Pre-Convention Events

All Mass Media entries will be submitted through a file upload process directly on our website. The deadline for uploading files will be mid to late January, 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 the registration deadline. Go to the Scholarship page to access the online application.

 

Hotel Information

Hotel Accommodations:

Hotel rooms will cost $132.00 per night (quad occupancy, including self-parking), plus 15.25%* tax (as of April 2016). There is also an additional $2.50 per night city tax. Rollaway beds are available for no additional cost. There is a maximum of four people allowed per standard room, per the fire codes. Rollaways can ONLY be added to rooms with king beds. Rollaways cannot be added to any room with two beds. Rates are available from Wednesday through Sunday of convention week.

NOTE: The hotel has a mandatory $18 per room, per night resort fee for all rooms. This fee provides guests with the following services: High-speed internet services in the guest rooms; access to the Cyber Café; free local and toll-free calls (up to 20 minutes); bottled water in room (two bottles, refreshed daily); and scheduled transportation to Opry Mills, Grand Ole Opry, General Jackson, and Gaylord Springs golf club.

Tax Exemption:

*If you provide the hotel with your congregation’s 501(c)(3) designation letter from your state or if you receive a tax exempt certification from the state of Tennessee, you will be exempt from the 9.25% sales tax. You will still have to pay the 6% hotel tax and the $2.50 city tax. The hotel must receive the letter/certificate prior to February 28, even if you have used it in past years. You should fax it to Stacey Eakes at 615-458-2595. If you have questions, please call the Tennessee State Department of Revenue at 615-253-0600.

Suites/Team Pads:

Junior Suites are $184 per night, plus tax and resort fee. Executive Suite Parlors are $296 per night, plus tax and resort fee. Deluxe Suite Parlors are $401 per night, plus tax and resort fee. All suites are held on a first come, first served basis. There are a limited number of suites available. Although rare, there is a possibility that the suite may not be located with the main block of rooms for a group. The Executive and Deluxe Suite Parlors do not have any beds and will hold about 30 (Executive) to 60 (Deluxe) people for meetings. The Junior Suite has one king bed and will accommodate up to 15 people for meetings.

King and Double Rooms: About 20% of the rooms provided for our convention will have a king bed. If we do not request enough king rooms, they will be assigned as necessary. Please help by requesting as many king rooms as your group can use.

Amenities:

All rooms have a coffee maker, iron and ironing board, hair dryer, safe and mini-refrigerators. Baby cribs are available at no extra charge.

Early Payment Option:

The hotel will provide a copy of your bill 1-2 weeks prior to convention. This gives you an opportunity to verify that the hotel has the correct number and type of rooms. You may pre-pay to avoid delays at check-in. This service is ONLY available if you include an accurate FAX number or email address and tax exempt status in the Group Registration section of the online registration.

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. 

Parking Information:

Self-parking fees at the Gaylord Opryland Hotel are included in the room rate. Valet parking will be billed at the prevailing rate at the time of our convention.