This year there are 15 discounted hotel options located in the cities of Springfield, West Springfield, Chicopee and Holyoke. There is a wide variety of accommodations from which to choose. Many include free parking and complimentary breakfast.
Hotel Reservation for Annual Meeting Delegates
Reservations will be accepted from March 6 to April 12. Availability of reservations and price cannot be guaranteed once rooms are sold out. The hotels will sell out by April 12, so it is important for large delegations to reserve rooms starting March 6.
Please read the information below before booking rooms.
Please do not contact the hotels directly. They will not be able to make changes to your reservation in the group block. If you have any questions about reserving rooms or making changes to your reservation, please contact Gina at Gina@3Stonetravel.com or call 802-881-8452. (*Unless you are trying to extend your reservation at the MGM Hotel. In that case, call the MGM hotel directly at: 413-273-5000 and have your confirmation number handy).
There are NO paper reservations. You MUST use the online link with a credit card to secure your reservation. Please only reserve rooms that you or your delegation will be using. Reserving more rooms than you need and canceling them at the last minute prevents other delegations from being able to reserve those rooms by the deadline and puts the MTA at risk of losing money. There will be a $10 charge for any room reserved and canceled 7 days or more before your reservation date. Additional fees will be assessed for rooms canceled less than 7 days before your reservation (more information about cancellation fee below).
Local Presidents: Please be sure to communicate clearly to your delegates whether you are handling hotel reservations for your delegation or if individuals should do so on their own.
The hotels listed on the Annual Meeting website are available for all delegates, including large delegations and individual reservations, including Regional Ethnic Minority delegates and Statewide Retired District delegates.
Check-in and checkout times vary by hotel, so please make sure to find out the times for your hotel and communicate that to your delegates. Everyone must check out of their rooms on Saturday, April 29 before they head to the MassMutual Center unless the reservation has been extended to Sunday, April 30.
The reservation system can reserve several rooms at a time and can be modified to select different types of rooms and different dates. Other modifications (i.e., changing/adding delegate names) can be made by emailing Gina@3Stonetravel.com once a confirmation email has been received. All reservation name changes need to be finalized and emailed to Gina by April 18.
If you require an ADA room, please email Gina@3Stonetravel.com as these rooms may not be listed online.
If you are interested in booking a room overnight on Thursday, April 27, or Saturday, April 29, the online link will reflect which hotels have availability for these nights. Please adjust the search dates accordingly.
Delegates must use a Mastercard or Visa to secure rooms. If there are outstanding charges for your room after checkout, your credit card will be charged.
Because of the large volume of hotel options, you are responsible for finding out the billing procedures at your reserved hotel. Some hotels charge the credit card in advance, some only place a hold, and some do not charge the card until check-in or after you check out. Some hotels also require incidental holds. 3 Stone Travel will charge a portion of the hotel rate when you reserve your room. Your balance due, plus tax, is paid at the hotel. A credit card is required to reserve a room but for final payment if you need to pay by check, contact the hotel to inquire about payment options.
If the credit card that will be used to reserve the room does not have the name of the person who is checking in, you will need to contact the hotel to get a credit card authorization form. This form instructs the hotel which card to charge at checkout and if the card is paying for room/tax only, or if it also includes incidentals. If the hotel does not have this form on file, they will charge the card that is used when the person checks into the room. If a local wants to pay using a group credit card, please fill out the credit card authorization form in advance.
Using the Hotel Information Website
When you are ready to book rooms, visit the 3 Stone Travel event website. On that page there is one path for booking rooms at the MGM Hotel and another path for booking all other available hotels in the MTA block. The explanations that follow are specific to the latter process.
After entering the dates for which you will need hotel rooms, you will see a list of hotels. To see how many rooms and what room types are available, click “View Rooms.”
Books rates vs. hold block
After selecting “View Rooms” you will have the option to “Book Rate” or to “Hold Block.”
- If you select “Book Rate,” you will have to enter a name/payment information for every room you will book. (If you choose this option and don’t know the names for every room you are booking, you can just enter one person’s name for all unknown rooms and email Gina at Gina@3Stonetravel.com by April 18 with the updated name information.)
- If you select “Hold Block,” you will just enter a Group Name and your contact information. Members can hold a block of rooms at a specific hotel for 7 days. You will receive a personalized booking link to share with your group. The link is available for 7 days. After that time, any rooms not booked will be added back into the main block and will be available for anyone to book. There is no guarantee that the rooms will be available once they are released back to the main block.
You must contact Gina@3Stonetravel.com to cancel or modify a reservation. Do not contact the hotel directly. The fee paid at the time you book your room is refundable, minus $10 up until 7 days prior. For cancellations less than 7 days before check-in date, the service fee that was charged at the time the reservation was made will not be refunded. Each hotel has its own cancellation policy to prevent cancellation fees. You are responsible for calling the hotel to find out the billing information for you and/or your delegation. The cancellation policy varies by hotel. It is typically 2-3 days prior to the day of arrival. Rooms not canceled 2-3 days prior will result in a penalty of one night's room, plus tax. You will find the exact policy for each hotel when you reserve your room.
Single/Double Occupancy (2 beds or 1 king/queen) Hotels start as low as $132.22 per night. (Please note MGM Resorts also charges a $10 resort fee.)
Triple/Quad Occupancy Some hotels may charge an additional $10 per person after the first two people. *Room rates do not include taxes of 11.7 percent to 13.45 percent, depending on where the hotel is located. Rollaway beds may be subject to availability and an additional fee.
*Room rates do not include taxes of 11.7% to 13.45%, depending on where hotel is located. Rollaway beds may be subject to availability and an additional fee.