11 May 2012

HENDERSONVILLE, Tennessee—The U.S. hotel industry experienced increases in all three
key performance metrics during the week of 29 April-5 May 2012, according to data from STR.

In year-over-year comparisons for the week, occupancy was up 5.1 percent to 63.2 percent,
average daily rate increased 5.2 percent to US$107.18 and revenue per available room jumped
10.5 percent to US$67.70.
Among the Top 25 Markets, Oahu Island, Hawaii, reported the largest occupancy increase,
rising 16.0 percent to 83.9 percent, followed by San Diego, California (+11.8 percent to 70.0
percent), and Dallas, Texas (+11.0 percent to 62.7 percent). Philadelphia, Pennsylvania-
New Jersey, posted the largest occupancy decrease, falling 2.4 percent in occupancy to 68.6
percent.

Two markets experienced double-digit ADR increases: Oahu Island (+13.2 percent to
US$186.75) and New Orleans, Louisiana (+12.5 percent to US$164.46). Washington, D.C., fell
2.1 percent in ADR to US$159.35, reporting the largest decrease in that metric.

Oahu Island jumped 31.4 percent in RevPAR to US$156.73, achieving the largest increase in
that metric, followed by Dallas (+21.8 percent to US$57.94) and San Diego (+18.2 percent to
US$89.26).

Click HERE to look at the weekly hotel report

About STR
STR (www.str.com) provides clients—including hotel operators, developers, financiers, analysts
and suppliers to the hotel industry—access to hotel research with regular and custom reports
covering the United States, Canada, Mexico and Caribbean. STR provides a single source of
global hotel data covering daily and monthly performance data, forecasts, annual profitability,
global pipelines and census information. STR founded the STR family of companies and is
proudly associated with STR Global, RRC Associates, STR Analytics, and HotelNewsNow.com.
STR also founded the Hotel Data Conference (www.Hoteldataconference.com).

Media Contacts:
Jeff Higley
VP, Digital Media & Communications
jeff@str.com
+1 (615) 824-8664 ext. 3318

Rachael Spann Urie
Director, Public Relations
rurie@str.com
+1 (615) 824-8664 ext. 3305

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On May 21 and 22, 2012, the 11th annual Missouri Meetings & Events St. Louis Regional Expo will take place at the Doubletree by Hilton Hotel & Conference Center in Chesterfield.  In addition to networking face-to-face with key suppliers and vendors, attendees also will hear from regional organizations offering ways planners can join the fight against sex trafficking.

Our expo theme this year is “PLANit Tech-Know.”  We’ll provide you with workshops and live demos of devices, applications and technologies that will make your job easier.  For example, ask an expert about your Android or iPhone mobile device, and find out how it can streamline your workday. Sign up for one-on-one sessions with key suppliers during the MEET Business Exchange on Monday evening.  Then attend the unveiling of a new mobile application with the potential to revolutionize the medical meeting profession.

Visit the Expo home page for more information and registration.

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Our Response
U.S. Travel quickly issued a statement noting that this controversy is about poor decision-making, not the value of travel, and it is critical that we reinforce the value of legitimate business travel and government meetings.

What’s At Stake?
Meetings and events matter to the travel industry and the U.S. economy. In 2011, meetings and events generated $99 billion in direct travel expenditures, which supports 859,000 American jobs and contributes $15 billion in tax revenue for local, state and federal governments.

What You Can Do
1.    Help us educate policymakers about the value of meetings and events. The U.S. Travel Association has developed a suite of toolkits to help you articulate the economic impact and business productivity of face-to-face meetings, events and conventions. Please visit the toolkit page to access these resources.

2.    Call your representative and senators and tell them, “I support responsible federal travel. Please preserve the right for federal workers to travel responsibly and hold accountable anyone who breaks the rules or squanders taxpayer dollars. My job depends on it.” Click here to look up your elected officials’ phone number.

These kinds of potential threats affect the entire industry and we need your help! Let’s work together to protect the travel community from unintended consequences as policymakers work to ensure a more responsible government.

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Laura McAllister
636.827.3840
laura.mcallister@maritz.com

Heather Wolfe
636.827.2804
heather.wolfe@maritz.com

FOR IMMEDIATE RELEASE

MARITZ TRAVEL ACQUIRES EXPERIENT

Business event industry leaders join to provide full spectrum of meeting and event solutions

ST. LOUIS (April 3, 2012) – Maritz Travel, a global leader in providing full-service meeting, event and incentive travel programs to corporate clients, today announced it has acquired Experient, another top provider of meeting and event services to associations, tradeshows, corporations and the US government. As two of the largest and most respected companies in the meetings and events industry, Maritz and Experient now will expand their collective ability to deliver a full range of exceptional event experiences.

“As a result of this deal, Maritz Travel will lead the industry in four key areas – corporate, association, tradeshow and strategic meetings management. Coming together this way will fuel our shared objective to grow in the markets we serve,” said David Peckinpaugh, president of Maritz Travel. “By combining, we will expand the capabilities we bring to clients beyond what either of us might offer independently.”

Maritz’ end-to-end service delivery model will be enhanced by Experient’s ability to provide additional full and select services (including registration, housing, site sourcing/contract negotiation and lead retrieval). As a result, the combined companies will be able to tailor services that better align with clients’ specific needs. Clients also will benefit from 12 regional locations, deepened industry influence and the ability to serve clients across corporate, association, tradeshow and government markets.

Maritz Travel and Experient are long-time leaders in the business events industry. While individually they represent significant business event market share – and lead industry innovations such as a model approach for client- and audience-centric experiences – together, they are even stronger. In 2011, their combined impact represented more than $2 billion in industry volume spend and nearly 3 million travelers served.

“Both Maritz Travel and Experient have been stable and innovative forces on behalf of our clients over the challenges of the last few years,” said Peckinpaugh. “The event industry has had to evolve as a result of a volatile business environment. Spend is returning to pre-recession levels, and together Maritz Travel and Experient are leading the market in delivering the flexibility and range of services organizations need to achieve growing and increasingly aggressive business results.”

“This is a great day for Experient employees and our clients. I’m particularly excited about the cultural fit between Maritz and Experient,” said Jeff Price, CEO of Experient, who has shepherded this acquisition by Maritz Travel. “Our companies share core values, especially our commitment to helping clients achieve better business value by delivering exceptional event experiences for their participants.”

As a result of the acquisition, Price will be stepping down, and Experient will operate as a wholly owned subsidiary of Maritz Travel.

“Jeff Price has done a great job of leading Experient to its current market position. As a result, this deal with Maritz Travel represents great promise for both companies, our clients and the industry,” concluded Peckinpaugh. “Clients at both Experient and Maritz Travel will continue to experience the stability, breadth of expertise and resources of both companies while tapping into enhanced service offerings.”

For more information on the acquisition and the two companies, visit www.maritztravel.com/media-kit .

ABOUT EXPERIENT

Experient leads the industry as one of the best-known and most respected brands in the event management world. Its core services include providing registration, housing, event planning and management, site sourcing/contract negotiation, and lead retrieval services for association, corporate and government clients. Experient employs professionals dedicated to fulfilling its vision of perfecting the event experience to deliver leading-edge thinking, experience and technology solutions for meetings, conventions and tradeshows around the world.

ABOUT MARITZ TRAVEL

St. Louis-based Maritz Travel, the global leader in achieving business results through the effective use of meeting, event and incentive travel programs, is dedicated to transforming business through people and events. Maritz Travel works with companies to reward and recognize top performers, ensure effective communications to customers and staff, spur innovation through enhanced collaboration, and improve customer, employee and channel partner engagement.

For more information, visit www.maritztravel.com/media-kit or call 1-877-4MARITZ. Follow us on Twitter @Maritz_LLC.

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NEWS RELEASE
FOR IMMEDIATE RELEASE

Contact: Brenda Fraser
Phone: 314-704-4412
www.Facebook.com/WomenBuildingBridgesStLouis
Brenda@DiscovertheKey.net

Internationally-known Business Women
to Present at “Women Building Bridges” Seminar
At Sheraton City Center on March 31

St. Louis, MO – From Russia to France, and Belgium to St. Louis, a women’s empowerment seminar called Women Building Bridges will be hosted in St. Louis. The theme, “Be The Change You Wish to See” is coming to the Sheraton City Center at 400 South 14^th Street, St. Louis, on March 30 and 31 with expected attendance of more than 150 professional women, and men.

Event Co-Chairs Tessa Greenspan, former owner of Sappington Farmer’s Market, and Brenda Fraser, President of Gala Force Events, have announced these speakers: Beverly Hollister, Vice President of XANGO, an international health and wellness company; Lethia Owens, founder and CEO of an international organizational development firm; Carolyn Johnson, a former Corporate Executive with Mountain Bell Yellow Pages and former owner of a successful special events company; Barbara Schmidt of Reno, Nevada; and Grace Dyck of Vancouver, B.C.

“We welcome guests from all over the midwest. This event will be a day of inspiration, motivation, empowerment, and thought-provoking discussion, as well as Fun! It is an opportunity to meet, and hear from, the most successful women in U.S. and Canada who will talk about how they overcome massive obstacles, to earning seven-figure incomes,” said Tessa Greenspan, Event Co-Chair. “It is also about mentoring, personal coaching, and accountability,” said Beverly Hollister, one of the speakers.

Women Building Bridges has been presented to thousands of women around the globe from the U.S. to Portugal, Italy, Russia, Ukraine, and Kazakhstan. This event is a place where women can connect and collaborate with peers and mentors on how to grow their businesses. A recent Fast Company magazine feature reported that women will be the difference-maker in global economies in the next decade.

Lunch speaker Lethia Owens has been a Personal Branding and Social Media Strategist since 2005 to Fortune 500 organizations and entrepreneurs to build powerful personal brands and effectively use social media to reach and engage their target market. Lethia combines research and practical experience to deliver dynamic programs that teach people how to Be Bold, Stand Out and Get Noticed! She is a professional speaker and faculty member of International Coaches Academy (ICA). www.LethiaOwens.com Meet Lethia at the KICKOFF PARTY on Thurs., March 8 at 11:30 am at Café Pintxos, Hotel Ignacio, 3411 Olive Blvd, St. Louis, MO.

Women Building Bridges local host committee includes Barbara Chapman of Monsanto; former police helicopter pilot Patrice Billings; event planner Bonnie LeMunyon; Marketing Creations founder Theresa Lewis; Certified Networking Expert Terri Arscott, real estate expert Linda Duke, Travel agent Cheryl Krieg, and others committed to bringing an event of high caliber to Saint Louis.

For info: Brenda Fraser, Event Co-Chair at 314-704-4412 Background: www. WomenBuildingBridges.com

# # #

ONLINE TICKETS: www.wbbstlouis.eventbrite.com

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I hope this issue of MM&E finds you with more business than you had last year, and busy working on an RFP for next month. If not, let us help you. If you need help sourcing a service or product, please give us a call. If you’re a supplier looking for more business, give us a call. What you may not realize is that Publishing Concepts LLC, MM&E’s parent company, has worked hard behind the scenes to provide new products in addition to our annual Expos. Did you know about our digital and print magazine, MEET Med™, for medical meeting planners and suppliers? Just visit http://meetmags.com/med/ and click on the “View digital magazine” link, or subscribe and receive your own print copy in about five days.

In addition to the medical meeting planners who are proving they will figure out “compliance reporting” one way or another, we are seeing even bigger returns in the nonprofit and fundraising arenas. The article on page 46, “Recession Is a Time to Step Up Your Benefit Auction Game,” will get you pumped up with ideas. The next step is to put into play the ideas you just learned by attending Paige Cahill’s Missouri Meetings & Events Expo session on Monday, May 21. Cahill, regional development director for Constant Contact Inc., will present a special topic for nonprofits: “How to Improve Your Donations as a NON profit in 2012.”

The 11th annual Missouri Meetings & Events St. Louis Regional Expo will take place May 21 and 22, 2012, at the Doubletree by Hilton Hotel & Conference Center in Chesterfield. Full details begin on page 18, including educational sessions and a list of speakers. Our Expo theme this year is “PLANit Tech-Know.” We’ll provide you with workshops and live demos of devices, applications and technologies that will make your job easier.

Make sure to bring your smartphone, laptop or tablet, and stop in and talk to one of our social media assistants on May 22 from 9 am to noon in the Social Hub room. This will get you real hands-on help to learn how your technology works. While attending the Expo, you will have opportunities to see more than one mobile application at work. Some may even make your next medical meeting simpler to run, so you don’t break out in hives providing all the compliance reports. Lisa Lance’s page 36 story, “Getting Medical Meetings Down to a Science,” provides some great advice on how and why a particular venue is better for a medical meeting.

If you need pointers on what to do at your next job interview, make sure you attend “INTER viewed,” presented by Rob Schaefer on May 22 at 10:30 am. You will receive the most coveted tips from Rob’s Rules and a few extras, including a few from this issue.

The MEET Business Exchange (MBE) on Monday evening will be part of the Welcome Reception for all Expo attendees, which takes place from 6:30 pm to 8:30 pm. You can still sign up for one-on-one sessions with key suppliers during the MBE, but hurry! At this writing, only about 20% of our session times remain open. Best of all, the MBE is offered at no additional cost for attendees.

Lastly, I’ve received some very positive comments about our newest column, titled “Case by Case,” written by attorney Thomas Ishmael. In this issue, he tackles contract terms and why you need to read before you sign the next contract. He provides great tips, so make it a must-read.

Enjoy the issue!

Joseph W. Clote
Group Publisher
jclote@meetmags.com

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There is no clearer indication that times have changed than watching people eat. It is often amusing, fascinating and revolting at the same time. Several years ago I had the pleasure of meeting an Aboriginal man from Australia. He was right out of the bush and completely untouched by western civilization. I watched him eat an entire plated dinner without using any flatware or napkin and he did it with beauty and elegance. It was a dance with his fingers. The impact of that evening will stay with me always as it reminded me that HIS WAY was THE WAY for thousands of years…and still is in many parts of the world. And yet he ate an entire meal without spilling a drop but twenty-something college students and people in our work force cannot handle two forks and a soup spoon. In ancient Europe, stale bread slices known as “trenchers” were used to slop up the food from plates and bowls. In Asia, chopsticks evolved…the very first spoon is believed to have been a seashell tied to a stick. And in most coastal civilizations, shells were used as eating utensils. We have come a long way!

How to properly use a knife, fork and spoon is more than getting dinner from the plate to your mouth. It can be the deal breaker on a job interview and save you from embarrassment and ridicule at a social event. Blaming your mother, or the love of fast food, is no excuse with educational resources such as this. Rules of etiquette were designed to help you at the table, not make it a feat to eat.

When approaching the table, gentlemen should always assist the ladies in seating. Napkins should be unfolded and laid across the lap, never used as a bib. We wipe our mouths with the fold of the napkin. Bread and wine are offered first. If the butter or margarine is not preset on the bread plate, take a small amount on your bread plate. Bread and rolls should be pulled apart with your hands into small pieces. Butter each piece individually as it is consumed. The butter knife or spreader is laid across the bread plate and remains there during dinner. If there is a bread basket on the table, it is passed to the right.

Many facilities use a multi-purpose glass for all beverages. With finer dining, glassware will vary in size and include a water glass, red and white wine glasses and possibly a champagne flute. The white wine glass is thinner with a smaller bowl. This is to prevent your hand from warming the chilled wine. Red wine has the fullest bowl to allow maximum surface space and release the bouquet of the wine. Champagne glasses have a narrow “flute” to prevent bubbles from escaping too rapidly. As servers come around to pour, never turn your glass upside down if you do not want a particular drink. Simply put your hand over the mouth of the glass to indicate no. Generally, the server will then remove the glass. The water glass is notorious for dripping. There is no real way around this but I slightly drag the glass on the table linen before I pick it up to remove excess condensation.

There are two basic styles to use your knife and fork: the American style, which causes you to shift utensils during the dining process, or the Continental style, which allows you to keep your fork and knife in the same hands during the meal. I was raised by a strong, southern woman who instilled the continental method of dining in us. And I use that often today and I thank my mother Linda for always helping me feel at ease and appropriate at any social function. It is important to remember that once you begin in either style, the flatware never sits on the tablecloth again. Once you are using it during the course, it will rest on the plate or saucer and never touch the table linen again. In the following photos I will demonstrate both of these methods.

Notice that the fork is in my left hand and I have turned it so the points or “tines” are down. The knife is in my right hand and I use it to cut a bite from the food.

Once I have cut a bite, I rest the knife on the plate and shift the fork from my left to my right hand. Then the right hand carries the bite of food to my mouth. And then the process is continued until the meal is consumed. Emily Post refers to this as the “Zig-Zag” method.

When you put your knife down during the bite, put the fork across the top of your plate with the tines down and the sharp edge of the knife facing you.

When you have completed the meal, to indicate that you are finished and that the server may clear your plate, position the fork and knife at the eleven/five position. The fork will have the tines facing up and the knife blade will face you. Imagine the plate as the face of a clock. The tip of the fork and knife will point towards the numeral 11 and the bases towards the numeral 5.

The continental style of dining is commonly seen in Europe and I think is less stressful for diners. The fork is always held in the left hand and the knife is always held in the right hand. They do not shift places at any time.

Notice where my fingers are placed in this photo and that the tines and knife blade face down.

In this photo I only start turning the fork upright as I raisethe bite to my mouth.

As you can see, it is an easy process to hold your primary utensils and eat properly. Just relax and allow the tip of your index finger to guide them.

The fork and knife should be crossed over each other if you pause during dining. And then go the eleven /five position when completely finished but with the tines down. It is that easy!

Soup during a meal will either be served in a cup or a soup bowl. It is always accompanied by a base plate. The soup spoon is a larger, deeper spoon and will be on your right. The proper way to eat soup is to pick up the spoon with your right hand and hold the handle of the spoon much like a pencil. If you imagine the bowl as a clock, you will draw the soup into the spoon moving it toward the twelve o’clock position. Never completely fill the spoon, and once at the top of the bowl, run the spoon against the rim of the bowl to remove any drips. Then bring the spoon to your mouth and sip from the side of the spoon closest to you, not the end.

When you pause during the soup course, leave your soup spoon in the bowl with the handle tilted towards the four o’clock position. When you have completed the soup course, remove the spoon and place it on the right side of the bowl on the base plate. Never leave it in the bowl unless the plate is not there.

I am often asked what kind of food is permissible to eat without a knife and fork. There are many but it also relates to the circumstances around you. Fried chicken at a picnic or family dinner is perfectly acceptable to eat with your hands, however, many upscale restaurants are now serving fried chicken and in that setting, I would cut it away from the bone and then eat it in small bites. Shish-kabob should be removed from the wooden skewer with your fork and then eaten! I turn the fork upside down and then pull the various items off and onto the plate. DO NOT pick it up and bite from the skewer!

According to the United States Dining Etiquette Guide, bacon is another item that prompts the question. If bacon is served on the plate crisp and dry, you can eat it with your fingers. If it’s thick cut bacon, chewy, with fat, use the knife and fork. Shellfish may require the assistance of a cocktail fork. Small shrimp with the tail on or fried shrimp are acceptable to eat with your fingers. Large sandwiches should be cut in half and then eaten with your hands. Other items considered “legal finger food” would be anything in a tortilla shell or pita bread, corn on the cob, steamed artichokes and sushi.

This column is meant to provide practical advice, tips and rules of engagement you need in the meeting and event planning industry. If you have a question, whether it’s how to dress, how to address your guests or what to serve as the main course, e-mail Rob at rschaefer@meetmags.com. Your question might just inspire the topic of his next column! Rob Schaefer is Vice President of Steven Becker Fine Dining in St. Louis.

ROB’S TOP TEN  EATING TIPS…
1) Stick with one style of eating – American or Continental – and do not mix the two!
2) Slow down and take small bites, especially when you are nervous or anxious.
3) At no point do you place anything on the charger or lay your used utensil on the table linen.
4) When someone requests that you pass an item such as bread or cream, please do on the right if possible and never “help yourself” first and then pass it. It should be passed to the individual and then returned if you need to use it.
5) If you do not want a particular beverage, place your hand over the mouth of the glass to indicate no. Turn nothing upside down.
6) Place your napkin in your lap immediately and never place it on a dirty plate.
7) If a filet or steak is served, you may be offered a steak knife. Use this knife to cut the steak as it will make it much easier and look a bit more polished.
Never ask for soda or condiment not already on the table during a sit-down dinner.
9) Drag your water glass slightly against the table linen to remove excess condensation.
10) TURN YOUR CELL PHONES OFF during the meal or don’t bring them.

MM&E

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By Julia M. Johnson

Plan a gathering at YMCA Trout Lodge in Potosi, Mo., and you’ll instantly be struck by the “unlimitedness” of things. There are 5,000 acres of natural Ozark beauty … an extensive list of activities … guest rooms with lake views that go on forever … and endless combinations of food and fun. Add in the fact that booking the lodge supports the YMCA’s many wellness and educational programs, and your board meeting or corporate seminar becomes a force for social good.

Expect the serenity of an “unplugged” experience when you bring a group to Trout Lodge, says Cindy Rea, director of sales for the facility and its adjoining Camp Lakewood. Both are situated on picturesque Sunnen Lake, about 75 miles southwest of St. Louis. Rea says everything about the property focuses on nature, activity and wellness, so the only things you’ll find yourself recharging are body, mind and spirit.

Audio-visual services are available for meetings, of course – but guest rooms are a different story, and there’s an important reason why. “We’ve left TVs out of our sleeping rooms on purpose,” Rea says. “The idea is to get people outdoors, active and building bonds that will last a lifetime.”

RETREAT, MEET AND MOVE YOUR FEET
According to Rea, once planners learn of the YMCA’s mission to help kids and families build stronger bodies and minds, that usually seals the deal – and all that’s left is to design the meeting. “Their investment is giving back to local communities and people across the area,” she says. “It’s making a difference. Meeting is something you already have to do, so why not make it count? Companies these days are all about corporate stewardship, and we can help with that.”

Still, that’s not all you’re accomplishing with an outing at Trout Lodge. “Another big push we’re seeing is corporate wellness,” Rea says. “We are a hilly site, and we’re built around physical activity. You’re getting a workout just being here. We can even put together meeting packages that support organizations’ wellness policies.”

She says the lodge is glad to see a new trend toward “company fitnics,” or corporate picnics that encourage physical activity. “We just started promoting that as a meeting package,” she says. “So many companies have been cutting back on benefit programs lately, but this actually saves them money in the long run. It encourages their employees to be more committed, happier and healthier.”

Many lines would be needed to list all the activities and programs Trout Lodge offers its guests, but Rea says they keep busy with archery, riflery, guided hikes, fishing, swimming, horseback riding, golf, volleyball, basketball, astronomy, horticulture, arts and crafts, educational speakers, and much more. There’s a nature center on the property, where guests can meet rabbits and reptiles and learn about their habitats. There’s even an outdoor education program through Camp Lakewood, offering hands-on reenactments of historical and natural events. “With plenty of notice, we can even develop an educational curriculum to fit a group’s theme,” Rea says.

SPACE AND STAFF CONSIDERATIONS
Trout Lodge offers 11 meeting spaces to fit a variety of needs. Rental rates are reasonable – just $75 to $500 per room, depending on the space – and half- and full-day blocks are available. Meal costs and many activities are included in guest room rates, and rental fees for audiovisual equipment are very low, according to Rea.

“It’s another reason a lot of groups rebook with us,” she notes. “We don’t nickel and dime every service or feature. We don’t have per-table or per-linen charges. And if you need your meeting room reset from theater-style in the morning to classroom-style in the evening, we don’t normally charge extra for that either.” Staff members are available to handle all your needs, from room setup to food and beverage logistics.

In fact, Trout Lodge employees are unusually committed to completing the circle of service, according to Rea. “They’re what we get the most positive feedback on,” she says. “It has a lot to do with our mission. They’re all contributing to a cause that’s much bigger than just creating revenue. It makes them so much more attached to their work.

“It’s no surprise at all to see an executive director helping to move guests’ luggage or assist a child,” she says. “Everyone’s deeply invested in what they do.”

That kind of memorable commitment means the lodge and its facilities fill up quickly, so Rea suggests booking group outings well in advance of the meeting date.

GATHERINGS OF ALL KINDS
Rea says Trout Lodge reels in guests and groups from far and wide. Businesses and nonprofits often host board meetings, training sessions and teambuilding programs there. And not surprisingly, many groups with a health focus are attracted to its wide range of activities and amenities.

Recent group bookings have included the American Cancer Society’s Camp Sunrise program, a free family retreat event for young people affected by cancer. Camp Catch-Ya-Breath is a University of Missouri/Washington County Memorial Hospital program for kids with asthma who need a little extra help to be active in a safe environment. And Shriner’s Hospitals’ Hand Camp is a program for children with hand abnormalities or injuries, who gain support and confidence from interacting with each other.

“At Trout Lodge, these guests can do things they might not otherwise think possible, like sports, archery and riflery,” Rea says. “We bring in special coaching and equipment, and help them realize they can do the same things as other kids.”

Another reason Trout Lodge is so versatile is that it appeals to guests of all ages, according to Rea. Meeting attendees often bring their family members, and make an affordable and memorable getaway out of it. “I loved the horseback riding, and climbing the Alpine Tower,” says Laura Johnson, a St. Louis-area student who recently attended the lodge with her family. “The staff members at both sites were very encouraging and friendly.”

Johnson says even young guests come to realize that the lack of in-room television is a plus. She and her family enjoyed reconnecting over board games and activities they might otherwise have missed.

Rod Cooper, managing director for tax and business consulting firm UHY Advisors in St. Louis, recently planned an office gathering at the lodge. He and his colleagues found it a refreshing respite from the daily routine. “When you live your business life tied to a desk and phone, getting out to Trout Lodge is a welcome change,” he says. “The view of the lake during our meetings made the time go by quickly, but I actually think it stimulated more discussion because of the beautiful views.

“And the activities between meetings brought out the kid in all of us,” Cooper says. “We really enjoyed the trap shooting, horseback riding, ziplining and golf course. Most importantly, as a company, it’s nice to know that every dollar we spend with Trout Lodge goes to help fund the YMCA mission of helping others less fortunate.”

Marcia Wilderman of the Refugee and Immigrant Consortium of St. Louis planned a recent office retreat at Trout Lodge, and found it to be soothing and stimulating at the same time. “We had a productive and relaxing retreat, and we owe that to the YMCA,” she says. Her group described the guest rooms as “very comfortable,” the activities “wonderful,” and the food enjoyable – “especially the ribs,” Wilderman says. “We look forward to returning to Trout Lodge next year.” MM&E

(Julia M. Johnson is the Assistant Editor from St. Louis, Mo.)

CONTACT INFORMATION:
YMCA Trout Lodge and Camp Lakewood
Cindy Rea, Director of Sales
13528 State Highway AA
Potosi MO 63664
(314) 241-9622 or (573) 438-2154
groupreservations@ymcastlouis.org
www.ymcaoftheozarks.org

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After the fifth ballroom viewing and smiling through yet another tasting, many meeting professionals are eager to sign a contract and move on. But before you sign the next hotel contract that comes your way, take some time to read it. Then, politely reject it.

Whether you’re a hotelier looking to land a group, or an event planner searching for the perfect space, the initial draft of the contract memorializing the terms of your meeting is unlikely to be adequate. Often, meeting contracts include unfair terms or use vague boilerplate language that could result in unintended consequences.

Frequently, contracts for meeting space are a cut and paste hodgepodge nightmare. It isn’t uncommon to find event sales staff mixing and matching terms from old contracts, competitors’ contractors and who knows where else. And though I recommend you have an attorney look at contracts before you enter into them, the reality is that most businesses elect not to. So, be your own advocate and negotiate a sound contract.

Negotiating a contract can be tedious. Many find engaging in the give and take of demands and concessions to be awkward. But a savvy meeting professional knows the devil is in the details. Ideally, getting the event agreement reduced to writing should be a collaborative effort. Every party to a contract benefits from a clear understanding of its terms before it is signed.

Though this article is not exhaustive, I hope it can make you aware of some common pitfalls found in meeting contracts, and provide some tips on how to avoid them.

First, don’t do business with someone who will not provide you with a written contract spelling out the terms of your agreement. No exceptions.

Second, decide how much money your event is worth. If your event is rendered a disaster because of a venue staff strike, management or ownership change, bankruptcy or any other reason, what amount of money would it take to make you and your group whole? This figure should serve as the value of the “liquidated damages” you will suffer  if your event is cancelled at the last minute, or otherwise entirely ruined as a result of the other party’s actions.

Third, insist on specific terms. Avoid language describing a “reasonable fee,” “reasonable time” or anything similar. Likewise, avoid giving the other party “sole discretion” to amend the services agreed to under the contract.

Below, I have provided some specific terms to consider when negotiating your next event contract:

EXHIBIT AND EVENT SPACE CONTRACT CONSIDERATIONS
• Indicate whether the agenda is tentative or finalized, and when the event program is due.
• Include exact dates and times for setup and functions.
• Insist on the inclusion of the room names or minimum square footage needed.
• Define when “optional” or “ancillary” charges may occur, and identify their exact costs.
• For example: Are there charges for meeting room setup? Is there a fee for “excessive” setup? What does that mean? Is there a charge for bringing in outside vendors? If there is no charge, state so. If you are being charged, what are you getting for the fee? Is the property taking on responsibility for the vendor’s performance?
• Identify who is responsible for security at the event. Specify if security is necessary, and whose responsibility it is. If it is not your responsibility, clearly state so in the contract.
• State whether there will be delivery fees. If exhibitors are shipping to the property in advance, what is the agreed-upon method?
• Consider an Exhibitor Responsibility Clause. This would absolve both the property and your organization from liability caused by the negligence of any exhibitor(s).

FOOD AND BEVERAGE CONTRACT CONSIDERATIONS
• Clearly state menu prices. Have a firm price no later than six months out. Food costs can change rapidly, and you should pin down the price for your menu as soon as possible. Consider excluding language allowing the food vendor to raise prices if a swing in costs occurs, and suggest alternative wording that you and the other party agree to in advance.
• Consider taxes. Are service charges taxable?
• Find out the space’s alcohol policies. Solicit an affirmative statement from the property that it will adhere to applicable liquor laws.

MISCELLANEOUS CONTRACT TERMS CONSIDERATIONS
• Find out if the property warrants compliance with the Americans with Disabilities Act (ADA). If a disabled person is turned away from your event for lack of access, and later brings a lawsuit, wouldn’t you prefer to have the property’s ADA compliance statement in writing? Similarly, the property should note in the contract that it is solely responsible for adherence to applicable fire, safety, and public health codes.
• Outline insurance and indemnity issues. I recommend you insist on being identified as an additional insured on the property’s policy. Also, who will be responsible for ensuring that any third party vendors are adequately insured? If you are not taking responsibility, state so affirmatively. The contract you are given may include an “indemnity clause” allowing the property to collect from you the value of any damages caused by your group or members of it. Think twice before giving the property such sweeping rights. Because insurance and indemnity agreements are often complex, I recommend you run any terms relating to those topics by your attorney before entering into the agreement.
• Decide how you will warrant the condition of the facility. I suggest you include a clause requiring the property to be in condition as good as, or better than, it was at the time you signed the contract. Also, confirm in writing that no construction or other events will be taking place at the venue during your event. A savvy meeting planner may successfully negotiate a discounted rate into the contract in case the property doesn’t uphold its end of the bargain.
• Agree on cancellation terms. The property will undoubtedly expect you to pay a deposit. Many properties demand nonrefundable deposits. It is not unreasonable to request that the property pay your damages if it must cancel without cause. Include the value of the “liquidated damage” you will be caused if the contract is breached by the property, as discussed above.

Negotiating specific terms is sometimes intimidating and always time-consuming. Even so, I urge you to take time in scrutinizing the contracts you enter into as a meeting and event planner.

The old saying that “an ounce of prevention is worth a pound of cure” holds true in contract matters. By specifically spelling out the expectations, rights and obligations of the parties to your contract, future misunderstandings can be minimized. MM&E

Thomas Ishmael is an attorney with Hornbeek Vitali & Braun, PLLC in Oklahoma City. Hornbeek Vitali & Braun represents hotels, restaurants, bars, golf courses and others in the hospitality industry. Ishmael has more than 15 years working in the hospitality industry specializing in luxury hotel and resort management.

E-mail Address: ishmael@hvblaw.com
Web Site: www.hvblaw.com
Phone: 405-236-8600
This column is meant to provide practical advise, tips and rules of engagement you need in the meetings and events industry. However, please consult with legal, insurance and tax professionals before acting on any information presented in this column.

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For meetings and events being held in the Greater Kansas City area, the Adams Pointe Conference Center offers a perfect combination of convenience and flexibility, set alongside the serene backdrop of a pristine golf course. Conveniently located in Blue Springs, 20 miles east of Kansas City on Interstate 70, this venue can accommodate events of all shapes and sizes, and boasts an array of unique amenities that truly distinguish it from other facilities in the area. The Adams Pointe Conference Center opened its doors in March of 2000, and has since built a solid reputation based on the quality of the facility, consistently high standards of service and top-notch catering. Scarlett Barbosa is the Safety and Health Services Office Administrator for the Builders’ Association, and has hosted her company’s annual safety and health conference at Adams Pointe for the past three years. “The staff are very easy to work with,” Barbosa said. “They are always there to answer your questions or come up with a plan B if the e is a problem, and it’s pretty much the same staff from year to year, which is nice.”

MEETING SPACES
The Adams Pointe Conference Center has 7,936 square feet of available space that, when used as a ballroom, can accommodate up to 1,100 guests in a reception setting, 980 guests in a theater setting or 600 guests in a banquet setting. This space can also be broken down into a number of combinations that can include up to seven distinct meeting spaces that are able to accommodate groups ranging in size from 40 to 275 guests, depending on the configuration.

For large meetings and presentations this space can house two separate rooms that measure 1,984 square feet each and can accommodate 245 guests in a theater setting, 180 guests in a classroom setting or 150 guests in a banquet setting. In this arrangement four separate spaces for break-out groups that range from 608 to 768 sq. ft. can be configured in a variety of formats including u-shape, conference or classroom, and can accommodate 27 to 70 guests in each, depending on the arrangement. As with all the meeting spaces at Adams Pointe, audiovisual equipment is readily available for these spaces, and the entire property is equipped with both wired and wireless Internet for easy connectivity.

For small groups and meetings there is a 24-by-14 ft. boardroom outfitted with a traditional corporate-style boardroom table and 12 high back leather chairs. This property also features a 2,100-square-foot technology theatre with ergonomic classroom seating for up to 108 guests, and a built-in LCD projector screen that measures 9×6 ft. and can display any laptop or tablet.

Ladene Bowen, Associate Director for the Institute of Decision Making at the University of Northern Iowa, hosts 85 attendees from a five-state region for a week long training workshop at Adams Pointe each year. “We use the entire facility … almost,” Bowen said. “But we especially like the technology theater because it is very conducive to the type of training we are doing.”

One of the more unique spaces on the property is an outdoor courtyard with a charming gazebo and plush landscaping that is available for outside dining and meeting options, weather permitting. And as an added bonus the spacious concourses throughout the property provide the perfect space for vendors or exhibitors. In addition, this property has more than 400 spaces of free parking available to its guests, and the entire facility is handicapped accessible.

RESTAURANT QUALITY CATERING
The kitchen staff at Adams Pointe is lead by executive chef Kyle Baker, who is classically French trained and a graduate of Le Cordon Bleu of Chicago. He comes from an extensive background of cooking for large groups of upscale clientele, including VIP cooking for the Chicago Cubs and White Sox, Levy restaurants of the Sprint Center in downtown Kansas City, and VIP events at the Kentucky Derby. Baker and his staff have the ability to work within a wide range of budgets, and can provide groups with breakfast, lunch and dinner options, as well as everything in-between. They can prepare anything from homestyle American, Southwestern and Italian buffets, but they also have the range to provide top-notch plated dinner selections. One of their most popular plated selections is a roasted chicken with an artichoke béchamel sauce served with side choices like steamed broccoli, rice, or their signature garlic-mash. For lunch, a popular choice is their version of a Kentucky Hot Brown, which is an open-face turkey and bacon sandwich covered in a Mornay sauce and garnished with tomato. “Our philosophy here is that we try to do restaurant quality food,” said Bill Essmann, General Manager at Adams Pointe Conference Center. “Rather than, you know, what people call the “rubber chicken circuit” where you get the same banquet food and it’s just passable nutrition.” Gregg Reese is a Senior District Manager for a large pharmaceutical company who frequently hosts business meetings and luncheons with Adams Pointe. “They are so easy to work with,” Reese said. “Half of the time I’ll let the cook pick whatever he thinks is best, and I’ve never been disappointed.” The catering staff at Adams Pointe includes expert bartenders to serve beverages from host or cash bars stocked with premium liqueurs, select beers and wine by the glass. They also have a variety of nonalcoholic options at their disposal and an expert mixologist on staff to create custom drink choices if you so desire. Furthermore, special arrangements can be made for unique features like ice sculptures and chocolate fountains, or stunning reception displays with cascading varieties of fruits and cheeses. “We can really do anything to accommodate any guest’s needs,” Baker says.

STAY AND PLAY
In addition to its convenient locale, the Adams Pointe Conference Center is attached to the Courtyard Marriott Kansas City East / Blue Springs Hotel to provide out of town guests with premiere accommodations within steps of the conference center. Group rates are available for this 121-room property that is equipped with amenities like a workout room and an indoor/outdoor swimming pool that is open year-round. In 2009 the hotel underwent a large renovation that included new paint, carpet, bedding and furnishings, and is aligned with the highest standards available at a Courtyard Marriott property. The hotel has a shuttle on hand to take advantage of the shopping and dining available in the Blue Springs area, and hotel guests receive a coupon for a complimentary bucket of balls for the driving range at the neighboring Adams Pointe Golf Club, where they can also enjoy stay and play packages at this pristine championship style golf course. The Adams Pointe Golf Club is home to an 18-hole, par 72 golf course that is consistently ranked among the top five courses in the Greater Kansas City area by both the United States Golf Association and the Kansas City Golf Association. In addition to its well-manicured grounds, Adams Pointe has a challenging mix of tree-lined fairways and water hazards. “The front nine kind of moves through a more heavily wooded area, so the sight lines are more guided by trees, and the back nine becomes a little more open, but you have more water,” said Shane Gardner, the General Manager and Head Golf Professional at the Adams Pointe Golf Club. “They are two distinctly different nines, but they flow together very well.” The course employs top-quality golf carts equipped with GPS units that will make even your first round feel like home, and for added convenience, pro-line golf clubs including Callaway and Nike sets are available to rent in the clubhouse for a $25 fee. Demo clubs are also available for the driving range at no charge. The sprawling 30,000 ft. practice facility also features multiple putting greens and a pitching and chipping area that includes bunkers. This area also boasts a full service pro-shop and an impressive banquet space that can accommodate up to 160 guests. The banquet space features panoramic views of the course and was recently equipped with three 55-inch flat screen televisions and a 120-inch projection screen. The audio visual equipment is all networked and can accommodate any laptop or tablet for stunning presentations. Wireless internet is readily available throughout the facility. These additions are just part of the $503,000 of capital improvements made to the grounds and clubhouse for the 2012 season. MM&E

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