Slide 1

July 13-17, 2015 WPC 2015 Side Meeting Overview Slide 2 Side Meeting Tiers: General Overview Tier One: Side Meeting Space, Concierge Service and The Lounge at Hyatt Regency OrlandoTier Two: Side Meeting Space at Hyatt Regency Orlando and Hilton OrlandoTier Three: Ancillary Hotel meeting space Rosen Plaza Rosen Centre Westin Orlando DoubleTree Sea World Tier Four: Book your own side meetings at other hotels in Orlando area Slide 3 Tier One Side Meeting Experience Overview Target Audience Partner Executives and Microsoft Executives Concierge Services Pre Event Communication for Host and Attendees Personalized concierge staff checking in with hosts prior to both onsite and meeting start. Available to assist at any point. Personalized concierge staff and vendor floaters available for assistance The Lounge Accessible at no cost for all Tier One Attendees and Hosts Upgraded food and beverages, meals, tables/chairs, wireless, power Resources: Copy machine and office supplies Slide 4 Tier Two Side Meeting Experience Overview Target Audience Microsoft Management and Customer Management Attendee & Host Experience Side Meeting Desks staffed by temp staff. Will have general information to assist. Will have room booking info (by day, by room). Will NOT have meeting or attendee specific information. Communal F&B in hallways (snacks and beverages) Vendor floaters available for assistance The Lounge Passes available for purchase Upgraded food and beverages, meals, tables/chairs, wireless, power Resources: Copy machine and office supplies Slide 5 Side Meeting Hotel Map MapHotelDistance from OCCC F & B Discount 1Hyatt Regency OrlandoAdjacent10% 2Hilton OrlandoAdjacent20% 3Rosen Plaza5 blocks10% 4Rosen Centre1 block10% 5Westin Orlando5 blocks20% 6DoubleTree Sea World1 mile20% Slide 6 Side Meeting Booking Process Review the pricing and determine your preferred venue for your side meeting needs. Input event information (number of meetings, date, expected attendees, and desired room set) in the side meeting tool when it opens on March 10. There is one WPC side meeting tool to book all Tiers of side meeting space The WPC Planning Team will assign a meeting space to you, and you will then be asked to provide additional information (IO, onsite contact details, etc.) to secure your room. Slide 7 Side Meeting Pricing Details Tier One at Hyatt Meeting room Tier One:Meeting Room The Lounge Day Pass Tier Two: Hyatt Regency and/or Hilton Boardroom 1,500 sq.ft. Tier Three: Ancillary Close Hotel Meeting Room Per day costs$5,000$300$3,500$4,500$6,000$500 Communal Area Inclusions Onsite concierge staffFull Partial - Elevated communal food and beverage (full meals)Yes ---- Communal beverages and dry snacks--Yes - In Room Inclusions Plasma in roomDepending on room set up NAYesDepending on room set up - Projector and screenDepending on room set up NA-Depending on room set up - Sound system and (1) mic.Depending on room set up NA-Depending on room set up Yes- Power to tableYes - Wireless InternetYes - Estimated capacities *Capacities vary dependent on room set NAVarious Contract Inclusions Close proximity to Convention CenterYes No food and beverage minimumYes Venue Comparison Slide 9 Prior to April 29 No WPC rental fee will apply if space is released On or after April 30 50% of the WPC room rental fees will be charged if space is released On or after May 29 Full WPC side meeting rental fee will be charged if space is released Side Meeting Cancellation Policy Slide 10 Side Meeting Space at Hyatt Regency and Hilton Options Tier One: Hyatt Regency Orlando 18 rooms total Rooms range from 10-20pp in Boardroom style. Concierge service The Lounge with upgraded food and beverages, meals Plasma or Projector + Screen in room Power strip to table Wireless internet Tier Two: Hyatt Regency Orlando 53 rooms total Rooms range in size from seating 10pp boardroom style to 400pp in banquet rounds Communal beverages and dry snacks Plasma or Projector + Screen in room Power strip to table Wireless internet Tier Two: Hilton Orlando 53 rooms total Rooms range in size from seating 14pp boardroom style to 500+pp in banquet rounds Communal beverages and dry snacks Plasma or Projector + Screen in room Power strip to table Wireless internet Both hotels are conveniently located next door to the Convention Center and are connected to the OCCC via covered skybridges Slide 11 Side Meeting Tool Opens on March 10, 2015 Link to tool to come Policy Guidelines: All Side Meeting charges (regardless of Tier One, Two, Three) charges for Side Meeting space must be cross charged to a single IO. (an FY15 IO will be required to reserve the room, but will need to be substituted for an FY16 IO before cross- charges occur) Meeting rooms accessible from 7am 6pm (with the exception of General Sessions). How to Book Side Meeting Space Slide 12 Ancillary Hotels with Meeting Space Slide 13 Inclusive Packaging Ancillary Hotel Meeting Room $500 per Day usage Fee Contract with no food and beverage minimum. F&B discounts available at several properties. All other charges need to be arranged and paid directly to the hotel Policy Guidelines for Side Meetings at Ancillary Hotels A WPC room usage fee ($500 per room per day) will apply, and it will be charged by the WPC Planning Team directly to your IO post-event. This room usage fee is coming from Microsoft. There is not an additional hotel room fee. All costs incurred at Ancillary hotels for food and beverage, internet, electrical, AV and other miscellaneous costs are the responsibility of the meeting owner and need to be ordered and paid directly to the hotel. You will sign a Banquet Event Order directly with the hotel and you are responsible for 50% of the anticipated revenue if you cancel 30 days prior to your event, 75% if you cancel 29-11 days prior, and 100% if you cancel 10 days or less. Ancillary Hotels: Slide 14 Please contact Kris Monro with any questions. Kris Monro (c-kmonro@crgevents.com) Final Notes