March 30-April 1, 2018
Louisville Marriott Downtown
280 West Jefferson
Louisville, Kentucky 40202
Hyatt Regency Louisville
311 S 4th Street
Louisville, Kentucky 40202
*Please do not call the hotels directly for room reservations or changes.
The schedule link below may be used as a preliminary schedule for the 2018 convention for the times of events only. The times of events are not expected to change, but this should not be considered as final. Specific event rooms will be determined after the close of registration on January 22, 2018. The final schedule and event room assignments will be posted here by early March.
All Mass Media entries will be submitted through a file upload process directly on our website. The deadline for uploading files is January 22, 2018 , so please get them uploaded early in case you have any problems. Please do not wait until the last day to upload the files. We recommend you use the Mozilla Firefox web browser when uploading files. Please limit all files to a maximum size of 60 MB. If you have any issues call or email the National Service Center. For a detailed description of the file upload process click here. To go to the file upload page Click here.
Scholarship applications must be completed by december 1, 2017. Go to the Scholarship page to access the online application.
Hotel rooms at each hotel will cost $104.00 per night (quad occupancy), plus 16.07% tax (as of April 2016). Rates are available from Wednesday through Sunday of convention week. Please note that a credit card will need to be provided for each room upon check-in to cover incidentals such as parking, long distance, etc. Check-in time is 4 PM. Early check-in may not be possible depending on how full the hotel is the previous night. Please do not plan for or expect early check-in.
Organizations within the state of Kentucky must provide the completed form 51A126. Check or credit card of the exempt organization are the only means for payment. Letters of exemption must be provided for any KY state, federal, city, county or special districts instead of form 51A126. Organizations outside the state of Kentucky must first contact the Department of Revenue and register with the Division of Sales and Use Tax for exempt status in Kentucky. The number is 502-564-5170. Once approved, the state may issue the Out of State Purchase Exemption Certificate form 51A127. The organization will also receive an exemption letter from Department of Revenue with an exemption number. Organizations must provide a completed form 51A127 and pay directly with an organization’s check or credit card.
For groups staying at the Marriott, you must provide the exemption letter/form to Courtney Hutton by email before the hotel deadline date and pay for the rooms before arrival with a church check or credit card.
For groups staying at the Hyatt, you must provide the exemption letter/form to Nakaa Stewart by email before the hotel deadline date and pay for the rooms before arrival with a church check or credit card.
The Marriott has a limited inventory of hospitality suites. These suites will be offered, based on availability, on a first come, first served basis at a rate of $275 per night. Hospitality suites will require policy and food waiver signed by each congregation leader authorized to sign for their group. All hospitality suites are on the 3rd and 4th floors, so they will NOT be able to be located with the group's other rooms.
Hospitality suites at the Marriott will be booked through this link beginning at 8:00 AM (Central) on December 2, 2017. At this time all available suites have been booked at the Marriott. You can still keep checking the link in case someone cancels, but it is not likely.
The Hyatt has a limited inventory of suites available. There are two types: Executive Suite Parlor for $160 per night, or $264 with one connected bedroom; and VIP Suite Parlor for $260 per night, or $364 with one connected bedroom. To book these suites, email Nakaa Stewart beginning on December 4, 2017. Suites will be reserved on a first come, first served basis.
All rooms include iron and ironing board, in-room safe, hair dryer, coffee maker, complimentary coffee, voice mail, dual line phone, executive desk and chair and upgraded bed package.
Mini-refrigerators and roll-away beds are available at no charge on a first-come-first-served basis at the Marriott. Please limit the mini-refrigerators to those with medical need. Roll-away beds can only be added to rooms with one bed. There is a chiller (similar to a mini-fridge) in all rooms. The Hyatt has a mini-refrigerator in all rooms.
Reservations and Changes:
**Please do not call the hotel directly for reservations or changes.**
So that the hotel can accurately block your group’s rooms, you must have the total number of king and double/double rooms indicated by the registration deadline. After the registration deadline, group leaders will be able to make changes to their group’s hotel reservations in the registration database until midnight on February 28, 2018. The information in your reservation database on February 28 will be considered your final request. Any changes, except room cancellations, made after February 28 will be accommodated if possible, but are not guaranteed. Please make every effort to have all reservations finalized by the February 28 deadline. Adding rooms after this date may not be possible. If they are able to be added, they will most likely NOT be near your group’s other rooms. Please request all rooms that you will need by February 28, 2018. Please note that any cancellations MUST be made no later than five days prior to arrival. Any no-shows or cancellations after that will be charged one night’s room and tax. Please make sure that all requested rooms are used to avoid these penalties.
All requests for changes to hotel reservations must be requested through the online registration system.
The group leader should choose a person to be the hotel room coordinator. This person should be the first to arrive and the last to leave. Your hotel room coordinator can check in and check out your group.
Self-parking will be $13 per night at each hotel. Valet parking will be at the prevailing rate.