1. travel
2. tourist facilities
3. hotel

Lions Clubs International
300 West 22nd Street, Oak Brook, Illinois 60523-8842, USA
Phone: +1 630-571-5466 Fax: +1 630-571-1689
DATE:
October 2014
TO:
1st Vice District Governors and District Governors-elect
RE:
2015 District Governors-Elect Seminar and 98th International Convention
It is our pleasure to send you information on the District Governors-Elect (DGE) Seminar and International
Convention in Honolulu, Hawaii, USA.
In this packet you will find information on how to:
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Register for the DGE Seminar and International Convention
Reserve your hotel room in Honolulu
Book your travel arrangements
Plan for your attire during the DGE Seminar
You have already received a mailing containing your 2014-2015 DGE Assignment Guide. This guide contains
three assignments designed to address skills that are essential to your success as district governor. Timely
completion is critical, as you must complete each assignment, including the online assessment, by the
designated completion date in order to qualify to receive the DGE meal per diem during the 2015 DGE
Seminar.
Carefully review the information in this packet. A preliminary seminar schedule is enclosed.
Please refer to it when making your plans. Be sure to return your registration and travel form to LCI by Friday,
January 16 in order for LCI to secure your hotel and travel arrangements.
You will receive the second logistics mailing in May 2015 that will include your hotel confirmation, airport
transfer vouchers, per diem check and updated seminar information.
Questions regarding the DGE Seminar should be directed to:
Questions Regarding:
Telephone #
Email
Reyna Galvan
Kathy Gorgan
+1 630-468-6917
+1 630-468-6863
[email protected]
[email protected]
Travel/Flight Arrangements
Lynda Rohr
Jan Uecker
+1 630-468-6832
+1 630-468-6877
[email protected]
[email protected]
Travel Reimbursement
Laura Delgado
+1 630-468-6846
[email protected]
Seminar Program Content/
Per Diem Qualification
Requirements
Lisa Klaban
+1 630-468-7004
[email protected]
Registration/Hotel
Arrangements
Contact
Up-to-date information is available on LCI’s official web site: www.lionsclubs.org (search “DGE”)
We look forward to welcoming you to Honolulu!
2015 DGE LM #1.EN
Table of Contents
MARK YOUR CALENDAR ..................................................................................................................................3
REGISTRATION - DGE SEMINAR AND CONVENTION .................................................................................3
TRAVEL POLICY AND PROCEDURES ..............................................................................................................4
DGE Travel Reimbursement Policy ................................................................................................................... 4
Adult Companion Travel Reimbursement Policy ............................................................................................... 4
Approved Travel Dates ....................................................................................................................................... 5
Pre- or Post-Convention Travel .......................................................................................................................... 5
MEAL ALLOWANCE/PER DIEM ........................................................................................................................6
HOTEL ACCOMMODATIONS .............................................................................................................................6
Hotel Procedures ................................................................................................................................................. 7
Special Needs ...................................................................................................................................................... 7
Hotel Confirmation ............................................................................................................................................. 7
Additional Hotel Rooms ..................................................................................................................................... 7
GROUP MEALS .....................................................................................................................................................8
TRANSLATION......................................................................................................................................................8
Personal Translators ............................................................................................................................................ 8
PASSPORTS AND VISAS .....................................................................................................................................9
SUGGESTED ATTIRE ...........................................................................................................................................9
MAKING CHANGES ...........................................................................................................................................10
ATTACHMENTS ..................................................................................................................................................10
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MARK YOUR CALENDAR
December 15
 Completion deadline for the 3 pre-DGE Seminar assignments (required to
receive DGE meal per diem)
January 16
 Deadline to submit your 2015 LCI DGE Seminar & International
Convention Registration & Travel Form
March 27
 Deadline to make airline reservations for the DGE Seminar
March 27
 Deadline to submit final travel itinerary to LCI (if applicable)
May
 Mailing of hotel confirmation, airport transfer tickets and meal
per diem information
June 22
 Hotel check-in for all District Governors-elect
June 23
 Single District Orientation
 DGE Seminar Registration and Gift Distribution
 DGE and Adult Companion Photo Session
June 24
 DGE Seminar Opening Ceremony
June 26
 DGE Seminar Celebration Banquet/Luau
June 30
 DG Installation Ceremony at Final Plenary Session
July 1
 DG Hotel Departures
July 17
 Deadline to submit expense claims
REGISTRATION - DGE SEMINAR AND CONVENTION
LCI will register you and your adult companion for the DGE Seminar and International Convention. To begin
this process you must complete the 2015 DGE Seminar & International Convention Registration & Travel Form
and return it by Friday, January 16. For planning purposes, it is important that we have the most current
information for you and your adult companion. The information you provide will be used for mailings and
classroom rosters.
Please do not remit a convention registration fee. Registration for the DGE is complimentary and the fee for
your adult companion (US$110.00) will be deducted from your per diem payment, if applicable.
If you have already submitted a convention registration and hotel reservation form with payment, please notify
LCI’s Registration department at [email protected] by Friday, May 1 so that we may refund your
payment.
To register children or other family members for the International Convention, please use our convenient online
registration system: https://www5.lionsclubs.org/eventmanager/onlineregistration.asp?D=d&EventCode=8PU
or download the convention registration form from LCI’s web site.
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TRAVEL POLICY AND PROCEDURES
Please note all DGE and adult companion’s flight arrangements must be completed by Friday, March 27.
Early bookings will allow for more direct routings and flight options.
PLEASE FOLLOW PROCEDURES FOR BOOKING AIRFARE UNDER ATTACHMENT #2.
The procedures will vary based upon your geographical location.
DGE Travel Reimbursement Policy
Lions Clubs International will reimburse the following travel costs:
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One (1) economy class round-trip airline ticket by the most direct route for the DGE.
o Ticket reimbursement will be based upon the lowest logical standard or discounted economy
class fare for the period of travel.
o You are required to abide by LCI’s travel policy to receive reimbursement.
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Round trip transportation between your home and home airport will be reimbursed with submission of
Lions Clubs International Travel Expense Claim Form C-30 with receipts. The most up-to-date form
can be found on the LCI website on the Finance page.
Parking at the airport will be reimbursed provided it is less than round trip mileage, taxi, bus, train or
shuttle service.
LCI will reimburse each DGE only for the first checked bag within the airline’s guidelines for size and
weight.
o Additional checked luggage or excess baggage fees are a personal expense. Airline baggage
policy varies by carrier, please check with the appropriate airline for more information.
o Expense for the first checked bag can be claimed along with your local transportation costs.
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For expense reimbursement, your expense claim with receipts must be submitted to LCI’s Financial
Reporting & Compliance Department by Friday, July 17.
Adult Companion Travel Reimbursement Policy
Lions Clubs International will reimburse the following travel costs for your adult companion:
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Per board policy, LCI will pay up to US$500, if applicable, for your adult companion’s travel to the DGE
Seminar and International Convention.
o Reimbursement is for transportation only
o Checked luggage fees are considered a personal expense for the adult companion
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Adult companions may make their flight arrangements with:
o Carlson Wagonlit Travel
o Travel agency of their choice
o Directly with the airline
o Online through a travel website
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All adult companions are responsible for paying for their own flight arrangements at time of ticketing.
For reimbursement of up to US$500 the DGE must submit a completed DGE Adult Companion Travel
Expense Claim form (Attachment #3) along with the following documents:
o Copy of ticketed travel itinerary including all routings, airlines, flight numbers, class of service,
arrival/departure dates and times and airfare
o Proof of purchase (a copy of your paid receipt or credit card statement)
Claims may be submitted as soon as tickets are booked and proof of payment received. The above
documentation must be submitted to LCI’s Financial Reporting & Compliance Department by Friday, July 17.
* LCI will not pay/reimburse travel for the adult companion of an established district which has been transitional
for 24 consecutive months or a provisional district. At the end of your fiscal year as district governor, if your
transitional/provisional district meets the required minimum of 35 clubs and 1250 members; or shows a net
membership increase of one or more, your adult companion’s airfare will be reimbursed based on current
policy. Please keep your receipts for your adult companion’s travel. Adult companion travel payment is nontransferable.
Approved Travel Dates
Arrive: Monday, June 22
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Depart: Wednesday, July 1
Round trip transportation between the airport and the Hilton Hawaiian Village for you and your adult
companion will be coordinated and provided at no cost to you by LCI
Airport transfer vouchers for the DGE and one (1) adult companion will be included in the May, 2015
mailing.
To purchase additional transportation vouchers for family members, please contact Reyna Galvan at:
[email protected].
Pre- or Post-Convention Travel
If you are planning on touring either pre- or post-convention, please make sure your travel dates do not conflict
with the above approved arrival and departure dates for the DGE Seminar and International Convention.
If you search Convention Tours from LCI’s website, you will find information on some of the pre- and postconvention tour packages available for Lions members and their guests.
Your airfare will be reimbursed based upon the lowest logical standard or discounted economy class fare
to/from Honolulu that you would have received traveling on the approved travel dates. Should the airfare for
your pre- or post-convention travel itinerary be more expensive, the fare differential will be considered a
personal expense. Any additional hotel nights for stays beyond the approved travel dates will also be
considered a personal expense.
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MEAL ALLOWANCE/PER DIEM
A meal allowance equivalent to US$95.00 per day for 7 days (less group meals and adult companion’s
registration fees, if applicable) was approved for qualifying DGEs in Honolulu. Your meal allowance, if
applicable, will be sent to you along with the May 2015 confirmation mailing. Districts set up for electronic
payments will be processed by May 15.
Please note that LCI will not provide any check cashing or currency exchange services in Honolulu. We
strongly encourage you to cash your check immediately upon receipt. In addition, LCI will be unable to issue
checks onsite.
The following expenses are not reimbursed:
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Alcoholic beverages
Business center expenses
Gratuities
Internet access
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Movies
Passport and/or visa fees
Telephone
Resort fees
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Laundry
Medical care
Hotel safes
Adult companions do not receive a meal per diem.
You will be responsible for any additional en route hotel charges, extra nights in Hawaii and personal expenses
upon checkout from your hotel.
HOTEL ACCOMMODATIONS
All District Governors-elect and their adult companion will be housed at the Hilton Hawaiian Village:
Hilton Hawaiian Village
2005 Kalia Road
Honolulu HI 96815
Phone: 808-949-4321
Fax: 808-947-7914
www.hiltonhawaiianvillage.com
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All rooms are based on double occupancy with either 1 king bed or 2 double beds.
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LCI will pay the hotel directly for the double occupancy accommodation of the DGE and 1 adult
companion.
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A maximum of 4 persons per room is permitted. The DGE will pay the hotel directly for a 3rd and 4th
person occupying the same room as the DGE (if applicable)
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Additional guest over the age of 17 occupying the room of the DGE and companion, will be charged an
occupancy fee of $US 50.00 per person, per night plus tax
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The triple (3 persons occupying a room) supplemental occupancy fee is US $50.00 per person, per
night for each additional adult over the age of 17.
The quad (4 persons occupying a room) supplemental occupancy fee is US $100.00 per person, per
night for each additional adult over the age of 17.
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Resort Fee: DGEs will have the option to purchase the Resort Fee package upon arrival. The Resort Fee is a
personal expense and will not be reimbursed by LCI. The current Resort Fee is $30.00 + 4.712% tax per room,
per night that includes:
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Local, Toll-Free and Credit Card calls (no access fee)
High Speed Internet Access / WIFI Access
PlayStation 3 with unlimited movies and games
Hawaiian Cultural Activities
Resort Audio Tour
Dive-in Movies at the pool on Wednesdays and Saturdays at sundown
Outdoor Morning Exercise Classes
One personalized photo postcard per stay from Xerox Business Services
Please note that the Resort Fee inclusions are subject to change
Hotel Procedures
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LCI will automatically make a hotel reservation for you and your adult companion for the arrival date of
Monday, June 22 and departure of Wednesday, July 1. If you need additional nights at the DGE
hotel, please indicate the additional dates on your 2015 LCI DGE Seminar & International Convention
Registration & Travel Form. Each additional night at the Hilton Hawaiian Village is US $232.00 (double
occupancy) per night, per room plus 13.92% tax and does not include the resort fee which is optional.
Do not book or submit a hotel deposit directly with the hotel.
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You are required to stay at the Hilton Hawaiian Village through the end of the convention.
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LCI will pay for your basic stay via a master account. Any balance due for additional nights,
incidental charges, additional guests, third and fourth supplemental occupancy and/or resort
fees will be collected by the hotel from the DGE at the end of your stay.
Special Needs
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LCI will make every effort to accommodate guests with disabilities. Please indicate your detailed
needs on the 2015 LCI DGE Seminar & International Convention Registration & Travel Form.
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LCI will forward special requests to the hotel. Room types and special requests are limited and subject
to hotel availability at time of check-in.
Hotel Confirmation
Your hotel confirmation will be mailed to you in May 2015. Please bring it with you to Honolulu and present
it to the front desk at check-in.
Additional Hotel Rooms
A limited number of additional rooms at the Hilton Hawaiian Village are available for DGE families.
Please follow these steps to secure additional room(s) for family members. LCI will make every effort to
accommodate your request :
1. Complete a convention registration form with at least one adult registration.
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(Please visit www.lionsclubs.org)
2. Make sure to include a USD$225.00 hotel deposit.
3. Send completed form and payment prior to Friday, May 1 to [email protected]
(requests are subject to availability)
GROUP MEALS
The following group meal functions are included in the DGE Seminar program:
For the District Governor-elect
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DGE Lunch – Wednesday, June 24
DGE Lunch – Thursday, June 25
DGE Lunch – Friday, June 26
DGE Seminar Celebration Banquet Dinner/Luau – Friday, June 26
For the Adult companion
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DGE Seminar Celebration Banquet Dinner/Luau – Friday, June 26
Each DGE and adult companion will receive a ticket to attend the DGE Celebration Banquet Dinner/Luau.
A limited number of additional tickets are available for purchase at US $125.00 each. Please contact
Reyna Galvan [email protected] to secure your purchase.
TRANSLATION
DGEs have been assigned to classroom groups based on the official district language as identified by the
District and Club Administration Division at LCI. A group leader fluent in that language will facilitate the
classroom portion of the seminar. Classroom group language changes must be requested in writing to Lori
Saldana at [email protected] no later than Thursday, January 15. Changes are subject to space
availability.
The Opening Ceremony, General Sessions and Closing Session will be presented in both English and
Japanese. All attendees will need to pick up a translation unit to use when the presentations are not in your
native language. LCI provides for translation in the following languages: Chinese, English, Finnish, German,
Hindi, Italian, Japanese, Korean, Portuguese, Spanish and Swedish.
LCI is providing digital radio translation units. Simply tune your radio to the designated frequency during
the sessions. Translation radios will be available for pick up during DGE Registration on Tuesday June 23.
Personal Translators
If you require a personal translator (for a language other than those specified above) they must be registered
with the DGE Seminar Office and adhere to LCI’s procedures. Please contact Reyna Galvan at
[email protected] to request a “Personal Translator Registration Form.” The completed form and
applicable fees must be returned to Reyna Galvan by Thursday, January 15. Approval is subject to
classroom space availability.
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PASSPORTS AND VISAS
For international travelers to Honolulu, USA, either a passport and/or visa may be required, depending on the
traveler’s country of citizenship and length of stay. Passports, if required, must be signed and contain
sufficient blank pages for any visa stamps. Passport expiration dates must be greater than six months beyond
your stay. Please check with your local consulate for visa requirements. Information can also be found at:
www.travel.state.gov
A passport, driver’s license or state photo identification card is required for U.S. citizens. See www.tsa.gov for
more information.
SUGGESTED ATTIRE
Aloha/Hawaiian shirts are often
brilliantly colored with floral
patterns or Polynesian motifs
Due to Hawaii’s year-round warm climate and casual, friendly
culture, Aloha Attire is appropriate for the majority of the
DGE Seminar events. Please refer to the chart below:
Men
Business Casual
Aloha Attire
Formal
Aloha Attire
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Women
Aloha/Hawaiian Shirts
Polo Shirts
Collared Short Sleeved Shirts
District Uniforms
Light Sport Coats
Shoes or Dressy Sandals
Slacks or khaki trousers
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Formal/Dressy Aloha Attire
Aloha/Hawaiian Shirts or
Dresses
Polo Shirts
Collared Short Sleeved Shirts
District Uniforms
Light Sport Coats
Shoes or Dressy Sandals
Slacks or khaki trousers
Formal/Dressy Aloha Attire
Clothing/footwear not permitted during the DGE Seminar:
Jeans, shorts, tee-shirts, capri pants, flip-flops, thongs or slippers.
Following is the suggested attire for events during the DGE Seminar:
Photo Session with Vice President Yamada
Business Attire or District/Multiple District
Uniform
Opening Ceremony, General Sessions, Classroom
Sessions and Closing Session
Aloha Attire-Island Casual Business or
District/Multiple District Uniform
DGE Seminar Celebration Banquet/Luau
Formal/Dressy Aloha Attire or National Dress
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MAKING CHANGES
If you need to make a change after you have sent in your registration form, simply send an email to
[email protected] . Please submit any changes no later than Friday, April 17.

Hotel Reservation: Change your hotel arrival and/or departure dates. All changes are subject to hotel
availability.

Correct the Spelling of a Name: Submit a correction to the spelling of either your name or your adult
companion’s name.
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Cancel: If you find that you or your adult companion cannot attend the DGE Seminar and/or convention,
please notify LCI immediately.
ATTACHMENTS
1. 2015 LCI DGE Seminar & International Convention Registration & Travel Form
2a. Procedures for Booking Airfare – USA & Canada
2b. Procedures for Booking Airfare through CWT
2c. Procedures for Booking Airfare – Local Approved Travel Agency
3. Lions Clubs International Travel Adult Companion Expense Claim Form
4. 2015 DGE Invitation Letter Request
5. 2015 DGE Seminar Draft Schedule
6. 2015 International Convention Schedule
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