The 2023 convention registration portal will have two registration start dates:

Early Bird Registration will open on March 21st. Early Bird registration is open to members who are current with their dues through July of 2023 and who also turned in their Year End Letter by the December 15, 2022 due date. If your join date is in the month of March, April, May, June or July you may have to pay your dues ahead of time in order to be current through July of 2023 in order to register for convention.

General Registration will open on March 28th. General registration is open to ALL members who are current with their dues through July of 2023. The status of a member’s 2022 Year End Letter paperwork will not impact a member’s ability to register for convention during general registration.
Not being current with dues through the month of July of 2023 will impact a member’s ability to register for convention both for the Early Bird registration date and General Registration date.

You cannot register for convention at any time unless your dues are current/paid up through the month of July 2023.

The last day to register is on June 1st. This is the very last day you can register for convention. There is no late registration date.

If you have an email address listed in our membership roster, you will receive an invitation from metroConnections via email with a direct link to the registration web site.

metroConnections, our new event planning company, does not offer call-in registration services. All attendees must register for convention on-line through the registration website link. We are asking District Directors to help the 14 Motor Maids who currently do not have an email address. A communication will be sent to the District Directors, noting who does not have an email in their respective district, with suggestions on how to help these members.

First check the SPAM/Junk Mail folder on your email account. If you do not receive an email invitation to register for convention check the following:

1. Do we have your correct email address? If not, notify Angela Manley, our Membership Secretary OR go to our Motor Maid web site and update your email in your membership profile.
2. Are your dues current through the month of July of 2023? If not contact Pam Tiller, our Treasurer.
3. Did you Year End Letter paperwork arrive by December 15, 2022? If not, you will be able to register on March 28th. during general registration (assuming your dues are current).

metroConnections will receive updated membership rosters every 2 weeks, or so after the initial launch of registration. These updated membership rosters include members who are current with their dues and new members who are listed on the monthly report.

Yes, you can act as proxy for another member for the registration process. You need to have the member’s 4 digit ID #, payment information-credit card, and information about their hotel room needs. Have the member use the registration help sheet as a guide so you have all the information you need to go on-line and register on their behalf. You will also need to know the member’s email address if they have one.

metroConnections will send you an email confirmation listing the items you ordered for convention. Your convention registration confirmation notice will also have a confirmation code assigned by metroConnections. If you do not have an email address, your convention registration confirmation will be downloaded, printed and sent via the postal service by the Convention Coordinator, Susan Gibson.

If you need to make any changes after receiving your registration confirmation from metroConnections, you can email metroConnections at registration@metroconnections.com . You will need your convention registration confirmation code from metroConnections. The subject line in your email should state- 2023 Motor Maid Convention. The body of the email needs to include your convention registration confirmation code and your full name.

We no longer accommodate walk in registrations at the convention site.  Convention registration closes on June 1st. After June 1st you cannot register for convention.

All guests must be registered for convention. A guest can opt out of ordering the banquet meal. As a registered guest, they will receive a name tag/lanyard that verifies they are registered. As a registered guest they will have access to all our social activities and access to rooms assigned for the raffle items, hospitality room, and history room.

Contact Susan Gibson as the Convention Coordinator, in writing, to cancel your convention registration. You must submit something in writing to cancel your registration.

There will be no refunds for any convention items; including the banquet meal and registration fee.  If you do not have email, then call Susan Gibson, and she will go through the proper channels in the Motor Maid organization and metroConnections regarding your cancellation. Your cancellation will be noted and recorded once the Convention Coordinator and President have reviewed the circumstances around your cancellation. You cannot give your registration to another member or transfer it to another member in the event you need to cancel. We all need to register under our own name and unique Motor Maid ID #. Any convention items pre-ordered will not be mailed after convention. When you cancel you forfeit any convention items you pre-ordered. Do not make arrangements for another attendee to pick up your convention items during convention. The items will not be available and there will not be a convention “ditty bag” assigned to you when you cancel.

You must first register for convention with metroConnections before booking a room. During the convention registration process, you will select your room type along with arrival and departure dates. You must indicate during registration if you are the Room Captain/owner of the room or are you rooming with someone else who has booked a room.  If as the owner/Room Captain who is sharing a room with another Motor Maid(s) or guest, please list their full name(s) as your roommate when asked.

If you are rooming with someone else and they are responsible for booking the room, you must list the Room Captain/owner when asked during convention registration.

Once you have completed registration for convention with metroConnections, you will receive a separate email from metroConnections with a link to the hotel on-line reservation services specific for the Motor Maid block.

If you do not need to book a room because you are a roommate with a Motor Maid who is making the hotel reservation, then no further action is needed on your part when you receive the link to the hotel on-line booking services. Make sure you are not duplicating room reservations, where all 3 roommates are booking a room they plan on sharing. Decide before registration who in your group is reserving the room.

Your hotel reservation confirmation letter along with your hotel room confirmation number will be sent directly to you via email from the host hotel. Only the room captain/owner of the room will receive the hotel confirmation notice.

 At no time should you call the hotel to book your room until after you have registered for convention.

You must stay at the hotel we have contracted for convention a minimum of 3 nights within the Motor Maid room block.  A room reservation at the contracted hotel must either be in your own name or you must be listed as a roommate with another member who has booked a room in their name in the Motor Maid block. Your stay as a roommate in someone else’s room must be at least 3 nights.

The Motor Maid room block at the host hotel closes on June 4th.

There is a 48 hour notification requirement prior to your check in date to cancel your room without a penalty.

You will need to contact the hotel directly to make any changes. Additionally, you will need to contact Susan Gibson regarding ANY changes to your hotel information (arrival/departure dates, roommate changes and/or no longer need a room). Susan will need to track all changes in our hotel block for convention so she can closely monitor the Motor Maid room block ensuring we are meeting our contractual obligations with our hotel. Susan will receive regular updates from the hotel on number of rooms booked, types of rooms booked, who has made a reservation, etc.

You can indicate your special housing needs on-line when using the hotel’s on-line booking systems. All housing is based on availability in our block. We have a limited number of rooms in our block on Friday and Saturday prior to the start of convention; with the largest number of rooms available in the block starting on Sunday.

Our host hotel is in the city center of Springfield. This makes it very convenient for walking to local restaurants, pubs and shopping venues. We are in a parking garage managed by the host hotel. The cost is charged to your room and you pay at the end of your stay. The price of parking is $10.00 per day, per motorcycle or car. If there are 3 members sharing a room, then a $30.00 parking fee will be charged each night of your stay. 

When you check in at the hotel, you will declare how many vehicles/motorcycles are associated with that room. Each guest’s room key card will get programmed allowing them access to the garage. You must have a motorcycle/vehicle listed on your room key in order to park in the garage. Parking is normally $19.95 per day. Your room key card properly coded with your motorcycle attached to the room allows you the discounted parking rate of $10.00 per day/per motorcycle.
 

• Your 4 digit Motor Maid ID #. You can go on-line to the Motor Maid web site to find your unique Motor Maid ID #. Your ID # is also listed on your membership card
• Make sure we have your current email address.
• Decide if you are booking the room in your name or if you are rooming with someone who is making the reservation. 
• Know who you are rooming with BEFORE registering for convention. 
• Your dues MUST be current through the month of July to register for convention. Check your dues expiration on your personal dashboard member information available on the Motor Maid web site-members’ only section. You can contact Pam Tiller, our Treasurer, to verify if your dues are current. Your Motor Maid membership card will also indicate when your dues expire.
• Do your homework before registering. Use the registration work sheet found in the March Advisory to pre-plan your convention purchases, guest information, and housing needs.

If you have any questions about your convention registration link; especially if you are looking for the event invitation link in your email, please contact Angela Manley at mmmembership@gmail.com  Angela manages the membership roster lists MetroConnections receives for registration invitation links sent to our members via email.

As an organization hosting convention in Springfield, MA we will follow whatever the local municipality and/or state requires for large group gatherings and mask requirements. We will not go over and beyond existing COVID mitigation policies in place at the hotel and/or the local municipality COVID policies in Springfield. Check on-line resources for COVID mitigation policies in Springfield.

This policy has been in place since 2017 and clearly states expectations regarding pets attending convention; including emotional support animals.

No pets are allowed during any of our official convention activities. Convention activities include any meetings, convention photos, convention parade, Dot Robinson Road Run, guided rides, Red Ribbon luncheon/breakfast, registration/check in to pick up ditty bag, banquet and any organized social events or receptions.

No pets in any of the rooms assigned specific to convention- (raffle room, hospitality, history room, meeting rooms, or meeting space assigned for Red Ribbon luncheon/breakfast, receptions or banquet). 

It is your choice to bring your pet assuming the host hotel is “pet friendly”. Keep in mind your pet will have restricted access to areas in the hotel related to the Motor Maid convention. If the hotel is pet friendly, then plan accordingly with regards to your pet’s care and well-being when you are busy participating in convention activities. 

If you do bring a pet, it must be kept on a leash when interacting with other convention attendees in public areas of the hotel—lobby, parking lot reserved for motorcycles, etc. 

We do not make any special concessions with the hotels under contract for convention regarding their corporate pet policy. If there is a fee for housing your pet in the hotel room, then it is your responsibility to pay that extra expense.  Our host hotel in Springfield will allow 1 dog per room. The dogs must be no larger than 40 pounds. 

Emotional Support Animals must follow the same guidelines as outlined above.

If someone has any issues about this policy contact the Convention Coordinator, Susan Gibson prior to registration for convention.