Have a safe and happy Memorial Day weekend!

HOMEWORK PAYS OFF!
Before you begin negotiating, you need some tools! If you've done your homework (refer to the May 13 blog article), you'll be set! You need your meeting profile or prospectus, a history of your meeting or event, the value of your meeting to the facility (your budget), and a profile of your group. If you know your requirements, they will dictate the specific items you can negotiate.

NEGOTIATIONS SHOULD BE WIN-WIN
Don't get bogged down in sleeping room rates! Rates are only one item that can be negotiated. The list of negotiable items may be as long as you want ...it never hurts to ask! But, in order to have a successful meeting, negotiations should be a win-win process. For example, if you get the hotel to provide complimentary meeting room space, but in order to afford this, the hotel cuts back on service staff for your meeting...who wins?

CONTRACTS
The most important things to remember are that contracts should be written with an equal amount of risk for both parties, and that all your discussions are put into writing so there will be no confusion when it's time for your event. Be sure that everything is in order before you sign the contract. It's a legally binding document. Once signed, most contracts will incur a significant financial penalty if you fail to perform to the written agreement.

Can you believe it's been a whole year? It you haven't seen this uniquely Seattle venue and museum, you really have to go. This one should be on everyone's "can't miss" list.  Happy Birthday!!

MASTERING THE SITE SELECTION PROCESS

SELECTING THE SITE
Decision time...if you have done your homework, you will be armed with information that will help you make good decisions about your site selection. Once your needs are identified, you must match them with the sites that can handle them. Determine the geographic location that best suits your event...the United States, the West Coast, the Northwest, Alaska, Hawaii, Canada... These are all decisions that determine from whom to request proposals.

RESOURCES TO SELECT THE SITE
You can call upon many resources to help you determine the best location for your event. Once you have narrowed the possibilities, you will be ready to make some comparisons and decide. Use the expertise of travel agents, Convention and Visitors Bureaus, Chambers of Commerce, professional planners—anyone who you feel understands your needs.

MEETING PROFILE
Develop specifications and requirements for your meeting. This is sometimes referred to as a "Meeting Profile." This will be the natural outcome of your Needs List. It may be as simple as, "I need a room and meals for 30 people on this date, at this time." It might include preferred dates, number of sleeping rooms, meeting rooms, types of food functions, range of acceptable rates, exhibit requirements, and special needs of your group. The more information you can provide, the better chance you have of getting what you want. Many groups provide a detailed history of their event or meeting and the monetary value it has to a property. The profile becomes a request to all sites you choose to bid on your business. Once bids begin to come in, the planner can begin the evaluation and elimination process. After selecting an appropriate number to consider—and that number is up to you—it is recommended that you conduct site inspections.

SITE INSPECTION
A site inspection is the best time to ask questions and get a good look at what each facility has to offer. It will be important for you to identify the property that can best meet your space requirements and the level of service you will need. Request references from groups with similar attendance and requirements, then contact them.

LEGAL ISSUES
Depending on the type of facility you're considering, make sure to check that they have the necessary permits. For example, a venue in a mostly residential area might need to have a conditional use permit allowing them to hold events. Or zoning may restrict the hours events can be held. Make sure any boats or other waterborne vessels are Coast Guard certified for the number of passengers you want to include. Making sure your i's are dotted and t's crossed can save you potential problems and help protect you from liability issues.

"Long before Johnny Depp swaggered his way across the Caribbean, a band of swashbuckling (but tenderhearted) pirates set hearts aflutter with their high seas hijinks. This cheeky farce fairly explodes across the stage with damsels in distress, a sexy Pirate King, a delightfully dotty Major-General, and a score you will hum all the way home."

We found an excellent article by Dan Petrovic on Michael McCurry's blog and think you might find it interesting.

"Security planning is a crucial component of the event planning process, especially when the event involves a large number of people. Planning an event with no security has been tried before, and it often results in tragedy. The most famous example of an event that had a lack of security planning is the Altamont Free Concert of 1969.

"The road manager of The Rolling Stones decided that the Hell’s Angels motorcycle club could handle keeping the crowd safe and away from the stage. The result was a violent night filled with extensive property damage, dozens of injuries, three accidental deaths, and one stabbing. Event security is certainly not something that can be made up on the fly and it requires careful planning.

"Security planning takes careful consideration that depends on what kind of event is being planned, the layout of the facilities, and how many people are expected to attend. If the event is simply overwhelmed with security staff, this could negatively affect the image of the event, or inconvenience the people attending the event. By identifying potential threats, security can be focused on the areas that will most likely require their attention.

"One way to do this is by creating a risk assessment matrix. A matrix can be created by ........."

To read this excellent blog article in its entirety, CLICK HERE.

From Steve...
"Here is our first place, realistic, sculpture "Hunting Dragons" at the 2013 World Ice Art Championships in Fairbanks, Alaska. With captain, and 15 + World Champions, Steve and Heather Brice , Justin Cox and myself Steve Cox, we competed for 6 days, 15 hours a day. Each team had 50,000 pound of ice to sculpt, temp was from -15 to +40, a little warmer than we would have liked. This was my fifth trip and Justin's first, and our first gold!
Thank You Steve and Heather,Ice Alaska, and all the great carvers from around the world for an EPIC adventure."

All images and time lapse video via Ice Alaska and Steve Cox

Whirligig 2013 is Here !!

Bounce with abandon on super-sized inflatable rides at Seattle Center Whirligig!
Seattle's Premier Indoor Spring Event is back, Whirligig 2013; step inside the freshly renovated Seattle Center Armory, transformed into a colorful hub of lively child-sized entertainment, and you’ll find balloon artists, face painters and caricaturists. Add an assortment of Student Showcases and delicious foods from new Armory eateries, and you’ll have enough free and affordable activities to provide non-stop FUN. Suitable for children 12 and under. A Toddler Zone is also available.

Unlimited use Passes are just $7.50 Each, with
Toddler Passes at $4.50 Each, and as before Thursday's are always Free!  Group Discounts Available by calling our office ahead of time at 253-893-7514.

San Juan Island Voted Top Island
2013 TRIPADVISOR TRAVELERS’ CHOICE ISLANDS AWARD

Friday Harbor, San Juan Islands, WA – March 26, 
Good things come in pairs! Today San Juan Island was acknowledged as the top Island in the United States by TripAdvisor® Travelers’ Choice® Islands awards. Yesterday, President Obama established the San Juan Islands National Monument, which includes 955 acres of cherished land throughout the San Juan Islands archipelago.
 
Travelers’ Choice® awards honor top islands around the world, based entirely on the millions of valuable reviews and opinions from TripAdvisor travelers. In total, more than 100 winning islands were named across Africa, Asia, the Caribbean, Europe, South America, South Pacific and the U.S.
 
“We’re delighted that San Juan Island is honored as both the top island in the U.S. and as a top four world pick in the TripAdvisor Travelers’ Choice Islands awards,” said Deborah Hopkins, Executive Director for the San Juan Islands Visitors Bureau. "We'd like to thank the travelers who have made this win possible, simply by sharing their love of the sparkling waters, abundant wildlife, outdoor recreation and vibrant arts scene that San Juan Island offers on TripAdvisor."
 
“Whether you’re looking for idyllic palm-lined islands, or islands that offer a more cultural experience, you’ll find inspiration in these lists,” said Barbara Messing, chief marketing officer for TripAdvisor.  “From the world famous to the hidden gems, what unifies every award winner is the fantastic feedback from travelers across the globe.”
 
The San Juan Islands are a magnificent 172-island archipelago in the heart of the Salish Sea in Washington State. Washington’s newest scenic byway, the Islands attract visitors year-round to the three main islands of Orcas, Lopez and San Juan. Extensive national, state and county parks, and new national monument status, preserve a coastline renowned for whale and wildlife viewing. Boat and kayak tours offer up-close views of wildlife and uninhabited islands.
 
The complete list of 2013 Travelers’ Choice Islands can be found at: http://www.tripadvisor.com/TravelersChoice-Islands

TripAdvisor®—the world's largest travel site*—offers advice from real travelers and a wide variety of travel choices and planning features with links to booking tools. TripAdvisor branded sites make up the largest travel community in the world, with more than 200 million unique monthly visitors**, and over 100 million reviews and opinions. The sites operate in 30 countries worldwide, including China under daodao.com.

Photo by Mark Gardner via SJI Visitors Bureau and shows the Cattle Point Lighthouse, part of the new San Juan Islands National Monument
*Source: comScore Media Metrix for TripAdvisor Sites, worldwide, January 2013
**Source: Google Analytics, worldwide data, January 2013 ©2013 TripAdvisor, Inc.
All rights reserved. SOURCE TripAdvisor

Celebrate Year of the Snake is the signature dinner & auction for the Wing Luke Museum of the Asian Pacific American Experience. Enjoy dinner, drinks, good company, and lively bidding. The auction features art from renowned and emerging artists, wine and unique experiences. All proceeds raised from the event supports The Wing's educational and public program

Tickets levels:
General - $200 after Feb 28, $210 day-of
VIP - $290 after Feb 28, $300 day-of