you're interested please let me know. Unlike e-board dinner, this won't be
a vote. You will have total control. :)

ADDING PEOPLE TO MY LIST
------------------------

This year instead of having people email me to get on my list, I had a web
form for people to fill out.

If there are still people you know who might join us, point them to this
Google Docs survey:

http://bit.ly/cjas-otakon-hotel-2012

If you aren't sure if you or someone else filled out this form, rather than
entering a duplicate entry, you can check the list at:

http://bit.ly/oh2012list

Of course, if you're receiving this email, you are on the list.