Posts Tagged ‘event planner sarasota’

Venue with a View

October 10th, 2012

The Sarasota skyline is gorgeous with the tall city scape to the east and the serene sunset sea view to the west. Huge motor and sailing yachts are tightly tucked in the harbour and above it all is a unique event venue with so much to offer.

Anne Camire has been the Director of Sales & Catering at Marina Jack for 10 years. Camire’s is proud to sell the best view in town and great restaurant quality food. Additionally, she provides that extra special attention to detail along with her dedicated team.

Weddings are in high demand and Saturday nights are difficult to acquire. Anne and team really would like to cater to more corporate events for awards, recognition and celebrations. The best months to book would be August & September and Monday evenings throughout the year. Meeting room rental may be waived during low demand periods.

The venue is perfect for 50 – 150 with a dance floor and is one stop shop inclusive of white linens. Flowers, themed décor, chair covers and specialty items such as wedding cake are provided by outside approved vendors.

Assistance with all styles of events for this and any other Tampa Bay venue can be orchestrated directly with the venue or through A2Z Meetings & Events. The owner of A2Z was recognized as the Meeting Professional of the Year by the Tampa Bay Area chapter of Meeting Professionals International. We can save you time, money and resources while you focus on purpose and profit.

2 Marina Plaza            Sarasota, Florida 34236           T: 941-365-4232

How much of your time is spent planning meetings or events?

December 30th, 2009

Tips for Designing a Great Meeting Request for Proposal

December 5th, 2009

Oh Lord, please don’t let me be misunderstood!DBU011

We are all so busy these days and one missing piece in the puzzle could be the weak spot that makes the rest of your meeting sag. Great communication is easy if all parties start with a complete understanding of the goals. So what kinds of things do the bidding parties need to know about your group? Have you communicated everything?

What is the objective and profile of the meeting?
o Is it a training meeting, board meeting, sales, continuing education, incentive?
o If you wanted to accomplish 3 – 5 key things, what would those be?
Who are your competitors?
o Include a clause stating that competing groups will not occupy the hotel over your meeting dates
Describe the profile of the audience.
o Are individuals encouraged to bring family members?
o What is the percentage of males/females? Age range?
o Are there special needs unique to your audience?
? Specific products, cuisine, smoking
? Disabilities that require special accommodations
o What is the geographic mix? (If your audience is international, will translators be needed?)
o What is important to the attendees? (past successful themes, events or venues)
Describe specific meeting and guest room needs.
o Desired meeting flow and meeting room set ups (diagrams are helpful)
o Include days, dates and times
o Include set up and tear down times and 24 hour hold when necessary
Give room rate range sought after and parameters of flexibility
o Patterns of arrival and departure could impact rates greatly
o Be specific on room types desired
List specific inclusions you would like in the proposal
o Complimentary room ratio, staff rooms, upgrades, etc.
Provide at least 2 years of group history by night (rooms blocked versus rooms utilized)
What is the decision process?
o Who decides?
o When will the decision be made?
Site inspection request
o What is the policy for site inspection and detail meetings?

o Taxes, service charges, additional fees and inclusions
o Ground transportation & parking fees
o Internet access in guest rooms and meeting space
? Fees
? Technical support
o Business center services and pricing
o Labor conditions
o Ownership and management of the hotel and for how long
o Ancillary & support services
o Risk assessment /management
o Events at the hotel or in the city during your dates

Not everything on this list will pertain to every group. Save yourself some stress by communicating items on this list that will impact the outcome of your meeting.
For other helpful meeting tips visit

Tips to delegate tasks and keep control of what really matters

November 11th, 2009

I spoke with a corporate meeting planner recently and she said “I’m happy to have a job but I lost my assistant in the downsizing and now I am doing the work of two people. I feel as though I was demoted. There is not enough time to do it all and do it well.”

Did you know you can hire a professional meeting planner to do all the research, negotiate all components of the meeting, ensure the best rates at no cost to you or your company?

Regardless of whether your meeting is an intimate board meeting, an intense sales training meeting or a multi-day trade show, what you want and expect as your end result is the same…. a successful and well received event. As all professional meeting planners know, the key to a successful event is dependent upon the seamless execution of your details.
If you have experience in the meeting planning industry, you may be quite capable of managing the event yourself. Assistance with advance research may be all that you need to get the process started. If you do not have background in meeting and event planning, allow a professional consultant to lead you on the path to securing the right site with the right terms.
A professional meeting planner will save on your budget expense and add some cost effective enhancement ideas. They will partner with you and become an extension of your team. They can yield a more detailed site selection process along with a better contract, all the while insuring the needs of your event are considered.

Why isn’t there a fee for this service?
Independent meeting professionals do not charge any fees to our clients for hotel site selection services because we are compensated by the hotel you choose on each room they sell to your group. Hotels give us a placement fee, this does not inflate your room rate what so ever. Your buying power is increased because we book thousands of rooms per year, at multiple properties. Hotels compete for your business, benefiting you with the lowest room rates available. It is in the best interest of the hotel to offer great rates to our clients, so we may in turn book their hotel or their brand again for other business.

Will hotels raise their rates to compensate your placement fee?
No. The hotel rates that A2Z Meetings & Events receives are at least as competitive as those you might find on your own – with the placement fee already built in. A2Z is able to negotiate these great rates due to the large quantity of business we direct to the hotel industry. The added bonus is that we know the rates and seasonality of properties throughout the country so we can make recommendations of how and where you will get the best value for your dollar.

Are meeting planners biased when choosing a venue?
An independent meeting professional will have your best interest and needs as their first priority. You are the decision maker as to where the meeting goes. Our job is to negotiate the best overall value package so you can make the best decision. The placement fee is fairly standard within the industry, so the meeting planner’s “pay-out” is comparable wherever the meeting is booked. Professional meeting planners rely heavily on their reputations and the referrals they acquire so you can be confident they are going to work hard to earn both your business and your respect.
Enlist a planner that is honest about receiving a placement fee. We have over 27 years of experience in the meeting and event planning industry. We have earned a reputation by providing quality services based on an honest and ethical relationship with our clients and the properties you select. We work hard to gain and maintain your trust.

Are there other services available besides site selection and contract negotiation?We are experienced in all avenues of professional meeting and event planning and have a team of service providers that assist us when a group chooses to have us work the meeting. The fee based services available are listed on our A2Z Meetings & Events website. Many independent meeting planners only provide the complimentary site selection and contract negotiation services while we will see you through from A2Z!