Planning Your Trip
The Gaylord Palms Hotel & Convention Center is centrally located in Kissimmee, Florida, just 20 minutes from the Orlando International Airport. With its stunning Spanish Renaissance architecture, this hotel allows you to experience the mysterious waters of the Everglades, the historic old-world charm of St. Augustine, and the island spirit of Key West in one extraordinary place. Click on the following link for more information about this stunning hotel.
More About the Gaylord Palms
The negotiated conference rate for attendees of the 2012 National Annual Meeting is $179 for single/double occupancy, plus applicable taxes, which are currently 14 percent. This rate is good, on a space-available basis, beginning Thursday, May 24, through Tuesday, June 5. The cutoff date for making a reservation is Saturday, May 5, 2012. To make a reservation, call 407-586-2000 and ask for the Boy Scouts of America Annual Meeting rate, or provide the group code of A-BS512. Be sure to get a confirmation number! It is also helpful to get the name of the person taking your reservation.
Airfare discounts are available through the BSA Travel Service. Call toll-free, 800-444-2697, and the BSA travel experts will be happy to help! Ground transportation from the Orlando International Airport is available through Mears Transportation. Click on the following link to make your reservations. If using the shared ride option, a discount is automatically applied to attendees of the Boy Scouts meeting. Mears Transportation
Self-parking is available for guests of the hotel at a rate of $13 per day and valet for $20 per day with in/out privileges.
The conference registration fee for the 2012 National Annual Meeting is $290. If you register prior to midnight (Pacific time) Sunday, May 6, you will receive the early-bird rate of $240. Those who have completed their registration will receive a confirmation via email. If you do not receive a confirmation, there is a problem with your registration. Contact the officeof.meetingmanagement@scouting.org with questions.
All meal functions and optional activities can be selected on the registration form. All attendees must be registered and have a name badge in order to participate in conference events (meals, exhibits, electives, tours). Exceptions are family members and guests of Silver Antelopes and Silver Buffalos who wish to attend the award presentations only. Those guests must purchase a ticket to the lunch or dinner. A registration fee is not necessary.
Spouses and guests (age 12 and older) must also be registered and have a name badge to participate in conference activities. The registration fee is $140 and includes a name badge; continental breakfast on Wednesday, Thursday, and Friday; entry into exhibits; and a conference memento. A youth fee of $75 is required for children ages 6-11 who plan to participate in conference activities. This fee includes a name badge; continental breakfast on Wednesday, Thursday, and Friday; and entry into exhibits. Children six and younger are not required to pay a registration fee; however, if requiring a seat at a meal or on a tour, a ticket to the event must be purchased.
Menus have been developed to satisfy the majority of attendees. Anyone requiring a special meal due to dietary restrictions should indicate so on the registration form. The BSA and Gaylord Palms will make every effort to accommodate your needs.
National Council Recognition Dinner vouchers will be included in the packets of those who purchase them. These vouchers must be exchanged before noon on Friday for a table assignment. The banquet voucher exchange desk will be open during regular registration hours until noon on Friday. If you have plans for a group to sit together, we recommend one of two ways to accomplish this:
Option A: One person purchases all vouchers on their registration form. Individuals then reimburse that person.
Option B: Use the BSA voucher pull assistance. Requests must be received no later than midnight Sunday, May 13. Requests should be submitted via email to leslie.ryan@scouting.org and should include the name of the person requesting the vouchers, including phone number and email address so that we may reach you in the event we have questions.
Also include a list of those people who have purchased vouchers that you would like included in your packet. IMPORTANT! Please be sure the people you are requesting definitely plan to attend and have already purchased a voucher. Cancellations and/or refunds will be issued upon receipt of written notification no later than midnight Sunday, May 13. Refund requests may be sent via fax to 972-580-7841 or by email to officeof.meetingmanagement@scouting.org. Any refunds after this time will be given on a case-by-case basis.
Direct registration questions to officeof.meetingmanagement@scouting.org.