Fairbanks Meeting Planner Guide

© Patrick Endres

If you’ve been waiting for a signal to show you where to hold your next meeting or convention, we’re giving you a green . As the hub for the Interior, the Arctic and the northwest coast of Alaska, Fairbanks is a perfect meeting destination for planners and attendees from around the state, the region, and the world.

For much of the year the northern lights shine brightly here. In summer the midnight sun will boost your when the day’s work is done. No longer a little mining town, today Fairbanks is sophisticated enough to provide a full range of meeting, sports, dining, shopping, and multi-cultural experiences while it retains the and friendliness you hope to find.

Alaska’s second largest city, Fairbanks has been the heartbeat of Interior Alaska for over 100 years. As the gathering place on the banks of the Chena River, Fairbanks is home to many cultures, a vivid arts community, sporting and outdoor enthusiasts, and America’s “Arctic University.”

Fairbanks takes its role as host seriously. The Fairbanks Convention and Visitors Bureau offers cross-cultural communications for front-line hospitality and retail staff. Our volunteer Golden Heart Greeters are available to welcome guests at the newly expanded Fairbanks International Airport, staff information or registration tables, and support your event.

Come find out for yourself why they call Fairbanks the Golden Heart of Alaska.

© Patrick Endres

With a rich gold rush history, our past and future blend easily. Historic log cabins mingle with award-winning modern designs. One may just as easily see a dog team crossing the road as be passed by an elegant limousine. A variety of accommodations, from ultra-modern hotels with wireless Internet access to rooms sculpted from ice, make for an exciting stay.

Mok Kumagai/Aurora Borealis Lodge

Table of Contents Bridging Cultures

1

Morris Thompson Cultural and Visitors Center.

Calendar of Events

2

Year-round fun.

FCVB Meeting Services

4

What we can do for you.

Denali Wilderness Lodge

Meeting Facilities Find in-depth details of featured stand-alone facilities as well as venues that offer on-site accommodations.

Meeting Facilities Grid

ŠPatrick Endres/AlaskaPhotographics.com

15

This easy-to-use section includes meeting room sizes, guest room numbers and contact information for meeting facilities with spaces ranging from 44,000 down to 250 square feet.

Getting Here

20

Fairbanks is surprisingly easy to reach.

Activities

21

Alaskan adventures await you! Give participants incredible memories to last a lifetime.

Planning Tools Reference information and checklist to make sure you’ve covered all the bases.

For a complete list of all our Fairbanks Convention and Visitors Bureau members, call us at 1-800-327-5774 to request one of our free official Fairbanks Visitors Guides or go online to www.explorefairbanks.com.

Kurt Savikko/University of Alaska Fairbanks

5

29

Š Patrick Endres/AlaskaPhotographics.com

Morris Thompson Cultural and Visitors Center Opened in the fall of 2008, the Morris Thompson Cultural and Visitors Center is your one-stop visitor information center. Home to the Fairbanks Convention and Visitors Bureau, you and your delegates will benefit from the extensive knowledge of our Visitor Services staff. The Alaska Public Lands Information Center and Tanana Chiefs Conference also share their respective depth of knowledge on the lands and indigenous people of the Interior. Beginning in May 2009, the Center will open its interactive exhibits. The Center introduces visitors to the grandeur of Interior Alaska, our land and the people who live here. It is a community gathering place where diverse cultures come together to learn, to understand, to appreciate, and to respect one another.

Morris Thompson, an Athabascan Indian, was born, raised, and is now laid to rest in the village of Tanana, in the heart of Interior Alaska, where two great rivers, the Tanana and the Yukon, meet.

His life and leadership inspired the plans for the Morris Thompson Cultural and Visitors Center. The Center embodies a philosophy that Morris held true— work together on commonalities and celebrate diversity.

1

Calendar of Events

J anuary •

•

Mushers Challenge Series Races begin—skijoring, 4-dog, 6-dog, 8dog, and open classes •

February •

• •

Annual Tesoro Iron Dog—longest, toughest snowmobile race in the world

Jade Frank/FCVB

2

Annual GCI Open North American Championship Sled Dog Race

April •

Annual International Curling Bonspiel

Yukon Quest International Sled Dog Race

•

Annual GCI/NYE Frontier Family Arctic Man Ski & Sno-Go Classic

World Ice Art Championships begin

•

March •

Festival of Native Arts—celebrate Alaska Native culture with traditional singing, dancing, and arts

Nenana Ice Classic Tripod Days— take a chance and try to guess the time when ice breaks up on the Tanana River

Chena River Run—the first 5k run of the season

June •

Midnight Sun Run—10k run starting at 10pm

•

Midnight Sun Festival—on June 21st celebrate Summer Solstice with music, crafts, shopping, entertainment and a downtown street fair

•

Midnight Sun Baseball Game—the Alaska Goldpanners start playing at 10:30pm without artificial lighting

Creamer’s Field Migratory Waterfowl Refuge—birds start arriving for spring

July

May •

•

Alaska Visitor Industry’s Walk for Charity—raises money for local charities on a 3k walk and munch

•

Golden Days—five days of activities including the largest parade in Alaska

•

World Eskimo-Indian Olympics— indigenous peoples compete in traditional athletic games and celebrations Fairbanks Summer Arts Festival— multi-discipline study-performance festival with free concerts every day (2 weeks)

August • •

Tanana Valley State Fair—Alaska’s oldest fair!

Tanana Valley Sandhill Crane Festival—celebrate the thousands of cranes on their southbound migratory route

September •

Equinox Marathon—runners from near and far face the challenge of the marathon deemed to be the second toughest in the U.S.

October •

•

International Sled Dog Symposium—workshops on sled dogs, mushing, and skijoring topics International Friendship Day— celebrate the cultural diversity found in the local community

November •

Athabascan Fiddlers Festival— Alaska Native musicians gather in Fairbanks to celebrate

•

Turkey Day Ski Relays

•

Annual Rookie Bonspiel—curling for new players

•

Yukon Title Cash Bonspiel

December •

North Pole Winter Festival

•

North Pole Candle Lighting— ceremonial lighting of the North Pole City candle

•

The Annual Nutcracker Ballet

•

Winter Solstice Celebration— riverfront lighting, sleigh rides, caroling, music, and winter fun

•

New Year’s Eve Sparktacular—join the University of Alaska Museum of the North staff for hot chocolate and cookies before and after the Sparktacular fireworks Denali Wilderness Lodge

•

3

FCVB Meeting Services

Requests for Proposal The Meetings and Conventions staff will send out a request for proposal tailored to your exact needs to hotels, meeting facilities and other related services. Many planners find that with the help of the Meetings and Conventions staff, the proposal process can serve to clarify those needs. When the responses are received, a customized bid package is created for you. It includes the accommodations proposals, listed side by side for easy comparison. If your attendees are new to the area, it will include activities, transportation, and other pertinent information. That’s just the start.

Jesse Carlstrom/FCVB

Assistance at Bid Presentations FCVB staff will assist you in making the case for meeting in Fairbanks. From creating proposal packets for all members of a planning committee to supplying materials and supplementary information, we are here to help you market Fairbanks as the perfect spot for your event. In some cases we will even accompany you to the presentation.

FAMS (familiarization trips) and Site Visits Under some circumstances, FCVB will work with the hospitality industry to bring decision makers to Fairbanks. Seeing the first-class hotels and the wide array of options for both meeting and fun helps to convince decision makers that Fairbanks can indeed do all it says it will. Captivated by Fairbanks’s energy and warmth, most FAM participants can hardly wait to come back again.

Site visits to all the appropriate venues and activities for local planners are something that the FCVB staff arranges routinely. Even local planners may not be aware of all the changes that take place. We want planners to have the opportunity to see every option available and appropriate to their event.

4

Promotional and Welcome Material From welcome letters from community leaders to free Visitors and Winter Guides and other promotional materials, there is a lot to choose from. Links from your website to www.explorefairbanks.com are routinely accommodated. The Advertising and Public Relations Department has an abundance of photos to include in your promotional materials.

Online Registration We will provide you with the option of a dedicated secure online registration system, with content designed by you.

As the planner, you have access to the ‘back end’ of the site so you are able to monitor closely the numbers and names of registrants.

Convention Support Services Once you’ve booked your event, you have a new best friend in town, the Convention Services Coordinator. Whether it’s sending you materials on events taking place during your stay, making changes to your registration pages, or helping you find a florist or a taxi, the Convention Services Coordinator is here for you.

Golden Heart Greeters These community volunteers are the face and heart of the community, and they are available, at no charge, to your meeting.

Whether greeting people at the airport, staffing an information table, helping with registration or just meeting one-onone with someone who would like to know more about Fairbanks, the Golden Heart Greeters often become the fondest memory many visitors carry away from Fairbanks.

The Fairbanks Convention and Visitors Bureau is funded by the reinvestment of the bed tax dollars by the City of Fairbanks and the Fairbanks North Star Borough, as well as by our members. Most services offered to event planners are offered at no charge; if a cost is incurred, it is minimal.

Call us today and let’s get started!

J. McMahon

Meetings & Conventions Services If you are an experienced meeting planner you will know how convention and visitors bureaus can make your planning easier. For those newer to the planning process, the FCVB is on track with the best practices of the best bureaus.

Susan Keltner/FCVB

Let FCVB be a Part of Your Team

Select your meeting site from Alaskan rustic, upscale lodges, full-service hotels, scenic bed

Fairbanks Princess Riverside Lodge

Meeting Facilities and breakfasts, spacious arenas, or historic sternwheelers. No matter where you choose to meet, the people who greet you will be glad to see you and will work with you to

For your convenience this section is divided into two sections: meeting facilities with onsite

Carlson Center

make your meeting a success.

lodging and meeting facilities without onsite lodging. In both sections, you will find facilities; including photographs, floor plans and amenities.

Meeting Facilities with Lodging Alpine Lodge, 11 Chena Hot Springs Resort, 9 Fairbanks Princess Riverside Lodge, 6 Fairbanks SpringHill Suites by Marriott, 11 Pike’s Waterfront Lodge, 7 Regency Fairbanks Hotel, 9 River’s Edge Resort, 10 Sophie Station Hotel, 10 Wedgewood Resort, 11 Westmark Fairbanks Hotel & Conference Center, 8

Wedgewood Resort/Fountainhead Hotels

detailed information about the meeting

Meeting Facilities without Lodging

Lavelle’s Bistro

Carlson Center, 13 Pioneer Park/Birch Hill Cross-Country Ski Center, 12 University of Alaska Museum of the North, 13

5

Meeting facilities with lodging

Fairbanks Princess Riverside Lodge

replace

The Fairbanks Princess Riverside Lodge is ready to host your group or meeting comfortably and smoothly. Located minutes from downtown Fairbanks and the airport, this beautifully appointed lodge sits on the banks of the Chena River.

The Fairbanks Princess Riverside Lodge is able to help you organize a worryfree event. From early-stage planning to last-minute changes, we can assist with meals, meeting room layouts and any special audiovisual equipment you might need. Transportation to and from the airport is complimentary.

4477 Pikes Landing Rd Fairbanks, AK 99709 (907) 455-4477 Fax: (907) 455-4476 Toll Free: 800-426-0500 hrenfrew@princesstours.com www.princesslodges.com Dates of Operation: Year-Round Accessible: 13 Rooms Total Guest Rooms: 325 Guest Amenities: Restaurant/ Bar/Lounge, Internet Access, Gift Shop, Laundry Facilities, Business Center/ Services, Shuttle Service, Exercise Facilities Credit Cards: V, MC, AmEx, D, DC The Edgewater Jade Copper Marble The Boardroom

6

Sq. Ft.

Size

Theater

4800 2200 1249 527 368

80x60 50x44 29x42 31x17 16x23

370 185 100 40 25

Banquet

360 160 100 30 20

Classroom

220 100 50 22 18

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

Reception

400 200 125 55 20

Meeting facilities with lodging

Pike’s Waterfront Lodge

Pike’s Waterfront Lodge, a 208-room hotel, and Pike’s Landing, a fine dining restaurant, both on the Chena River, offer a unique meeting venue.

The hotel offers several meeting room options as well as deluxe river cabins, suites, Jacuzzi rooms, fireplace rooms, and standard rooms. For dining, try Pike’s Landing, the Binkley Room, and the Captain’s Lounge bar. Hotel amenities include Aveda aromatherapy bath products, exercise room, free business center, free wireless and high speed Internet, cable, laundry, sauna/ steam room, in-room coffee/tea service, hairdryers, ironing boards, microwaves and refrigerators. In summer, Pike’s Park offers a beautiful riverwalk with a secret garden and thousands of flowering plants.

Sq. Ft.

Binkley Room Copper Room Alyeska Board Room Greenhouse

2800 1210 546 2400

Size

80x35 60x21 21x26 80x30

Theater

Banquet

Classroom

Reception

180 60 40

200 60 20 40

180 40 20 40

450 80 30 60

1850 Hoselton Rd Fairbanks, AK 99709 (907) 456-4500 Fax: (907) 456-4515 Toll Free: 877-774-2400 info@pikeslodge.com www.pikeslodge.com Dates of Operation: Year-Round Accessible: 9 Rooms Total Guest Rooms: 208 Guest Amenities: Shower, Bath, Restaurant/Bar/Lounge, Internet Access, Gift Shop, Laundry Facilities, Business Center/Services, Shuttle Service, Room Service, Exercise Facilities, Hair Dryer, Microwave, Refrigerator Credit Cards: V, MC, AmEx, D

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

7

Meeting facilities with lodging

Westmark Fairbanks Hotel & Conference Center

Setting the standard of excellence in Fairbanks, the Westmark Hotel and Conference Center completed its revitalization project in 2004 and now offers over 17,000 sq feet of meeting and conference space as well as 400 beautifully appointed guest rooms and suites. Conveniently located in downtown Fairbanks, the Westmark’s professional staff is capable of serving your needs whether planning for a group of 4 or up to 400 attendees.

The impressive Harper Board room features an 18-person conference table with perimeter seating available, flat screen plasma TV, LCD controls and WiFi. All full-service amenities include A/V trained personnel, A/V rentals, and professional staff dedicated to your event.

813 Noble St Fairbanks, AK 99701 (907) 459-7706 Fax: (907) 459-7736 Toll Free: 800-764-0016 (Group Sales) Toll Free: 800-544-0970 (Reservations) www.westmarkhotels.com Dates of Operation: Year-Round Accessible: 24 Rooms Total Guest Rooms: 400 Guest Amenities: Restaurant/ Bar/Lounge, Complimentary WiFi, Business Center, Fitness Center, Shuttle Service, 24-Hour Guest Services Credit Cards: V, MC, AmEx, D, DC

Gold Room, full Gold Room, 2/3 Northern Latitudes* Tanana Trade Center* Gold Room, 1/3 Yukon Minto Rampart Harper Board Room Chena #108 #110 #112

Sq. Ft.

Size

Theater

Banquet

Classroom

Reception

5400 3600 3300 1884 1800 1760 1536 828 721 480 263 263 263

60x90 60x60 54x58 46x41 30x60 32x65 32x48 23x36 30x24 20x24 14x19 14x19 14x19

550 300 120 100 100 50 40 15 15 15

400 250 220 100 80 80 40 30 -

250 175 80 60 60 30 18 18 12 12 12

450 300 150 150 100 100 50 40 25 25 25 *Available October-April

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

8

Meeting facilities with lodging

Chena Hot Springs Resort

John Jansen

PO Box 58740 Fairbanks, AK 99711 56.5 Mile Chena Hot Springs Rd (907) 451-8104 Fax: (907) 451-8151 reservations@chenahotsprings.com www.chenahotsprings.com Dates of Operation: Year-Round Accessible: 2 Rooms Total Guest Rooms: 80 Guest Amenities: Restaurant/Bar/Lounge, Gift Shop, Laundry Facilities, Natural Outdoor Hot Springs Adult (ages 18+) Rock Lake & Indoor Family Pool & Hot Tubs Credit Cards: V, MC, AmEx, D, JCB

Denise Ferree

Chena Hot Springs Resort is the perfect place for your group, party, wedding or business function! Whether you’re organizing a business retreat or a conference, or planning your next party, banquet or wedding, Chena’s 440 beautiful acres offer a gorgeous back-drop for any occasion. Meeting Rooms • Restaurant • Lounge • 80 Lodge Rooms • Year-Round Activities • Natural Outdoor Hot Springs Adult (ages 18+) Rock Lake • Aurora Ice Museum.

Arctic Room Chena Room Above Combined Activity Center Aurora Room Aurorium Dance Floor

Sq. Ft.

Size

Theater

1260 1058 2318 2100 441 500 400

30x42 23x46 30x88 70x30 21x21 25x20 20x20

100 50 150 125 25 -

Banquet

128 40 160 140 20 -

Classroom

Reception

64 40 100 90 16 -

150 75 200 200 35 30 -

Classroom

Reception

Regency Fairbanks Hotel There is simply no better place in Fairbanks to get personalized accommodations and service when it comes to meetings, conferences or banquets. Locally owned and operated, our experienced staff will provide expert assistance in the planning and execution of your event. Easy access to Steese Highway and downtown Fairbanks.

95 10th Ave Fairbanks, AK 99701 (907) 459-2700 Catering Office: (907) 459-2711 Fax: (907) 459-2720 Toll Free: 800-348-1340 info@regencyfairbankshotel.com Catering & Sales Coordinator: sarak@regencyfairbankshotel.com www.regencyfairbankshotel.com Dates of Operation: Year-Round Accessible: 2 Rooms Total Guest Rooms: 128 Guest Amenities: Restaurant & Lounge, Catering, Wireless and High Speed Internet, Rental Cars, Airport/Railroad Shuttle, Laundry, Business and Exercise Center, 24 Hour Staff, Whirlpool Tubs Credit Cards: V, MC, AmEx, D

Ambassador Embassy Board Room 47 & 49* Cove Dining Room

Sq. Ft.

Size

Theater

1178 750 264 2015

19x68 25x30 12x12 65x31

110 50 20 -

Banquet

72 40 12 110

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

48 24 12 -

150 50 20 *September-May

9

Meeting facilities with lodging

River’s Edge Resort

Patrick Endres

4200 Boat St Fairbanks, AK 99709 (907) 474-0286 Fax: (907) 474-3665 Toll Free: 800-770-3343 info@riversedge.net www.riversedge.net Dates of Operation: May-September or by event Accessible: 3 Rooms Total Guest Rooms: 94 Guest Amenities: Private Bath, Restaurant/ Bar/Lounge, Internet Access, Free WiFi, Gift Shop, Laundry Facilities, Business Center/Services, Shuttle Service, Hair Dryer, In-room Coffee & Cable TV Credit Cards: V, MC, AmEx, D

Patrick Endres

Change the face of your next meeting! A village of charmingly decorated private cottages in a secluded riverfront setting only minutes from both the airport and town provides perfect meeting facilities for groups up to 200. Offering full catering services. Our motorcoach can be reserved for special events and activities.

Sq. Ft.

Miner’s Hall Dining Room (winter) Courtyard (summer) Miner’s Hall North Miner’s Hall South Prospector Room Gold Nugget Room Gold Pan Room

1995 1500 1400 980 980 484 357 320

Size

57x35 50x30 20x70 28x35 28x35 22x22 21x17 20x16

Theater

Banquet

220 110 150 110 110 50 24 24

160 80 100 80 80 40 16 16

Classroom

140 70 70 70 30 20 20

Reception

160 110 150 105 105 30 30 30

Theater

Banquet

Classroom

Reception

45 24

24

30

Sophie Station Hotel Zach’s Boardroom is perfect for groups of 25 or less while the Express Room Lounge can accommodate groups of up to 45. Featuring excellent food service and state-of-the-art communication equipment as well as wireless Internet, these rooms can be set up in a variety of configurations.

1717 University Ave Fairbanks, AK 99709 (907) 479-3650 Fax: (907) 479-7951 Toll Free: 800-528-4916 www.fountainheadhotels.com Dates of Operation: Year-Round Accessible: 4 Rooms ADA Transportation: Yes Total Guest Rooms: 148 Guest Amenities: Large Full Suites, Large Bathroom, Hair Dryer, Complimentary Wireless, Private Deck, Laundry Facilities, Restaurant/Bar/ Lounge, Room Service, Business Center/ Services, Shuttle Service. Walking Distance to Shopping.

Credit Cards: V, MC, AmEx, D

10

Express Room Zach’s Boardroom

Sq. Ft.

Size

1500 500

54x36 34x17

30

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

Meeting facilities with lodging

Wedgewood Resort Accommodating up to 225, the full-service convention facility at Wedgewood Resort is ideal for meetings, banquets, and receptions. We offer four rooms with a variety of configuration options; excellent food service, and all of the amenities needed for a successful event: audiovisual equipment, telephone conferencing, and wireless Internet access.

212 Wedgewood Dr Fairbanks, AK 99701 (907) 452-1442 Fax: (907) 451-8184 Toll Free: 800-528-4916 www.fountainheadhotels.com Dates of Operation: Year-Round Accessible: 4 Rooms ADA Transportation: Yes Total Guest Rooms: 458 Guest Amenities: Large Full Suites, Large Bath, Hair Dryer, Complimentary Wireless, Laundry Facilities, Private Deck, Business Center/Services, Shuttle Service, Nature Trails Credit Cards: V, MC, AmEx, D

Borealis Ballroom Gazebo Court Gardenside Room The Boardroom Antique Automobile Museum

Sq. Ft.

Size

Theater

Banquet

Classroom

Reception

2726 1900 1400 684 5760

58x47 34x56 38x37 36x19 96x60

225 140 50 -

225 100 40 -

140 60 35 -

225 150 80 75 300

Fairbanks SpringHill Suites by Marriott

Fairbanks’s newest luxury hotel offers the best in Alaskan hospitality. Closest to airport. Free airport shuttle, wireless Internet access. On-site restaurant & lounge. Ecofriendly. Next to National Rent-a-Car. 100% smoke free.

SpringHill Suites is Marriott’s newest solution for travelers who desire more room to stretch out and get comfortable. Separate sleeping, eating, and working areas, meeting rooms, pool, continental breakfast.

Andrew Johnson

Alpine Lodge

4920 Dale Rd, Fairbanks, AK 99709 (907) 328-6300, Fax: (907) 328-0914 Toll Free: 800-455-8851 reservations@akalpinelodge.com www.akalpinelodge.com Dates of Operation: Year-Round Accessible: 9 Rooms Total Guest Rooms: 115 Guest Amenities: Shower, Bath, Restaurant/Bar/Lounge, Internet Access, Gift Shop, Laundry Facilities, Business Center/Services, Shuttle Service, Exercise Facilities, Hair Dryer, Refrigerator, Microwave in all rooms Credit Cards: V, MC, AmEx

575 1st Ave, Fairbanks, AK 99701 (907) 451-6552, Fax: (907) 451-6553 Toll Free: 877-729-0197 www.springhillsuites.com Dates of Operation: Year-Round Accessible: 10 Rooms Total Guest Rooms: 140 Guest Amenities: Shower, Bath, Restaurant/Bar/Lounge, Internet Access, Gift Shop, Laundry Facilities, Business Center/Services, Shuttle Service, Room Service, Exercise Facilities, Hair Dryer, Swimming Pool, Internet Access Credit Cards: V, MC, AmEx, D, DC

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

11

Meeting facilities without lodging

Pioneer Park/Birch Hill CrossCountry Ski Center

Pioneer Park PO Box 71267 Fairbanks, AK 99707 2300 Airport Way, Fairbanks (907) 459-1087 Fax: (907) 459-1199 pioneerpark@co.fairbanks.ak.us www.co.fairbanks.ak.us/ ParksandRecreation/ PioneerPark Birch Hill PO Box 71267 Fairbanks, AK 99707 101 Wilderness Dr, Fairbanks (907) 457-4488 Fax: (907) 457-4489 birchhill@co.fairbanks.ak.us www.co.fairbanks.ak.us/ ParksandRecreation/ BirchHill Dates of Operation: Year-Round Accessible: Yes

What better place to have your meeting or function in the Golden Heart of Alaska than in the Golden Heart’s only historic park or in its premier cross-country ski chalet? The Park has been voted the best place in Fairbanks to bring friends and family. Once you visit the Park and see all the activities, museums, and historic landmarks, you will understand this prestigious recognition. Meetings and functions are regularly held throughout the Park.

The Alaska Centennial Center for the Arts offers approximately 15,000 square feet of meeting space. This includes a large multi-purpose room, a conference room, break-out space and a 384-seat theater.

Birch Hill Cross-Country Ski Center, nestled among the trees atop Birch Hill, provides a beautiful setting for your function. The Center offers a 2,400 square feet assembly room with a stunning view of the stadium.

Birch Hill Cross-Country Ski Center Alaska Centennial Center for the Arts Sq. Ft.

Pioneer Park Alaska Centennial Center for the Arts Exhibit Hall 6216 Upper Level 2467 Mezzanine 2220 Theatre 2193 Blue Room 899 Pioneer Hall Lobby 1170 Historic First Presbyterian Church 647 Birch Hill Cross-Country Ski Center Assembly Room 1947

Size

Theater

Banquet

Classroom

56x111 20x111 29x31 37x31

425 250 384 75 100

400 250 50 60

250 100 50 60

425 125 300 75 100

27x24

75

-

-

-

39x48

125

125

100

200

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

12

Reception

Meeting facilities without lodging

Carlson Center The Carlson Center, located on the banks of the Chena River, features complete event services ranging from catering and decorating to technical production service and equipment. The Carlson Center has abundant, convenient and free parking with over 650 spaces including many handicap-accessible spots. The Center has three meeting rooms totaling 10,000 square feet and an arena with 35,000 square feet of meeting/exhibit space and offers an experienced, professional staff ready to assist you with your event planning.

2010 2nd Ave Fairbanks, AK 99701 (907) 451-7800 Fax: (907) 451-1195 dwelborn@co.fairbanks.ak.us www.carlson-center.com Dates of Operation: Year-Round Accessible: Yes Credit Cards: V, MC Sq. Ft.

Arena Floor 35,000 North Star & Pioneer 6220 Pioneer 3850 Prow 3000 North Star 2370

Size

140x232 67x91 64x67 63x75 27x75

Theater

1800 350 225 120 125

Classroom/ Conference

Reception

1380 280 160 140 100

1000 260 180 100 80

2500 400 250 180 150

Banquet

Classroom

Reception

Banquet

Patricia Fischer/UA Museum of the North

University of Alaska Museum of the North

PO Box 756960 Fairbanks, AK 99775 907 Yukon Dr, Fairbanks (907) 474-7505 Fax: (907) 474-5469 museum@uaf.edu www.uaf.edu/museum Dates of Operation: Year-Round Accessible: Yes Credit Cards: V, MC

Patricia Fischer/UA Museum of the North

Make your Fairbanks meeting or convention something to remember. The museum offers an unforgettable, elegant venue perfect for receptions, dinners and presentations. Enjoy the museum’s dramatic architecture, award-winning exhibit galleries and spectacular views of Fairbanks and the Alaska Range. Multimedia equipment, trained event staff and on-site catering available.

Sq. Ft.

Entire Museum Main Lobby Auditorium Classroom

21000 2300 1900 794

Size

Theater

36x55 28x28

100 140 50

100 -

140 30

800 200 150 -

V = VISA, MC = MasterCard, AmEx = American Express, D = Discover, DC = Diners Club, CB = Carte Blanche, JCB = Japan Credit Bureau

13

The Room: Layout and Space Guide

20 20 20 30 40 40 50 50 60 70 80 90 100 100 110 120 130 140 150 150 160 170 180 190 200 200 210 220 230 240 350 260 280 300 310 330 350 380 400 430 450 500 530

27 33 38 44 55 61 66 77 88 100 111 122 133 144 155 166 177 188 200 211 222 233 244 255 266 277 288 300 311 322 333 355 377 400 422 444 477 511 544 577 611 677 711

26 32 37 42 53 58 63 74 84 95 105 116 126 137 147 158 168 179 189 200 211 221 232 242 253 263 274 284 295 305 316 337 358 379 400 421 453 484 516 547 579 642 674

Trade Show Exhibits

Hollow Square 10 10 12 14 14 14 16 18 20 24 30 32 36 38 40 42 46 48 50 52 52

Theater

Classroom 9 10 10 11 11 12 13 13 14 15 15 16 16 17 18 18 20 21 22 23 25 26 28 30 32 34 38 40

7 8 8 9 9 10 10 11 11 12 12 13 13 14 14 15 16 17 18 19 20 21 23 24 26 27 30 32

Note: This grid should be used as a guideline only. Exact room capacity will depend on each individual property and considerations such as the actual shape of the room, obstructing columns, stages, audiovisual needs, number of exits and local regulations.

14

Banquet

10' x 10'

12 15 18 21 27 30 33 39 45 51 57 63 69 72 78 84 90 96 102 108 114 120 126 129 135 141 147 153 159 165 171 183 192 204 216 228 246 261 279 297 312 348 363

8' x 10'

15 21 24 27 33 36 39 48 54 60 69 75 81 90 96 102 108 117 123 129 138 144 150 159 165 171 177 186 192 198 207 219 234 246 261 276 297 315 336 357 378 420 441

Reception

Class Room Straight 30" Tables

72" Round 10 pers.

Theater

Banquet 16 24 24 32 40 40 48 56 64 72 80 88 96 104 112 120 128 136 144 152 160 168 176 184 200 208 216 224 232 240 248 264 280 296 312 328 352 376 408 432 456 504 528

18" Tables

250 300 350 400 500 550 600 700 800 900 1000 1100 1200 1300 1400 1500 1600 1700 1800 1900 2000 2100 2200 2300 2400 2500 2600 2700 2800 2900 3000 3200 3400 3600 3800 4000 4300 4600 4900 5200 5500 6100 6400

60" Round 8 pers.

square feet

Room Size

Know the number of delegates but not sure how much space you’ll need?

Use this grid to help you figure it out!

Hollow Square

Trade Show

From over 44,000 square feet down to 250

Westmark Fairbanks Hotel & Conference Center

Meeting Facilities Grid square feet, Fairbanks has venues of all shapes and sizes to accommodate your meeting needs. Whether planning for a large international convention or a small corporate

Facilities are organized into those with and without on-site lodging and in descending

Alpine Lodge

retreat – come to us with your vision.

order by total square footage of meeting space.

tions Department is just a phone call away.

Meeting Facilities with Lodging 7 Gables Inn & Suites, 18 Alpine Lodge, 17 A Taste of Alaska Lodge, 18 Chena Hot Springs Resort, 17 Fairbanks Princess Riverside Lodge, 16 Fairbanks SpringHill Suites by Marriott, 18 Motel Nord Haven, 18 Pike’s Waterfront Lodge, 17 Regency Fairbanks Hotel, 17 River’s Edge Resort, 16 Sophie Station Hotel, 18 Wedgewood Resort, 16 Westmark Fairbanks Hotel & Conference Center, 16

Patricia Fischer/UA Museum of the North

Need suggestions? The Meetings & Conven-

Birch Hill Cross Country Ski Center, 19 Carlson Center, 19 Pioneer Park, 19 University of Alaska Museum of the North, 19 Morris Thompson Cultural & Visitors Center, 19

Pike’s Waterfront Lodge

Meeting Facilities without Lodging

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Meeting facilities with lodging

t. .F Sq

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Westmark Fairbanks Hotel & Conference Center • see page 8 813 Noble St, Fairbanks, AK 99701 (907) 459-7706, Fax: (907) 459-7736 Toll Free: 1-800-544-0970 Central Reservations Toll Free: 1-800-764-0016 Group Sales smccool@hollandamerica.com, www.westmarkhotels.com Dates of Operation: Year-Round Accessible: 24 Rooms Total Guest Rooms 400 The most meeting space at any Fairbanks hotel. Catering services with multi-functional space and professional staff. Wi-Fi available in all meeting space. A/V equipment rental.

Gold Room, full Gold Room, 2/3 Northern Latitudes* Tanana Trade Center* Gold Room, 1/3 Yukon Minto Rampart Harper Board Room Chena #108 #110 #112

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Total square feet 16,698 5400 3600 3300 1884 1800 1760 1536 828 721 480 263 263 263

60x90 60x60 54x58 46x41 30x60 32x65 32x48 23x36 30x24 20x24 14x19 14x19 14x19

550 300 120 100 100 50 40 15 15 15

400 250 220 100 80 80 40 30 -

250 175 80 60 60 30 18 18 12 12 12

450 300 150 150 100 100 50 40 25 25 25

*Available October-April

Wedgewood Resort • see page 11 212 Wedgewood Dr, Fairbanks, AK 99701 (907) 452-1442, Fax: (907) 451-8184 Toll Free: 800-528-4916 www.fountainheadhotels.com Dates of Operation: Year-Round Accessible: 4 Rooms Total Guest Rooms: 458 Beautiful conference facilities featuring elegantly furnished and professionally designed meeting and banquet rooms. Ideal for meetings, seminars, conferences, banquets and receptions. Accommodating groups up to 225.

Total square feet 12,470 Borealis Ballroom Gazebo Court Gardenside Room The Boardroom Antique Automobile Museum

2726 1900 1400 684

58x47 34x56 38x37 36x19

225 140 50

225 100

5760

96x60

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Fairbanks Princess Riverside Lodge • see page 6 4477 Pikes Landing Rd, Fairbanks, AK 99709 (907) 455-4477, Fax: (907) 455-4476 Toll Free: 800-426-0500 hrenfrew@princesstours.com, www.princesslodges.com Dates of Operation: Year-Round Accessible: 13 Rooms Total Guest Rooms: 325 The Fairbanks Princess Riverside Lodge has approximately 9,200 square feet of meeting space and is conveniently located near downtown and the airport, making it perfect for your next meeting.

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225 150 80 75

-

-

300

Total square feet 9,144 The Edgewater Jade Copper Marble The Boardroom

4800 2200 1249 527 368

80x60 50x44 29x42 31x17 16x23

River’s Edge Resort • see page 10 4200 Boat St, Fairbanks, AK 99709 (907) 474-0286, Fax: (907) 474-3665 Toll Free: 800-770-3343 info@riversedge.net, www.riversedge.net Dates of Operation: May-September or by event Accessible: 3 Rooms Total Guest Rooms: 94 Over 6,000 square feet of meeting space available for groups up to 200 people. Full food, beverage and catering service available.

40

140 60 35

370 185 100 40 25

360 160 100 30 20

220 100 50 22 18

400 200 125 55 20

Total square feet 8,016 Miner’s Hall Dining Room (winter) Courtyard (summer) Miner’s Hall North Miner’s Hall South Prospector Room Gold Nugget Room Gold Pan Room

1995 1500 1400 980 980 484 357 320

57x35 50x30 20x70 28x35 28x35 22x22 21x17 20x16

220 110 150 110 110 50 24 24

160 80 100 80 80 40 16 16

140 70 70 70 30 20 20

160 110 150 105 105 30 30 30

Meeting facilities with lodging t. .F Sq

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Pike’s Waterfront Lodge • see page 7 1850 Hoselton Rd, Fairbanks, AK 99709 (907) 456-4500, Fax: (907) 456-4515 Toll Free: 1-877-774-2400 info@pikeslodge.com, www.pikeslodge.com Dates of Operation: Year-Round Accessible: 9 Rooms Total Guest Rooms: 182 Offering the beautiful Binkley Rooms I and II overlooking the Chena River, the Alyeska Board Room for small gatherings, and the Copper Room off the balcony that overlooks the lobby.

Binkley Room Copper Room Alyeska Board Room Greenhouse

2800 1210 546 2400

80x35 60x21 21x26 80x30

Arctic Room Chena Room Above Combined Activity Center Aurora Room Aurorium Dance Floor

1260 1058 2318 2100 441 500 400

30x42 23x46 30x88 70x30 21x21 25x20 20x20

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180 60 40

200 60 20 40

180 40 20 40

450 80 30 60

100 50 150 125 25 -

128 40 160 140 20 -

64 40 100 90 16 -

150 75 200 200 35 30 -

Total square feet 5,148 Glacier Room Yukon Quest Room Room 302 Room 324 Poker Lounge (inside Main Lobby)

2800 1305 437 437 169

50x60 45x29 23x19 23x19 13x13

Regency Fairbanks Hotel • see page 9 95 10th Ave, Fairbanks, AK 99701 (907) 459-2700, Fax: (907) 459-2720 Catering Office: (907) 459-2711 Toll Free: 800-348-1340 info@regencyfairbankshotel.com, www.regencyfairbankshotel.com Catering & Sales Coordinator: sarak@regencyfairbankshotel.com Dates of Operation: Year-Round Accessible: 2 Rooms Total Guest Rooms: 128 Centrally located, the Regency Fairbanks Hotel has meeting space for 2 to 100.

With full catering services, business center, exercise room and 128 wellappointed guest rooms, we are the perfect place for your meeting, conference or party.

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Total square feet 5,759

Alpine Lodge • see page 11 4920 Dale Rd, Fairbanks, AK 99709 (907) 328-6300, Fax: (907) 328-0914 Toll Free: 800-455-8851 reservations@akalpinelodge.com, www.akalpinelodge.com Dates of Operation: Year-Round Accessible: 9 Rooms Total Guest Rooms: 115 Fairbanks’ newest luxury hotel offers the best in Alaskan hospitality.

Closest to airport. Free airport and AKRR shuttle. Free wireless, local phone calls, non-smoking, restaurant & lounge. Eco-friendly.

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Total square feet 6,956

Chena Hot Springs Resort • see page 9 PO Box 58740, Fairbanks, AK 99711 56.5 Mile Chena Hot Springs Rd, Fairbanks (907) 451-8104, Fax: (907) 451-8151 reservations@chenahotsprings.com, www.chenahotsprings.com Dates of Operation: Year-Round Accessible: 2 Rooms Total Guest Rooms: 80 Meetings go beyond the walls at CHSR. The entire resort facilities are your retreat during meals, presentations or lounging in the pools. Relaxation adds to success.

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311 144 44 44 20

192 90 27 27 -

250 104 -

284 137 42 42 -

Total square feet 4,207 Ambassador Embassy Board Room 47 & 49* Cove Dining Room

1178 750 264 2015

19x68 25x30 12x12 65x31

110 50 20 -

72 40 12 110

48 24 12 -

150 50 20 -

*September -May

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Meeting facilities with lodging

t. .F Sq

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Sophie Station Hotel • see page 10 1717 University Ave, Fairbanks, AK 99709 (907) 479-3650, Fax: (907) 479-7951 Toll Free: 800-528-4916 www.fountainheadhotels.com Dates of Operation: Year-Round Accessible: 4 Rooms Total Guest Rooms: 148 Intimate meeting facilities perfect for groups of up to 25. The newest meeting room – the Express Room – can comfortably accommodate up to 45 people.

Express Room Zach’s Boardroom

1500 500

54x36 34x17

Room 3 Room 1 Room 2

1050 465 465

32x36 19x24 19x24

Meeting Rooms A&B Board Room

575 253

25x23 23x11

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30

45 24

24

30

116 50 50

80 32 32

60 24 24

111 47 47

45 -

30 -

30 12

58 -

Total square feet 720 Fireside Room

720

30x24

Motel Nord Haven PO Box 458, Healy, AK 99743 Mile 249.5 Parks Hwy, Healy (907) 683-4500, Fax: (907) 683-4503 Toll Free: 800-683-4501 info@motelnordhaven.com, www.motelhordhaven.com Dates of Operation: Year-Round Accessible: 2 Rooms Total Guest Rooms: 28 Private retreat for fall, winter and spring meetings. Fireplace, deck, catering, friendly ambiance. Near Denali National Park in Healy. Available September 20-May 20.

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Total square feet 828

7 Gables Inn & Suites PO Box 80488, Fairbanks, AK 99708 4312 Birch Lane, Fairbanks (907) 479-0751, Fax: (907) 479-2229 Toll Free: 800-478-7829 gables7@alaska.net, www.7gablesinn.com Dates of Operation: Year-Round Accessible: No Total Guest Rooms: 30 Perfect for small groups/retreats; cathedral ceiling, a striking granite fireplace, couches, with full adjoining kitchen area. Near UAF. Negotiable complimentary space with reserved rooms!

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Total square feet 1,980

Fairbanks SpringHill Suites by Marriott • see page 11 575 1st Ave, Fairbanks, AK 99701 (907) 451-6552, Fax: (907) 451-6553 Toll Free: 877-729-0197 www.springhillsuites.com Dates of Operation: Year-Round Accessible: 10 Rooms Total Guest Rooms: 140 The Fairbanks SpringHill Suites offers meeting rooms for small groups. The rooms accommodate up to 45 people and the Board Room holds up to 12.

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Total square feet 2,000

A Taste of Alaska Lodge 551 Eberhardt Rd, Fairbanks, AK 99712 Mile 5.3 Chena Hot Springs Rd, Fairbanks (907) 488-7855, Fax: (907) 488-3772 tasteak@mosquitonet.com, www.atasteofalaska.com Dates of Operation: Year-Round Accessible: 1 Room Total Guest Rooms: 10 The award-winning A Taste of Alaska Lodge is situated on 280 acres of southfacing, panoramic view property. Exceptionally private meeting destination with full amenities.

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30

30

40

Total square feet 670 Taiga Room

670

26x26

50

40

25

50

Meeting facilities without lodging t. .F Sq

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Carlson Center • see page 13 2010 Second Ave, Fairbanks, AK 99701 (907) 451-7800, Fax: (907) 451-1195 dwelborn@co.fairbanks.ak.us, www.carlson-center.com Dates of Operation: Year-Round Accessible: Yes Over 8,000 square feet of meeting space available to meet all your needs. Full-service catering available upon request.

Arena Floor 35000 140x232 1800 North Star & Pioneer 6220 67x91 350 Pioneer 3850 64x67 225 Prow 3000 63x75 120 North Star 2370 27x75 125

Alaska Centennial Center for the Arts Exhibit Hall Upper Level Mezzanine Theatre Blue Room Pioneer Hall Lobby Historic First Presbyterian Church

101 Dunkel Street, Fairbanks, AK 99701 (907) 459-3700, Fax: (907) 459-3834 Thompson.center@tananachiefs.org, www.morristhompsoncenter.org Dates of Operation: Year-Round Accessible: Yes On the riverfront in downtown Fairbanks, this visitor information and cultural center offers a variety of meeting spaces, 100 seat hi-definition theatre, and exhibits celebrating Interior Alaska.

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1380 280 160 140 100

1000 260 180 100 80

2500 400 250 180 150

6216 56x111 2467 2220 20x111 2193 899 29x31

425 250 384 75

400 250 50

250 100 50

425 125 300 75

1170

37x31

100

60

60

100

647

27x24

75

-

-

-

Total square feet 8,400 Main Lobby Theatre Classroom Conference Room

5000 130x24 1900 53x37 900 30x29 600 20x29

University of Alaska Museum of the North • see page 13

100 60 -

100 25 20

40 30

200 -

Total square feet 4,994 Entire Museum 21000 Main Lobby 2300 Auditorium 1900 Classroom 794

36x55 28x28

Birch Hill Cross-Country Ski Area • see page 12 see contact information on page 12 The Assembly Room overlooks the ski trail stadium, making this internationally acclaimed facility ideal for your next meeting or function.

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Total square feet 15,812

Morris Thompson Cultural & Visitors Center

PO Box 756960, Fairbanks, AK 99775 907 Yukon Dr, Fairbanks (907) 474-7505, Fax: (907) 474-5469 museum@uaf.edu, www.uaf.edu/museum Dates of Operation: Year-Round Accessible: Yes Make your Fairbanks visit something to remember with signature architecture, award-winning exhibits and breathtaking views.

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Total square feet 44,220

Pioneer Park • see page 12 PO Box 72167, Fairbanks, AK 99707 2300 Airport Way, Fairbanks (907) 459-1087, Fax: (907) 459-1199 pioneerpark@co.fairbanks.ak.us, www.co.fairbanks.ak.us/ ParksandRecreation/PioneerPark Dates of Operation: Year-Round Accessible: Yes Pioneer Park, one of Alaska’s premier parks, offers many beautiful options for your meeting needs, making it an ideal venue for your meeting or function.

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100 140 50

100 -

140 30

800 200 150 -

Total square feet 1,947 Assembly Room

1947

39x48

125

125

100

200

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Getting Here This farthest north major U.S. meeting destination is surprisingly easy to reach. Domestic and interFairbanks International Airport

national flights connect Fairbanks to the world. The newly expanded Fairbanks International Airport is a modern, up-to-date and friendly portal to our community.

Meeting planners have found that they can add an exciting new dimension to their meetings by Alaska Railroad

scheduling their own railroad cars on the Alaska Railroad from Anchorage to Fairbanks, using the time for activities, lectures and informal one-onone connections.

No matter how you get here, the authentic Alaskan hospitality you will find sets Fairbanks miles in front of its competition.

Time Zone The State of Alaska is located in the Alaska Standard Time Zone (AST), four hours behind Eastern Standard Time, and observes daylight savings time.

Flight times between Fairbanks and: Anchorage Juneau Barrow Prudhoe Bay Nome Dawson City Whitehorse Vancouver Seattle Portland San Francisco Los Angeles San Diego Phoenix Las Vegas

50 min.

3 hr. 15 min 1 hr. 30 min 2 hr.

2 hr.

2 hr. 15 min.

3 hr. 45 min.

6 hr. 50 min.* 3 hr. 30 min.

6 hr.* 7 hr.* 7 hr. 45 min.* 7hr. 45 min.* 7 hr.* 7 hr. 10 min.*

*Includes connections.

Approximate flight times. May vary in accordance with revisions in airline schedules.

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Fairbanks means serious fun! While in the

Denali Outdoor Center

Activities Interior, tee-off on the northernmost golf fly fishing rivers known to man, or take to the skies for flightseeing by balloon around town, by plane around Denali. For a more leisurely pace, relax on the decks of an authentic sternwheeler or browse through gift shops filled with great gift ideas. Whether you

Gary Schultz/Chena Hot Springs/Chandalar River Outfitters

courses in the U.S., fish in some of the best

ski, mush, snowmobile, canoe or simply sit back and enjoy a river cruise–the activities of the Interior are limited only by your

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Dining Hot Spots

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Special Venues

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March Madness Northern Style

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Shopping

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Entertainment

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Getting Here and Getting Around

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Planning a Military Reunion?

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Contact Information

28 Jade Frank/FCVB

Adventure

Angie Cerny/FCVB

imagination.

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Fairbanks is so hot, IT’S COOL! You can drive a dog sled . . . strike gold . . . cross the Arctic Circle or land on a glacier! You can see the sun shining on a baseball game at midnight, soak outdoors in a hot tub at 20 degrees below zero. You can do things you never thought you would or could! They say Fairbanks can change you – come see how.

Celebrate!

Fairbanks is a city that invites you to step outside the box, really outside! We celebrate the outdoors in all seasons because we find that each season extends its own special invitation. We celebrate the annual bird migration, spring and fall, at Creamer’s Field Migratory Waterfowl Refuge.

We celebrate the Summer Solstice with a baseball game played at midnight – without lights! We celebrate winter turning to spring with the World Ice Art Championships and we celebrate for sheer joy on the frozen Chena River when we welcome the Yukon Quest International Sled Dog Race teams.

Adventure Bragging rights come with crossing the Arctic Circle. Alaskan Arctic Turtle Tours offers custom excursions to the Far North that include crossing the Arctic Circle while traveling to the very end of the Dalton Highway. You’ll see the immense and truly inspiring Arctic National Wildlife Refuge, and then on to the oilfields of Prudhoe Bay. One of their most popular winter tours is “The Winter Wonderland Arctic Circle Aurora Borealis Tour!” This tour is scheduled to coincide with the best aurora viewing. Visitors can see the aurora in the pre-morning darkness while heading north and then again after darkness falls on the way back to Fairbanks. Seeing the aurora dance across the sky is a never-to-be-forgotten experience.

To travel back into the Alaska bush, try touring with Denali ATV Adventures on your own ATV! The company offers four different rides, including a tour of the Stampede Road, made famous by the book and movie Into the Wild. Riders of all ages will enjoy the backcountry experience. The company also supplies two-passenger ATVs designed to accommodate couples or parents with children. Head sets in all the helmets allow riders to hear their guide’s description of the flora,

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fauna, history and lore of Alaska’s backcountry. Tours run from 2 ½ hours up to a 4-hour adventure. Different tours are geared towards riders of differing skills and experience.

Having Denali National Park and Preserve in such close proximity to Fairbanks is part of the lure of the Interior. A two-hour drive down the Parks Highway will put you at the foothills of North America’s tallest peak – a perfect gateway for adventure.

From mild to wild, there are a dozen ways to experience the six-million-acre park. Whether back-country hiking, driving into the Park, flightseeing around the mountain or rafting down the Nenana River, you will be awestruck by the unsurpassed beauty of Denali. Don’t forget to explore the option offered by the Alaska Railroad – to see this vast wilderness from a comfortable railroad car. Winter or summer it’s an unforgettable trip. Some meeting planners have used the relaxing time aboard the train to kick off their events – the chance for participants to see the country while meeting informally in a relaxed setting – did we mention magnificent?

In the summer Denali Raft Adventures can host you on Interior Alaska’s most exciting whitewater raft trip. Established in 1974 as the Denali region’s first rafting company, you can choose between a two-hour adventure or an all-day trip that runs the gamut from white water to mild water. No matter which one you choose, you will find a knowledgeable guide, all the gear you need including dry suits, free transportation to and from all local lodging and state-of-the-art 18-foot whitewater rafts. All you have to bring is warm clothing, preferably fleece or wool, and a sense of adventure. You can even charter a trip to suit your own schedule for groups over 12.

Northern Alaska Tour Company pioneered touring on Alaska’s Dalton Highway – the highway famous for the only bridge crossing the Yukon River and the link to the

North Slope oil fields. Available year-round, both the one-day and multi-day excursions allow the traveler to experience this region in a comprehensive yet cost effective way. The company also offers Far North Tours, including one-day or overnight adventures to the Yukon River, Arctic Circle, Barrow, Nome and the Arctic Ocean. During the winter, you can take advantage of their aurora and dogsled tours or thrill at the excitement of flightseeing around the awe-inspiring 20,320-foot Mount McKinley, North America’s tallest mountain.

Fairbanks is known as the dog mushing capital of the world. From long-distance racers to sprint mushers, Alaska’s Interior is home to winners of the Yukon Quest International Sled Dog Race, the Iditarod, and the Open North American Championship Sled Dog Race.

Fairbanks is proud of its sled dog heritage, and the community provides ample opportunity for others to share in it!

At PAWS for Adventure you are invited to become a part of the special bond that builds between musher and dog team. You can ride along in the “basket” as an experienced musher takes you on a halfhour tour or you can enroll in mushing school to learn how to drive your own team of sled dogs. By the time you are ready to return home, you may well agree that the dogsled is a great way to commute.

Take the next step as you and your team take part in an extraordinary experience. Make team-building, Alaskastyle, part of your agenda. Come together to care for the dogs, cross the miles, set up camp, and relive the day’s adventures while you earn a mushing school certificate and a greater understanding and respect—for the country and for one another.

Stroll through the seventy-six-acre Wedgewood Wildlife Sanctuary.

Along its trails with accompanying habitat information, you may catch a glimpse of some of Interior Alaska’s wildlife, perhaps a cow moose with twin calves, perhaps the spectacular fall migration of the sandhill cranes.

Dining Hot Spots Visitors are often pleasantly surprised by the many dining options in Fairbanks and tantalized by the distinct dining settings. For a peek at just a few, read on.

Fairbanks boasts warm summer days and nights and numerous outdoor decks and patios on which to enjoy them!

Locals and visitors alike flock to The Alaska Salmon Bake in Pioneer Park to experience the warmth of Fairbanks’ summer sun while feasting on Alaska salmon, halibut, and prime rib grilled to perfection. The fish is flown in from Alaska’s icy waters, and cooked before your eyes on a 15-foot wood-fire pit.

After dinner, you can wander among authentic pieces of mining equipment and wonder at the will and ingenuity of the miners.

If you’re looking for an award-winning restaurant and bistro look no further than Lavelle’s Bistro. It offers fine dining and excellent service. Located in the heart of downtown Fairbanks, the bistro is named after the Lavelle Young, the steamship that helped establish the trading post in 1903 that became Fairbanks. The open kitchen allows you to see what’s really hot!

A stand-alone 3,000-bottle wine cellar is a major attraction for wine connoisseurs and has earned the restaurant an award from Wine Spectator Magazine and praise from New York Times restaurant critic Frank Bruni. Like in many Fairbanks eateries, summer finds tables and umbrellas set up outside for diners to enjoy the long sunny evenings.

The Pump House Restaurant and Saloon offers fine dining in a setting steeped in Alaska’s gold rush past on the banks of the Chena River. Whether you plan a party or a jazz event at this National Historic Site and Distinguished Restaurant of North America, you will step back into the gold rush as you savor delicately prepared items. The service is “Alaska Style,” which means combining the freshest products with our culinary heritage. The Senator’s Saloon features “The World’s Most Northern Oyster Bar.” The Pump House is a great experience for visitors and locals who enjoy fine

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dining amid antiques, big game trophy animals and period photographs.

The Regency Cove Restaurant and Lounge is a cozy, quiet spot specializing in steaks and seafood. The Regency prides itself on offering slowroasted prime rib and the only live-lobster tank in Alaska’s Interior. Surf and turf options abound and service by the warm and friendly staff will ensure that visitors enjoy their stay. If you’re looking for a simpler meal, the restaurant offers a 14-foot salad bar and homemade soup and bread every day. You will also find overnight accommodations and car rentals.

Fairbanks has gained a reputation for fresh and creatively prepared foods. Now the Silver Gulch Brewery and Bottling Company has made the active mining community of Fox, just ten miles from the center of downtown, famous for great beer. The motto here is “Fairbanks: unusual people, unusually good beer.”

Silver Gulch is America’s northernmost brewery. Groups large and small are welcome and cared for as carefully as the brew master cares for his hand-crafted ales. The 12,000-sq-ft facility offers separate meeting rooms for events for 30 to 120 people, while the upstairs can handle up to 300 people in a multi-room experience. Add a brewery tour with Fairbanks-born brew master Glenn Brady and your visit will be complete.

Special Venues Looking for places to meet that offer the warmth and history of the Interior?

In town, the elegant Alaska Heritage House, located within walking distance of shops, businesses, museums, and many restaurants in downtown Fairbanks, is not only a bed and breakfast, but is available for special occasions as well. Its central location makes it especially suitable for the business traveler. Rich with history, this 1916 National Historic Register high-society house is, as its owner says, “the ideal place for celebrating life.” To-

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day it is restored with extraordinary attention to detail including wallpaper and furnishings circa 1916. The 1875 dining room is perfect for a small meeting.

At Chena Hot Springs Resort, the hardest part of your visit will be making choices about how to spend your time; the dog sled ride or the hot tub, the ATV tour or the guided horseback ride? You can visit the Aurora Ice Museum yearround and enjoy a martini served in a glass made of ice before relaxing with a therapeutic massage.

After dinner, end the evening with outstanding aurora viewing. At the top of the ridge above the Resort, you’ll have unobstructed views of the northern lights. Don’t forget the natural mineral hot springs – they were favorites with miners over one hundred years ago and are just as great today.

One place where you can experience first hand the gold mining legacy of Fairbanks is at Gold Dredge No. 8. Active until 1959, today Gold Dredge No. 8 serves as a testament to the hard-working miners who built Fairbanks.

This artifact of Alaska’s gold mining past, now the centerpiece of a National Historic District, offers visitors the chance to experience the thrill of prospecting.

Begin with a guided tour through the Dredge then stop at the Mess Hall for a hearty miner’s meal. End your day by striking it rich yourself when you pan for gold! No one goes home empty handed. The folks at the Dredge are happy to host group events – day or night – and can accommodate groups of up to 240 people for meetings or receptions.

In a town founded along a riverbank, no visit is complete without a ride on a period sternwheeler. Greatland River Tours’ sternwheeler, The Tanana Chief, offers authentic sternwheeler adventures. Sightsee while you enjoy a prime rib and halibut dinner and learn about the proud history of these ships. You’ll see the Fairbanks you can’t see from the road.

The Tanana Chief is available from mid-May through mid-September, but their fine cooking is available throughout the year.

While it’s true that it was sternwheelers that conquered the Interior, the automobile was not far behind. The Fountainhead Antique Automobile Museum, opening in spring 2009, features a large collection of early automobiles (1899 through WWII). Behind the automobiles is an extensive exhibit of photographs and interpretive displays about the history of vehicle use in the Fairbanks area. The collection is a perfect location for a fun reception among the fascinating exhibits!

to the sublime, they decorate streets throughout the community. North America’s best examples of ice sculpture can be seen in March at the Ice Park during the World Ice Art Championships. Ice sculptors from around the world compete for top honors in this northern competition. The Kids Park draws thousands of children who slide, skate, and play on, and in, the icy attractions.

Enjoy the rustic charm of Mt. Aurora Fairbanks Creek Lodge set at the top of Cleary Summit, twenty miles north of Fairbanks. There you can experience the history and adventure of Interior Alaska in an original bunkhouse used by the Fairbanks Exploration Company. Now renovated with all the modern conveniences, you can enjoy a single-night stay or a week-long retreat. With a 270-degree view you can watch extraordinary aurora borealis displays from the Bunkhouse, or experience 360-degree views at adjacent Mt. Aurora Skiland, one of North America’s premier aurora watching locations. You can also enjoy downhill skiing and great dining. Summer activities include hiking, blueberry picking and canoeing the nearby rivers.

From its inception, The Artworks has been the place to find contemporary and traditional Alaska fine art and crafts. Choose from among a wide range of media – painting, prints, pottery, wearable art, jewelry, sculpture, fiber work, and baskets – that will remind you of your time in Fairbanks. If your event has special awards or gifts to be presented, the Artworks can help you with custom matting and framing to enhance any presentation.

March Madness Northern Style!

Across this great state the end of winter and beginning of spring have always been a time to celebrate. Long before miners gathered up their gold dust and headed to town, Alaska Native people returned from traplines and winter camps to welcome one another and the spring. It is no different today. March is a time of celebration in Fairbanks! It encompasses the Festival of Native Arts and the World Eskimo–Indian Olympics, the North American Basketball Tournament at the University of Alaska Fairbanks, the Open North American Championship Sled Dog Race, or the Sonot Khaazoot marathon 20k and 50k freestyle, mass-start cross-country ski race along a frozen river!

During the winter, ice sculptures add a magical decorative detail to the winter cityscape. From the straightforward

Shopping

Glass art has reached a high level of expertise at Expressions in Glass, where you can view works of glass art or create your own.

Take a group lesson in the art of stained glass, or create your own sun-catcher, night light, or necklace. A mini-class can be as short as a one-hour event. No experience needed! If you don’t have the time to take a class, then do take the time to peruse the magnificent hand-blown glass creations by local artists.

You’ve come this far, maybe even waited all your life! Can you really go home without going to North Pole? Invoke memories of Alaska, of childhood, and of starry nights spent looking for reindeer. Boys and girls of all ages will love hot cocoa, a pair of cozy pajamas or a personal letter signed by Santa Claus from Santa’s Letters and Gifts. Spread the feeling of Christmas year-round to those you love by choosing among a variety of gifts or gift packs.

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Entertainment Enjoy the Palace Theatre’s Golden Heart Review – a musical review celebrating the founding of Fairbanks. You can even book your own private or group showing!

What do you get when you mix a few nuggets with some choice gems, “insightful observations” and a banjo? Local entertainer Bob Miller says you get “edutainment.” Miller’s one-man show, Moose Nuggets and Other Alaskan Gems, will provide that edu-tainment for groups from 20 to 400. Remembering how he felt in his first few days in Fairbanks – overwhelmed by the beauty and all the “nuggets” of information and activity around him – today he attempts to transfer that feeling to his audience in the Moose Nuggets show.

Getting Here and Getting Around Options for reaching Alaska’s great Interior are abundant and can be customized for your group.

Domestic and international flights connect Fairbanks with the wide world. There are a number of airlines serving Alaska’s second largest city with many options for daily jet service including Alaska Airlines, with more flights to, from and within the state of Alaska than any other airline.

The Alaska Railroad offers visitors and residents alike a travel option for visiting Denali and beyond. The last whistle-stop railroad in the United States travels between Fairbanks and Anchorage daily during the summer months and weekly in the winter. See the unimaginable wilderness while you travel in comfort on the train between the cities, taking time out in Denali National Park and Preserve.

The best of both worlds is available to you by combining a ride on the Alaska Railroad with a flight between

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Fairbanks and Anchorage. Take in the sights as you travel in style aboard a comfortable rail car then fly back to your originating location in 45 easy minutes! Consider holding the first day of your conference on board a private rail car!

Transporting people within Fairbanks is easy when you work with Alaska/Yukon Trails. They are not only expert at transporting people throughout the area, they also offer small group tours of Fairbanks attractions, including trips to the University of Alaska Museum of the North, the trans-Alaska oil pipeline, the Santa Claus House, and to the home of dog-mushing legend Mary Shields, the first woman to run the Iditarod Sled Dog Race. Their motto is: “So dependable Alaskans depend on us summer and winter.” That’s saying a lot!

Like most cities, Fairbanks has a full complement of national car rental agencies whose names you will recognize. One among them is Budget Rent a Car with locations at the Fairbanks International Airport as well as downtown. They offer a variety of vehicles, from compacts to 4x4s, pick-up trucks to minivans, and have train and local area pick-up. They also offer daily, weekly and monthly rates.

The addition of ERA Aviation to the Fairbanks market has added daily connections to more in-state communities, including Bethel, Cordova, Kodiak, Valdez, Homer and Kenai. They also offer a number of convenient daily direct flights between Anchorage and Fairbanks. They work with meeting and event planners to offer the best possible rates to facilitate in-state meetings.

Numerous smaller commuter airlines are available to take you to Interior Alaska Native communities and other Alaska destinations throughout the region.

Whether your group is large or small, if you need to transport them around the state or around the city, contact Holland America Tours/Gray Line of Alaska. They offer year-round charter and transportation solutions for meetings and special events. Motor coach charters include restroom- and video-equipped 47-55

passenger coaches. The length of charters can range from a short transfer to a complete 20-day Alaska tour. They are true to their word: “We handle the details of your Alaska vacation so you can independently experience an aweinspiring adventure which is the promise of Alaska travel.”

Sprinters, one van and four luggage trucks! The Alaska Explorer Escorted Land Tour features Fairbanks, Denali National Park and Preserve and Anchorage. They customize tours for groups over 20.

On a local level, the Regency Hotel Car Rentals also offers the convenience of renting directly from its downtown hotel location.

The cars feature remote starting mechanisms known as “auto starts.” These relatively recent additions to the arsenal of northern drivers allows for starting a car from inside a building! With a push of a button your car starts and is warmed up by the time you get to it!

Check out Premier Alaska Tours, an experienced Alaskan tour operator specializing in real Alaska tour experience. This 100% Alaska-owned company is delighted to move into the Fairbanks transportation market with the recent purchase of Alaska Goldline Express. This brings their transportation inventory to over 40 full-size motorcoaches, three

Planning a Military Reunion?

Eielson Air Force Base

From a small cold-weather test station to one of the Army’s largest training areas, Fort Wainwright has come a long way. The Post, known as Ladd Field, was dedicated as Fort Wainwright Army Post.

Since then Fort Wainwright has been home to several units. In 1967, Fort Wainwright soldiers aided the community with manpower and equipment to help evacuate their civilian neighbors during the Chena River flood.

Eielson Air Force Base is located about 25 miles southeast of Fairbanks and encompasses 62,000 square miles.

Eielson AFB is home to the 354th Fighter Wing with over 3,000 military members. The base is under the command of the Pacific Air Forces.

In 1996, Fort Wainwright was honored with the Green Star Award for environmental stewardship in the Fairbanks area.

Today, Fort Wainwright is home to over 4,600 soldiers and 6,100 family members. The post encompasses 944,000 acres, 878,000 of which are training acres.

Fort Wainwright is the home of the 1st Stryker Brigade Combat Team, 25th Infantry Division and the Aviation Task Force 49.

United States Army

Ft. Wainwright Army Post

U.S. Air Force Photo/Airman 1st Class Jonathan Snyder

For many, returning to Alaska includes returning to a place where they served their country, whether in the Air Force or the Army. Fairbanks proudly welcomes all those who come to the Interior–whether to serve or reminisce. Contact the FCVB Meetings & Conventions Services Coordinator at (907) 457-3282 ext. 3768 to plan your reunion.

The Wing has had a long and distinguished history since its creation in 1942. Eielson units have seen action in World War II, Vietnam and the Persian Gulf. Since its early days, Eielson has also been home to weather reconnaissance aircraft, tactical units from Alaskan Air Command and aerial tankers.

Today, the 354th Fighter Wing supports operations, maintenance, mission support and medical functions of the Pacific and is host to 10 tenant units, to include Alaska’s Air National Guard 168th Air Refueling Wing.

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Updated Activities Contact Information Alaska Airlines (pg 26)

ERA Aviation (pg 26)

Palace Theatre’s Golden Heart Review (pg 26)

4750 Old International Rd, Anchorage, AK 99502 Toll Free: 800-252-7522 www.alaskaair.com

6160 Carl Brady Drive, Anchorage, AK 99502 (907) 248-4422, Fax: (907) 266-8391 Toll Free: 800-866-8394 www.flyera.com

3175 College Rd, Fairbanks, AK 99709 (907) 456-5960, Fax: (907) 456-6997 Toll Free: 800-354-7274 akvisit@gci.net, www.akvisit.com

Expressions in Glass (pg 25)

PAWS for Adventure (pg 23)

1922 Peger Rd, Suite A, Fairbanks, AK 99709 (907) 474-3923, Fax: (907) 474-3925 info@expressionsinglass.net www.expressionsinglass.net

PO Box 10116, Fairbanks, AK 99710 (907) 378-3630 info@pawsforadventure.com www.pawsforadventure.com

The Fountainhead Antique Automobile Collection (pg 25)

Premier Alaska Tours (pg 27)

Alaska Heritage House (pg 24) 410 Cowles St., Fairbanks, AK 99701 (907) 456-4100, Fax: (907) 456-4101 alaskaheritagehouse@mac.com www.alaskaheritagehouse.com

Alaska Railroad (pg 26) 1745 Johansen Expwy, Fairbanks, AK 99701 (907) 265-2494, Fax: (907) 265-2323 Toll Free: 800-544-0552 reservations@akrr.com, www.AlaskaRailroad.com

The Alaska Salmon Bake (pg 23) 3175 College Rd #1, Fairbanks, AK 99709 (907) 452-7274, Fax: (907) 456-6997 Toll Free: 800-354-7274 akvisit@gci.net, www.akvisit.com

Alaska/Yukon Trails (pg 26) PO Box 84608, Fairbanks, AK 99708 (907) 456-5134, Fax: (907) 456-5135 Toll Free: 800-770-7275 AlaskaShuttle@yahoo.com, www.alaskashuttle.com

Alaskan Arctic Turtle Tours (pg 22) PO Box 60866, Fairbanks, AK 99706 (907) 457-1798, Fax: (907) 456-1798 Toll Free: 800-208-0200 wildalaska@alaska.net, www.wildalaska.info

The Artworks (pg 25) 3677 College Rd, Suite 3, Fairbanks, AK 99709 (907) 479-2563 theartworks@acsalaska.net

Budget Rent A Car (pg 26) 6450 Airport Way, Ste. 6, Fairbanks, AK 99709 (907) 474-0855, Fax: (907) 474-8383 Toll Free: 800-474-0855 budgetak@acsalaska.net

Chena Hot Springs Resort (pg 24) PO Box 58740, Fairbanks, AK, 99711 (907) 451-8104, Fax: (907) 451-8151 Toll free: 800-478-4681 reservations@chenahotsprings.com www.chenahotsprings.com

Denali ATV Adventures (pg 22) PO Box 593, Healy, AK 99743 (907) 683-4288, Fax: (907) 683-4289 Info@DenaliATV.com, www.DenaliATV.com

Denali Raft Adventures (pg 22) Drawer 190, Denali Park, AK 99755 (907) 683-2234, Fax: (907) 683-1281 Toll Free: 888-683-2234 info@denaliraft.com, www.denaliraft.com

May 2009

1501 Queens Way, Fairbanks, Alaska 99701 (907) 456-3642, Fax: (907) 451-6376 projects@fdifairbanks.com www.fountainheadhotels.com/auto/autocollection.htm

Gold Dredge No. 8 (pg 24)

1900 Premier Court, Anchorage, AK 99502-1113 (907) 279-0001, Fax: (907) 279-0002 Toll Free: 888-486-8725 Stefanie@tourAlaska.net www.PremierAlaskaTours.com

The Pump House Restaurant and Saloon (pg 23)

1755 Old Steese Hwy N, Fairbanks, AK 99712 (907) 457-6058, Fax: (907) 457-8888 kwilkinson@HollandAmerica.com www.GoldDredgeNo8.com

PO Box 80545, Fairbanks, AK 99708 (907) 479-8452, Fax: (907) 479-8432 mail@pumphouse.com, www.pumphouse.com

Greatland River Tours (pg 24)

95 10th Ave, Fairbanks, AK 99701 (907) 459-2700 Toll Free: 800-478-1320 info@regencyfairbankshotel.com www.regencyfairbankshotel.com

1020 Hoselton Rd, Fairbanks, AK 99709 (907) 452-8687, Fax: (907) 455-8687 Toll Free: 866-452-8687 info@greatlandrivertours.com www.greatlandrivertours.com

Holland America Tours/Gray Line of Alaska (pg 26) 1980 S Cushman St, Fairbanks, AK 99701 (907) 451-6835, Fax: (907) 452-8321 Toll Free: 800-887-7741 abarth@hollandamerica-princess.com www.hollandamerica.com

Lavelle’s Bistro (pg 23) 575 1st Ave, Fairbanks, AK 99701 (907) 450-0555, Fax: (907) 450-0444 info@lavellesbistro.com, www.lavellesbistro.com

Moose Nuggets and Other Alaskan Gems (pg 26) PO Box 70263, Fairbanks, AK 99707 (907) 456-3950

Mt. Aurora Fairbanks Creek Lodge (pg 25) 2320 Fairbanks Creek Rd, Fairbanks, AK 99712 (907) 389-2000, Fax: (907) 389-2002 mt.aurora@att.net, www.mt-aurora.com

Northern Alaska Tour Company (pg 22) PO Box 82991, Fairbanks, AK 99708 (907) 474-8600, Fax: (907) 474-4767 Toll Free: 800-474-1986 adventure@northernalaska.com www.northernalaska.com

Regency Cove Restaurant and Lounge (pg 24)

Regency Hotel Car Rentals (pg 27) 95 10th Ave, Fairbanks, AK 99701 (907) 459-2700 Toll Free: 800-478-1320 info@regencyfairbankshotel.com www.regencyfairbankshotel.com

Santa’s Letters and Gifts (pg 25) PO Box 55762 North Pole, AK 99705 (907) 488-8118, Fax: (907) 488-7304 santaslettersandgifts@alaska.com www.santaslettersandgifts.com

Silver Gulch Brewery and Bottling Company (pg 24) PO Box 82125, Fairbanks, AK 99708 (907) 452-2739 dave.sikorski@silvergulch.com www.silvergulch.com

Wedgewood Wildlife Sanctuary (pg 23) 1501 Queens Way, Fairbanks, Alaska 99701 (907) 458-6112 projects@fdifairbanks.com www.fountainheadhotels.com/wedgewood/ wildlifesanctuary/sanctuary.html

World Ice Art Championships/Ice Alaska (pg 25) P.O. Box 83134, Fairbanks, AK 99708 (907) 451-8250, Fax: (907) 456-1951 www.icealaska.com

UAF University Relations

Planning Tools Whether a seasoned veteran or a first timer, at the FCVB we understand that there are always questions that face the meeting, retreat or event planner. We’ve developed the following pages as a step towards helping you

Pike’s Waterfront Lodge

make your Fairbanks event a truly great experience. Need more information? Call us today.

Meeting Planner Checklist

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General Information Planning Ahead

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Green Meetings

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Fairbanks Map

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Angie Cerny/FCVB

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Jade Frank/FCVB

What to Expect

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Meeting Planner Checklist We’ve put together the following checklist to help you plan a meeting in Fairbanks. The amount of preplanning can vary, and we recommend that you make the Meetings and Conventions Department your first contact point when it comes to any meeting. No matter what size your meeting is, or at what stage you are in the organizational process, the Fairbanks Convention and Visitors Bureau (FCVB) Meetings and Conventions Department is here to help.

q Budget Identify all Income • Registration fees • Revenue on functions • Contributions/Sponsors • Other financing • Exhibit space rental Identify all Expenses • Mailing and postage • Printing, signs & decorations • Supplies • Entertainment & speaker fees • Additional staff • Exhibit & meeting space • Meals, snacks & beverages • VIP Gifts, cordials & turn-downs Establish overall Budget

q Timing •

Determine length of meeting • Choose days of the week • Set meeting dates • Double check for conflicts Often, special events can enhance your meeting and supply free-time activities, but be sure to confirm your meeting and sleeping room reservations. Take into consideration events that could deplete your attendance base (school vacations, holidays, other meetings that would compete for attendees, etc.)

q Select Your Meeting Facility • •

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Determine number and size of meeting rooms Establish A/V and equipment requirements

• • • •

Decide on room set-ups to be used Investigate shuttle service/ transportation availability Check accessibility Be sure desired amenities are furnished

q Meeting Content • • • • • •

Determine meeting objectives Establish overall meeting theme Create a tentative agenda Decide on session topics Establish committees Select entertainers, speakers & presenters

q Key Contacts • • • • • • • • •

q Special Activities • • •

q Food & Beverage Requirements Decide on the number of group meal functions • Select location for each • Estimate attendance of each • Select menus • Obtain costs • Decide on payment system–tickets/payment at the door • Make bar arrangements (host or no-host) • Select and book entertainment • Consider A/V requirements • Plan decorations • Determine food/beverage needs for hospitality suite Different locations, extraordinary caterers, creative menus and spectacular decorations all combine to provide that unforgettable ambiance.

FCVB has contacts and suggestions that will help make your event absolutely stunning.

Fairbanks Convention & Visitors Bureau Facility/Hotel Sales Manager Food & Beverage Manager Volunteer Personnel Airline Agent Car Rental Agent Ground Operator A/V Rental Agent Florist

•

• • •

Decide on recreational functions Arrange for entertainment Reserve off-site facilities (hot springs, museums, concerts, Denali National Park, gold dredge/camp tours, etc.)

Organize companion activities Plan pre-/postconvention tours Contact ground operators

FCVB can introduce you to the agents that specialize in local packages. Offering these optional activities on your registration material builds interest and makes your meeting stand out from the rest!

q Exhibits • • • •

Organize exhibit space into units Establish exhibitor policies & costs Establish power requirements Establish set-up/tear-down times

• • •

Prepare exhibitor contracts Mail information to potential exhibitors Arrange food and beverage services

•

Make contacts with local media • Prepare news releases for media • Arrange for photographer at key events FCVB can provide you with a local media contact list and “Welcome” window signs for local businesses to help publicize your meeting activities.

q International Meetings • • • •

• •

q Publicity

•

• •

Determine passport, visa requirements Determine special mailing requirements Arrange for currency exchange services Investigate customs regulations Establish import/export agent contact

Arrange for translator Prepare translated printed materials Establish overseas personnel liaison Prepare attendee orientation program

q Transportation •

Obtain schedules/prices for all carriers • Airlines • Railroad • Motorcoach

q Registration • •

Pre-registration Define registration procedure • Create necessary forms • Arrange for registration area • Organize registration system and personnel • Assemble delegate packets • Obtain equipment/supplies • Arrange for message center/ information booth FCVB can provide you with onsite registration assistance, personnel to staff an information booth, name tags, and the supplies needed for your delegate packets.

q Reception • • •

Plan greeting events at transportation sites Arrange shuttle service Arrange for proclamation or welcoming ceremony by a dignitary or committee

q Attendance Promotion • •

Establish attendance goals Create or purchase mailing lists • Produce pre-meeting advertisements • Produce meeting announcements and preregistration mailers • Make initial and follow-up mailings FCVB has a number of tools for you to use to promote your meeting.

The Meetings and Conventions Department also offers beautiful Fairbanks short videos to show at the convention held prior to the one in Fairbanks. All of these are available absolutely free!

General Information What to Expect Climate

Dress o

While winter temperatures average a cool 8 F to -19o F, summer temperatures rise into the 70s and 80s. Because of its latitude, Fairbanks enjoys the summer’s midnight sun and the winter’s northern lights. The Brooks Range keeps the harsh Arctic winds at bay, and the Alaska Range keeps the wet, coastal weather to the south. Our location makes for dry weather, little wind and warm summers.

Winter brings consistent snow conditions from November through March.

Fairbanksans dress for the season at hand. Casual, comfortable clothing and shoes are acceptable for most occasions. Summer wear includes shorts and sandals. Winter wear should include parkas, boots, caps and mittens. Dressing in layers yearround is recommended, as temperatures often change rapidly due to our geographic location.

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Steps to Meeting Success The Fairbanks Convention and Visitors Bureau wants to welcome your group to our city and will work with you to make your meeting a hit! Planning a convention or meeting in Fairbanks can be an exciting and fulfilling task. Many planners have benefited from the glowing praise that comes with a job well done.

Your first step to that success should be to contact the experts at the Fairbanks Convention and Visitors Bureau.

Every meeting has various stages and deadlines. Knowing what should be done, and when, puts you on top. In the Meetings and Conventions Department, our goal is to make your job easier. We have established the contacts, gathered the information and ordered the supplies! Taking advantage of our services will provide you with an expert partner who will go the extra mile to offer assistance before, during and after your event.

q 9-12 Months Before Calculate budget. Make schedule decisions.

Contact the Fairbanks Convention and Visitors Bureau! Let the experts assist you with date selecting, site and theme, obtaining rates and reserving a room block.

q 8-9 Months Before Determine speakers, seminars and theme.

q 6-7 Months Before Develop registration and exhibitor brochures.

q 5 Months Before Mail speaker confirmations and requests for audiovisual needs.

q 4 Months Before

q 3 Months Before Finalize on-site staffing, security and photographers.

q 2 Months Before Plan menus, mail second brochure, make travel arrangements, contact local press.

q Final Month Print handouts, on-site registration forms, signs, programs and name badges.

q 1 Month After Review and evaluate meeting financials.

Review delegate evaluations. Complete file for use in next year’s meeting. Send thank-you notes or cards.

Mail registration forms to registrants, exhibitors and sponsors.

Meetings and Conventions Department Fairbanks Convention and Visitors Bureau 101 Dunkel Street, Suite 111 • Fairbanks, AK 99701-4806 (907) 459-3768 • Trade only: 877-551-1728, ext. 3768 info@explorefairbanks.com • www.explorefairbanks.com

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UAF photo by Todd Paris

Nicholas Jacobs

Planning Ahead

Green Meetings More and more we are aware of the effects of our actions on the systems and the communities that support us. Many planners are working to meet the current industry best practices to minimize or mitigate environmental impacts. The underlying principle of green meetings is to minimize the environmental impact of an event by consciously acting to: • Decrease the amount of solid waste produced by the conference • Reduce energy and water consumption • Minimize or off-set harmful emissions associated with the event • Dispose of solid and liquid waste in an environmentally responsible manner • Eliminate the use of harmful chemicals at the event

Here are 10 steps to a Greener meeting 1. Put it in writing writing.

Establish an environmental statement or policy for the meeting, and get buy-in for it from the meeting host organization’s management. Share the policy with suppliers, delegates and speakers.

You’ll be amazed at how far they’ll go to help you make your event Green.

6. Lighten your Stay Stay.

Choose a hotel that offers a linen reuse program and bulk dispensers for shampoos and soaps in guest suites.

7. Eat green green.

Include vegetarian meals, and have meals planned using local, seasonal produce.

2. Use paperless technology technology.

Use digital and electronic technology to cut down your paper use. Create a conference web site; offer electronic registration and confirmation; and advertise using the web and/or email.

8. Close the recycling loop loop.

Have all printed materials published on recycled paper, using vegetable-based inks, and on both sides of the page.

3. Meet close close.

Within the city choose a venue and hotel that are close to the airport and within walking distance of each other.

9. Save energy energy.

Coordinate with the meeting venue to ensure that lights and air conditioning will be turned off when rooms are not in use.

4. Practice the 3Rs 3Rs. Ask your hotel and meeting venue to provide visible reduction, reuse and recycling services for paper, metal, plastic and glass.

10. Spread the word!

Tell delegates, speakers and the media about your success. You’ll be surprised—Green efforts are contagious.

5. Bulk up up.

Have your food and beverage service provider use bulk dispensers for sugar, salt, pepper, cream, and other condiments.

based on information at www.bluegreenmeetings.org

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The Fairbanks Convention and Visitors Bureau (FCVB) has made its best effort to provide accurate information but does not guarantee accuracy, service or quality of the listings presented. FCVB is not responsible for goods or services provided by firms or organizations listed in this guide. All listings in this directory are paid listings, with information provided by each organization.

Project Coordinators: Jennifer Jolis, FCVB Meetings & Conventions Director Penny Volino, FCVB Meetings & Conventions Coordinator Cassie Toth, FCVB Meetings & Conventions Coordinator Angie Cerny, FCVB Branding and Production Coordinator Ginessa Peter, FCVB Meetings & Conventions Coordinator Design by: Jill Marshall, Marshall Arts Graphic Design, Fairbanks This Meeting Planner Guide was printed using products with a Mixed Sources label that support the development of responsible forest management worldwide. The wood comes from Forest Stewardship Council (FSC) certified well managed forests, company controlled sources and/or recycled material.

Above: ŠPatrick Endres. Front and Back Cover: ŠTodd Paris