Info

Logistics and Timing:

The Short Version-

• The main group will check in to Park MGM on Friday 4/4/2025 and check out on Tuesday 4/8/2025.

• Have a group formed on the "Organizing" page" and a captain picked by January 1

• Have time off approved, and flights and hotels booked by February 1

• Re-confirm entire group attendance and plan for finance and liability issues by March 1

Additional details-

• Please have groups formed by January 1 - Kevin will confirm with everyone on the list that they are actually coming then

  • We will see which groups are still looking for people then and which people are still looking for groups, and match accordingly then. 

  • You are more than welcome to stay in any hotel on any days, as it stands now there are not specific plans for any day or time. Please use the google sheet on the "Organizing" page of this website to coordinate with others.

  • Each group is responsible to pick a Captain to limit the number of people Kevin has to coordinate with, so discuss who you want to be in charge of booking you room's hotel, collecting money from the group members, dealing with drop-outs or any rescheduling, and other issues. The Captain must be the person who actually books the hotel, so please pick the person most likely to actually attend.

• Please have rooms and flights booked by February 1 - Kevin will confirm bookings then

  • It will be the Captain's job to ensure the room is booked, and everyone has flights booked. The Captain of each room will work with the other people in that room to determine any finance or liability arrangements that group needs.

  • For any assistance with drop-outs, rescheduling, collecting money, or other issues, please reach out to Kevin.

• Everyone who will be attending must have rooms and flights booked and finance and liability plans complete by March 1 

  • Any group not fully booked at this time will be on their own entirely and assumed not to be joining. Ideally, the participants in each such group who want to come can form a new group with others in the same situation, or they can join an alternate list in case someone drops out from another group.

  • Some people have erratic schedules or other reasons to bail, so a hard cut off serves to limit devoting time and resources to issues that are unlikely to be resolved, and maximizes the odds successful groups are formed. 

  • Team captains must have collected hotel booking money from the others in the group or have plans to do so at this point. Additionally, the group must have a plan that at a minimum dictates what will happen if someone doesn't show up and who will pay for hotel incidentals and penalty charges/ It is encouraged to plan for any other liabilities your group or Captain believe may come up.

• Everyone is responsible for booking their own flights or organizing among each other 

  • It is generally recommended to book sooner rather than later for cheaper flights.

  • Ideally, your group will have determined finance and liability plans before you book a flight to avoid getting stuck in unagreeable terms

Finances and Liability:

• The group Captain will pay for the hotel room and be responsible for collecting money from the other group members. 

  • The group and Captain must agree on the amount and timing of these collections before reserving a hotel room. Note that collecting money up front serves to limit the Captain's individual liability in case group members do not attend or can't pay; however, many hotels only require a deposit to reserve a room with the balance due at time-of-stay which would then shift the liability to the rest of the group in case the Captain mismanages the cash between collecting and remitting it.

  • Be sure to discuss and agree on a plan in case a group member (including the Captain) cannot attend at short notice, ideally get this in writing

• Nearly every hotel has a no smoking tobacco or weed policy with a charge of $100-$1000 (usually around $250) as well as exorbitant minibar and other incidental charges. Be sure to have plans in place to pay for anything if it is incurred that the group agrees to for both scenarios: where the person causing the charge is known, and where that person is not known.

• There are a million things that could go wrong in Vegas, so if you are concerned, talk to your group and captain about them.

Booking Advice:

• At the time of writing, a 2 queen room at Park MGM 4/4-4/8 is about $964 all in or $120/bed/night with. There are definitely better hotels and there are definitely cheaper hotels, Park MGM is a great balance but you don't have to stay there if you prefer another place.

  • If you want to be an easy walk away, don't go farther south than Excalibur or farther North than the Venetian or you will probably spend more money on Ubers than you save from staying elsewhere.

  • If you are ok with a long walk or an Uber, stay anywhere north of Mandalay Bay south of the Strat works. Downtown, off strip, and the suburbs are a very different experience that can also cost a lot of time and money in transportation.

• Anywhere you book is going to have a stupidly high resort fee, and they are nearly impossible to get waived, so don't get sucked in by low sticker prices.

• If you plan on going back to Vegas, all the major brands offer perks if you get their free membership. If you sign up for a free rewards account (if you don't already have one) you'll get a discount on this booking and free perks going forward.