WSEA Mid-Winter Convention 

January 16^th – 19^th, 2025

The Washington State Elks Association will conduct its Winter Convention at the Double Tree by Hilton, Seattle Airport, starting Thursday, January 16^th  2025. The registration form and preliminary agenda are attached.  The hotel is going to set up a Breakfast Buffet as well as a Soup and Sandwich Luncheon Special to help expedite eating times. You can also order directly off the menu.  Thursday night Welcome Reception was quite a success the last couple of years, so we are bringing back the Taco Bar with complimentary beer and wine. Friday Night Dinner menu includes a choice of Steak, Salmon or a Vegan option – Cauliflower Steak. For those not participating in the meal portion of the Friday night dinner, you can still enjoy the entertainment by purchasing entertainment ONLY tickets for $10.00.  If you are purchasing Friday dinner, the entertainment is included, no need to purchase separately.

ATTENDEEREGISTRATION:

Non-Elk Spouse and Guests attending with a member will be $20.00 each. 

Please understand: After December 5^th, there is no guarantee hotel rooms will be available. 

*If you are parking at the hotel without a guestroom, the cost is $12.00 plus tax per day. - See information below

If you choose to register here through Zeffy, please understand that they provide their services AND credit card processing completely free to all Non-Profit Organizations. They are able to do this because they ask for donations during the registration process.   If you feel that you would like to donate please do so and if you choose not to donate that is completely acceptable as well.

Registration refunds: Full refund through Jan 4^th, no refunds after.

HOTEL RESERVATION:

Rooms can be reserved at the convention rate of $152.75 including taxes. Your options are 1 bed or 2 beds in the room. If no choice is made it will be entered as no preference. There is a $25 charge per night if you request a mini refrigerator in your guest room. The total will be added to your bill at checkout.

Hospitality rooms:If additional items are needed for the hospitality rooms, they must be ordered through the Convention Chairman 2 weeks prior to arrival and will be added to the charges for the Hosts guestroom.  

All hospitality rooms will be assigned to the same area.  

Hospitality room hosts must register to attend the convention.

Hotel refund policy: 48-hour advance notice of your scheduled arrival date is required for a refund. After 4pm Jan 10^th, contact the hotel directly for changes or to cancel.

ADVANCE MEAL TICKET PURCHASE:

Tickets need to be purchased in advance so we can properly report plate counts by the required contract date. If no meal choice is made for Friday dinner it will be entered as Steak. Please understand: You do not have the ability to purchase these tickets at convention. The Entertainment ticket should be purchased in advance, there will only be a small quantity of these available on-site.

Advance meal ticket refunds: Full refund through Jan 4^th, no refunds after.

We look forward to seeing you at the Convention!

Fraternally and Sincerely,

Noel “Sandy” Barber, Convention Chairman

Washington State Elks Association  

Doubletree by Hilton Parking Guidelines                                                              SeaTac, WA

Parking seems to be a confusing part of the Winter Convention at SeaTac.

Please follow the guidelines below to alleviate that.

Guests with a hotel room: - THIS IS YOUR RESPONSIBILITY.

Upon checking in with the hotel, advise them how many vehicles you have.

Room key(s) will operate gates for entry and exit during your entire stay.

Day of departure, use room key(s) at the exit gate then drop room key(s) in the gate drop box.

1 vehicle is free per guestroom, additional vehicle(s) are $17.21 each ($12.00 plus taxes).

If your room key(s) encounter issues, push the “help” button at the gate, no need to pay when you stay.

Guests without a hotel room: - THIS IS YOUR RESPONSIBILITY

At the entry gate, take a ticket and bring it to the Elks registration area.

Validate your ticket to discount your parking to $17.21 ($12.00 plus taxes).

When departing, you have 2 options:

1. Use the pay station in the lobby to pay $17.21
2. Insert the discounted ticket at the gate to pay $17.21

If your validated ticket encounters issues, push the “help” button, pay no more than $17.21 to exit.

Airport guests:

The Courtesy shuttle pickup area is on the 3^rd floor of the SeaTac Airport Parking garage.

From the airport baggage claim, take the elevator to the 4^th floor.

Once on the 4^th floor, go across the skybridge to the parking garage.

Once in the garage, take the elevators one floor down to the 3^rd floor.

Look for the Doubletree Shuttle that has the number 1 on the right side of the windshield. 

The shuttle runs every 20 minutes, leaving the hotel at the top of the hour and then every 20 minutes.

PRELIMINARY AGENDA * SUBJECT TO CHANGE AS NEEDED.

Thursday

7:30– 5:00          Registration                                                                                GRAND FOYER

8:30 – 11:30       Executive Committee                                                                NW 1     

Charitable Trust Meeting                                                                                       NW 1                                                 

11:30 – 1:00       Lunch –                                                                                       On Own

1:00 – 2:00         Financial Trustees                                                                      NW 1                                                                 

2:00 – 3:30         Committee Chairs                                                                      NW 1

5:00 – 11:00       Hosp. Rooms Open

5:00 – 8:00         Welcome Reception - Ticket Required                                     NW BALLROOM

6:00 -9:00           PSP Reception                                                                             PRIVATE

Friday

7:30– 5:00          Registration                                                                                GRAND FOYER

8:30 = 10:30       Membership and Marketing                                                    E 3 & 4

8:30 – 9:30         Child ID                                                                                       C1 & 2                                                                                                   

8:30 – 9:30         Prepare and monitor budget                                                   C 3 & 4

8:30 – 11:30       Mandatory Secretary Training                                                 E 1 & 2

9:30 – 10:30       Scholarships MVS & Vocational                                              C 1 & 2

9:30 – 10:30       Hoop Shoot                                                                               C 3 & 4                                                                                          

10:30 – 11:00     Intro to Ritual                                                                            E 3 & 4

10:30 – 11:30     Lodge Activities                                                                         C 3 & 4

11:00 - 12:45      Ritual Contest                                                                            E 3 & 4

11:00 - 12:30      Spouses Luncheon @ Burien Lodge - Depart at 10:30

11:00 – 12:30     Lunch                                                                                          On Own

11:30 – 1:00       PSP Luncheon                                                                           Private

1:00 - 2:00          New ER Tune up                                                                       E 1 & 2

1:00 – 2:00         WETP Demonstration (OPEN TO ALL)                                   G 1 & 2

2:00 – 3:00         Discover Elks                                                                            C 13

2:00 – 3:00         ENF                                                                                              C 1 & 2

2:00 – 5:00         Compulsory Secretary Training lab                                       E 1 & 2

3:00 – 4:00         Veterans                                                                                   C 1 & 2

3:00 – 4:00         Drug Awareness                                                                      C 2 & 3

3:00 – 4:00         GL Convention Info.   Kansas City MO.                                 E 3 & 4

5:00 – 1100        Hospitality Rooms open

5:30 – 6:00         Cocktails - Reception                                                              NW Ballroom

6:00 – 7:00         Dinner - Ticket Required                                                        NW Ballroom

7:00 - 7:15          Entertainment only admitted - Ticked Preferred                NW Ballroom                     

Entertainment - NW Ballroom         

Saturday

7:30– 5                Registration                                                                              Grand Foyer

8:00 – 9:00         District caucuses

                                 Central -   East    -    South   -    West   -     North

                                 C - 12         C -13        C - 14     E – 1&2     E -3&4     

9:15 – 11:30        Business Session with Voting                                                 G 1 & 2

11:30 – 1:00       Lunch                                                                                         On Own

1:00 – 3:30          General Session                                                                       G 1 & 2                                                                         

Sunday

9:00 to Noon     Alcohol Server Training                                                            C 1 & 2

C = Cascade   E = Evergreen   G = Grand   NW = Northwest