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Military Reunions
Presented by:Leslie Bauman
Hilton Washington Dulles
What Makes Military Reunion Planners Unique?
• People who plan Military Reunions are usually not professional event planners.
• They may be planning their event simply because no one else in their group is willing or able to do so.
• They may never have planned an event before. • They may never have seen or signed a contract before.• They may have unrealistic expectations based on past
events that they have attended in second or third tier locations (ie: they might expect the same rates that they paid last year at the Courtyard by Marriott in Boise, Idaho.)
• Therefore, they will need things explained to them in great detail.
• They can’t force their attendees to stay with us because it’s a social group. They won’t be able to commit to attrition – they will refuse to sign any contract with attrition. So, net these groups down to protect the hotel and yourself.
• They pick where to book based on who gives them a good offer, but also based on their relationship with the hotel sales manager. They need to feel comfortable with you and they need to get to know you on a personal as well as a professional level.
• They talk to each other – make sure to “name drop” about who you have had past successful reunions for.
Military Reunion Attendees
• Most of the planners and attendees are elderly military veterans in their 70’s, 80’s or 90’s.
• Some of them are not comfortable using computers or technology and won’t make reservations online.
• It is important to them that we recognize them for their service to our country.
• For banquet and restaurant choices, please note:– Sugar free options– Heart Healthy options– Gluten Free options– They tend to prefer smaller portions, especially if they can
pay a lower rate• They will have many guests with ADA needs. Ask
about all of the following:– Wheelchairs– Other mobility issues such as walkers– Many guests will request to be near elevators, especially if
the hotel has long hallways– Have mini-refrigerators for guests who need to keep
medication refrigerated– Some guests will have hearing and/or vision issues, so
make Operations aware that they will need special assistance
– If you have a shuttle that can accommodate a wheelchair, make certain to highlight that
Military Reunion Specifics
• Since many are retired, they are on fixed incomes and budget is a prime concern. They want room rates of $109 or less, and need shoulder date availability (even if the rate is slightly higher for shoulder dates).
• They want to know what the inclusive prices are for guest rooms as well as F&B so they can give their attendees a firm final price.
• Their Hospitality Room is of tremendous importance to them. The room must be complimentary, lockable and large enough for the entire group. They spend a lot of time in their Hospitality room.
• Dinner prices must be inclusive and should cost between $30-$40 inclusive per person for a 3 course plated meal.
• They prefer plated meals as opposed to buffet meals due to rate, but also due to potential mobility issues with their members.
• They cannot pay attrition under any circumstances.• We have flags for every branch of the military, and we will put
them in their Hospitality Room and in their Dinner for them. They love that. It’s important to at least have an American Flag.
• They are able to have smaller portions for meals because their members tend to eat less food. Some will even request lunch portions for their banquet dinner.
• Let them know that they can bring alcohol, bottled/canned soft drinks and pre-packaged snacks into their Hospitality room (as long as your state alcohol policy permits).
• Give them a room for Hospitality and/or memorabilia that locks. The items that they bring are irreplaceable and precious to them.
• When you do a proposal, they love it when you include the emblem for their Ship or their Battalion, or if you can’t find that, at least have an American Flag and the logo for their branch of service on the proposal. Most hotels don’t do this, and it will set you apart.
Why are Military Reunion Groups Special?
• They are much more emotionally invested in their events than the average corporate event planner. Their events have personal significance for them.
• They are not professional event planners, so they will need extra guidance through the process – be patient with them.
• They may not know what questions they need to ask, so you will need to ask them more questions than you would with a professional event planner.
• When committees are involved, their decision making process is lengthy and more complicated.
• They need to feel like you care about them and their event, not just from a business perspective, but from a personal perspective. They want you to get to know them, and they want to get to know you as a person. For military reunion clients, it’s all very personal.
• They are so grateful when they are recognized for their service. It truly matters to the attendees.
• The extra time and attention that it takes to work with a Military Reunion group is well worth it because they are wonderful people.
• They sacrificed a lot for our country. They deserve the very best we can give them.
Direct Solicitation to find Military Reunions
• Reunion Friendly Network – www.reunionfriendly.com - with 25 years in the industry, they train military reunion planners how to plan reunions and they connect planners to vendors. They hold events throughout the country called “ConFams” (it’s a conference and a familiarization trip). These events give you the opportunity to meet planners face to face. Their website does not give you access to contact information about their members.
• Your Military Reunion Connection – www.yourmilitaryreunions.com - a newer organization started by a former employee of Reunion Friendly Network. They do the same thing, but in a different format. Their website gives you access to contact information for their members.
• Alliance of Military Reunions – www.allmilitaryreunions.org - they started doing familiarization trips but have not been active lately. Their website gives you access to contact information about their members.
• Tin Can Sailors – www.destroyers.org – provides contact information for planners of Navy Destroyer Reunions.
• Military.com - www.military.com/Resources/ReunionList - provides contact information for reunions from all branches.
• American Legion Magazine – lists contact information for Reunion planners in the back of the magazine.
• Military Officers Association of America – their magazine lists contact information for Reunion planners.
Commissionable Third Party Planners who book Military Reunions
• Military Reunion Planners (MRP) – Ray Casey - Excellent reputation, books solid reunions that pick up. They are easy to deal with and very professional.
• Gatherings Plus – Pam Brown – She used to work for the Branson CVB. She is professional and knows her business.
• Armed Forces Reunions – Ted Dey - They book reunions that tend not to pick up as well. They promise the world to get a good offer, so be careful in your dealings with them.
• Overseas Brats/Reunion Brats – Joe Condril – These are reunions for people whose parents were stationed in the US military overseas. They went to school together for a while, then moved on when their military parent was transferred. They do reunions everywhere there is a base with a military school.
• Military Reunions to Remember – Terry McManuels – His website has had chronic problems with viruses – be aware of that and do not visit his website. He is the only planner I have ever worked with over the last 12 years that I DO NOT recommend.
LOCAL ATTRACTIONS•Udvar-Hazy Museum•Sully Plantation•Bull Run Park•Manassas Battlefield Park•Dulles Towne Center•Reston Towne Center•Leesburg Outlet Mall• 30 Minutes from DC
MILITARY REUNION ESSENTIALS•449 Room Hotel•178 Double/Doubles •620 Dedicated Complimentary Parking spaces available•Complimentary Shuttle to and from the Airport & local attractions•Complimentary Bus & Motor home parking on-site•Complimentary Room for the Planner•Complimentary Meeting Space & Hospitality Room •Flexible rates on weekends and mid week•Indoor & Outdoor Swimming Pools•Onsite Gift Shop •Onsite Hair and Nail Salon•No Attrition•Ability to bring your own snacks & drinks for Hospitality Room•Special Military Reunion Menu Pricing•Dedicated Military Reunion Specialist with 12 years experience
SPECIAL REUNION POLICIES•Attrition: Waived•Deposits: No deposit required•Final payment: 14 days prior to arrival•Cut-Off Date: 21-30 days prior to arrival•Complimentary Room Policy: 1 per 40 •One additional complimentary room for the Planner
The Hilton offers the perfect location for Military
Reunions! Only one mile from the National Air and
Space Museum’s Steven F. Udvar-Hazy Center and less
than three miles from Washington Dulles
International Airport (IAD); the Hotel is within minutes of the Dulles Toll Road (Route
267), Interstate 66, and Route 50 (Lee Jackson
Memorial Highway) allowing for convenient access to
area attractions, shopping, dining and more.
Call your Reunion Specialist today!Leslie Bauman (703) 834-1991
13869 Park Center Road Herndon, VA 20171
You served our nation with honor. Please allow us the honor of serving you at your next
reunion!
Convenience, Value & Exceptional Service!
