Most Reunion Planning Companies charge a flat rate per person registration fee. This is the only direct cost to your members, and this fee applies only to those attending the reunion. At Military Reunions to Remember, we charge a variable registration fee to reunion attendees. This fee is dependant on the anticipated number of attendees at your reunion, the location of your reunion and the number of nights your members stay at the hotel. These fees are listed for many cities on the Registration Fee page of the Web Site. We have chosen to use a variable registration fee since our expenses vary depending on location. Our primary source of income is the commission paid by the hotel industry and that income is determined by the number of members staying at the hotel. We are confident that the services provided by Military Reunions to Remember will be well worth the registration fee. Our guarantee to each and every member of your group is simple.

If for any reason a member of your group is not completely satisfied with the services provided by RTR, we will, upon request, refund the total registration fee charged for our services.

1. Once the Reunion Chairman advises us of the desired location and date, we arrange for him or her to visit several properties and meet with hotel sales personnel. We will provide a site inspection form for each property that includes all the questions that should be answered and documented before any final decisions are made. The Reunion Chairman will keep the original inspection forms and copies will be sent to RTR for evaluation and clarification if necessary. Site Inspections should always include complimentary stays at all hotels under consideration. Other expenses are normally paid for by the Association.

2. MRTR and the Reunion Chairman work together to select the best hotel to host your reunion. MRTR will work with each hotel under consideration and negotiate the most favorable contract proposal possible. Final selection will then be made by the Reunion Chairman. At that time, MRTR will start the contract preparations. We get it all in writing! We make certain that there are no surprises, no hidden costs, we cover everything in the contract. We negotiate room rates and total prices of meals, including taxes and gratuities. Complimentary items such as sleeping rooms, meeting and hospitality rooms and complimentary receptions hosted by the hotel are also included in the contract. Based on your estimated attendance, we negotiate your total room block as well as favorable attrition clauses in the event your group fails to meet minimum attendance. Parking and airport shuttle service is also covered in the contract. All corkage fees and service charges are included as are total inclusive price limits for all meal functions. Once the contract is finalized, it is submitted to the Reunion Chairman for approval, indicated by his initials on each page. The actual signing of the contrat is done by Military Reunions to Remember. At MRTR, the success of your reunion is our priority. Our name is also on the contract, we share in your success as well as your failure. We are on your team. If for no other reason, contract preparation is well worth the expense of using a professional planner for your reunion.

3. Once the contracts are signed, the Reunion Chairman will work with MRTR to develop the reunion itinerary. Menu selection is worked out with the hotel catering staff while keeping within the limits of the contract. Tours of local attractions are developed using tour companies that are friendly to military reunion groups. All tours will include air conditioned motor coaches with licensed guides.

4. MRTR will create a unique registration form and forward it to the Reunion Chairman for approval. The final registration form can then be mailed to your membership by the Reunion Chairman directly or as part of your newsletter. Those wishing to attend the reunion will simply fill out the registration form and forward it along with a check to our office. Room reservations are made directly with the hotel by your members.

5. MRTR will build a data base of members planning to attend the reunion using the information provided on the registration form. We create a unique custom name tag and forward a sample to the Reunion Chairman for approval. We will prepare a complete registration package for each attendee for pickup during registration at the reunion. This package will include nametags for each member attending along with a reunion itinerary, color coded tickets for selected events and a copy of the original registration form.

6. Our on site managers will arrive at the hotel at least one day prior to the reunion. They will assist the Reunion Chairman with set up of your hospitality room and set up a registration table for your members. After hotel registration and room check in, your members can go to the hospitality room and receive their registration package from the MRTR representative. We provide on site drop/add services (subject to availability) so that your members can make changes to their itinerary if they wish. MRTR staff also assists with distributing Association material to your attendees.

7. The MRTR Site Managers report directly to the Reunion Chairman during the entire reunion. We make sure that everything runs smoothly and any complaints are taken care of quickly and satisfactorily. MRTR assists you with hospitality room setup and maintenance. We act as liaison with hotel staff to ensure that your members have a memorable reunion. We assist tour companies with member rosters for those going on tours. We are present at all meal functions and make certain that an accurate meal count is taken and your group is charged accordingly.

8. Following the reunion, MRTR will verify all charges to the group and ensure that an accurate billing statement is provided to the Association. We ensure that precise billing is made in accordance with the original contract. We provide the Reunion Chairman with a full accounting of all monies collected and charges to your account. Association registration fees and excess charges for meals and tours are returned promptly to the Association.