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ACCOMMODATIONS ACTIVITIES ENTERTAINMENT EXHIBIT SPACE

MEETING PLANNERS GUIDE ABILENEVISITORS.COM

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This guide is to assist you in planning a meeting in Abilene. Included are specific services the Abilene Convention and Visitors Bureau (ACVB) can provide to ensure a successful, wellattended meeting. Please contact us any time during your planning process if you have questions or if we can be of service. Pam Sites, Convention Services Director Email: pam@abilenevisitors.com Abilene Convention and Visitors Bureau

TheÂ Historic Paramount Theatre, Downtown Abilene An enchanting venue with theater seating for 1,200 (check the seating capacity).

THE ABILENE CONVENTION & VISITORS BUREAU IS AN ORGANIZATION FOUNDED TRUST, DIGNITY AND COMPASSION. OUR TEAM IS COMMITTED TO PROVIDE EXCEPTIONAL CUSTOMER SERVICE, GRACIOUS HOSPITALITY AND MEMORABLE EXPERIENCES. TOGETHER, WE WILL CREATE SUCCESSFUL MEETINGS. - NANCI LILES, EXECUTIVE DIRECTOR ABILENE CONVENTION & VISITORS BUREAU 3

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TABLE OF CONTENTS ABILENE CVB

REGISTRATION

Meeting Support Services............................................................ 6

Delegate Packets..........................................................................36

Extend Your Stay the Abilene Way............................................ 7

Registration...................................................................................33

Round Up Pass Information......................................................... 8

Sample Registration Form................................................... 34-35 Sample Name Badge & Event Tickets.....................................36

ACCOMMODATIONS Guidelines for Selecting..............................................................26

SPEAKERS

Accommodations with Meeting Space....................................27

Finding the Right Speaker..........................................................25

Worksheet for Room Blocks............................................... 28-32

MISCELLANEOUS SERVICES

ACTIVITIES - TOURS - PROGRAMS

Copy Services...............................................................................46

Attractions.............................................................................. 37-39

Equipment Rentals.......................................................................48

Golf or Tennis................................................................................40

Florists and Plant Rentals...........................................................46

Sample Activities................................................................... 41-42

Party and Event Planners...........................................................47 Party Supplies...............................................................................48

ENTERTAINMENT & SPECIAL PROGRAMS

Photo Booths................................................................................48 Plaques & Trophies......................................................................46

Bands & Solo Musicians.............................................................43

Port-a-Potties...............................................................................48

Other Entertainment, Activities, Special Programs................................................................................. 44-45

Printers...........................................................................................46 Promotional Items........................................................................47

EXHIBIT SPACE

Security Guard & Patrol Services.............................................47

Determining Your Needs............................................................18

Signs & Banners...........................................................................47 Street Closing Request...............................................................47

FOOD & BEVERAGE FUNCTIONS

TRANSPORTATION

Planning Guidelines.....................................................................19

Airlines, Car & Van Rentals, Shuttle Service, Taxi, Limousine & Handi-vans....................................................................................49

Caterers & Catering Facilities....................................................20 Function Worksheets........................................................... 21-24

MAP

TIME LINE

Map.................................................................................................51

Getting Everything Organized.................................................... 9

MEDIA Contacts, Phone Numbers, Etc.................................................50

MEETING ROOMS Selecting a Facility.......................................................................10 Abilene Meeting Facilities. Ranches and Special Venues........................................................... 11-15 Meeting Room Layouts........................................................ 16-17

MEETING SUPPORT SERVICES The Abilene Convention & Visitors Bureau can assist you with many aspects of planning and meeting execution. Below is an overview of the assistance we provide.

Meeting Planning: When planning a meeting, a professional is available to attend planning

Tours & Activities: The ACVB will create the perfect tour or after-hours event. We assist in

sessions to provide information, suggestions and other assistance.

coordinating spouse and children tours, entertainment, speakers or catering for your functions.

Registration: Depending on the size of your group, reasonable registration assistance is

Media Coverage: The ACVB will notify local media of upcoming conventions. Upon request,

VIP Gifts: The ACVB will welcome your speakers, board members or other VIPâ€™S with

always free (Monday through Friday, 8 a.m. to 5 p.m.). Custom printed name badges can be produced before the conference. Our convention services professional can provide visitor information and registration assistance. We also have delegate packets containing Abilene information.

we can send special media releases or assist you with setting up press conferences.

a custom gift only Abilene can offer! Check with your convention services representative for more information.

EXTEND YOUR STAY THE ABILENE WAY Located just two hours west of the Dallas/Ft. Worth area under the wide West Texas sky, Abilene is a spectacular destination with a rich history and many activities. Experience six of Abilene’s best attractions at a reduced cost with the Round Up Pass! 12th Armored Division Memorial Museum

Experience World War II through the eyes of the 12th Armored Division ‘Hellcats’ as you explore the three floors of this remarkable museum. Artifacts, photographs, oral histories, weapons, uniforms, vehicles, dioramas and a Holocaust memorial bring the story to life and honors the sacrifice of the graet men and women who comprised the 12th. Frontier Texas! One of only a few museums in the world to feature life-sized holographic figures. Experience the dramatic Texas frontier as the story comes to life in this multimedia history facility. Visitors can meet - at least figuratively - some of the real people who lived and died on the Texas frontier. Abilene Zoo Go wild and disocver the wonderful world of wildlife at the Abilene Zoo! Home to over 1,000 animals representing 250 species, including: lions, black rhinos, giraffes, monkeys, bears, reptiles, birds and amphibians. National Center for Children’s Illustrated Literature Celebrate the artistic achievements of children’s book authors and illustrators throguh exhibits of their original artwork. The Center also hosts a fabulous 3-day Children’s Art and Literacy Festival showcasing the summer artist on display. Taylor County History Center Located in Buffalo Gap, just a few miles outside of Abilene, this museum explores the West Texas frontier from 1875 to 1925 including a rich collection of Native American artifacts and frontier firearms, more than 20 historic frontier buildings, and interactive audio tours. The Grace Museum Located in the heart of downtown in a historic building, The Grace is an American-Alliance of Museums accredited museum. Featuring the best of Texas art, past and present. The Children’s Museum offers hands-on learning activities and builds connections through experiences in art, science and history.

Round Up Pass

ROUND UP PASS

six exciting attractions one low price

ADULTS – $17 (SAVE $19) CHILDREN – $8 (SAVE $12.50)

Abilene Zoo

Frontier Texas!

The Grace Museum

The 32-acre zoo is home to more than 1,000 animals. Get up-close with giraffes on the feeding deck and see the 250 species that call the zoo home.

Experience the big picture of blood and treasure on the Texas frontier as the story comes to life in this multimedia facility.

Featuring best of Texas art. The Children’s Museum on the second floor offers hands-on learning activities.

12th Armored Division WWII Memorial Museum

Taylor County History Center

National Center for Children’s Illustrated Literature

2020 Zoo Lane

1289 North 2nd Street

Experience the unfolding of WWII events in this three-floor museum.

625 North 1st Street

133 William Street, Buffalo Gap Step back in time to explore early civilization on the West Texas frontier.

102 Cypress Street

102 Cedar Street

Fall in love with art through exhibits of illustrations from some of the most beloved children’s book artists.

Available at all participating attractions and the Abilene Convention & Visitors Bureau. Passes are good for a full year from date of purchase.

Time Line ONE YEAR BEFORE

3-MONTHS BEFORE

Notify the Abilene Convention Bureau (800-727-7704) of any assistance you will need

Second mailing

Get last year’s program & attendance

Discuss prices and billing

Estimate attendance

Review all space requirements

Determine number of sleeping rooms required

Plan decorations

Plan menu

6-WEEKS BEFORE

Select hotel & sign contracts Determine exhibit requirements

Finalize program & get printed

Plan meal functions

Review attendance

Off-premise activity

Complete menu for meal functions

Start selling Round Up Passes

Finalize meeting room set-up, equipment needs and meal set-up

Set date for reservation cut-off

Determine # of VIP Attendees

Establish meeting theme

Set schedule of events

Book entertainment and speakers Design registration forms

4 TO 5-WEEKS BEFORE

Do first mailing to delegates

Inform the Abilene CVB of the number of rooms blocked at each property being used

Arrange for all other printed materials Start planning media coverage

Release unneeded sleeping rooms Make final billing arrangement

6-MONTHS BEFORE Confirm speakers

Confirm conference needs and finalize meal functions

Outline specific programs

Order AV equipment

Guest programs

Send the ACVB your delegate list for name badges and confirm any other services being provided for your meeting

Book transportation needs

Selecting a Meeting Facility Where in Abilene would be the best place to host your meeting? Examine the needs of each meeting and function when making this decision, such as the size, concurrency and room set-up. FUNCTION-WORKSHEETS Use a separate function sheet for every meeting and meal planned. Be sure and give a copy to all meeting facility and catering personnel.

EQUIPMENT SERVICES Does the facility require you to rent their equipment or will you need to rent it elsewhere? CATERING POLICIES Ask about the facility’s catering policies as every facility is different. Most hotels require that you utilize their banquet and liquor caterer.

NUMBER OF MEETING ROOMS Decide the conference program to determine the number of meetings and if they are concurrent. Also, determine the size of rooms needed for meal functions, special events and exhibits.

FACILITY REGULATIONS Make sure you know all the meeting facility’s policies to alleviate any last minute surprises.

ASSIGNMENT OF MEETING ROOMS Ask for a scaled diagram of the facility’s layout to determine the best room for each function. Meeting facility personnel are the best source for confirming your decisions or making suggestions of their own.

LIABILITY INSURANCE Do you need to purchase liability insurance for your meeting space or is it provided by the facility?

LIGHTING & ACOUSTICS Lighting, furnishings and acoustics play a significant part in every successful meeting. Check to see if any adjustments need to be made.

RELEASE OF MEETING ROOMS As soon as you have everything aligned, release all unneeded meeting space.

TABLES, CHAIRS AND STAGE SET-UP Using your scaled diagrams determine set up of tables, chairs and stage. Note whether or not you need tablecloths, skirts, water stations, etc. Ask what the charges are for each item and what the set up fees are.

Abilene Meeting Facilities MEETING ROOM 201 Mesquite Event Center 201 Mesquite St. 325-669-4203

Event Center

Abilene Christian University 1600 Campus Court 325-674-2497

Moody Coliseum Cullen Auditorium Teague Center * Hunter Welcome Center McCaleb Conference Center * LYNAY Classroom * Can be divided into 3-rooms Auditorium Foyer Exhibit Hall Lobby Mezzanine Conference Center * Upstairs Conference Room 5-upstairs Meeting Rooms * Can be divided into 4 rooms

Abilene Convention Center 1100 N. 6th St. 325-676-6211

CLASSROOM

BANQUET

THEATER

South - 300+ North - 200+

Available for use: 6’ round tables, 6’ rectangle ones, over 300 chairs, portable bar, church pews, and more. Featuring large, modern bathrooms, and A/C and heating.

Abilene Country Club Main Facility: 4039 S. Treadaway Blvd. 325-692-2583 Abilene Shrine Club 5272 Jarman Rd. 325-669-7061 Abilene Woman’s Club 3425 S. 14th St. 325-698-1768

Upstairs Ballroom “ Lounge “ Dining

Big Country Hotel & Suites 3010 Catclaw Dr. 325-690-6400 The Center For Contemporary Arts 220 Cypress St. 325-677-8389

Boardroom Meetingroom

Comfort Suites University 1902 East Overland Trail 325-672-0338

Boardroom

Great Hall Rose or Gold Rooms (each) President’s Room Tiffany Dining Room

RECEPTION

1,400

4,600 800 1,700

400

700

400 1,000 120 100 850 180 40

550 1,700 160 160 1,000 150

2,121 650 2,000 150 150 1,200 300 75

825 2,550 240 240 1,500 225

100 100 75

180 75 75

200 200 120

270 270 110

125

150 24

200

940 100

Main Gallery Gallery 2 Gallery 3

120 36 120

875

30 12

1,880

150 50 150

180 55 180

Courtyard Marriott Mall South 4350 Ridgemont Dr. 325-673-0400

150

200

Courtyard Marriott Northeast 2141 Scottish Rd. 325-695-96

110

105

Elks Art Center 1174 N. 1st St. 325-676-3775

Ball Room Conference Room

170 15

170

Emerald Inn Expo 840 E. Hwy 80 325-677-8100

Tangerine Room Banquet Room

50 100

80 50

100 150

120 55

Garden Grove of Abilene 5250 US Hwy 277 325-267-4777

Indoor Outdoor

The Grace Museum 102 Cypress St. 325-673-4587

Ballroom Courtyard Loggia Roof Terrace

Hardin-Simmons University 2200 Hickory St. 325-670-1327

Behren's Auditorium

Hampton Inn and Suites 3526 West Lake Rd. 325-673-4400

Trinity Room

120 250

200 200 50 100

200 200 50 100 1,900

= Chamber Member

Abilene Meeting Facilities MEETING ROOM Hilton Garden Inn Abilene 4449 Ridgemont Dr. 325-690-6432

CLASSROOM

Longhorn Room * Aggie Boardroom * Can be divided into 3-rooms

120 20

BANQUET

THEATRE

150

n/a

RECEPTION 180

Holiday Inn Express Hotel and Suites Abilene Mall South 3112 S. Clack St. 325-695-0500

Holiday Inn N. College Area 3525 W. Lake Rd. 325-673-1400

120

200

La Quinta Inn & Suites 3018 Catclaw Dr. 325-437-4832

150

250 250 24

350 350 30

350 350 40

200 24 20 30

200

325

375 85

40 1,250 120

MCM ElegantÃ© Suites 4250 Ridgemont Dr. 325-698-1234

Ballroom * Esplanade Regency and Embassy (each) Royale Boardroom

20 16

250

* can be divided into 3 rooms McMurry University 1400 Sayles Blvd. 325-793-4853

Paramount Theatre 352 Cypress St. 325-676-9620

Campus Center Mabee Room Conference Room 106 Conference Room 113 Village Market Meeting Room Radford Auditorium Radford Social Hall Stage Theater

100

PrimeTime Family Entertainment Center 4541 Loop 322 325-690-5555

1,200

150 200

300

250

300

Residence Inn by Marriott 1641 Musgrave Blvd. 325-677-8700

Meeting Room

SoDA Distric Courtyard 834 S 3rd St. 325-518-4329

Outdoor Courtyard Area

200

Courtyard - 475 Garden - No assigned capacity Total Outdoor - 500

Station 1 Venue 140 Mulberry St. 325-660-8910

Indoor Outdoor

350 250

Swenson House 1726 Swenson St. 325-665-3717

House and Arbor; must be rented together

110

A few more than banquet; subject to discussion

Taylor County Expo Center 1700 Hwy. 36 325-677-4376

Coliseum Display & Exhibit Bldgs. (each) Horse Barn Covered Outdoor Arena Multi-Purpose Pavilion

The Wooten 1102 N. 3rd St. 325-676-9668

Ballroom

700 500

1,500 900 1,300

120

= Chamber Member

7,500 2,000 1,800 2,000 1,000

2,250 1,500 1,950

120

Abilene Meeting Facilities Hilton Garden Inn

MCM ElegantĂŠ Suites

Courtyard by Marriott Courtyard by Marriott Abilene Christian University, Hunter Welcome Center

Abilene Convention Center

Taylor County Expo Center

Special Venues The Back Porch of Texas 3350 N. Clack St. 325-518-9977 Surrounded by oak and pecan trees, the Back Porch of Texas is a great place to kick up your heels for a wedding, corporate event, convention gathering or multi-day event. Watch a beautiful west Texas sunset from the two-story Back Porch of Texas Event Center pavilion. The Event Center provides an open-air or enclosed second floor and balcony with a fireplace, tables and various seating. The pavilion overlooks a 1,224 sq. foot stage and 8,000 sq. ft. dance floor with three rocked fire pits. The Back Porch of Texas Event Center is perfect for entertaining a group of 800. Open catering and BYOB. As a larger venue, the grounds of The Back Porch of Texas expand to accommodate thousands with the north and west sides of the property used as 24 acres of additional parking. This familyfriendly area is perfect for corporate parties with plenty of room to set up horseshoe or washer pitching, volleyball, baseball games or a host of other activities. The Back Porch of Texas is home to the annual Outlaws and Legends Music Festival held each March. The Mill Wine Bar & Event Center 239 Locust St. 325-788-0360 The Mill provides an environment where experience is the primary value. The center is a unique setting which provides opportunities to engage in all the aspects of the wine culture and enjoy its rich history. The Mill offers inside and outside all weather areas to sample wines or hold your next special event. Open to the public Wednesday - Saturday evenings and anytime for special events. Event Venue

Capacity

Amenities

1/3 Warehouse *

60 in. round tables and chairs

Vineyard Room *

60 in. round tables and chairs

The Warehouse

200

60 in round tables and chairs

Outdoor Pavilion

300 +

60 in. round tables and chairs

Outdoor Silo

10-15

Outdoor fire pit

*Not available on Saturdays

Ranches Ball Ranch 525 S. Highway 83/34 325-698-2186 theballranch.com

Catering Ranch ~ Chuck wagon suppers and original western stage show Maximum Day Capacity: 300 Location: Inside city limits

Lytle Bend Ranch 2302 Potosi Rd. 325-672-9948 mcdiamond.com/gifts/castiron/joeallens.htm

Catering Ranch ~ Specializing in chuck wagon meals Maximum Day Capacity: 1,000 Activities: Volleyball, softball, dancing and hay rides. All outdoor facilities. Location: 11 miles south of Abilene

Perini Ranch Steakhouse 3002 Hwy. 89, Buffalo Gap, TX 325-572-3339 periniranch.com

Catering Ranch ~ Specializing in chuckwagon meals gourmet dining and Texas wines Maximum Day Capacity: 500 Location: 15 miles south of Abilene on Hwy. 89

Perini Ranch Steakhouse

Ball Ranch

Lytle Bend Ranch

Meeting Room Layouts

Exhibit Space

Determining Your Needs SQUARE FOOTAGE REQUIRED Look at the prior history of your group before committing to exhibit space. Rule of thumb: 200 square feet is needed per booth, to include adequate aisle space. Generally an exhibit size is 10’ x 10’. On a smaller scale, 8’ x 8’ can accommodate a 6 ft. table with plenty of space.

SHIPPING Some exhibitors will need to have items shipped prior to their arrival. Determine if the facility will accept these items, cost of storage and the correct shipping address. Also, ask that storage costs be billed directly to the exhibitor. EXHIBIT TIMES These should coincide and enhance the convention; never should the two compete. Times that exhibitors are open should be conducive to meeting break times, perhaps putting coffee and soft drinks in the exhibit area to promote their use. Likewise, your open exhibit schedule should be strict and adhered to by the exhibitors so as to ensure good attendance of the meetings.

ACCESSIBILITY The exhibits need to be in close proximity of the convention meetings. Ease of entrance is needed for delegates. Determine if exhibitors shipping large items need elevators, loading docks, overhead doors, etc. RENTAL FEES What is the facility rental fee and set-up cost on each booth? (Usually, this cost is passed on to the exhibitors.)

ADMISSION POLICY Are the exhibits open to the public or are they open to the convention populous only? Some exhibits charge for their admission, while a name badge is required for others. Likewise, classification of name badges from staff to press to exhibitor to delegate is often useful in determining who is who.

FLOOR PLAN A good floor plan with detailed dimensions will ensure correct placement of exhibitors. Make certain exhibit hall personnel have a copy of the “master plan”, in case you are unavailable for questions. EQUIPMENT RENTAL Most exhibit facilities have the necessary equipment, power, decorating capabilities and signage necessary to manage their exhibit space.

SECURITY Depending on the location of your exhibits, security is a necessity. EXHIBITOR REGISTRATION It’s a good idea to have an exhibitor registration form separate from the registration for delegates. This should include the contractual agreement for exhibiting, along with rules, regulations, and expectations of the convention. Most exhibitors will want to participate in meal and social functions, so include those costs in registration. If you are having name badges made for exhibitors, include a place for individual names of everyone working the exhibit.

UTILITIES - LIMITATIONS Exhibit facilities should be equipped with adequate power to accommodate everything up to industrial exhibitions. Determine the number of electrical outlets needed to provide adequate coverage for exhibitors. LIABILITY INSURANCE Check to see if liability insurance is required of you prior to signing contracts with a prospective meeting facility.

TAXES If your organization is tax exempt, bring exemption certificates to your caterer and facility manager.

Food and Beverage Functions Planning Guidelines TYPE OF FUNCTION Each function, whether it be a meal, social, break or hospitality, must be carefully planned in cooperation with the host facility and caterer.

CATERING POLICIES Some facilities restrict who can cater at their facility and may also require a caterer to pay an up-charge. Most hotels do not allow outside catering.

TIMING AND ATTENDANCE Use your meeting program for clues as to how early to plan a breakfast the morning after a late night. Past conference history will help determine average attendance of delegate and spouse functions. If a meal function is to be held in a room you have been meeting in all day, allow time between events for the room to be reset.

SEATING As with planning a meeting, set up is important. Determine if you need a head table, guest platform or dance floor. Setting a room banquet style will usually enable more people to be seated in the room. P.A. SYSTEM AND LIGHTING Make sure lighting and sound are adequate. Even those seated at the back of the room need to see and understand the speaker.

FACILITY What types of rooms are available? While the size of the room is extremely important, a “perfect” banquet room may prove disastrous if huge columns obstruct 30% of the attendees’ view of the speaker.

TABLE SERVICE OR BUFFET Table service generally takes longer to serve than a buffet. However, certain occasions call for a sit down meal. Check with your caterer or banquet provider to discuss options available.

TAXES If your organization is tax exempt, bring exemption certificates to your caterer and facility manager.

GUARANTEES Most caterers require a guaranteed amount approximately 72 hours prior to the event, but check each caterer’s policy. Determine the percentage of overages which they allow. As a rule of thumb it is about 5%. If you guarantee 100 guests, they will actually have meals available for 105, for last minute arrivals.

COSTS To determine the cost of each function you need to consider the following: • Room Charges • Menus • Cash, Host or Open Bar • Bartenders and Waiters • Gratuities and Tipping • Entertainment

THEME Some conventions have a general theme that is carried throughout. ADMISSION Make all facility personnel aware of your guidelines for admission to each function. If you elect to use tickets, name badges or another form of event admission, the ACVB can help!

ENTERTAINMENT Will there be a speaker, band, dance or other entertainment? Use this cost to determine the price per person.

Catering and Catering Facilities CATERING FACILITIES

OFF-PREMISE CATERING Listings are Abilene Chamber of Commerce Members

CAPACITY Abilene Woman’s Club 200 3425 S. 14th St. 325-698-1768 abilenewomansclub.org Ball Ranch 200 525 S. Highway 83/34 325-698-2186 theballranch.com Joe Allen’s Corral 100 325-672-9948 The Homeplace Inside 175 2034 CR 131, Tuscola, TX outside 250 325-554-9610 thehomeplacerestaurant.com Lytle Bend Ranch 1,000 2302 Potosi Rd. 325-672-9948 Perini Ranch Steakhouse 500 3002 Hwy. 89, Buffalo Gap, TX 325-572-3339 periniranch.com PrimeTime Family Entertainment Center 250 4541 Loop 322 | 325-690-5555 primetimeabilene.com Sharon’s Barbeque, Party Room 80 849 E. Hwy. 80 (Bus 20) | 325-672-3330 sharonsbarbeque.com

2 Gingers Catering • 325-665-9294 5-C Smokehouse • 325-864-4999 uAbuelo’s Mexican Food Embassy • 325-692-4776 ACU Catering • 325-674-6702 Al’s Mesquite Grill • 325-692-4797 uAmanda Joy’s LLC • 325-280-1442 Ball Ranch • 325-698-2186 uBeehive Restaurant & Saloon • 325-675-0600 Betty Rose’s Little Brisket • 325-698-8000, 325-6723500 Casa Herrera • 325-692-7065 Chick-fil-A South • 325-691-0414 uCopper Creek • 325-692-4424 Cotton Patch Café • 325-691-0509 uCypress Street • 325-676-3463 El Chico’s Mexican Restaurant • 325-695-2875 Firehouse Subs• 325-695-5700 uHaley Jo on the Go • 325-660-0530 Jason’s Deli • 325-692-1975 *Jay’s BBQ Shack • 325-829-6401 uJoe Allen’s Pit Barbecue • 325-672-6082 uLytle Land & Cattle Co. • 325-677-1925 Mr. Gatti’s • 325-692-6326 uPerini Ranch Steakhouse • 325-572-3339 Rosa’s Café • 325-692-6569; 325-675-6520 Schlotzsky’s Deli • 325-695-2021; 325-672-9500 uSharon’s Barbecue and Catering • 325-672-3330 Texas Roadhouse • 325-690-0145 *The Sweet & Savory Side • 325-267-7471 Vagabond Pizza • 325-280-4545 u

COUNTRY CLUB Abilene Country Club Main: 4039 S. Treadaway Blvd. • 325-692-2583

*Food Truck uTurn-key Service

LIQUOR—OFF-PREMISE Copper Creek • 325-668-1143 Cypress Street Station • 325-676-3463 MCM Elegante’ Suites • 325-698-1234 Perini Ranch • 325-572-3339 Lytle Land & Cattle Co. • 325-676-1113 VIP Sports Bar & Grill • 325-669-3492 The Warehouse • 325-675-9644

Function Worksheet Day/Date: ___________________________________________________________________________________________________________ Organization: ________________________________________________________________________________________________________

Location_____________________________________________________________________________________________________________ On-Site Contact_______________________________________ Phone Number _______________________________________________ Guarantees must be submitted 72 hours in advance. Donâ€™t forget the 18% gratuity and 8.25% sales tax that will be added.

Attendance:__________________________________________________________________________________________________________ Expected:____________________________________________________________________________________________________________ Guaranteed:__________________________________________________________________________________________________________ Set:__________________________________________________________________________________________________________________ Agenda: Time

Function

Location

# Of People

Rental Costs

Misc.

Food & Beverage: Menu

Service Style

Begin Time

End Time

Set up Information: (draw diagram on reverse side if needed). # Of Tables

Set-up Style

Head Table

Linens

Decorations

Misc.

Name of Meeting Room Assigned: ____________________________________________________________________________________ Audio Visual Needs: __________________________________________________________________________________________________ Special Needs: _______________________________________________________________________________________________________

Function Worksheet Additional notes and diagrams:

Function

Location

# Of People

Rental Costs

Misc.

Food & Beverage: Menu

Service Style

Begin Time

End Time

Set up Information: (draw diagram on reverse side if needed). # Of Tables

Set-up Style

Head Table

Linens

Decorations

Misc.

Function Worksheet Additional notes and diagrams:

Finding the Right Speaker Use the following outline to find the best speaker for your group. * � Determine the needs of your audience � Establish your date, time and budget � Match the needs of your conference with the speaker � Locate your resources � Review your options � Select your speaker � Get it in writing! � Work with your speaker � Set the stage � Evaluate the results

Top 10 Most Requested Speaker Topics 1. Change 2. Customer Service 3. Global Opportunities 4. Future Strategies 5. Quality (Total Quality Management, etc.) 6. New Technologies 7. Productivity/Performance 8. Diversity 9. Legal Issues 10. Health/Fitness

* For more information visit the National Association of Speakers at nsaspeaker.org

Guidelines for Selecting Accommodations EXPECTED ATTENDANCE:

Review attendance records from previous years’ conventions, taking into consideration the location of the meeting in comparison to where most of the delegates live. ARRIVAL AND DEPARTURE PATTERN:

What days will most of the people arrive and depart? Knowing this information will help you make more accurate room blocks with the hotel. SLEEPING ROOMS:

Contact the hotel hosting the previous convention for their pickup to help determine how many Singles (1 bed), Doubles (2 beds) and Suites need to be blocked. ROOM BLOCK RELEASE:

This is the period of time that convention rate applies. Cutoff dates are usually four to five weeks prior to the convention. RATES, COMPLIMENTARY ROOMS, CANCELLATION POLICIES AND REFUNDS:

Rates can be obtained on a “flat” basis, meaning that any room (other than a suite) will be the same price. Likewise, single and double occupancy rates may work better for your group. Most hotels will give complimentary rooms based on nightly room pick up. Review the hotel’s cancellation and refund policies carefully. HOSPITALITY SUITES:

If your organization utilizes a suite for a gathering site that may or may not include alcohol, check with the hotel regarding their policies concerning liquor not purchased at the hotel, alcohol outside the room and times the room may be open. VIP AND SPEAKER RESERVATIONS:

You may want to make special arrangements with the hotel regarding reservations taken for certain VIPs and speakers. If the association is paying for the VIPs or speakers lodging, the Reservations Chairman normally makes the room reservations. TAXES - SALES AND HOTEL OCCUPANCY:

State Hotel Occupancy Tax is 6%, Abilene City Hotel Occupancy Tax is 7%, and a County Venue Tax is 2% for a total of 15%. Texas statute exempts the following individuals from payment of the local hotel occupancy tax, if they are traveling on official business: 1) federal employees, 2) foreign diplomats with a tax exempt card issued by the U.S. Department of State, 3) a very limited number of state officials with a hotel tax exemption card (heads of state agencies, state legislators and legislative staff, members of state boards and commissions and state judges) and 4) persons who have agreed in advance to use a hotel room for more than 30 consecutive days. All individuals claiming one of the above exemptions are required to show appropriate identification and to fill out a Hotel Occupancy Tax Exemption Certificate. A certificate form that can be used for this purpose is available on the State Comptroller’s website at http://comptroller.texas.gov/taxinfo/hotel/ Lodging operators and other interested parties can also access an internet searchable list of all of the entities that have been granted a letter of exemption from the state hotel occupancy tax. ADDITIONAL CHARGES:

Check with the hotel regarding charges for telephone, copier and fax usage. Other items may also apply.

Abilene Accommodations with Meeting Space The Abilene Convention & Visitors Bureau will be glad to request convention rates from hotels. These rates in no way obligate you. To block rooms you must sign a contract with each hotel’s sales office. Hotels with Meeting Space

# OF ROOMS

RESTAURANT

LOUNGE

AIRPORT SHUTTLE

POOL

LARGEST MEETING CAPACITY

Out

110

Out

200

Out

150

Out

200

Big Country Hotel & Suites 3010 Catclaw Dr. 325-690-6400

Courtyard Marriott Northeast 2141 Scottish Rd. 325-673-0400

•

Courtyard by Marriott 4350 Ridgemont Dr. 325-695-9600

100

•

Emerald Inn Expo 840 E. Hwy. 80 325-677-8100

103

Hampton Inn and Suites 3526 West Lake Rd. 325-673-4400

Hilton Garden Inn Abilene 4449 Ridgemont Dr. 325-690-6432

123

Holiday Inn Express Hotel & Suites 1802 E. Overland Trail 325-675-9800

Out

100

Holiday Inn Express Hotel & Suites Abilene Mall S. 3112 S. Clack St. 325-695-0500

Out

Holiday Inn N. College Area 3525 W. Lake Rd. 325-673-1400

112

Out

250

La Quinta Inn & Suites 3018 Catclaw Dr. 325-437-4832

Out

MCM Elegante' Suites 4250 Ridgemont Dr. 325-698-1234

175

•

350

Residence Inn by Marriott 1641 Musgrave Blvd. 325-677-8700.

117

•

Out

TownePlace Suites Northeast 2141 Scottish Rd. 325-673-0400

•

Out

110

•

The listing above includes hotels with meeting space for 40 or more people and are hotels with a favorable BBB rating. Abilene currently has over 3,300 hotel rooms. = Handicapped Accessible

= Free Wireless Internet

= Chamber Member

= Pet Friendly

Accommodations Worksheet Additional notes and diagrams:

Accommodations Worksheet Average your last few years attendance to get estimated numbers for room blocks. If you are unable to determine the breakdown of singles, doubles and suites, look at last yearâ€™s registration to see how many attendees brought their family. This should give you a rough estimate for breaking down the total number of rooms used. Sunday

Tuesday

Wednesday

Thursday

Friday

Saturday Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

# Of Attendees

Single

Year

Monday

Average

Guest, VIP & Hospitality Rooms Worksheet (normally paid for by association) Use this worksheet when negotiating room block contracts and complimentary rooms from hotels. Speaker Name, VIP Name or Room Function

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Type and # of Rooms Needed

Total # of Singles Total # of Doubles Total # of Suites

Accommodations Worksheet Additional notes and diagrams:

Tuesday

Wednesday

Thursday

Friday

Saturday Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

Single

Suites

Double

# Of Attendees

Single

Year

Monday

Average

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Type and # of Rooms Needed

Total # of Singles Total # of Doubles Total # of Suites

Accommodations Worksheet Additional notes and diagrams:

Registration Guidelines REGISTRATION FORMS:

EQUIPMENT:

Name of organization

Some items you may find necessary during registration are:

Date of convention

Computer with printer

City where the convention will be held

Blank name badges

Host hotel and overflow hotels, if any, including phone numbers

Blank registration forms

Hotel convention rates

Maps of the area

Contact person, telephone number or email address for questions

Registration packets Money box, change, and/or mobile card reader

Delegate name, complete address, telephone number and email address

Cell telephone and telephone directory

Delegate area, region, club, etc., that may be important

Stapler, tape and scissors Signage

Cost of registration and events listings Cost broken down into events for those only attending part of the conference

CANCELLATION POLICY: Make sure you have a clear cancellation policy from the beginning.

Registration deadline and room block release date

TICKETS, PROGRAMS, INFORMATION PACKETS, RIBBONS, NAME TAGS: The convention bureau can assist you with designing event tickets, programs, registration forms, information packets and name tags. Ribbons that attach to a name tag are available for special guests, host committee, speakers, judges and others. Speak to a convention services professional for more information.

LOCATION: Look for adequate lighting, electrical outlets and space. Set registration near a lounge or public area with easy accessibility. REGISTRATION TIMES: If convening “under one roof,” set registration times to coincide with hotel check-in. However, don’t assume everyone will register in good time! DISPLAYS AND SIGNS: Adequate signage must be displayed in order to direct delegates to their specific meetings. Contact the ACVB about signage assistance.

Sample Registration Form

REGISTRATION Texas Fine Arts Association Annual Conference June 19-20, 2070 Abilene, Texas

Lodging:

White Sands Beach Condos 9 S. First Street ~ Abilene, TX 79601 (325)888-8888

Convention Rates: $150 Flat includes breakfast Please make your reservations early. Hotels rates guaranteed until May 15, 2070.

........................................................................................................................................................................................... All registration fees will be refunded if cancellation is received prior to May 15, 2070. After that date a $25 cancellation fee applies. Refunds will be mailed within 30 days of receipt of cancellation.

.................................................................................................................................................................................................................................... DELEGATE Name:_______________________________________________________________________________________________________________ Address:_____________________________________________________________________________________________________________ City:__________________________________________ State:______________________________ Zip:_______________________________ Telephone #:__________________________________ Email:_________________________________________________________________ Special Designation (Title):____________________________________________________________________________________________ At what hotel are you staying? ________________________________________________________________________________________ SPOUSE NAME: Name:_______________________________________________________________________________________________________________

(____) x 150/person

_____________________

Dinner and dancing at The Back Porch of Texas Thursday, June 19 @ 7 p.m. Number of People Attending (not fully registered)

(_____) x $35/person

_____________________

Awards Luncheon and Tour of Frontier Texas! Friday, June 20 @ 11:30 a.m. Number of People Attending (not fully registered)

(_____) x $25/person =

_____________________

(_____) x $50/person

_____________________

Full registration includes admittance to all workshops, awards program and dinner and dancing at The Back Porch of Texas. EVENTS ONLY REGISTRATION FEE

LATE REGISTRATION FEE (After May 30, 2070)

TOTAL Amount Enclosed

Texas Fine Arts Association Jennifer Jones, Registration Chair P.O. Box 0000 â€˘ Abilene, Texas 79600-0000

................................................................................................................................................................................ Late registration may exclude you from attending certain activities and only guarantees you a space at workshops. If you have questions, please contact the association office (777)643-TFAA or email: jones.j@nowhere.net

Sample Registration Form

REGISTRATION Safe World for Kids Workshop June 19-20, 2070 Abilene, Texas

Lodging:

White Sands Beach Condos 9 S. First Street ~ Abilene, TX 79601 (325)888-8888

Convention Rates: $150 Flat includes breakfast Please make your reservations early. Hotels rates guaranteed until May 15, 2070.

........................................................................................................................................................................................... All registration fees will be refunded if cancellation is received prior to May 15, 2070. After that date a $25 cancellation fee applies. Refunds will be mailed within 30 days of receipt of cancellation.

.................................................................................................................................................................................................................................... DELEGATE Name:_______________________________________________________________________________________________________________ Address:_____________________________________________________________________________________________________________ City:__________________________________________ State:______________________________ Zip:_______________________________ Telephone #:__________________________________ Email:_________________________________________________________________ Special Designation (Title):____________________________________________________________________________________________ At what hotel are you staying? ________________________________________________________________________________________ SPOUSE NAME: Name:_______________________________________________________________________________________________________________

(____) x 100/person

_____________________

(_____) x $17

_____________________

(_____) x $8

_____________________

Full registration includes admittance to all workshops, awards program and dinner and dancing at The Back Porch of Texas. Admission to 6 attractions for one low price! Family friendly and fun! Round Up Pass # Of Adults (saves $15 over general admission) # Of Children (ages 16 and younger - saves $7.50) Awards Dinner at Headquarter Hotel Friday, June 20 @ 5 p.m. # of Adults # Of Children (ages 10 and younger)

(_____) x $20/person =

_____________________

(_____) x $20/person =

_____________________

TOTAL Amount Enclosed

Safe World for Kids Workshop Jennifer Jones, Registration Chair P.O. Box 0000 Abilene, Texas 78600-0000

Samples

JAMES

NAME BADGES

JAMES C. JOHNSON PRESIDENT, ALAMO CHAPTER SAN ANTONIO, TEXAS

TEXAS CULTURAL TRUST 25TH ANNUAL CONFERENCE

JULY 25 | 8 PM TO MIDNIGHT Expo Center - Display Building

DELEGATE PACKETS

Visitor Guide

Contents: • Abilene Visitor Guide & Map • Abilene Lapel Pin • Discount Coupons (if available) • Any information and goodies furnished by association a Americ ® pital ofcom s. ook Ca Storyb ilenevisitor

Name: Address: Phone No.: Email Address:

TICKETS

Pizza Party & Dance

TICKET $4

Texas State 4-H Horse Show Presents

Attractions Purchase a Round Up Pass to visit all the attractions listed or plan a spouse or children’s event around one or more attractions. Ask the Abilene CVB for help in planning these activities. Frontier Texas! 625 North 1st n 325-437-2800 frontiertexas.com

Taylor County History Center 133 N. William St. - Buffalo Gap, TX 325-572-3365

Frontier Texas! is one of only a few museums in the world that feature life-sized holographic figures. Experience the big picture of the Texas frontier between 1780 to 1880 as the story comes to life in this multimedia facility. Visitors can meet — at least figuratively— some of the real people who lived and died on the Texas frontier. Feel the terror of a wolf attack, the chaos of a buffalo stampede and the tension of a deadly card game shootout. Buffalo hunters, Comanche warriors, explorers and pioneers await you on this great adventure “Blood & Treasure on the Frontier.” Also see the “Guns of the West” exhibit featuring a large collection of historic firearms from the Fort Phantom Hill Foundation collection.

Explore the West Texas frontier from the 1875 to 1925: n

n n

Interactive audio tours Rental Facilities: Chapel, meeting rooms and reception space and two historically restored guest houses

Visit the ruins of this 1851 Army post. As you walk among the dozen chimneys and three buildings, you almost hear the soldiers going about their daily routine. An interpretive center and restrooms are on-site. To explore the ruins, from I-20, go north on FM 600 (West Lake Rd.) for approximately 11 miles.

The Abilene Zoo boasts:

Gallery with historic maps and art by area artists

Fort Phantom Hill

Abilene Zoo n 2070 Zoo Ln. 325-676-6085 n abilenezoo.org

Over 20 historic frontier buildings

To reach the Village, take FM 89 (Buffalo Gap Rd.) to Buffalo Gap, Texas, turn right on Elm and go 2 blocks.

The Abilene and Forts Trail Visitor Center, located inside Frontier Texas!, offers free visitor information and the General Store features Texas-themed gifts.

Rich collection of Indian artifacts & frontier firearms

Over 900 animals representing 250 species, including: lions, a black rhino, monkeys, bears, reptiles, birds, giraffes, camels and amphibians

Dyess Air Force Base Memorial Center Museum & Linear Park Abilene is proud to serve as home to Dyess Air Force Base, housing the 7th Bomb Wing with two B-1B Lancer squadrons and the 317th Airlift Group with two C-130 squadrons. The museum features many exciting artifacts regarding the life of Lt. Col. Dyess and the history of Dyess Air Force Base and Abilene Army Airfield. The Air Park has 34 US Air Force and Army Air Corps historic aircraft on static display along a linear path that will take you through SAC aircraft, cargo planes, fighters and more.

Adventure Center: Home to educational children programs, camps and the Zoo Store. Exhibits include: a Giraffe Safari, a Wetlands Boardwalk, Reptile House, Pampass Exhibit, Elm Creek Backyard and the Caribbean Cove.

Rounding out the Zoo are the Safari Express Train and the Watering Hole concession stand.

Attractions The Grace Museum 102 Cypress St. n 325-673-4587 thegracemuseum.org The Grace, located in the heart of downtown in a historic building, is an AAM accredited museum. Changing exhibits feature the best of Texas art, past and present, within the context of American art. The Children’s Museum offers hands-on learning activities. The Grace offers a variety of educational programs for all ages and builds connections through new experiences in art, science and history. In addition, this versatile facility can be rented for special events.

The Center for Contemporary Arts 220 Cypress St. n 325-677-8389 The Center has four galleries featuring original, contemporary art by local and other Texas artists working in a variety of media as well as a photo gallery that exhibits work by local, national and international photographers. The Center is home to over 60 artist members and 10 working studios, and also hosts ArtWalk, a celebration of the visual and performing arts, the 2nd Thursday of each month from 5 to 8 p.m. Paramount Theatre 352 Cypress St. n 325-676-9620 paramount-abilene.org

National Center for Children’s Illustrated Literature 102 Cedar St. n 325-673-4586 n nccil.org The NCCIL celebrates the artistic achievements of children’s book illustrators through exhibits of their original artwork. Educational programming is designed to stimulate creativity, promote literacy and increase appreciation for the arts. The museum offers gallery artist talks and special events with the opening of each exhibit. You can meet the artists and find out what inspires them.

This fully restored 1930s theatre features outstanding architecture with arched columns, two grand staircases, hand-blown glass chandeliers and Pueblo-Deco artwork ceilings. The 1,200 seat auditorium has twin-domed turrets and a velvet blue ceiling with drifting clouds and twinkling stars. Abilene’s landmark theatre is home to: n

Concerts, live theater and touring shows

n Classic, n 24fps

art house and special event films

International Short Film Festival Free self-guided tours on Mon. - Fri., 9 am to 5 pm as well as free monthly guided tours. Check their website as days and times vary.

During exhibits, free art activities are available for children and their families. For exact dates visit: abilenevisitors.com/calendar 12th Armored Division Memorial Museum 1289 N. 2nd St. n 325-677-6515 12tharmoredmuseum.com Experience World War II through the eyes of the 12th Armored Division “Hellcats” as you explore the three floors of this remarkable museum. Artifacts, photographs, oral histories, weapons, uniforms, vehicles, dioramas and a Holocaust memorial bring the story to life and honors the sacrifice of the great men and women who comprised the 12th. The Hellcat PX gift shop offers an array of books about the division, t-shirts, collectibles and children’s toys.

Attractions PrimeTime Family Entertainment Center n 4541 Loop 322 325-690-5555 n primetime.com PrimeTime, your source of family fun, features: n 24

lane bowling alley, with automatic scoring, automatic bumper rails, and bowling ramps for handicapped bowlers

n Laser n X-D

tag

theater

n Bumper

cars Duck on a Bike - Sculptor, Steve Neves Book by David Shannon - 1201 N. 1st St.

n Café n Indoor n

soccer field

80+ arcade games

n 36-hole

miniature golf

n Electric

go-karts

n Batting

cages

n Billiards n Meeting/party n Escape

rooms

Game

Axe throwing

Retro-arcade

8-person foosball

Hologate Virtual Reality

The Man in the Moon - Sculptor, Pedro Rivera Book by William Joyce - N. 2nd and Cedar St.

Storybook Sculptures Everman Park & throughout downtown The Storybook Sculpture Project, located in the heart of Abilene’s revitalized downtown, is currently home to 26 sculptures created in conjunction with the Children’s Art & Literacy Festival and has branded Abilene as the Official Storybook Capital of America. Picture yourself with the six iconic Dr. Suess sculptures; make friends with William Joyce’s “Guardians of Childhood”; search for Walter Wick’s beloved character, Seymour; and fall in love with David Shannon’s, “David and Fergus.” Each year a new sculpture is unveiled. Come back year after year and watch the treasured collection grow!

Cat in the Hat - Sculptor, Leo Rijn Book by Dr. Seuss - Everman Park

Golf and Tennis

Diamondback Golf Club

Abilene Country Club (Private) Club Course: 4309 S. Treadaway Blvd. n 325-692-2583 18-holes Par: 71 Length: 4,980 to 6,345 yards Abilene Country Club’s 4th of July Invitational, one of oldest golf tournaments in the state, has been held since 1926. The Club has hosted the AJGA West Texas Junior Championships and the Texas Senior’s Championships. Out-of town members of other USGA member clubs are welcome. Tennis Facilities: 8-lighted courts (4-covered and 4-outdoor). Reciprocal members welcome.

Mesquite Grove (Military/Public) Dyess Air Force Base n 325-696-4384 18-holes Par: 71 Length: 6,982 yards Mesquite Grove is a certified PGS professional course and offers lessons to men and women. Several tournaments are hosted throughout the year. Also offered is a fully stocked pro shop and a snack bar.

Diamondback Golf Club (Public) 1510 E. Industrial Blvd. n 325-690-9190 18-holes Par: 71 Length: 5,100 - 7,000 yards Diamondback was designed by 1971 Masters Champion and long-time Abilenian, Charles Coody. Located on 220 acres of rolling, tree covered land, it offers natural elevation changes with scenic views. The 12-acre practice facility is a great place to improve your golfing skills.

Rose Park Tennis Center (Public) 810 Portland n 325-676-6292 15 lighted courts Seats: 675 The Center features dressing facilities, restrooms, covered bleachers, full line pro shop, and beautiful landscape. USTA sanctioned competitions are held throughout the year.

Mulligan’s Sports Bar & Grill (Public) 1166 Ben Richey Dr. n 325-691-0909 Sharpen your skills at this 9-hole, par 3 lighted course. Open 7 days a week until midnight.

Maxwell Golf Course (Public) 1002 S. 32nd St. n 325-692-2737 golfmaxwell.com 18-holes Par: 71 Length: 6,125 yards Maxwell is a great place for players to sharpen your game. Maxwell boasts a pro shop, practice range, club rentals and a snack bar.

Sample Activities CHILDREN’S AND FAMILY PROGRAMS 1. Museums & Adventure Spend the day in historic downtown Abilene. Start at The Grace Museum, home to three museums. Everyone will have fun at children’s interactive museum, the history museum or the fine arts museum. Next, stop in at the National Center for Children’s Illustrated Literature, tour the exhibit and participate in a fun art activity.

3. A morning at Safety City Head to the Melvin Martin Center for Children’s Safety, a miniature city block that’s complete with pedestrian crossings, mini-cars and bicycles. This program, ran by the Abilene Police Department, teaches street safety. 4. Bowling, Go-karts & More! Have a pizza party at Primetime Family Entertainment Center and spend the afternoon playing. —24-lane bowling alley — NASCAR simulators Laser tag —X-D theater —Bumper cars —Billiards —80+ Arcade Games —Batting cages —36-hole miniature golf course —Climb time an indoor soft play area —1,000 foot electric go-kart track — Trampoline park

For lunch, picnic in Everman Park. Box lunches are available from several downtown restaurants. Afterwards pick up a Storybook Sculpture Project booklet and tour the sculptures throughout downtown. After your tour, head to Candies by Vletas to enjoy a snack of handmade chocolates.

5. Have a Lock-in Party Friday and Saturday nights from 10 p.m. to 2 a.m. your group can enjoy movies on the big screen TV, free play on all games, and all you can eat pizza and drinks at Gatti Town.

Visit Frontier Texas! where you can experience the big picture of the TX Frontier between 1780-1880. You’ll feel the terror of a wolf attack, the chaos of a buffalo stampede, and the excitement of a deadly card game shootout.

The “midway” is over 15,000 sq. ft. of games and excitement. Features: —Video Games —Route 66 mini-bowling —Bumper cars —Skee ball —Frog-hopper —Games of skill, including cranes and other redemption games.

Wrap up the day with a movie at the historic Paramount Theatre. 2. An All Day Excursion Spend the morning at the Abilene’s awardwinning Zoo located in Nelson Park. The zoo provides an important source of recreational and educational opportunities. The zoo is large enough to display more than 200 species of birds, mammals, reptiles, amphibians and invertebrates yet small enough to enjoy without wearing out you and the kids! Guided tours are available with advance arrangements.

Friday and Saturday nights from 11 p.m. to 7 a.m., Maxx Air offers 30,000 sq. ft. of entertainment with a fun-filled Ninja Course, wall-to-wall trampolines, trampoline courts, and much more.

Spend the afternoon in Nelson Park, and don’t forget to bring your swim suit. After a picnic lunch have fun at the Fort Imagination. Spend the hottest part of the afternoon at the Nelson Splash Pad.

Sample Activities SPOUSE ACTIVITIES

CONFERENCE ACTIVITIES

1. Start your morning at the Dyess Visitor Memorial Park, located just outside the base, for an overview of the base and its history.

1. Golf tournament at one of Abilene’s outstanding courses. 2. Skeet shooting at the Abilene Gun Club.

Head downtown and tour the 12th Armored Division Memorial Museum.

3. Cowboy casino night. You furnish the prizes and the convention bureau will supply volunteers to deal cards.

Lunch at Perini Ranch Steakhouse in Buffalo Gap or on your own. After lunch, head to the Taylor County History Center for an adventure back into the days of the founding of the area. The Village consists of 21 buildings, most over 100 years old.

4. Dinner and dancing under the stars at an area ranch or The Mill Wine Bar and Event Center. 5. Rooftop party at The Grace Museum followed by a movie at the historic Paramount Theatre.

2. Spend the day in historic downtown Abilene. Start at Frontier Texas! visitor center, tour the attraction and pick up a Historic Downtown Walking Tour brochure. Walk down the street to The Grace Museum. Don’t forget to visit The Center for Contemporary Arts, National Center for Children’s Illustrated Literature, 12th Armored Division Memorial Museum and the Paramount Theatre.

6. Walking and shopping tour of historic downtown. 7. Kick up your heels to the music of your favorite band at the Back Porch of Texas. Open catering and BYOB. 8. Memorable evening in historic downtown. Frontier Texas! is a perfect location for an evening function or group tour! This amazing facility allows visitors to meet – at least figuratively some of the real people who live and died on the Texas frontier between 1780 and 1880

Lunch on your own at one of downtown’s many restaurants. From the casual to the elegant, you will find lots to tempt your palate. After lunch, browse and shop the unique shops in downtown.

9. Plan your meeting with a Special Event • Outlaws & Legends Music Fest- Last weekend in March • Western Heritage Classic - First week of May • Children’s Art & Literacy Festival- 2nd weekend in June • Freedom Festival - July 4th • West Texas Fair & Rodeo- Starts the Friday after Labor Day • Winter Lightfest - Thanksgiving to Dec. 31st

3. Spend the day on your own antiquing in Abilene and the surrounding areas.. 4. Have a luncheon and style show followed by jewelry making demonstrations. Create a something special as a conference souvenir. 5. Enjoy a class of pottery painting at Mine by Design - Paint your own Pottery. Or, take a painting class at the Art Shack or Painting with a Twist ... both offering sip and paint parties, private paint parties and creative workshops.

Entertainment - Bands & Solo Musicians Group

Music Type

Group

Music Type

ACU Steele Drum Band 325-674-2030, Allen Teel

Calypso

Tommy Alverson Band 817-304-6290 tommyalverson.com

Country Western, Fiddlers, Swing, Classic Country

The Big Time 512-415-0065, Michael Lucas lucasartistmanagement.com

Variety

The Abilene Pipers 325-260-6085, Robert Partin abilenepipers.com

A proper performing pipe band

Prescott Music 325-583-2553, Jean Prescott

Gospel, Religious and Praise, Cowboy/Western

Revolution 325-677-1444 x 2284, Darcy Radcliffe revolutionstrings.com

Violinists/Fiddlers

Fraid Knot 325-280-0344

Vintage Music, 60s, 70s and 80s

Eric Logan 325-518-7358 akaduo.com

Acoustic

The Jim Sadler Band 325-668-2871, Jim Sadler

Country, Texas Music, Cajun, 70s & 80s Rock

JamisonPriest 325-673-0327 jamisonpriest.com

Folk and Americana

Jody Nix and the Texas Cowboys 432-267-2060 jodynix.com

Country Western

Tony Barker 325-829-5819 tonybarkermusic.com

Solo acoustic variety...rock, country, oldies, current and original material

Arley Gipson & Friends 325-692-7923

1950s Rock and Pop, Blue Grass, Gospel, Religious and Praise, Swing, Classic Country, Traditional/Folk

Jeff Gore 325-280-5457 jeffgore.org

Cowboy/Western

Catclaw Creek 325-692-0605, Bill Casey

Folk, Americana, novelty and gospel

Abilene Community Band 325-695-2422

Wide variety of Orchestra Music

Ball Family Singers 325-698-2186 theballranch.com

Cowboy/Western

Texas Envy Swing 806-847-7349, Jimmy Burleson

Cowboy/Western

Chuck Milner 580-497-6623

Cowboy/Western

Mariachi Alma Mexicana 325-374-5523, Peggy Garcia

Mariachi

Swing Machine 432-967-2223 www.swingmachineband.net

Westerning Swing and Traditional Country

Entertainment - Other CHORAL GROUPS/VOCALIST Celebration Ladies Ensemble 325-675-8110, Robin Roberts Six person ensemble singing a wide variety of music from folk to Broadway and sacred to the Big Band era.

COWBOY POETS Gus McDusty 512-619-7326 downtownabiwalk.com Tibb Burnett 940-459-4019

Celebration Singers 325-695-3366, Betty Ann Blackburn Folk, Broadway, Sacred, Variety

Teresa Burleson 817-597-6464 teresaburlesoncowgirlpoet.com

Chorus Abilene 325-673-7464 Adult Chorus, Youth Chorus and Soloists chorusabilene.net

DISC JOCKEYS JR By Request Joe Rocco, 325-518-1319 or 325-695-9663 jr-byrequest.com

Cooper High School Choirs 325-691-1000, Cara Naizer Hardin-Simmons University Upbeat and Concert Choir 325-670-1415, Dr. Clell Wright

Pro DJ’s & Event Services 325-261-3571 kody@ProDJsAbilene.com ProDJsAbilene.com

Abilene Star Chorus 325-701-7464, Marisue Meyer Women’s A capella harmony abilenestarchorus.yolasite.com

ETHNIC DANCERS St. Vincent Pallotti’s Ballet Folklorico Helen Garcia, 325-676-1794 Mexican Folk Dancers

Memory Men 325-676-7464 A cappella harmony memorymen.org

TRAIL RIDES Shockey Stables 325-690-0585 shockeystables.com Offering trail rides, riding lessons, horse boarding and summer camps for all ages. Must call in advance to book sessions.

AIR CASTLES/INFLATABLES Air Castles by Andrea 325-572-3321 aircastlesbyandrea.com CARICATURIST Patty Rae Welborn 325-665-9202 paintercast@yahoo.com Ink with a Wink 325-260-9876 andy@andyholmes.com

Entertainment - Other MAGICIANS & CLOWNS

SPECIAL PROGRAMS Mine by Design Paint your own Pottery Contemporary paint your own pottery, glass fusion, mosaics and canvas painting studio or experience the fun with mobile classes. 325- 698-7967 minebydesignpyop.com

Magician For Hire 325-672-4823, Randy Naylor Magician, Face Painting, Balloon Animals, Air Castles Lonnie Chevrie 325-829-4590 lonniechevrie.com Known throughout the magic community as an inventor, Lonnie performs one-of-akind magical creations that you cannot see anywhere else! Professional and affordable, Lonnie has been helping event planners, teachers, general managers, restaurant owners and entertainment committees look good for the past 20 years!

Painting with a Twist We provide the canvas, paint and brushes along with step-by-step instructions to paint your own masterpiece. 325-286-0016 paintingwithatwist.com/abilene

Patches and Patzee the Clowns 325-646-9562 Magician and Balloon Animals RE-ENACTOR GROUPS Keeping the Old West alive through gunfights, bank robberies, saloon girls, marshals and more! Lone Star Lead & Lace 325-338-1683, Buck Carter lonestarleadandlace.com Outlaws and Regulators 325-660-8611, Steve Rowlands STORYTELLERS Mesquite Storytellers 325-201-4914, Abby Randolph

Miscellaneous Services All listing are Abilene Chamber Members

COPY SERVICES Big Country Laminating 2438 Industrial Blvd. | 325-695-7690

PARTY SUPPLIES - RETAIL Party City 3536 S. Clack St. | 325-399-0566

Conley Printing 2401 Industrial Blvd. | 325-675-5500

PLAQUES AND TROPHIES Craft Design (Plaques) 2842 S. 7th | 325-676-7070

Office Depot 4141 Buffalo Gap Rd. | 325-695-1314

The Monogrammer 4651 S. Treadaway Blvd. | 325-692-6436

Office Max 3226 S. Clack St. | 325-695-6465

On Target Promotions 278 S. Pioneer Dr., Suite 101 | 325-201-2270

Pack & Mail/Big Country Laminating 2438 Industrial Blvd. | 325-695-7690 RAM Business Forms and Printing Services 2801 S. Treadaway Blvd. | 325-673-0377

PRINTERS 3rd St. Printing & Sign Company 1230 N. 3rd St. | 325-676-3637

The UPS Store 3301 S. 14th St., Suite. 16 | 325-692-9643 3478 Catclaw Dr. | 325-692-9900

Abilene Printing and Stationery 1274 N. 2nd St. | 325-677-2673 Conley Printing 2401 Industrial Blvd. | 325-675-5500

FLORISTS AND PLANT RENTALS The Arrangement 357 Walnut St. | 325-670-0061

RAM Business Forms and Printing Services 802 N. 3rd St. | 325-673-0377

Baack’s Florist & Greenhouse 1842 Matador St. | 325-692-7763

Southwest Direct, Inc. 150 Tannehill Dr. | 325-795-1360

Gary’s Floral Gallery 4465 S. Treadaway Blvd | 325-695-7000 HEB Grocery Company 1345 Barrow St. | 325-690-5000 Mankin & Sons Gardens Inc. 4002 North 1st St. | 325-676-0086 Market St. 4450 Buffalo Gap Rd. | 325-695-5300 Philpott Florist 1902 N. 1st St. | 325-672-7891 Plant Lady (plant leasing) 8050 Buffalo Gap Rd. | 325-695-3671 United Super Market Floral Shoppe 3301 S. 14th St. | 325-690-9404

Miscellaneous Services All listing are Abilene Chamber Members

PROMOTIONAL ITEMS 4Wsâ€™ Designs | 254-434-1679

PARTY & EVENT PLANNERS The Arrangement 357 Walnut St. | 325-670-0061 Floral design, event production, lighting and design, event rentals, linens, chargers, plates, venue

CGS | 325-695-5020 Improving Your Image | 325-280-2006 The Monogrammer | 325-692-6436

A People Party Productions | 325-518-6790 Fun customized events that integrate local small businesses, organizations, artists, and musicians to promote everyone involved.

STREET CLOSURE REQUEST Contact the City of Abilene Public Works Department to obtain a street use license, 325-676-6489. They will direct you to the proper departments for permit approval.

Double Diamond Signs 3005 S. 1st St. | 325-673-8700 Lone Star Canvas and Sign Works 1075 E. Hwy. 80 | 325-675-6033

Once the license is approved, the event planner needs to rent barricades from Contractor Service Co., 325-692-4317.

Rister Sign Company 3602 Pine | 325-677-5961 Sign Pro 2541 S. Treadaway Blvd. | 325-603-4885

If law enforcement is required, contact the Abilene Police Department, 325-676-6530. Usually, a charge of the over-time rate is calculated.

SignTEX 2442 S. 14th St. | 325-692-7446 Stephens Rubber Stamps and Signs 1201 Butternut St. | 325-677-4651

For simple closures to closures of major arteries, it is best to begin 6 months prior to event.

Equipment Rentals

Tents

Dance Floor

Misc. Party Supplies

China, Flatware, Glassware

PA System

Screens

LCD Projector

Slide Projector

Overhead Projector

ABC Tent & Party Rental 793-9241 | 800-786-9190

Abilene Convention Center 325-676-6211

The Arrangement 325-670-0061

Simply Linens 325-518-2033; 325-338-3371

Podium

A Sense of Bride 325-668-6819

Tablecloths Chair Covers

= Chamber Member

Tables & Chairs

Each meeting and/or event facility has equipment available if you lease their facility. If you need equipment not available at the facility you might contact:

Port-A-Potties Can-Doo Budget Rentals Portable Toilets | Trailer Units | Flushable Toilets with hand 325-677-2884; 800-638-1795 washing sinks Children's Units |Holding Tanks| Water Tanks | Handicapped Accessible Toilets Hand Washing Stations Port-O-Fresh Toilets 325-200-0561

Photo Booths Happy Snap Selfie Co. 325-665-1014 hapsnapco.com The Looking Glass Photobooth 972-757-6054 | 325-669-3457 thelookingglass19@gmail.com Simply Encourage 325-280-9691 jessica@simplyencourage.com Viral Photo Booth 325-261-3933 BLewis@Viralbooth.com

Transportation

To Abilene and around the city ... Let the ACVB help you organize your shuttling needs. Costs include all rates, mileage and insurance coverage. Know your needs, including days and times, and approximate number of riders. Our experience is that when chartering to an off-premise function, approximately 35-40% of the attendees will use shuttle service. Listed below are companies that can meet your shuttling needs: Bilbrey Tours | 325-692-1308 VIP Sports Getaway | 325-676-1199 Gotta Go Trailways | 800-468-8239 If none of the services listed above are available, you may contact: CityLink (trolleys and regular city buses) | 325-676-6287

AIRLINES

TAXI-LIMO-SHUTTLES

CAR & VAN RENTALS

City & Rural Rides 800-710-2277 Serving the counties of: Brown, Callahan, Coleman, Comanche, Eastland, Erath, Nolan, Runnels, Shackelford, Stephens, rural Taylor

The Abilene Regional Airport is serviced by American Eagle Airlines (800-433-7300) offering 16 flights with 768 seats daily.

ABI Taxi | 325-721-8244

Arrow Ford | 325-692-9500

Classic Cab| 325-677-8294

Avis | 325-677-9240

Big Country Limo | 325-829-8921

Budget | 325-677-7777

Black Tie Limo | 325-642-8239

Enterprise | 325-690-9338

Elite Fleet Valet | 325-668-7050

Hertz | 325-673-6774

Longhorn Limo | 325-677-5466 Roadrunner Taxi | 325-232-3295

BUS SERVICE

Greyhound | 1657 Hwy. 351 | 325-677-8127 CityLink, 1189 S. 2nd St. Route Info.: 325-676-6287 Handi-van: 325-676-6402 TDD: 325-676-6401 Free trolley buses in downtown. Regular buses and handi-vans provide public transportation around the city.

Abilene Media NEWSPAPERS

MAJOR RADIO STATIONS

Abilene Reporter News phone: 325-673-4271 email: publishme@reporternews.com

Townsquare Media phone: 325-676-7711 email: karenhines@townsquaremedia.com robertsnyder@townsquaremedia.com

West Texas Tribune phone: 325-437-8117 email: westtexastribune@yahoo.com

Cumulus Broadcasting phone: 325-676-1027 email: kelly.jay@cumulus.com

MAJOR TELEVISION STATIONS

KACU - Abilene Public Radio phone: 325-674-2441 email: info@kacu.org

KRBC TV (NBC) phone: 325-692-4242 fax: 325-691-5822 email: news@krbc.tv

KGNZ Christian Broadcasting phone: 325-673-8801 email: gary@kgnz.com

KTAB TV (CBS) phone: 325-695-2777 fax: 325-691-5822 email: news@ktab.tv

Radio Abilene phone: 325-672-5442 radioabilene.com

KTXS TV (ABC) phone: 325-677-2281 fax: 672-5307 email: mskow@ktxs.com

Vance Communications - KLGD Gold email: jim.klgd@yahoo.com

KXVA TV Fox Abilene phone: 325-672-5606 fax: 325-676-2437 email: mgarrity@gannett.com hfountaine@gannett.com

Locator Map

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