Conference Services Meeting Planners Guide Resort Fundamentals for Successful Meetings & Events
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Welcome! My n a m e i s K a re n Ma rc h a n d , a n d a s t h e Di re c t o r of Catering for La Playa Beach and Golf Resort I want to thank you for selecting our beautiful resort for your upcoming program. We’re very excited to share our conference services guide to better assist you when planning your meetings, events, team building, etc. We know how important the details of your conference are, so we have designed this comprehensive guide to help make your experience as easy as possible. Should you have any questions or need assistance, please don’t hesitate to reach out to your Conference Service Manager directly. Thank you again for selecting LaPlaya Beach & Golf Resort.
Karen Marchand Director of Catering and Conference Services LaPlaya Beach & Golf Resort Phone: 239-449-1175 Fax: 239-597-8283 Email: kmarchand@laplayaresort.com
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DIRECTORY OF
SERVICES
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Dining
6-9
Banquets
10-15
Beach/Pool Services
16-17
Bellman Services
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Boutique/Gift Shop
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Front Office
19-20
Golf
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Housekeeping
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In-Room Dining
24-25
Spa Terre/Fitness Center
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Accounting
28-29
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Dining Baleen The Resort’s acclaimed, signature restaurant, Baleen, offers a fine dining experience with views of the Gulf of Mexico. Reservations are strongly recommended and required during peak seasons.
Hours of Operation Breakfast: 7:00am-11:00am Lunch Monday - Friday: 11:30am-2:30pm Lunch Saturday - Sunday: 12:00pm-2:30pm Dinner: 5:30pm-10:00pm *Hours of operation are subject to seasonal changes, please confirm with your Conference Service Manager
Large Parties (Groups 12-25) A private dining room is available for large parties up to twenty-five guests, advance reservations are required. Customized large party menus are offered and food & beverage minimums are required. Restaurant revenue will not be applied to your banquet food & beverage minimum. Availability and seating times are limited. Please speak with your Conference Services Manager for details.
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Tiki Bar & Grill Fo r s u n l ove rs n ot wa nt i n g to l e ave t h e co mfo r t of their cabana or beachside umbrella, Beach Butlers d e l i v e r l i g h t b i t e s a n d t ro p i c a l l i b a t i o n s t o a n y pool chair or plot of sand. Flags are provided for beachside food and beverage service; simply raise your flag for assistance.
October/May Hours of Operation Tiki Bar 7 days a week 11:00am-7:00pm Tiki Grill Sunday – Thursday -11:00am -6:00pm Friday – Saturday -11:00am – 7:00pm
June/September Hours of Operation Tiki Bar Sunday – Thursday: 11:00am -6:00pm Friday – Saturday: 11:00am – 7:00pm Tiki Grill Sunday – Thursday: 11:00am -5:00pm Friday – Saturday: 11:00am – 6:00pm *Hours of operation are subject to seasonal changes and weather conditions, please confirm with your Conference Service Manager.
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Banquets Audio Visual A u x i l i a r y n e e d s a re p ro v i d e d b y P S AV, t h e Re s o r t ’s o n s i t e a u d i o v i s u a l a n d l i g h t i n g c o m p a n y. Outside audiovisual companies are not permitted at the resort.
Box Shipments/Inbound Our receiving department receives shipments: Monday - Friday: 7:00am - 4:00pm Saturday: 7:00am - 12:00pm Please address boxes: Conference Services Manager Name 9891 Gulf Shore Drive, Naples, FL 34108 Meeting Planner Name and Group Name
Box Shipment/Outbound We have a limited supply of Fed Ex & UPS boxes and labels in stock. Your shipping department should provide you with preprinted labels for return shipments. We are unable to post shipping charges to the master account or individual guest room accounts. You are responsible for recording the tracking information for outbound shipments. If your items require special handling, our local UPS store can assist with your shipping needs. They require a credit card; your company’s account number or pre-printed labels can NOT be utilized. It is illegal to ship alcoholic beverage in or out of the State of Florida.
Business Center The Business Center, located in the Bay Tower, it is available 24/7. Groups requiring extensive printing/copying should consider renting a dedicated printer/copier.
Destination Management Partner LaPlaya’s preferred DMC and Transportation Company is NT&T, Naples Transportation & Tours. NT&T provides one stop shopping for all your transportation, custom concepts, event décor, entertainment, team building events, tours, excursions and spouse programs.
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For further information please contact: Armando Perez 239-260-3257 aperez@nttep.com
Electrical Power In the event that more than two 20 amp outlets are needed, a formal request for additional outlets must be submitted in writing a minimum of one week prior to the event. The following charges apply:
20 amp outlet - $50.00 100 amp three phase* - $400.00
100 amp single phase* - $200.00 Distribution Box** - $250.00
LaPlaya will supply the cam-lock and tech to install. *Only available in the Vanderbilt Ballroom **Available in either the Vanderbilt or Bayview Ballrooms.
Food & Beverage The Resort is licensed to serve all food & beverage. To ensure the safety of our guests and comply with local health regulations, neither patrons nor their guests shall be allowed to bring food or beverage into the Resort. Due to local health ordinances we are unable to pack any remaining food items to go.
Food & Beverage Minimums Contracted food & beverage minimums are exclusive of service charge, tax, labor and room rental. Individual and group charges in Baleen, Room Service, Tiki Bar, The Club, Beach & Pool (non banquet) and the golf course are not applied to your food & beverage minimum.
Internet Access Wireless internet access is provided throughout the resort. Launch your web browser and accept the terms and conditions. A pass code is not required. If you require hard wired access or need specific information on its capabilities and limitations please contact PSAV.
Menus/Guarantees/Special Meals Food and beverage prices may fluctuate in accordance with market conditions. Menu prices for planned food and beverage functions will be established no earlier than six (6) months prior to your convention / meeting. Menu selections are due to the Conference Services Manager (30) days prior to your arrival. Guaranteed number of guests attending each event are due (72) business hours prior to the event. This count will be the number of guests charged even if the actual count falls short of the guaranteed number.
Children’s Pricing Children (4) and under will be served on a complimentary basis. Children (4-12) will be charged at 50% of the menu price. Children (12) and over will be charged full price. Special children’s meals are available with advance notice.
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Break & Meal Periods All reception action stations are served for (60) Minutes. Breakfast, Lunch and Dinner buffets are served for (90) minutes. Please provide ample notice for any adjustments to meal period service times.
Box Lunches Box lunches are offered for “TO GO” only. Selections are limited to (2) selections (not including special diets) for groups under (30) guests.
Kosher Food The Resort does not have a kosher kitchen; please speak with your Conference Services Manager for alternative options.
Re-plating Continental Breakfast Pastries Remaining breakfast breads / pastries can be re-plated and set inside your meeting room. They will be removed at the first break. For health reasons, all other food items will be removed after the specified times noted on the banquet event orders.
Special Diets Please communicate any special dietary restrictions/requests a minimum of (72) hours in advance of your group’s arrival.
Outside Vendors All outside vendors, musicians & service providers are required to read and sign our Rules and Code of Ethics Agreement and provide us with a certificate of liability. Your Conference Services Manager can provide a copy for your review.
Pre-Convention Meeting We encourage you to schedule a formal or informal pre-convention meeting with our resort team. Please arrange (30) days prior to your arrival. Staff attendance may be limited due to current business levels and previously scheduled appointments and commitments.
Receiving/Loading Area There is no space on site to park an oversize vehicle which needs clearance of more than 7’6”. At appropriate times with advance notice, you may load and unload at our loading area, but a lift gate is required as the loading area is not raised. We cannot guarantee availability of secure parking for large vehicles of any kind. Bay Tower Parking Garage Opening: 10’ 10” wide X 91” high
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Registration Desk On the day of your group’s arrival, based on availability, a registration desk (2) 6 X 30 tables may be set in our Lobby. Food and beverages are not permitted in the Lobby. If you require a larger desk, or wish to offer food and beverage, alternative venues can be arranged based on availability. Additional rental fees may apply based on availability of space.
Service Charge and Tax The prevailing service charge will be added to all catered food and beverage functions. Service charges are taxed at the 6% Florida State sales tax. Please refer to your contract for the prevailing service charge percentage.
Service Elevator The dimensions of our largest service elevator are: Bayview Ballroom Service Elevator: 42” wide X 62 ½” deep X 85” high Vanderbilt Ballroom Service Elevator: 42” wide X 62” deep X 83 ½ “high
Space Agenda/Room Sets Please review your contracted space agenda; space is being reserved accordingly. Changes will be made on an available basis, additional space cannot be guaranteed. We require advance written notice if additional space is needed and confirmation must be in writing from your Conference Service Manager. Additional room rental may be assessed.
Team Building Please confirm that appropriate space has been reserved for your group at your preferred time before scheduling any team building activities at the resort.
Turtle Season (May 1 through October 31) Gulf Lawn, South & North Beach events must conclude by 8:30pm during sea turtle season.
Weather Calls/Outdoor Venues If the National Weather Service forecasts a chance of rain 30% and above, the Resort suggests that the scheduled function take place in the designated indoor backup room. A Manager will consult with the Patron no less than (4) hours prior to the event. If the Patron is not at the Resort, it is the responsibility of the Patron to contact the Banquet Manager no less than (4) hours prior to the scheduled event, or the Resort will make the judgment based on the NWS forecast.
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BEACH/POOL
Services Cabanas Private poolside cabanas are available for rental. They feature two reclining chairs with ottomans, ceiling fan, wireless internet connection, cold towel service, sorbet service, four bottles of water and two reserved poolside lounges. Reservations are recommended and additional packages are available; please speak with your Conference Services Manager for details.
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Coolers/Outside Food & Beverage Coolers and outside food & beverage are not allowed at the beach or pool. Any food & beverage arrangements can be made with your Conference Service Manager.
Group Setup Groups may reserve a semi- private area at the beach & pool, advance notice is required and is based on availability. Setup includes chairs, side tables, towels and umbrellas. A $5 per person charge will be applied to the master account.
Hours of Operation The beach & pool are open daily from 8:00 AMsunset, weather permitting.
Individual Setup Please visit the beach hut and the attendants will assist you with chairs, towels and umbrellas. Gratuities are at the guest discretion.
Volleyball Volleyball setup is available on the beach for your group’s exclusive use. The charge is $150.00 plus gratuity and tax. Subject to availability / advance notice required.
Water Sports Be a c h s i d e wate r s p o r t a c t i v i t i e s a n d re nt a l s include jet and water skiing, sailboats, power boats, paddle boats, catamarans, kayaks and parasailing. Please speak with your Conference Service Manager for additional details.
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BELLMAN
Services Our bell staff is readily available to assist you and your guests throughout your stay. Any arrival and departure information you can provide is helpful in providing the maximum level of service. In addition, they can assist you with group bag pulls, luggage and golf club storage, amenity and special deliveries to individual guest rooms and moving your boxes to the appropriate meeting locations. Service charges / gratuities will be applied to the master account per contract.
Guestroom Amenity Delivery We suggest that all deliveries be scheduled while the group is at your reception or dinner. Items to be delivered “on arrival” will be delivered within 1 ½ hours of the guest’s check in. The guest room amenity delivery fee is $5 per room.
Boutique The boutique carries fabulous resort wear including Tommy Bahama for men, LeTarte women’s cover ups, Barbara Gerwit travel dresses, Luna Luz dresses and loungewear and a selection of men’s and women’s swimwear. The children’s department offers SnapperRock UV swimwear, books, swim toys and our renowned green plush turtle. In addition they carry a wide variety of lotions and potions, logo items and specialty gifts. Our gift shop staff can assist you with specialty gifts, welcome amenities and logo items in advance of your arrival.
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FRONT
Office Check-In Information Check in time is 4:00 PM. Guests are required to establish credit with the resort upon arrival unless their charges are direct billed. Please refer to the accounting section for more detailed information. The registering guest must be at least 21 years old. We cannot guarantee room availability until 4 PM. If you require early check in please book the room for the previous evening.
Check-out Information Checkout time is 12 PM. Due to our normally year around high occupancy, we are unable to guarantee late check outs in advance. Availability is limited and confirmed on departure date by the front desk manager. If you require a guaranteed late checkout, please book the room for an additional night. Luggage storage is available and guests are welcome to stay on property and enjoy the amenities of the resort.
Concierge Our concierge team can assist with recommendations on museums, restaurants, tours and all the local activities in the area. Please contact the concierge on duty at 239-449-1225 or concierge@laplayresort.com.
Faxes Our guest fax number is 239-597-6278. All incoming faxes are delivered to the guest room upon receipt. Outgoing faxes can be sent from the front desk. The first (5) pages for an incoming fax are complimentary, each additional page is $0.50 per page
Phone Calls Local calls and (800) calls from our guestrooms are complimentary. Charges are incurred for directory assistance and domestic / international long distance calls. Prices listed on phone console.
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Resort Fee Wireless internet access, local calls, 800 long distance calls, information calls, newspapers, coffee, use of beach chairs, beach towels, beach services and access to the fitness center. The resort fee will be the prevailing rate at time of check-in. The current rate is $32.00 per night plus tax.
Signing Privileges Only registered guest have signing privileges to guest room accounts. If you are traveling with a guest we advise that you add their name to your account. Any incidental charges can be separated at the front desk. To expedite your check out, please make any billing requests the night prior to your departure.
Smoking Per Florida State Law all indoor areas of the resort are non smoking including guest room balconies. Designated outdoor areas are available. A cleaning charge of $250 will be posted to the guest account if they smoke in their room or suite.
Turtle Season The beaches in Southwest Florida are important nestling areas for endangered Sea Turtles. Sharing the beach with Sea Turtles is a privilege and in order to help protect the turtles, all beach events must conclude by 9pm.
Newspapers Newspapers can be delivered upon request and purchased through the Gift Shop. The Naples Daily News is available at the Front Desk on Saturdays and Sundays.
Valet Parking The Resort is a valet only resort. Our garage can accommodate vehicles up to 11 feet and includes in and out privileges. The prevailing rate is posted to the guest room or master account based on your billing instructions. Please let us know of any group arrival and departure patterns, including motor coach transportation, so we are prepared.
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Golf LaPlaya Golf Course is a private course, designed by Robert Cupp, is both scenic and challenging, allowing die-hard golfers to test their mettle on the par-72 course, surrounded by lush tropical vegetation and an impressive collection of manicured greens. November 15th until April 15th, tee times are available after 10:30am.The Course is located about 3 miles from the resort, reservations are required
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Housekeeping Daily Service Daily service is provided from 8:00 AM-4:30 PM, service can also be requested at a particular time for your convenience.
Dry Cleaning Dry cleaning service is available Monday – Saturday. Please call for pickup and have items ready by 9 AM, they will be returned to your room by 6 PM.
Guestrooms/Suites All guest rooms and suites are furnished with flat screen LCD TVs, movies on demand, coffee makers, coffee and tea, hair dryers, full length mirror & make up mirror, irons/ironing boards, in room safes, robes and mini-bars. Cribs & roll away beds are available at a fee and availability. Roll away beds can only be placed in rooms with king size beds.
Special Requests The Resort has many items to ensure the comfort of our guests. Please advise reservations at the time of booking for any special requests.
Turndown Services Turndown service is available nightly upon request from 5:30 – 10:00 PM.
VIP Service
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The VIP Service includes priority service, twice daily housekeeping service, detailed room inspection, priority room assignment, early check-in and late checkout per availability.
Guest Amenities Our room service team can prepare a variety of food & beverage items for welcome gifts and special occasions. Advance notice is recommended for specialty items.
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IN-ROOM
Dining Rest assured, whatever your mood, our menus have the selections to match it.
Hours of Operation Breakfast: 7:00am - 11:00am Lunch Monday - Friday: 11:30am-2:30pm Lunch Saturday - Sunday: 12:00pm-2:30pm Dinner: 5:30pm-10:00pm
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*Hours of operation are subject to seasonal changes, please confirm with your Conference Service Manager.
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SPA TERRE & FITNESS
Center Rejuvenating mind, body and soul, the 4,500 s q u a re - fo ot Sp aTe r re – a t r u e b e a c hf ro nt , boutique spa resort on the gulf coast – guides spa goers on a sensory-stimulating journey. Advance reservations are strongly recommended and required during peak seasons.
Fitness Center Fitness in general includes four major co m p o n e n t s : m u s c u l a r s t re n g t h ; m u s c u l a r e n d u r a n c e ; c a rd i ova s c u l a r ; a n d f l e x i b i l i t y training. All four methods of training are equally important for your overall health and well-being. Please enjoy the variety of group exercise classes that we provide to you to stay healthy, hours of operation 5:00am - 11:00pm. Complimentary fitness classes are available daily. A monthly schedule is available on our web site or from your Conference Service Manager.
Scheduling To e n s u r e y o u r d e s i r e d t i m e , m a k e y o u r reservation early. All services can be billed to your room or paid for with a major credit card. We regret we cannot accept cash, however charges billed to your room may be settled with cash at the Resort’s front desk. If you would like to request a particular therapist, or gender of therapist, please let us know when you book your appointment.
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Cancellation Policy We require a four-hour notice to cancel without charge. You will be charged the full price of your service if you cancel within four hours of your scheduled time or fail to arrive. Rescheduling yo u r a p p o i nt m e nt w i t h i n fo u r h o u r s of yo u r scheduled time will result in a 50% charge of its value. We will make every attempt to fill your vacant appointment time, and will not charge you if we are able to do so.
Punctuality If you arrive late for your service, your treatment may be modified and billed at the original cost. All services will end on time, so that the next guest will not be inconvenienced.
Upon Arriving P l e a s e a r r i ve 5 t o 1 0 m i n u t e s p r i o r t o yo u r appointment time. For facial and body services, feel free to arrive in your bathrobe and sandals, or in whatever is comfortable. To begin your treatment promptly at its designated time, we recommend that you shower prior to your visit. Men having facials should shave no less than two hours prior to their service. All dressing and undressing will take place in the privacy of your treatment room. For your safety and comfort, we suggest that you leave your jewelry and valuables in your guestroom.
SpaTerre Products SpaTerre also offers a wide variety of products from the finest skincare lines to boutique gift items. Our team can help find the perfect amenity for group attendees, or to recognize a VIP. Please let your Conference Service Manager know how we can assist in providing recommendations.
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Accounting Cash An additional deposit by check or wire transfer in the amount of cash requested must be received two weeks in advance of the group’s arrival. An ATM is located in the lobby of the Gulf Tower.
Cash Only Guests (C.O.G.) Cash paying guest will be required to pay for the room, tax, resort fee and parking (if applicable) and a deposit of $300 in advance. Guests are unable to sign charges to their room account and will be required to pay for all outlet charges at the point of sale.
Credit Cards The card holder’s name and signature must be on the credit card, personal or corporate. If the card is not in the name of the guest, a credit card authorization is required with a copy of the credit card front and back. Ghost credit cards (without an individual’s name) are not accepted.
Credit Card Holds/Incidental Deposits The Resort requires a $125 per day deposit for incidentals at check in if incidentals are not covered by the master account. The deposit can be provided as follows: Cash: Paid in advance and returned at check out. Credit Card / Debit Card: A hold is placed against the card’s credit limit. The hold is released at check out. Please check with your financial institution in advance, the resort has no control on when your bank releases the hold. LaPlaya will waive the individual incidental credit hold if the group guarantees payment to the master account. This only applies to groups approved for direct billing. The Resort requires signed authorization from the authorized signer / meeting planner.
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Banquet Checks Banquet checks will be presented daily from the previous day’s events for the designated group contact / meeting planner to review and sign.
Direct Billing/Master Account Di re c t b i l l i n g m u s t b e e s t a b l i s h e d i n a d va n ce , a co m p l e t e d c re d i t a p p l i c a t i o n m u s t b e re ce i ve d forty five days prior to the group’s arrival. In the event direct billing is not requested or approved, total pre-payment will be required seven days prior to the group’s arrival. Payment must be made by credit card or wire transfer. Checks are not accepted. Only charges incurred at the resort can be applied to the master account. Any charges from outside vendors must be handled directly with the vendor.
Invoices Your final invoice will be emailed within five business days of your last guest departure.
Payments All direct billing accounts are due and payable based on the terms of your contract. All past due accounts are subject to the maximum allowable charges and liquidation damages by law on the unpaid balance. All reasonable legal fees necessary in collection of debts will be added to our charges. The Resort reserves the right to cancel extensions of credit, and to release itself from holding reservations or space within normal and reasonable business operating limits. Wire transfer or credit card are the only acceptable forms of payment for the final estimated balance.
Tax Exempt A copy of your valid Florida State Tax Exempt form must be received in advance. Out-of-state exemptions cannot be accepted. Payment must be made by a company credit card or check with the same entity noted on the tax exempt form.
Wire Transfers Payments by wire transfer should be routed to: US Bank, 425 Walnut St Cincinnati Phone: 513-632-4234 or Customer Service 866-613-9252 Hazel Lessee LLC dba/LaPlaya Beach & Golf Resort Routing - 064000059 Account Number - 151205600787 International SWIFT Code USBKUS44IMT ABA Routing # 064000059 Account # 151205600787 Account Name Hazel Lessee LLC
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laplayaresort.com | 800.237.6883 | 9891 Gulf Shore Drive, Naples, Florida 34108
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LaPlaya Beach Resort
@LaPlayaNaples