Meeting and Events 2010

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MEETING&EVENT PLANNINGGUIDE

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MEETING & EVENT PLANNING GUIDE 2010 | INSIDE BUSINESS

MEETING&EVENT PLANNINGGUIDE

contents

Inside Business The Hampton Roads Business Journal

EDITOR

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Expert Beth Prever offers the dos and don’ts of planning.

Hampton Roads event planners help you choose the right company for the job.

Executive Chef John Maclure reveals what motivates his meals.

Your resource guide to meeting and event facilities.

it’s all in the details

picking a planner

palate pleaser

gathering places

Carol Lichti

ASSISTANT EDITOR

Mary Flachsenhaar

MEETING & EVENT PLANNING GUIDE 2010 | INSIDE BUSINESS

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meetings

EVENTS GET STARTED WITH ADVICE FROM THE EXPERTS

RULE NO. 1 OF EVENT PLANNING: DETAILS, DETALS, DETAILS some dedicated assistants? If you’ve never done this before, or it’s a huge event, or you need advice along the way, an event planner would be a good choice. They have the talent and expertise to cover all the details and make your event a great one.

BY BETH PREVER

THE MOST important thing to remember when event planning is that No. 1 rule of details, details and details. Here are some other dos and don’ts:

Dos • Hire the right professionals, from the caterers and florists to the audio-visual specialists and entertainers. Select those that mirror your brand, ones that understand your corporate culture.

• Consider if an event planner is needed. Ask yourself: Is this an event that I can do entirely by myself? Do I need

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• Think location, location, location. Carefully select the right venue, taking into consideration the guest list, capacity, and available services and facilities.

• You can’t spend too much time on the guest list. Be sure to hit the target when it comes to who’s included. Pay special attention to salutations/titles/ protocol.

• Have an agenda and timeline for everything from arrival to departure. This includes scheduling deliveries.

• Be sure to have plenty of staff for your event including check-in, registration, parking lot attendants.

• Communicate. Meet with all persons involved with the

MEETING & EVENT PLANNING GUIDE 2010 | INSIDE BUSINESS

event to be sure everyone understands their role and your expectations.

• When you are met with opportunities, keep a positive attitude. The answer is “Yes” where a guest is concerned.

Do what it takes to make them feel welcome at your event and let them know that you appreciate their time.

• Provide scripting to the staff regarding topics they may need to address with guests during your event. Also, provide scripting to the person taking RSVPs so he or she can answer questions when guests call in, such as attire, parking, menu.

of time for others to do their part.

• Take into consideration any local laws. Are any permits or licensing required? Is security needed?

• Always check references before signing on the dotted line, whether hiring a band, speaker or caterer. If you don’t know their work, check with someone reputable who does.

Don’ts • Don’t overlook the small stuff. Do we have the right electrical to meet our needs?

Is there plenty of ice? Do we have enough restrooms?

• Be on time, whether it is a pre-event meeting, or the big show. Set the example.

• Don’t underestimate your expenses and you won’t be the victim of sticker shock.

• Understand the needs of your guests, whether they are a presenter with electrical needs or a dinner guest who has special dietary concerns.

Send the message they are important to you.

• Don’t compromise when it comes to quality.

• Have an inclement weather plan. Be prepared to switch to Plan B on a moment’s notice.

Proper planning, even if you don’t need it, will ensure a smooth transition.

• Be sure to do a pre-event site inspection and a walkthrough of how you see the event in your head. Pay special attention to the flow of the room – where will guests enter, where will they go first?

Look for potential traps or bottlenecks.

• Always give as much notice as possible regarding event details. This will allow plenty

• Don’t assume anything, especially that someone is taking care of something. Ask, follow up, ask again. Everyone has her own perspective, and assumptions can be dangerous.

• Don’t forget to send a followup thank-you to everyone who made your event a success.

This includes a thank-you to your guests.

Beth Prever is senior vice president of marketing and public relations at TowneBank. She works at the bank’s Member Service Center in Suffolk and can be reached via e-mail at B eth.Prever@townebank. net.

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PHOTO BY HARRY GERWIEN

CHOOSING THE RIGHT EVENT PLANNER

BY LAKESHIA ARTIS

lakeshia.artis@insidebiz.com

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ROM A FAIRYTALE BEGINNING to a happily-ever-after ending, Kate Haas had her dream wedding with the help of an event planner. Haas employed the services of Shannon Renfro, owner of Events by Design in Yorktown.

“I decided to use a wedding planner because we were new to the area and I didn’t know a lot of people who could help us out,” Haas said. “We started searching online and came across Shannon’s website.”

Haas was impressed with Renfro’s professionalism and her insistence that she check out several planners before deciding who to use.

“When we interviewed with her, Renfro wanted us to go out and check with other people,” Haas said. “It blew my mind that she would suggest that we get references from other people for the job.”

Besides meeting with more than one coordinator, Renfro advises clients – whether the event is a wedding or corporate meeting – that there are several steps that must be taken in order to successfully choose a planner and make the event go off with a hitch.

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MEETING & EVENT PLANNING GUIDE 2010 | INSIDE BUSINESS

Event planner Shelley Lawrence, left, offers clients free consultations.

She is shown here with co-worker LaVonda Bell.

“The first thing you need to do is look at their website,” Renfro said. “How do they promote themselves? Do all of the pictures look the same and do they do a variety of events? Websites are the most important advertising tool and if they don’t have an impressive website, then clients will move on to the next one that does.”

Renfro advises not to make a decision based on price. She also advises against choosing a planner or vendor that advertises on Craigslist.

“Be leery if they are willing to drop their prices significantly,” Renfro said.

Shelley Lawrence, owner of Envision the Moment LLC, offers her clients free consultations to discuss their needs and what she can do for them.

“It gives us a chance to meet and discuss our ideas and to see if we are comfortable with one another,” Lawrence said. “Clients use this time to find out how much the coordinator charges. Some charge a flat fee, hourly rate or percentage. The coordinator should provide you a detailed contract.”

Event planners should be well versed in assisting clients with choosing a venue and meeting space.

“If it’s a wedding, you have to decide whether it’s an indoor or outdoor event,” Renfro said. “If it’s a corporate event, it typically needs to be close to the freeway and have good parking.

“Most corporate events are happy being in a conference room at a hotel.

That wouldn’t always work well for a wedding. My best advice is to always think outside the box.”

Using a seasoned planner for an event can be beneficial, especially when going over the contract to look for any hidden charges. Everything from the bartender to the cashier to the decorations may show up as an additional charge.

“There are a lot of extra charges that come up,” Renfro said. “Extras could include gratuities, taxes and liquor charges. Often there are charges if you stay past your contracted amount [of time]. You can lose your deposit for something as simple as not taking out the garbage at the end of an event.”

The planner should also be ready to present you with a portfolio of her work and references on request.

“I always have a folder that has all of my credentials, references, photos, business card and resume as it pertains to event planning,” Lawrence said.

“The first impression is always the best impression. A lot of people can say what they have done but I want to show them. We are a legitimate certified company and we are here to give them outstanding service.”

With any transaction, clients should feel comfortable with the person they have trusted to coordinate the event.

“Make sure the wedding coordinator is someone who will work well with you,” Renfro said. “And make sure you feel comfortable that they will comprehend the vision that you want for your event.”

Haas applauds Renfro for being a breath of fresh air, guiding her to make good decisions and not stepping on her toes.

“I worried that the event plan-

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ner would make it her event and not mine,” Haas said. “She didn’t do that at all. She listened to everything we asked for. If I wasn’t clear about something, she would lay everything out and sketch pictures if necessary.”

During the Haas wedding, Renfro stayed until the end of the night and throughout it all, coordinated everything, including the wedding party, caterers and musicians. She even battled wedding crashers.

“She is a great team leader who came in and rallied everyone to make sure it was done the right way,” Haas said. “It was my dream wedding.

Anything that went wrong, I didn’t know about it.”

“We want them to feel happy and the services they asked of us were rendered,” Lawrence said.

“When they leave the event, we want them to know it was well worth IB their time and money.”

Websites are the most important advertising tool and if they don’t have an impressive website, then clients will move on to the next one that does.”

SHANNON RENFRO, Events by Design

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PHOTOS BY HARRY GERWIEN

IT’S ALL ABOUT A PLEASANT EVENING

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BY LAKESHIA ARTIS

lakeshia.artis@insidebiz.com

ITH MORE THAN 20 YEARS in the food industry, John Maclure, executive chef at the Virginia Beach Resort and Conference Center, began his career as a dishwasher in high school.

“I would do that and they would let me do other things like basic prep,” Maclure said. “I eventually got a job working in a restaurant as a line cook and sort of did that for a while in high school.”

The experience motivated him to enroll in the Baltimore International College School of Culinary Arts to receive formal training.

“I spent a year in the program,” he said. “It was a total hands-on program. They had a working restaurant that was open to the public and students.”

The program helped Maclure learn the ins and outs of working in a live kitchen and master classic cooking techniques.

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MEETING & EVENT PLANNING GUIDE 2010 | INSIDE BUSINESS

John Maclure Executive chef Virginia Beach Resort and Conference Center Formal training at the Baltimore International College of Culinary Arts Awards include the Best Dish and Best All Around at the Taste of Hampton Roads 2010

“You spent a lot of time behind the stove and in the kitchen,” he said. “It accelerated the learning process you could have gotten in the field. In the program it was given in a highly concentrated dose, and it sped up the learning process for me.”

After the program, Maclure worked in different capacities in the food industry and found he enjoyed the culinary world.

“There’s the creativity aspect of it,” he said. “You’re either going to do it or not do it as a career. You have to enjoy the cooking side and day-to day routine.”

Since 2003, Maclure has worked for the Virginia Beach Resort and Conference Center. He runs the day-to-day operations of the kitchen.

“I typically will come in and review with my staff the daily assignments and do a walk-through of the kitchen to see if all areas are in working order,” he said. “I’m a hands-on chief at this hotel. So I will physically be in the kitchen for most of the day getting ready for the next day.”

Maclure is also responsible for the catering side for meeting and events. He spoke with Inside Business about how to be successful at catering an event and avoid pitfalls.

events. Under-ordering or over-ordering is one of the common mistakes in the catering business. When speaking with a client, I will ask if it’s mostly women or men.

It’s been my experience that men will eat more than women, especially in a buffet setting.

To avoid a shortage of food when it comes to sit-down or buffet events, we do a rough estimate on the number of guests and build into the contract a 3 percent overage clause.

That means once we receive a final guarantee of the guests, I will order 3 percent over of food.

In a worst-case scenario where we get more than 3 percent show up who didn’t RSVP to an event, we can always come up with something. It may not be the exact menu that was originally discussed but we will find a way to get folks fed.

On buffet vs. plated service When choosing a buffet or plated service event, I typically ask the client if there are any time constraints. For lun-

cheons, most people have about an hourand-a-half break from work.

And others may not have enough time and would prefer a buffet-style banquet where you can serve yourself faster.

You don’t want to make the guests feel as though they are being rushed. The event should be memorable and pleasant.

On the rewards I love to personally mix it up in the kitchen and serve dishes that aren’t your prime foods.

For instance, I like preparing lamb shoulders, which isn’t something you typically see on a menu. There’s not a lot of demand for it.

I remember doing an event awhile back where I prepared duck spring rolls. Most of the folks turned their noses up at it before they tried it.

After pairing it with other seasonings and flavor, the guests really enjoyed it. To me, it’s a very rewarding feeling knowing that people enjoyed the dish you preIB pared.

On planning an event It’s a process like anything else. It starts out with someone making an inquiry to have an event catered through the banquet department. They are put in touch with a sales manager and they will go through the process of working out the details from room setup to decorations. The menu is then decided upon.

A contract is then drawn up, discussed and signed.

On menu selection I have a sit-down with the client to get a general idea of what they want. I will make suggestions and determine what’s best for them and what we can do. I give them advice on offering their guests choices and variety. Don’t lock yourself into a particular food. I encourage them to include some vegetarian dishes that will appeal to folks who have that lifestyle or want a healthier choice. Ultimately it’s their decision. Whatever they want, we will accommodate them.

On under- or over-ordering Again, I try to base my suggestions on what I have experienced when catering

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I love to personally mix it up in the kitchen and serve dishes that aren’t your prime foods.”

JOHN MACLURE, executive chef

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panel, an LCD or overhead projector available for an additional charge.

call 502-4898.

COURTYARD

BY MARRIOTT

ALOFT

1562 Crossways Blvd., 420-1700 www.marriott.com

1454 Crossways Blvd., 410-9562 www.aloft chesapeake.com The Aloft has 525 SF of meeting space and audiovisual setup, WiFi and 50-inch LCD.

The Courtyard has one meeting room with 625 SF. The room can accommodate up to 50 in theater set-up and 25 in classroom set-up.

Complimentary wired and wireless Internet are available.

CEDAR TREE INN & SUITES

GRAND AFFAIRS

721 Conference Center Dr., 366-0100 www.cedartreeinnandsuites.com

1201 Club House Dr., 436-3830 www.grandaffairscatering.com

The site has 260 SF of space and accommodates 25 for theater, 20 for banquet and 25 for classroom.

This catering company has banquet facilities in Virginia Beach and Chesapeake. The Chesapeake site has two ballrooms: the 2,800-SF Fairlawn and the 3,600-SF Cedars.

CHESAPEAKE CONFERENCE CENTER 900 Greenbrier Circle, 382-2500 www.chesapeakeconference.com The center has 22,700 SF for parties, banquets, receptions, meetings.

CHILLED PONDS 1416 Stephanie Way, 420-4488 www.chilledponds.com

HAMPTON INN & SUITES 4449 Peek Trail , 465-7000 www.chesapeakesquaremallsuites. hampton.inn.com Hampton Inn has 1,100 SF of meeting and event space and accommodates 64 banquet-style and 75 theater-style.

The practice site of the Norfolk Admirals hockey team has two ice rinks and four rooms for parties.

HAMPTON INN & SUITES BATTLEFIELD

COMFORT SUITES CHESAPEAKE

The center has 1,056SF of meeting space, which can accommodate up to 90 theater-style.

1550 Crossways Blvd., 420-1600 www.choicehotels.com/hotel.va122 Comfort Suites has one meeting room with 476 SF. The room can accommodate up to 50 in theater set-up and 25 in classroom set-up.

An overhead projector, TV/VCR, flip chart and white board are available.

COUNTRY INNS & SUITES 2122 Jolliff Road , 966-2727 The center has 296 SF of space and accommodates theater for 20, banquet for 18 and classroom for 12.

1421 North Battlefield Blvd., 819-5230

HILTON GARDEN INN CHESAPEAKE/ GREENBRIER 1565 Crossways Blvd., 420-1212 www.chesapeakegreenbrier. gardeninn.com The hotel has 1,440 SF of flexible meeting space and a 24-hour business center.

HOLIDAY INN EXPRESS & SUITES 2436 Gum Road, 465-2222

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MEETING & EVENT PLANNING GUIDE 2010

seating for 50.

HOMEWOOD SUITES BY HILTON CHESAPEAKE/ GREENBRIER 1569 Crossways Blvd., 213-0808 www.chesapeakegreenbrier. homewoodsuites.com The hotel has 890 SF of space, which accommodates 40 theater-style, and a 24-hour business center.

HYATT PLACE CHESAPEAKE/ GREENBRIER 709 Eden Way North, 312-0020 www.hyattplacechesapeake.com The Hyatt has 1,147 SF of meeting space and accommodates 70 for theater, 60 for banquet and 40 for classroom seating.

SLEEP INN & SUITES 3280 Western Branch Blvd., 638-5000 www.choicehotels.com The Sleep Inn has 300 SF of meeting space and accommodates 32 for theater, 25 for banquet and 18 for classroom seating.

SPRINGHILL SUITES BY MARRIOTT CHESAPEAKE 2424 Gum Road, 405-3100 The hotel has 1,000 SF of meeting space that can accommodate up to 40 in classroom set-up and 80 in theater set-up. Wireless Internet access is complimentary and an overhead projector, TV/VCR, flip chart, and white board are available.

MARRIOTT CHESAPEAKE

SPRINGHILL SUITES

BY CHESAPEAKE/ GREENBRIER

725 Woodlake Drive. 523-1500 www.marriottchesapeake.com

1446 Crossways Blvd. 410-9406 www.marriot.com/orfnc

With nine meeting rooms, the hotel has 12,000 SF of meeting space. The largest room is the grand ballroom, with maximum meeting space of 7,021 square feet and seating of 800.

SpringHill offers more than 3,000 SF of meeting space for up to 250.

RESIDENCE INN CHESAPEAKE/ GREENBRIER 1500 Crossways Blvd., 502-7300 www.marriott.com/orfgb With 890 SF of space, the meeting room can accommodate up to 80 in theater set-up and 30 in classroom set-up. Complimentary wireless Internet. AV equipment, an LCD

WINGATE BY WYNDHAM 817 Greenbrier Circle, 531-7777 www.wingatehotels.com The Wingate has 1,674 SF of meeting space and accommodates 175 for theater, 100 for banquet and 120 for classroom seating.

Hampton Visit www.hamptoncvb.com or call 722-1222.

THE AMERICAN THEATRE 125 E. Mellen St., 722-2787 www.hamptonarts.net This historic theater has a capacity for 400. Recently expanded facilities include dance studio and classrooms.

BEST WESTERN COLISEUM INN & SUITES 1809 W. Mercury Blvd., 838-5011 www.bestwesternhampton.com The hotel has 7,000 SF of space for events. Two banquet rooms have telephone and Internet access.

There are four executive-style hospitality rooms. The Hampton Room, which holds 270, has theaterstyle seating and can be divided into three rooms, each holding 80 to 100.

The Tidewater Room splits into two sections, each with a 150-person capacity.

BOO WILLIAMS SPORTSPLEX 5 Armistead Pointe Pkwy., 637-7300 www.boowilliamssportsplex.com With 135,000 SF, the complex has two pavilions, 31,000 SF and 64,000 SF, usable for exhibit space, large gatherings and sporting events.

There is retractable bleacher seating for 4,000.

EMBASSY SUITES HOTEL AT HAMPTON ROADS CONVENTION CENTER 1700 Coliseum Dr., 827-8200 www.embassysuiteshampton.com Adjacent to the Hampton Roads Convention Center, this 10-story hotel features a 3,200-SF ballroom that seats 150 for banquets and 120 for meetings. Also available is a 300SF boardroom.

and a conference center that accommodates 14,000. A 6,000SF outdoor terrace can handle receptions. Wireless Internet is available.

HAMPTON UNIVERSITY CONVOCATION CENTER

MAGNOLIA HOUSE 232 S. Armistead Ave., 722-2888 www.maghouse hampton.com The wraparound porch can handle 14 for weddings. Two parlors accommodate 12. Receptions can be held for up to 35 and plated meals for up to 20. Amenities include wireless Internet.

700 Emancipation Dr., 728-6800 www.hamptonu.edu/convocation_ center With 14,000 SF, there’s seating capacity for 8,000.

CROWNE PLAZA HAMPTON MARINA HOTEL 700 Settlers Landing Rd., 727-9700 The hotel has a 6,000-SF grand ballroom for 450 to 700 people.

It can be separated into two or three sections. A junior ballroom separates into three rooms totaling 1,600 SF.

HILTON GARDEN INN HAMPTON COLISEUM CENTRAL 1999 Power Plant Pkwy., 310-6323 Three meeting rooms can accommodate 100. The rooms are equipped with wireless Internet, LCD projector, drop-down screen, on-site AV projector, overheads, speaker system with microphone and podiums. On-site catering is available.

COMFORT SUITES AIRPORT 12570 Jefferson Ave.,947-1333 www.newportnewscs.com The hotel has one meeting room that can accommodate 30 for a meeting and 45 theater-style.

COUNTRY INN & SUITES 1069 J. Clyde Morris Blvd., 327-0722 www.countryinns.com

SPRINGHILL SUITES 1997 Power Plant Pkwy., 310-6333 Two meeting rooms total 2,660 SF. Business center has fax, print and copy services.

VIRGINIA AIR & SPACE CENTER 600 Settlers LandingRd., 727-0900 www.vasc.org The visitor center for NASA Langley Research Center and Langley Air Force Base handles functions in its Aerospace Library, Main Gallery and IMAX theater. The library can handle up to 80 for a seated dinner and 100 theater-style. The gallery has a seated dinner capacity of 500 and a standing-room capacity of 1,500.

The theater accommodates more than 300.

The hotel has one meeting room that can accommodate 35 for a meeting and 45 for a banquet.

COURTYARD NEWPORT NEWS AIRPORT 530 St. Johns Road, 842-6212 www.courtyard.com The hotel has one meeting room that can accommodate 40 for a meeting and 50 for a banquet.

DAYS INN OYSTER POINT AT CITY CENTER 11829 Fishing Point Dr., 873-6700 www.daysinn.com The hotel can handle up to 65 for a banquet. On-site catering is available as is AV equipment.

Newport News Visit www.newport-news.org or call 926-1400.

DOWNING-GROSS CULTURAL ARTS CENTER 2410 Wickham Ave., 247-8950 www.downing-gross.org

HAMPTON COLISEUM 1000 Coliseum Dr., 838-5650 www.hampton coliseum.org With 84,000 SF, the arena has 11,000 seats, a media room, a 6,200-seat Stars Theater and 3,200 parking spaces.

HOLIDAY INN HAMPTON HOTEL & CONFERENCE CENTER 1815 W. Mercury Blvd., 838-0200 www.holidayinn.com/hamptonva The hotel has more than 16,000 SF of space in 17 meeting rooms.

BOXWOOD INN 10 Elmhurst St. 888-8854 www.boxwood-inn.com The inn, a historic 1896 structure, specializes in themed events. The meeting space can accommodate up to 120 for a banquet and up to 70 using only the wedding porch.

HAMPTON ROADS CONVENTION CENTER

This restored historic school building has a variety of spaces suitable for meetings of 14 to 100.

The largest space will seat 144 for a banquet and 400 theater-style.

FERGUSON CENTER FOR THE ARTS 1 University Place, 594-7448 www.fergusoncenter.org

1610 Coliseum Dr., 315-1610 www.thehrcc.com

COMFORT INN AT PATRICK HENRY MALL

The center features 35 flexible meeting spaces, including a 108,000-SF exhibit hall, a 28,000-SF ballroom

12330 Jefferson Ave., 249-0200 There are two 30-person rooms for meetings.

This Christopher Newport University facility features a concert hall that seats 1,700, a music and theater hall that seats 500, and an experimental theater hall that seats 200.

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HILTON GARDEN INN www.wynnwooplaza.net

180 Regal Way, 947-1080 www.newportnews.hgi.com The hotel has two meeting rooms that can open into one room with more than 1,500 SF of space, which can seat 100 theater-style and 60 classroom-style.

HOLIDAY INN HOTEL & SUITES 943 J. Clyde Morris Blvd., 596-6417 www.funinva.com The hotel can handle up to 60 theater-style and 40 for a banquet.

In-house catering and AV equipment are available.

KILN CREEK GOLF CLUB & RESORT 1003 Brick Kiln Blvd., 874-2600 www.kilncreekgolf.com There are four meeting spaces. The largest can accommodate 200 for banquets and 350 theater-style.

Capacity in the others ranges from 20 to 40 for banquets and 20 to 80 for receptions.

up to 1,000 for a banquet and 1,600 for a reception, a circular rotunda that seats 160 banquet-style and 200 for a reception. In-house catering, AV equipment, Internet access and teleconferencing are available.

1000 Omni Blvd., 873-6664 www.omnihotels.com The nine meeting rooms include a 5,880-SF ballroom that seats 400 for a meeting and 450 for a banquet and a 75-seat amphitheater junior ballroom that seats 70 for a meeting and 80 for a banquet. In-house catering and AV equipment are available.

PENINSULA FINE ARTS CENTER 101 Museum Dr., 596-8175 www.pfac-va.org The center handles events, including formal dinners and informal receptions.

THE MARINERS’ MUSEUM 100 Museum Drive, 596-2222 www.marinersmuseum.org The museum has seven options for after-hour functions. The Huntington Room has a capacity of 180 for banquets and 300 for receptions. The Courtyard can handle 275 for banquets and 600 for receptions.

POINT PLAZA SUITES AT CITY CENTER 950 J. Clyde Morris Blvd., 599-4460 www.funinva.com The hotel offers 10,000 SF of space, with seven meeting rooms and two boardrooms. On-site catering is available. The Chesapeake Ballroom seats 450 theater-style and 380 for a banquet. AV equipment is available.

MULBERRY INN 16890 Warwick Blvd., 887-3000 The inn has two meeting rooms; the larger can handle 40 for a meeting and 50 for a banquet.

NEWPORT NEWS MARRIOTT AT THE CITY CENTER 740 Town Center Dr., 873-9299 www.marriott.com/phfoy The 13 meeting rooms include a 12,032-SF grand ballroom that seats

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The hotel has more than 5,700 SF of meeting space that can accommodate 300 attendees. Inhouse catering is available.

4320 Hampton Blvd., 683-3462 www.constantcenter.com

VIRGINIA LIVING MUSEUM

COURTYARD BY MARRIOTT NORFOLK DOWNTOWN

524 J. Clyde Morris Blvd., 595-1900 www.thevlm.org

OMNI NEWPORT NEWS HOTEL

RESIDENCE INN BY MARRIOTT NEWPORT NEWS AIRPORT 531 St. Johns Road, 842-6214 www.marriott.com/phfnn The hotel has one meeting room with 600 SF of space and wireless Internet capacity.

WYNNWOOD PLAZA HOTEL AND SUITES 6128 Jefferson Ave., 826-4500

MEETING & EVENT PLANNING GUIDE 2010

CONSTANT CONVOCATION CENTER

The main galleries accommodate 200 for a banquet and 500 for a reception. The observatory deck handles 50 to 60 for a banquet and 75 to 100 for a reception. The museum also has classrooms that can accommodate 80 for a banquet and 40 to 100 for a meeting, a science lab that can handle 80 for a banquet and 45 to 80 for a meeting, and a conference room with a meeting capacity of 18 to 30.

Norfolk Visit www.visitnorfolktoday.com or call 664-6620.

BEST WESTERN CENTER INN 235 N. Military Hwy., 461-6600 www.bestwestern.com The hotel has nine meeting rooms with 3,800 SF, which can handle up to 200. Banquet facilities and conference services are available.

CHRYSLER MUSEUM OF ART 245 W. Olney Road, 664-6200 www.chrysler.org Huber Court accommodates 400 for cocktails and 250 for a seated dinner. The Museum Theater seats 287, and the Tiffany Gallery and the Memorial Garden can handle 100 for cocktails and 40 for a seated dinner.

With 220,000 SF of convention space, the center seats 9,520.

520 Plume St., 963-6000 www.marriott.com The hotel has 2,500 SF of meeting space. The MacArthur and Wainwright rooms have 1,760 SF of space and can handle 120. The General Boardroom accommodates 10 around a conference table.

HALF MOONE CRUISE AND CELEBRATION CENTER 1 Waterside Drive, 664-1074 www.halfmoone.org The center has 33,300 SF of meeting space that includes the Grand Rotunda, which seats 150 and handles 350 for a reception; the Half Moone Vista, which seats 550 and handles 1,500 for a reception; the Lido Deck, which seats 350 and handles 1,200 for a reception; the Virginia Room, which handles 130 for a reception; and the Bermuda Room, which seats 50 and handles 75 for a reception.

HILTON NORFOLK AIRPORT 1500 N. Military Hwy., 466-8000 www.norfolkhilton.com The hotel accommodates 600. The 4,320-SF Commonwealth Ballroom can be divided into smaller spaces.

The Grand Foyer holds up to 250 for a reception.

HOLIDAY INN SELECT NORFOLK AIRPORT 1570 N. Military Hwy., 213-2231 www.ltdmanagement.com The hotel has more than 3,000 SF and can accommodate up to 400.

LAKE WRIGHT GOLF COURSE 6282 North Hampton Blvd., 4592255 The golf course features 6,189 yards of golf for a 70 par.

NAUTICUS

NORFOLK WATERSIDE MARRIOTT & WATERSIDE CONVENTION CENTER 235 E. Main St., 628-6440 www.marriott.com The hotel and convention center have 60,000 SF of meeting space and 45 conference rooms. The largest, the 14,400-SF Norfolk Ballroom, handles 2,000.

1 Waterside Dr., 664-1000 www.nauticus.org The museum includes three decks of open exhibit space, a theater, outdoor decks and a covered outdoor pavilion. The galleries can be used for events.

NORFOLK BOTANICAL GARDEN 6700 Azalea Garden Rd., 441-5830 www.nbgs.org Rose Garden Hall seats 325, Baker Hall seats 150, Holly Room seats 40, Azalea Room Cafe seats 82 and the Rotunda seats 120. Open-air settings available.

CROWNE PLAZA 700 Monticello Ave., 627-5555 The hotel has more than 15,000 SF of meeting space, including the 6,840SF MacArthur Ballroom, which can handle 900 for a reception. Three additional rooms are available, as well as AV equipment and catering services.

NORFOLK YACHT CLUB 7001 Hampton Blvd., 423-6764 The club can be used for luncheons, dinners, receptions and private parties. Banquet facilities include a grand ballroom with sunken dance floor and seven private rooms that can accommodate up to 400.

QUALITY SUITES AND SLEEP INN AT LAKE WRIGHT 6280 Northampton Blvd.

Quality Suites: 461-6251 Sleep Inn: 461-1133 www.lakewrighthotel.com The venue offers more than 9,000 SF of meeting, banquet and event space. Amenities include catering and wireless Internet.

RESIDENCE INN BY MARRIOTT NORFOLK AIRPORT 1590 N. Military Hwy., 213-0110 www.marriott.com The hotel has three banquet rooms for meetings or 1,598 SF.

NORFOLK SCOPE ARENA 201 E. Brambleton Ave., 664-6464 www.sevenvenues.com Scope provides 60,000 SF of exhibit hall space and seats 11,200. The adjacent Chrysler Hall also can be used for events.

NORFOLK TIDES BASEBALL AT HARBOR PARK 150 Park Ave., 622-2222 Harbor Park has more that 12,000 seats.

RESIDENCE INN DOWNTOWN NORFOLK 227 W. Brambleton, 842-6216 www.marriott.com The hotel has one meeting room with 720 SF of space and wireless Internet connectivity.

SAILTIME SAILING CENTER Willoughby Harbor Marina 1525 Bayville St., 480-7245 Catamaran daysails and corporate training.

SHERATON NORFOLK WATERSIDE

CARRIE B. HARBOR TOURS

777 Waterside Dr., 622-6664 www.sheraton.com/norfolk

1238 Bay St., 393-4735 www.carriebcruises.com

The hotel has more than 31,000 SF of meeting space. The International Ballroom accommodates up to 1,400, and the 10th-floor Executive Board Room can seat 10 to 40.

The Carrie B. offers charter cruises for up to 300, with services such as a DJ, dancing on the deck, cash bar, box lunches and finger foods.

SPIRIT OF NORFOLK 109 E. Main St., Ste. 500 625-1463; 625-FUNN www.spiritofnorfolk.com The Spirit of Norfolk, which sails from Waterside, can accommodate 450 in two meeting and event rooms.

Packages include the use of audiovisual equipment.

CHILDREN’S MUSEUM OF VIRGINIA 221 High St., 393-5258 www.childrensmuseumva.com The museum can be booked for business gatherings, cocktail parties, award ceremonies, etc.

Its 60,000 SF can accommodate up to 500. Guests can scale a rockclimbing wall, create music, walk inside a computer and more.

SPRINGHILL SUITES 6360 Newtown Rd., 333-3100 www.marriott.com

THE COMMODORE THEATRE

The facility has 3,670 SF that can be converted into two meeting rooms.

421 High St., 393-4383 www.commodoretheatre.com

THE TAZEWELL HOTEL & SUITES 245 Granby St., 623-6200 www.thetazewell.com The hotel has two meeting rooms, one 540 SF and the other 380 SF.

Portsmouth Visit www.visitportsva.com or call 393-5327.

BIDE-A-WEE GOLF COURSE 1 Bide-A-Wee Lane, 393-8600 The 4,800-SF Bide-A-Wee Pavilion offers catering services for more than 300.

The Art Deco-style theater seats 188 downstairs and 318 in the balcony. It features THX digital sound.

NTELOS PAVILION AT HARBOR CENTER 901 Crawford St., 393-8181 www.pavilionconcerts.com The outdoor venue seats 6,500.

RENAISSANCE PORTSMOUTH HOTEL AND WATERFRONT CONFERENCE CENTER 425 Water St., 673-3000 www.renaissanceportsmouth.com The hotel has more than 24,300 SF of meeting and banquet space.

The second-floor Portsmouth Ballroom has nearly 12,000 SF that can be divided into eight rooms and maximum seating for 1,800. A terrace adjacent to the ballroom accommodates 200. The second floor also features the Commodore Boardroom and the Admiral Boardroom. The Executive Learning Center contains the Holley Ballroom and Case Study Amphitheater.

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VIRGINIA SPORTS HALL OF FAME 206 High St., 393-8031 www.vshfm.com The facility can handle 750 for private functions. Attendees have access to all exhibits, including the 125-seat theater. Food and beverage stations can be placed throughout.

The sports gallery is a 2,775-SF room that can be used for banquets, trade shows, receptions or meetings.

Capacity ranges from 175 for banquets to 300 standing.

WILLETT HALL 3701 Willett Drive, 393-5460 www.willetthall.com Willett Hall is a 2,000-seat auditorium for concerts, guest speakers, theater and more.

Smithfield THE SMITHFIELD CENTER 220 N. Church St. www.smithfieldcenter.com

CROWNE PLAZA THE FIRST LADY VICTORIAN QUEEN ANNE 447 West Washington St., 646-5152 or 478-3420

HILTON GARDEN INN RIVERFRONT AND SUFFOLK CONFERENCE CENTER 100 E. Constance Rd., 925-1300 www.hiltongardeninnsuffolk.com The hotel has 14,000 SF of meeting space, including the Grand Ballroom, which is 7,334 SF and seats 811 theater-style.

HILTON GARDEN INN AT HARBOUR VIEW (CHESAPEAKE/SUFFOLK) 5921 Harbour View Blvd., 484-9001 The inn offers 4,000 SF of meeting space, which includes a 3,600-SF ballroom.

Suffolk

NATIONAL GUARD ARMORY

COMFORT SUITES AT BELLEHARBOUR 5409 Plummer Blvd., 215-0700 The Comfort Suites has meeting space for up to 170.

COURTYARD BY MARRIOTT 8060 Harbour View Blvd., 483-5777 www.marriott.com Meeting space can accommodate 50. Audio-visual equipment and catering are available.

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2864 Pruden Blvd., 934-2311 There is theater-style seating for 250 to 300, banquet facilities for 200 and meeting rooms for 100.

Victorian Queen Anne home has 8,000 square feet of event space.

The main hall is a 5,000-SF banquet space with a digital projector, dropdown screen and Internet access. It seats 150 for dinner. The hall can be combined with suites to extend the space to 8,000 SF, which can seat 340 for dinner. The conference area is 3,000 SF and may be reconfigured.

The deck, which overlooks the Pagan River, adds about 2,300 SF.

Visit www.Suffolk-Fun.com or call 514-4130 or 866-SEE-SUFK.

QUALITY INN SUFFOLK

SUFFOLK CENTER FOR CULTURAL ARTS 110 W. Finney Ave., 923-0003 www.suffolkcenter.org The center has a 500-seat theater and 3,860-SF ballroom, board room, studio and art galleries that double as meeting spaces.

Virginia Beach Visit www.vbmeetings.com or call 385-4700.

THE CAVALIER Oceanfront at 42nd, 425-8555 www.cavalierhotel.com The hotel has 50,000 SF of event space in three buildings. Oceanfront and Beach Club are reserved for conferences. Cavalier On The Hill has seven meeting rooms, including the Grand Ballroom.

HOLIDAY INN EXPRESS 1018 Centerbrooke Lane, 923-1010 The inn has 660 SF of meeting space.

2761 Godwin Blvd., 514-7250 www.suffolk-fun.com/mtgsconf.html The armory has more than 7,000 SF for meetings and events, a classroom, full kitchen and stage.

Capacity is 400.

4453 Bonney Rd., 473-1700 www.cpvabeach.com

Crowne Plaza’s largest of nine meeting rooms is 2,584 SF. DOUBLETREE HOTEL VIRGINIA BEACH 1900 Pavilion Dr., 422-8900 www.virginiabeach.doubletree.com

The largest of 12 meeting room is 5,041 SF. THE FOUNDERS INN AND SPA 5641 Indian River Rd., 424-5511 www.foundersinn.com

The hotel has more than 25,000 SF of meeting space in 20 rooms. The Virginia Ballroom is 12,876 SF and can be divided into theater, classroom and banquet seating. The Thomas Jefferson Amphitheater seats 78 in a classroom setting, and space in the Harrison Room can be positioned in six arrangements.

HILTON GARDEN INN

CONTEMPORARY ART CENTER OF VIRGINIA

252 Town Center Dr., 326-6222 www.hiltongardeninn.hilton.com

2200 Parks Ave., 425-0000 www.cacv.org

Hilton Garden’s largest meeting room of five is 1,764 SF.

The art center’s 4,800-SF atrium can accommodate 35 to 350. The Price Auditorium offers a 268-seat theater setting. The Rodriguez Pavilion is a 1,600-SF space featuring a 16-foot Dale Chihuly glass chandelier and a kitchen.

HILTON VIRGINIA BEACH OCEANFRONT 3001 Atlantic Ave., 213-3001 The 7,140-SF Peacock Ballroom has ocean views and can accommodate 1,000. It can be divided into three equal-sized rooms. Six other meeting rooms vary from 286 to 648 SF.

THE PLANTER’S CLUB 4600 Planter’s Club Dr., 514-7250 www.suffolk-fun.com/mtgsconf.html The Planter’s Club has one large meeting room, overlooking the Nansemond River, that holds 144.

MEETING & EVENT PLANNING GUIDE 2010

HOLIDAY INN EXECUTIVE CENTER 5655 Greenwich Rd., 499-4400 www.hiexeccenter.com The hotel has about 20,000 SF of meeting space, consisting of 10

rooms with capacities of 25 to 250.

The Grand Ballroom is 5,500 SF and can accommodate 500, while the Executive Ballroom is 4,000 SF and has a capacity of 350.

HOLIDAY INN SUNSPREE RESORT Oceanfront at 39th St. 428-1711 www.vboceanfrontnorth.com Holiday Inn has 4,265 SF of meeting space and six meeting rooms.

GRAND AFFAIRS

SHERATON VIRGINIA BEACH OCEANFRONT HOTEL 3501 Atlantic Ave., 425-9000 www.sheratonvirginiabeach.com The hotel can accommodate groups of 10 to 1,000 and has more than 13,000 SF of meeting space.

SPRINGHILL SUITES BY MARRIOTT 901 Atlantic Ave. www.marriott.com The Ocean Sands meeting room has 1,204 SF and holds 80.

2036 Pleasure House Rd., 460-9786 www.grandaffairscatering.com The Beach location has eight rooms for events and conferences. The Grand Ballroom is 10,000 SF divisible into three sections, the smallest 3,150 SF. The 2,100-SF Chesapeake Ballroom can be halved.

QUALITY INN & SUITES OCEANFRONT

SURFSIDE OCEANFRONT INN & SUITES 1211 Atlantic Ave., 428-1183 www.virginiabeachsurfside.com The Calypso Room is 7,200 SF and can accommodate 800 for a reception or theater-style and 475 for classroom seating. The Seashore Room is 864 SF and seats 125 theater-style and 80 banquet.

Oceanfront at 8th, 428-8935 www.vbquality.com The inn has 3,648 SF of meeting space in eight rooms.

RAMADA ON THE BEACH 615 Atlantic Ave., 425-7800 www.ramadainnonthebeach.com The Ramada has 2,400 SF of meeting space and eight rooms.

SANDCASTLE OCEANFRONT MOTEL 1307 Atlantic Ave., 428-2828 www.sandcastle-vabeach.com Sandcastle has 4,500 SF of meeting space and six meeting rooms.

SANDLER CENTER FOR THE PERFORMING ARTS 201 Market St., 385-2787 www.sandlercenter.org The center features an outdoor performance plaza, grand lobby, peformance theater and studio theater/rehearsal space.

VIRGINIA AQUARIUM 717 General Booth Blvd., 385-0306 www.virginiaaquarium.com The museum has meeting rooms for small groups and catered luncheons.

The entire facility can be rented after-hours for large receptions and meetings. A 300-seat IMAX 3D theater is available, as well as an 87seat interactive theater.

VIRGINIA BEACH CONVENTION CENTER 1000 19th St., 385-2000 www.virginiabeachconvention center.com

The center has more than 516,000 SF of meeting space. The exhibit hall can be divided into four rooms, and theater-style can accommodate up to 13,400, banquet-style up to 9,152.

The ballroom can be separated into three rooms, and theater-style can accommodate up to 3,084, banquetstyle up to 2,056.

VIRGINIA BEACH RESORT HOTEL & CONFERENCE CENTER 2800 Shore Dr., 481-9000 www.virginiabeachresort.com The center has two ballrooms, seven meeting rooms and an executive boardroom in 14,000 SF of space.

The Sunset Ballroom has a standing capacity of 400, seated capacity of 200 and arrangements for theater, conference or banquet settings.

The Chesapeake Ballroom has three configurations and can seat 500.

Williamsburg Visit www.visitwilliamsburg.com or call 229-6511.

CLARION HOTEL HISTORIC DISTRICT 351 York St., 229-4100 The Clarion has 2,800 SF of meeting space and can accommodate up to 330.

COLLEGE OF WILLIAM AND MARY CONFERENCE SERVICES Gabriel Galt House, 221-4084 www.wm.edu/conferenceservices The center has 24,000 SF of space that can accommodate up to 1,000.

Residence halls can coordinate registration and entertainment services, audiovisual needs and hotel registrations.

VIRGINIA’S JEWEL 600 Laskin Rd., 425-6688 www.virginiasjewel.com The 100-foot yacht with two decks can accommodate more than 140.

The first deck can seat 64 to 72 and has a dining area and dance floor.

The second deck has the same capacity, with an open bar area.

WESTIN VIRGINIA BEACH TOWN CENTER 4535 Commerce St., 557-0550 www.starwoodhotels.com The Westin has 16,000 SF of meeting space, including an 8,300-SF ballroom and 6,000-SF lobby.

WYNDHAM VIRGINIA BEACH OCEANFRONT

COLONIAL WILLIAMSBURG RESORT HOTELS WILLIAMSBURG LODGE 310 South England St., 229-1000 The lodge has 29,000 SF of meeting space, 17 meeting rooms and seats 1,300 theater-style.

COLONIAL WILLIAMSBURG RESORT HOTELS WILLIAMSBURG WOODLANDS HOTEL 102 Visitor Center Dr., 229-1000 It has 13,000 SF of meeting space and 12 meeting rooms and seats 300 theater-style.

57th and Atlantic, 428-7025 www.wyndham.com/hotels/ ORFVB/main.wnt

COURTYARD

BY MARRIOTT

Amenities include 16,000 SF of space that can accommodate up to 550, including the 5,200-SF Atlantic Ballroom and patio overlooking the ocean.

470 McLaws Circle, 221-0700 www.courtyard.com/phfwb The hotel has two meeting rooms that can accommodate 100.

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WILLIAMSBURG MARRIOTT HOTEL 6945 Pocahontas Trail, 220-2250 www.crowneplaza.com/ williamsburg The hotel has 18,000 SF of conference space. The largest ballroom, the 5,680-SF Richmond Hall, has theater seating for 700 and banquet-style seating for 500.

EMBASSY SUITES WILLIAMSBURG

HOLIDAY INN PATRIOT & CONFERENCE CENTER 3032 Richmond Rd., 565-2600 www.hipatriot.com The 6,045-SF Patriot Ballroom and the 3,600-SF Washington Ballroom can be arranged into theater, banquet, classroom and reception settings.

3006 Mooretown Road, 229-6800

KINGSMILL RESORT AND CONFERENCE CENTER

The hotel has 825 SF of meeting space and a catering staff.

1010 Kingsmill Rd., 253-1703 www.kingsmill.com

FORD’S COLONY AT WILLIAMSBURG 240 Ford’s Colony Drive, 258-4120 www.fordscolony.com This private 54-hole golf course and country club has three banquet rooms. The conference room can hold 20 people; the banquet room, 110, the Garden Pavilion, 300.

FOUR POINTS SHERATON

The facility has 16,000 SF of business space, 16 meeting rooms and a conference planner.

LEXINGTON GEORGE WASHINGTON HOTEL AND CONFERENCE CENTER 500 Merrimac Trail, 220-1410 The hotel has conference and banquet rooms, and the its catering service handles refreshments, receptions and banquets.

351 York St., 229-4100 www.fourpointswilliamsburg.com Four Points has a 2,874-SF ballroom that can be divided into three rooms.

PATRICK HENRY INN & CONFERENCE CENTER

which can be used as a tented setting for up to 1,200.

www.williamsburgmarriott.com

WILLIAMSBURG COURTYARD BY MARRIOTT 470 McLaws Cir., 221-0700 The Courtyard has 1,500 SF of meeting space and has two rooms and can seat 100 theater-style.

WILLIAMSBURG HOSPITALITY HOUSE 415 Richmond Rd., 229-4020 www.williamsburghosphouse.com The hotel has more than 20,000 SF of meeting and event space. The Williamsburg Hospitality House can handle groups of up to 500. An outdoor courtyard can be set up for 150 for receptions or dinner.

WILLIAMSBURG INN

GREAT WOLF LODGE 549 E. Rochambeau Dr., 229-9700 www.greatwolflodge.com The resort has meeting and banquet rooms equipped with wireless Internet access. The 2,070-SF symposium seats 92. The Northwest Territory can be divided into two 1,008-SF sections.

RAMADA 1776 HISTORIC WILLIAMSBURG 725 Bypass Rd., 220-1776 www.ramadainn1776.com The hotel has six meeting rooms.

Ramada’s kitchen caters all events.

HILTON GARDEN INN WILLIAMSBURG

TWO RIVERS COUNTRY CLUB

1624 Richmond Rd., 253-9400 www.williamsburg.gardeninn.com

1400 Two Rivers Rd., 258-4610 www.tworiversclub.com

The 1,300-SF ballroom can be divided in two. It can accommodate 10 to 125 for a meeting, 125 for a reception, 60 classroom-style, 125 theater-style and 90 for a banquet.

The club can handle corporate conferences, board meetings and private parties. There’s a glass-enclosed dining room that can accommodate 20 to

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MEETING & EVENT PLANNING GUIDE 2010

The hotel has more than 45,000 SF for meetings and events in 30 rooms that can hold 30 to 270 people.

Audio-visual equipment is available, in addition to catering services.

The 5,678-SF, 714-seat auditorium can be arranged in tiered-theater, classroom, or reception and banquet settings. The 2,030-SF amphitheater can hold up to 173.

WILLIAMSBURG WINERY 5800 Wessex Hundred 229-0999, Ext. 138 www.williamsburgwinery.com The 320-acre farm has two rooms for dinner meetings or events. The Wessex Hall, the Susan Constant Hall and the Gabriel Archer Tavern ( are available for evening events.

136 E. Francis St., (800) 822-9127 The hotel has four meeting rooms with high-speed Internet access, audio-visual equipment and catering. The largest private function room can handle 80 for a banquet.

249 York St., 229-9540 The hotel has three meeting rooms totaling 2,500 SF.

50 Kingsmill Road 220-2500

WILLIAMSBURG LODGE 310 S. England St., 220-7600 www.colonialwilliamsburgmeetin gs.com The lodge has 45,000 SF of meeting space, including banquet facilities that can seat 1,000 and a conference center with AV equipment as well as property-wide WiFi access.

WOODLANDS CONFERENCE CENTERWOODLANDS HOTEL AND SUITES 105 Visitor Center Dr., 220-7960 www.colonialwilliamsburg.com The hotel has a conference center of 12,812 SF, an outdoor terrace and meeting space for up to 300. Lower level has seven meeting rooms.

Yorktown Visit www.yorkcounty.gov/tourism or call 890-3300.

THE YORKTOWN FREIGHT SHED Riverwalk Landing 331 Water St., 890-1335 This building has 1,950 SF and can handle 350 people standing, 165 in a presentation format and 100 seated.