Housing and Info Letter
TO: MEMBERS OF THE 2019 WESTERN NORTH CAROLINA CONFERENCE
February 11, 2019
We are looking forward to welcoming you to Annual Conference at Lake Junaluska for the June 20-23, 2019 session of the Western North Carolina Conference! Enclosed is a great deal of preparatory information for annual conference, including housing, meals, special events, and elections. Please read the following material very carefully!
The clergy session will be Thursday, June 20 from 10:00 a.m. until 5:30 p.m.
The Board of Laity welcomes lay delegates to a leadership development session at 3:00 p.m. Thursday (optional)
The laity session will be held on Friday, June 21 at 8:30 a.m.
The opening worship service is scheduled for Friday, June 21 at 11:00 a.m.
Business sessions will continue through Friday and Saturday.
Annual Conference will adjourn on Sunday, June 23 at noon.
This is an election year. Lay and clergy delegates to the 2020 General Conference Meeting in Minneapolis, MN will be elected by the respective bodies. Information is included about the opportunity for laity to offer themselves for service. Submissions should be submitted no later than April 1.
RESERVATIONS FOR LAKE JUNALUSKA-OWNED PROPERTIES
Registration for housing for Annual Conference will be similar to last year. In order to request housing in one of the Junaluska-owned facilities (not including the cottages), you will complete the online Housing Request Form. The link for requesting housing at Lake Junaluska will be available at www.ac19.org between Friday, March 1, 2019 and Friday, March 15, 2019. Housing requests for Lake Junaluska properties may only be submitted during these dates.
If you are unable to access the online request form, you can obtain a paper copy by calling the reservations team at Lake Junaluska at 800-222-4930. Please do not complete duplicate forms.
After the March 15th deadline, all housing requests that have been received will be randomly ordered and placed into available rooms. You will be notified by Friday, March 29, 2019 of your lodging assignment. Your random order is not affected by the date the form is submitted. There is a 3 night minimum stay in both The Terrace and the Lambuth Inn during Annual Conference.
The following six facilities are owned by Lake Junaluska Conference and Retreat Center (see enclosed rate sheet):
The Terrace (3-night minimum stay) Junaluska Apartments Mountainview Lodge
Lambuth Inn (3-night minimum stay) Hillside Lodge Lake Junaluska Campground
MEALS IN HOTEL DINING ROOMS
New for 2019! Purchasing meals 21 days or more in advance of Annual Conference will save you both time and money. Simply fill out the Advance Meal Purchase Form available at www.ac19.org, and Lake Junaluska staff will touch base to finalize your meal plan. Meal charges will be higher if you decide to take any meals after May 30, 2019.
If you are unable to obtain housing in one of the facilities listed above, or if you prefer to stay in a facility off the Junaluska grounds, contact Haywood County Tourism Development Authority. They can be reached at 800-334-9036 or
www.VisitNCSmokies.com (look at options under “Places to Stay”).
HANDICAPPED CONDITIONS AND SPECIAL NEEDS
Lake Junaluska will process handicap and special needs requests, according to details provided on submitted Housing Request Forms. You should follow the instructions above, and answer the questions about special needs on the request form. Lodging near Stuart Auditorium is very limited. Many handicap accessible parking places are designated on the Junaluska campus. There are more requests for special consideration than can be honored. Please note: Only the special needs of the conference member, not those of his or her spouse or family member, may be taken into consideration.
Deaf interpretation will be provided at each worship service. Transcription services projected on a screen will be offered for all sessions. Please contact Kim Ingram by April 1 at (email@example.com) if there are any other special needs for consideration, including language interpretation.
Registration for conference will open on Wednesday, June 19, in the Terrace Auditorium on the third floor of The Terrace. An exact schedule will be available in the program and reports book in advance of conference. Please plan to arrive and register prior to the first session in order to receive a nametag and be eligible to participate.
Check-in for all Lake Junaluska properties is at Bethea Welcome Center, 91 N Lakeshore Dr, Lake Junaluska, NC 28745. Hours and instructions will be posted at www.ac19.org. Large groups are asked to provide arrival times in advance by calling the reservations office at 800-222-4930; each adult is still required to check-in individually. Buses should plan on entering the Lake Junaluska Campus at the main gate (off of US 19), and will be instructed where to park.
If you are a lay member of conference representing your local church/charge and find that you cannot attend the conference, please pass this material to your pastor, who will give it to the alternate member. Member information should be updated by your pastor directly in the Church Leaders page of the Church Dashboard until June 1st.
District at-large members who can’t come should notify the district office.
SPECIAL EVENTS OR MEETINGS
New in 2019! ANY GROUP wishing to schedule special events and/or meals during Annual Conference should complete the Special Events Request Form available through www.ac19.org. This information will be routed to the group sales team at Lake Junaluska for booking. In order for special events to be included in the conference program, you should ALSO contact Marsha Patton in the conference secretary’s office by completing this form.
Petitions to be considered by the body will be due by April 1st to the Conference Secretary.
This is the only mailing that you will receive through postal mail. Further information and pre-conference materials will be posted on the conference website (www.ac19.org) when available. Please check it regularly beginning in April for further information.
QUESTIONS ABOUT HOUSING at Lake Junaluska may be directed to the Reservations Office, 1-800‑222‑4930; PO Box 67, Lake Junaluska, NC 28745. The office is open from 8:00 a.m. until 5:00 p.m., Monday through Friday.
If you have any additional questions, please check with your Pastor or District Office.
We look forward to seeing you at Annual Conference in June!