Brooklyn Botanic Event Presentation

Susan Phillip

Yoline Octave

December 13, 2007

GREEN HOTEL INITIATIVES

CONFERENCE 2008

MAKE YOUR ENVIRONMENT SAFE AND SOUND

April 09 - 10, 2008
Brooklyn Botanic Garden
900 Washington Avenue, Brooklyn, NY 11225

CONFERENCE 2008

Table of Contents

InvitationLetter……………………………………………………………………….4
Organization description……………………………………………………………...5
Request for proposal…………………………………………………………….……6
Site Evaluation………………………………………………………………………..8
Sponsors………………………………………………………………………………9
Guests speakers………………………………………………………………………10
Site Direction & Map…………………………………………………………….….11
Ground transportation……………………………………………………………….12
Driveng Direction………………………………………………………………..…..12
Water ways/Air Transportations…………………………………………………......13
Site Guideline for visitor…………………………………………………………….14
Wheelchair information……………………………………………………………...14
Parking information………………………………………………………………….15
Bed & Breasfast……………………………………………………………………...15
Hotel……………………………………………………………………..…………..16
Restaurant………………………………………………………………………..…..16
In/Off site attractions………………………………………………………………...18
Children attractions…………………………………………………….………….…20
Facilities….…………………………………………………………………….…….22
Marketing Approach………………………………………………………………….23
Conference schedule………………………………………………………………….24
Planned Budget……………………………………………………………………....25
Site Plan……………………………………………………………………………...26
Satisfactory Survey……………………………………………………………….….27
Check List……………………………………………………………………….…...28

Make Your ENVIRONMENT SAFE AND SOUND 3

CONFERENCE 2008
Invitation Letter

I choose this association because the importance of green has been intriguing in the

hospitality industry, and it already been in demand by many consumers. I think that is a

great initiative, therefore, I want to sustain it. I decide to celebrate this event at Brooklyn

Botanic Garden because I feel that it will be a perfect venue for this occasion since the

conference is about environment. Furthermore, their prices comparably to other prices that I

found are every reasonable. It is also easy access by public transportation and driving

directions as well.

Over the past year, the national conversation about what it means to build a cleaner,

greener, more sustainable future has reached a fever pitch. The annual Ceres conference is a

unique gathering of corporate, environmental, investor, governance, and labor leaders who

share a collective vision of sustainability and capital markets functioning side by side.

Conversation and dialogue during those two days will shape our world for the future.

Therefore, don’t miss it! Show your leadership! Make every effort to attend it this year at

Brooklyn Botanic Garden site at 900 Whashington Ave Brooklyn, NY 11225 on April 09 &

10, 2008. Participants welcome to bring families, for there are a number of attractions for

them to enjoy during those two days.

Sincerely yours;

Yoline Octave
Event Planner


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Make Your Environment safe and sound

Organization description

CERES Green Hotel Initiatives

Ceres (pronounced “series”) is a national network of investors, environmental

organizations and other public interest groups working with companies and investors to address

sustainability challenges such as global climate change.

Mission: Integrating sustainability into capital markets for the health of the planet and its

people.

At its founding in 1989, Ceres introduced a bold new vision to the business world. That

vision is of a world in which business and capital markets promote the well being of human

society and the protection of the earth’s biological systems and resources. Ceres advances its

vision by bringing investors, environmental groups and other stakeholders together to encourage

companies and capital markets to incorporate environmental and social challenges into their day-

to-day decision-making.

The Green Hotel Initiative (GHI) is a CERES program designed to increase and

demonstrate market demand for environmentally responsible hotel services. The GHI's work is

focused on educating purchasers of hotel services, creating vehicles for purchasers to express

their demand for green hotel services, and providing mechanisms for hotels to communicate their

environmental performance. CERES' annual conference is designed to demonstrate green

practices that meeting planners and hotels can implement.


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REQUEST FOR PROPOSAL

Contact Information

Yoline
First Name

Octave Last Name

CERES Company Name

Address
PO Box

Boston City

MA
State

02111
Zip

Email
staff@gmail.com

617-247-0700
Phone

617-267-5400 Fax

Email Best way to contact

Event Information

Event Name
Ceres Conference 2008

Event start date April 09 2008

Event end date April 10 2008


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April 16 2008
If dates are flexible, what is the alternate date?
April 06 2008
What is your decisiondate?

200
Size of group Number of overnight guest rooms

Exhibits Gross sq ft 5,000


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Site Evaluation Form

Date: 2/15/07
Site Name: The Brooklyn Botanic Garden Submitted by: Yoline Octave
Site Address: 900 Washington Avenue
Brooklyn, New York 11225
Contact Name: Rosa Danpathy Contact Title: Event Coordinator
Phone: (718) 623-7200 Fax: (718) 398-2400 Email: sndamp@bbg.org

 Number of attendees expected 300
 Number of meeting rooms available: 2

 Names of Facilities available for use: Palm House – Auditorium - Terrace Café -

Magnolia Plaza Visitor Center

 Can rooms be reconfigured? Absolutely

 Rental fees for meeting rooms: $2000 depending on the room

 Room soundproofing: Yes

 availability of special lighting: Yes

 Availability of special staging, such as theatrical stage or dance floor: Yes, at the Palm

House

 Availability of house sound or efficient portable system: Yes

 Availability of adequate electrical outlets and voltage for special requirements: Yes

 Ease of access and way out: Many entrances with wheelchair access

 Wheelchair accessibility: Yes

 Is there luggage room storage available? Yes

 Sight impairment accessible: Yes, in some area


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SPONSORS

The following sponsors were chosen because they are very concern about the environment

issues. For that reason, they really want to thrust any associassion that want to intensify these

sustainabilities.

GreenBiz

Greener World Media is ground zero for the new, green economy, a trusted, one-stop resource on

business and the environment, aimed at helping companies align environmental responsibility

with business success. Experience to guide and anticipate the growth of the green economy:

Executive Editor Joel Makower, called the "guru of green business practices" by the Associated

Press, has been covering green business for nearly twenty years. GreenBiz.com has been the

leading site for green business since 2000.

ConEdison

For more than 180 years, Con Edison has been an innovative, integral, and vital part of the

communities we serve. We are proud of our role in New York's historic past, its dynamic

present, and its bright future.


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GUESTS SPEAKERS

The following speakers have been cautiously chosen because of their positions as well as their
ability to address climate change, conserve energy, and ensure worker safety. This is quickly
passing. The will ulustrate what opportunities for action lie before us, and what innovative
solutions can we come up with.

James L. Connaughton
Chairman, Council on Environmental Quality

James L. Connaughton was unanimously confirmed by the United States Senate on June
14 and appointed by President Bush on June 18, 2001 to serve as the Chairman of the
Council on Environmental Quality (CEQ). In this capacity, he serves as the senior
environmental, energy and natural resources advisor to the President as well as Director
of the White House Council on Environmental Quality, which oversees the development of
environmental policy, coordinates interagency implementation of environmental programs, and mediates
key policy disagreements among Federal agencies, state, tribal and local governments and private
citizens.

Mr. Connaughton has extensive experience helping organizations large and small become responsible
environmental stewards through effective environmental management and compliance assurance systems.
This work has covered the electronics, transportation, consumer products, home improvement, energy
management, and mining sectors, in North America, Mexico, Venezuela and Asia.

Ron Dodson
President, of Audubon Environment Services, Inc.

Audubon Environmental Services, Inc. (AES) is a for-profit company that serves
as the exclusive provider of environmental services to members of Audubon International’s Gold
and Silver Signature Programs and Classic Program. For more than a dozen years, AES has
partnered with Audubon International and its program members to offer services, such as site
evaluation, land planning and management, and technical guidance.

Ron is the President of Audubon International. He has worked in the environmental field for
over 30 years and has a background in Wildlife Biology and Land Use Planning. He has been
involved in the development of public policies on the state and federal level, has created many


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environmental education programs, written numerous publications and has a huge number of
frequent flier miles!

BROOKLYN BOTANIC GARDEN

900 Washington Avenue, Brooklyn, NY 11225 Tel: 718-623-7200

Directions to Brooklyn Botanic Garden


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Ground Transportation

By subway
2 or 3 to Eastern Parkway—Brooklyn Museum station; B or Q to Prospect Park station; S shuttle
to Prospect Park station. (The B train does not run on weekends.)

By Brooklyn bus
Lorimer Street B48 to Franklin Avenue; Flatbush Avenue B41 to Empire Boulevard; Prospect-
Lefferts Gardens/ Greenpoint B43 to Empire Boulevard/ Washington Avenue; Crown
Heights/Cobble Hill B71 to Brooklyn Botanic Garden; St. Johns Place B45 to Washington
Avenue; Bay Ridge B16 to Empire Boulevard.

New York City buses
The NYCTA operates New York City buses. For route information, call the NYCTA. (718)
330-1234. The fare is $2.00.

Port Authority Bus Terminal
Approximately three dozen-bus lines operate from this terminal located between Eighth and
Ninth Avenues and 40th to 42nd Street, serving approximately 50 million rides a year. Direct
service is available to Atlantic City, the Meadowlands Sports Complex, Monmouth Park,
Aqueduct and points throughout the United States. The terminal connects with the 42nd Street
stations of the IND, IRT and BMT subway systems. Recent renovations along with a police and
social service presence have greatly unproved the terminal. For information on all carriers, call
the Port Authority Bus Terminal. (212) 564-8484

Train and Trolley

LIRR


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LIRR to Flatbush Avenue/Atlantic Avenue Station. Connect with Q or 2 train or B41 bus.

Trolley
The Heart of Brooklyn Trolley operates on Saturdays, Sundays, and holidays, Noon–5 p.m.

By Automobile to Brooklyn

Manhattan Bridge
From bridge straight ahead on Flatbush Avenue to arch at Grand Army Plaza; then 2/3 around
circle to Eastern Parkway (keep library on right); 1 block to right onto Washington Avenue
(Brooklyn Museum on corner).

Brooklyn Bridge
From bridge straight ahead several traffic lights to left onto Atlantic Avenue; 1 mile to right onto
Flatbush Avenue; straight ahead on Flatbush Avenue to arch at Grand Army Plaza; then 2/3
around circle to Eastern Parkway (keep library on right); 1 block to right onto Washington
Avenue (Brooklyn Museum on corner).

Verrazano-Narrows Bridge
From bridge straight ahead to Route 278; exit at 38th Street; left onto Fourth Avenue; 2 miles to
right onto Union Street; 5 blocks to arch at Grand Army Plaza; cross plaza to Eastern Parkway
(keep library on right); 1 block to right onto Washington Avenue (Brooklyn Museum on corner).

Belt Parkway
Exit at Ocean Parkway (7B); 5 miles (past Church Avenue) onto Prospect Expressway; take
8th-7th Avenue exit; first right onto Eighth Avenue, 1 mile to right on Union Street; 5 blocks to
arch at Grand Army Plaza; cross plaza to Eastern Parkway (keep library on right); 1 block to
right onto Washington Avenue (Brooklyn Museum on corner).

Brooklyn-Queens Expressway (BQE)

Exit at Kent Avenue; follow service road (Park Avenue) alongside and then under the
expressway five blocks; left onto Washington Avenue for 1 3/4 miles.

Long Island Expressway
Take the LIE westbound to the BQE westbound; exit at Kent Avenue; follow service road (Park
Avenue) alongside and then under the expressway five blocks; left onto Washington Avenue for
1 3/4 miles.

Jackie Robinson Parkway
Exit at Bushwick Avenue; left at 3rd traffic light onto Eastern Parkway; 3 miles to left onto
Washington Avenue (Brooklyn Museum on corner).


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Waterway Transportation

Ferry
The Staten Island Ferry
This ferry docks at the foot of Whitehall Street, next to Battery Park. It runs daily every 20 to 30
Minutes around the clock and carries passengers and vehicles. (718) 390-5240.

Air Transportation

John F. Kennedy International Airport (JFK)
JFK, in Queens (at the south end of the Van Wyck Expressway), primarily handles International
flights.
Phone: 718-244-4444

LaGuardia Airport (LGA)
LaGuardia, also in Queens (on the Grand Central Parkway), mainly handles domestic flights. If
you're flying in from anywhere in the U.S., chances are you'll come through here. Particular
exceptions include Continental Airlines. Phone: 718-533-3400

Site Guidelines for Visitors

Brooklyn Botanic Garden is a museum of living plants. The following policies were designed to
protect the plant collection and enhance visitor experience:

Please note:

• Children under 14 must be supervised by an adult 18 or over.
• With the exception of bottled water and baby bottles, food and beverages cannot be
brought into the Garden. Food can be purchased and consumed at the Terrace Café.
Picknicking is not allowed.
• Sitting on the lawn is only allowed at the Cherry Esplanade. Blankets and folding chairs
are not permitted.
• No athletic or recreational equipment is allowed.
• Pets are not allowed. Service animals must have accompanying documentation.
• Tripods and easels are not permitted in the Conservatory, the Japanese Hill-and-Pond
Garden, in flower beds, or blocking any Garden paths. Commercial and wedding
photography is only permitted by prior arrangement.

While in the Garden, please note:


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• Brooklyn Botanic Garden is a nonsmoking facility. Please refrain from smoking
anywhere on the grounds.
• Do not pick flowers, walk in the planted beds, or climb trees. Fallen leaves, flowers, or
other plant materials must be left on the ground.
• Use electronic audio devices with earphones only.
• Shirts and shoes are required.

Wheelchairs accessibility at Brooklyn Botanic Garden

The entire Garden is wheelchair accessible. Recent renovations in the Herb Garden and Japanese
Hill-and-Pond Garden have made the paths wider, smoother, and barrier-free. The Steinhardt
Conservatory has an elevator, as does the Administration Building. The front section of the
parking lot has a designated section for handicap parking.

Wheelchairs are available from the Garden, if needed. They can be loaned out with a driver's
license or ID and a $20 deposit that's fully refunded when the chair is returned. You can pick
them up from the security officer at the desk at 1000 Washington Avenue. However, admissions
cannot be processed at that location; someone from your party will have to go to one of the other
entrances for admission to the Garden, and then go to the s

Brooklyn Botanic Garden Parking

There is a visitor entrance and attended parking (for a fee) at 900 Washington Avenue. Parking
lot opens at 8 a.m. There is no overnight parking. Buses only when space permits. * Discounted
on-site parking available

Time
1st hour, Bus $6.00 and Car $3.00
Each additional hour, Bus $3 and Car $2
Over 6 hours, $20(maximum) and $12(maximum)

Security desk at 1000 Washington Avenue for the wheelchair.

Near Accommodations

The following accommodations are not endorsed by Brooklyn Botanic Garden; they are listed
because of their close proximity to the Garden. Please contact the specific location for more
details.

Bed-and-Breakfasts

Bed & Breakfast on the Park


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113 Prospect Park West, Brooklyn, NY 11215-3710
718-499-6115
718-499-1385 Fax

Garden Green Bed & Breakfast
641 Carlton Avenue, Brooklyn, NY 11238
718-783-5717
718-638-7854 Fax

Union Street Bed & Breakfast
405 Union Street, Brooklyn, NY 11231
718-852-8406

Hotels

Best Western Gregory Hotel
8315 4th Avenue, Brooklyn, NY 11209
718-238-3737
800-228-5150 Reservations
718-680-0827 Fax

Holiday Inn Express Brooklyn
625 Union Street, Brooklyn, NY 11215
718-797-1133
718-797-1163 Fax

Marriott Brooklyn
333 Adams Street, Brooklyn, NY 11201
718-246-7000
718-246-0563 Fax
888-436-3759 Toll free

RESTAURANTS AND BARS

A list of restaurants and bars in the neighborhood.


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Brooklyn Muse Cafe (Café)
793 Washington Avenue 646-241-9281

Café Shane (Restaurant)

Ginger Root Café (Café)

The Islands (Café/Restaurant)

Ripple Bar (Bar)

Tom's Restaurant (Restaurant)

Aliseo Osteria del Borgo (Fine Italian Cuisine)
665 Vanderbilt Avenue 718-783-3400

Beast (American & Spanish Cuisine)

Garden Café (American & French Cuisine)

Hibiscus Café (Caribbean Cuisine)

Indian Place (Indian Cuisine)

Joyce Bakery (Coffee & Pastries)

Noona Korean Restaurant (Traditional Korean Cuisine)


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Beast (Restaurant/Bar)
638 Vanderbilt Street 718-399-6855

Soda (Bar/Lounge)
629 Vanderbilt Ave. 718-230-8393

Cheffy's Jamaican Restaurant (Restaurant-Jamaican)
707 Nostrand Ave. 718-363-9515

Exquisite Restaurant (Restaurant-Caribbean)
710 Nostrand Ave. 718-953-2467

IN & OFF SITE ATTRACTIONS

Group Tours at Broklyn Botanic Garden

Guided Tours: The Japanese Hill-and-Pond Garden at BBG. Enjoy a 90-minute Seasonal
Highlights tour led by our trained Garden Guides.
Adults, $13 per person

Guided Tour with Gourmet Sandwich Lunch

Enjoy a 90-minute Seasonal Highlights tour led by our trained Garden Guides and the air-
conditioned convenience of a reserved buffet lunch served in the world-famous Steinhardt
Conservatory. (See menu choices below.) A coupon redeemable for 10% off any purchase in the
Garden Gift Shop is included for use during the day of your visit.
Adults, $32 per persons

Palm House Luncheon Tours

Enjoy a 90-minute Seasonal Highlights tour led by our trained Garden Guides and a magnificent
meal in the exquisite Palm House. A coupon redeemable for 10% off any purchase in the Garden
Gift Shop is included for use during the day of your visit.


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Meet the Curator Tour

Learn from a gardening expert! Experience a unique tour led by our curator of the Steinhardt
Conservatory in conjunction with a Seasonal Highlights tour led by our Garden Guides. This tour
can be combined with our gourmet buffet-style lunch. Receive a free copy of BBG's All-Region
Guide the Gardener's Guide to Growing Orchids to commemorate your visit. Tours with meals
include a coupon redeemable for 10% off any purchase in the Garden Gift Shop during the day
of your visit.
Adults, $40 per person - Tour with Gourmet Buffet-Style Lunch $60 per person

Seasonal Fresh Flowers

Learn tips and techniques for creating beautiful seasonal floral arrangements in your own home.
An expert floral designer will demonstrate a variety of arrangements and designs using flowers
that reflect the seasons of the garden.

Visitor Services

Terrace Café: The Terrace Café offers a full menu of gourmet lunches and beverages.

Gift Shop and Garden Shop

Brooklyn Botanic Garden now has two shops, both located on Lily Pool Terrace. The new Gift
Shop carries stationery, personal accessories, and everything for the home. The Garden Shop
carries everything for the garden as well as gifts for children. Please note, school and camp
groups are encouraged to visit the Garden Shop only.

Gardener's Resource Center

The Gardener's Resource Center provides reference services to home gardeners, staff, and to the
professional horticultural community. It is a convenient access point from which to learn more
about all of the Library's collections and about the Garden's plant collections. The Gardener's
Resource Center is located on the second floor of the landmark McKim, Mead & White
Administration building.

Garden Gift Shops:

Brooklyn Botanic Garden has two shops, both located on Lily Pool Terrace. The Garden Shop
carries everything for the garden, books, and gifts for children. The selections for children
include books, gardening supplies, nature crafts, games, puzzles, plants, and souvenir items. The
new Gift S hop carries stationery, personal accessories, and everything for the home.

Central Library:


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Grand Army Plaza Brooklyn,
718-230-2100

Branch Hours: Sun 1:00PM-6:00PM, Mon 9:00AM-6:00PM
T/W/TH 9:00AM-9:00PM, Fri 9:00AM-6:00PM

Shopping Malls

Fulton Mall: 4 Metrotech Ctr
Brooklyn, NY 11201
(718) 852-5118

Atlantic Mall: 2758 Atlantic Ave
Brooklyn, NY 11207
(718) 277-2400

Kings Plaza Mall: 5100 Kings Plaza
Flatbush Ave. & Ave. U Brooklyn, NY 11234(718) 253-6842

For those who interest in Dark Tourism will also able to visit Ground Zero.
Church St New York, NY 10007 Cross Street: Between Vesey Street and Liberty Street
Directions to the World Trade Center site:
By subway: A, C, J, M, Z, 2, 3, 4 or 5 to Fulton Street/Broadway-Nassau. Exit onto Fulton
Street and walk west to Church St.
• E to World Trade Center. Exit onto Church Street.
• R or W to Cortland Street. Exit near the intersection of Church St. and Cortlandt St. Walk north
on Church St. about three blocks.
• 1 or 9 to Rector Street. Exit onto Greenwich Street and walk north to Liberty St.
By bus: Take the M1 or M6 to Church & Vesey.


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Ground Zero

CHILDREN ATTRACTONS

Discovery Garden - Family Programs

Our children's outdoor adventure garden provides year-round excitement and opportunities for
families to explore and discover together! Children's activity areas are designed for small
children with supervision. Sit and relax or join in while children explore birds in winter, smell
fragrant spring flowers, and enjoy the transition from winter to spring. The Discovery Garden is
open during regular Garden hours. Children must be accompanied by an adult.

Brooklyn Children Museumn

About 1.6 mi – 5 minutes away.
145 Brooklyn Ave, Brooklyn, NY 11213

ADMISSION IS $5.00 PER PERSON
FREE ADMISSION FOR MEMBERS AND CHILDREN UNDER 1 YEAR OF AGE
GENERAL MUSEUM HOURS 9:00AM TO 6:00PM

The Prospect Park Zoo


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Current Hours (November–March): Daily 10:00 a.m. – 4:30 p.m.
Admissions: Adults: $6.00 Children (3-12): $2.00 Seniors (65+):$2.25
Children under 3 years are always free!
Last ticket sold 30 minutes prior to closing.
For further information about the Prospect Park Zoo, please call 718-399-7339.
Locations: 450 Flatbush Avenue in Brooklyn, New York 11225.
200 Eastern Parkway, Brooklyn, New York 11238-6052
Telephone :(718) 638-5000; TTY: (718) 399-8440
Admission: Suggested Contribution: $8; Students with Valid ID: $4; Adults 62 and over: $4;
Members: Free; Children under 12: Free
Hours: Wed–Fri: 10 a.m.–5 p.m.; Saturday–Sunday: 11 a.m.–6 p.m.

Coney Island

602 Surf Ave Brooklyn, NY 11224
Coney Island Park in New York, and the Aquarium located at Brooklyn's southernmost tip,
remains to this day an attraction to both locals and tourists.
Admission available: Monday-Friday 10:00 AM to 4:00 PM; weekends and holidays (Memorial
Day through Labor Day) 10:00 AM to 6:00PM.

Admission: Adults, $8.75; children, 2-12, $4.50; seniors, 65 and over, $4.50. Children under 2
free. Children under 16 must be accompanied by an adult. Special group rates are available by
reservation only, call 718-220-5198. Parking: Cars, $6.00; buses, $7.00. No bus parking on
weekends.

FACILITIES

 Palm House: The setting is unlike anything in New York - celebrated Gardens,
Victorian Glasshouse and beautiful indoor Garden Pavilions. The magic of the setting is
enhanced by a cuisine based on the freshest and finest ingredients, expertly prepared and
beautifully presented. The Palm House is a unique location for corporate event. 5,000 sq.
ft, Room Capacity Cocktail Reception 400, Dinner with Dancing 300

 The state of the art auditorium with Audio/Video equipment Size (350 person
capacity)

 Terrace Café: up to 300 sits available


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 Magnolia Plaza: all stand-up. No chairs & tables Capacity 350 – 400 person

Terrace Café Palm House Palm House

Auditorium Magnolia Plaza Visitor Center Tropical Pavilion

MARKETING APPROACH

Brooklyn Botanic garden
April 09 & 10, 2008

Our target groups are Business Men and Women, in the hospitality industry including Hotel and

Resort, Restaurant, Suppliers, Spa, Airlines, Travel Agent, bar, casino and many people who use

any of these establishments, and others.

 Register by phone now and online registration will be available in late January 2008.


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 Conference handout and invitation are posted on the CERES website as well as the

sponsors’ websites.

 Email and mail are also sent to all members and last year participants.

 Internet publicity is also done.

 Advertisements are places in one of the major newspapers New York Times. Ads are

also place in some radio stations such as, 1010 Wins AM, 106.7FM.

 Television commercial is also on NBC, channel 4.

 Fliers are posted throughout five boroughs in New York; in many neighborhoods,

businesses, and Bus and Trains stations.

Conference Schedule

Wednesday April 09th, 2008

8:00AM - 10:00AM Late Registration
11:00AM – 12:00PM PM Welcome Receptions at the Magnolia Plaza
Visitor Center (See Map for direction)
12:00PM – 3:00PM Free Time to visit around have lunch off site and so on.
3:00PM – 4:30PM Workshop Session I at the Auditorium (See Map for direction)
5:30PM – 7:00PM Dinner at the Palm House (See Map for direction)

Thursday April 10th, 2008


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8:00AM – 9:30PM Breakfast at Terrace
10:00AM – 11:00PM Panel Discussions Auditorium
10:00AM – 11:30PM Free guided tours for all participants (meet at the Tropical Pavilion)
(See map for direction)
12:00PM – 2:00PM Workshop Sessions II at Auditorium
2:00PM – 3:00PM Lunch at the Terrace cafe (See Map)
5:30PM – 7:00PM Night Gala at the Palm House

CATERING

Charles, Sally & Charles, Inc.
Phone: 718.398.2400 Fax 718.783.1966 Email: csc@palmhouse.com
Charles Krause, Executive chef and proprietor of The Palm House since 1988 formerly of
The River Cafe as Maitre d' and of The Water Club as the General Manager. Mr. Krause has
a team of Event Coordinators, Maitre d's & Captains here to provide a flawless affair.

GIFTS

All participants will receive Logo on Ceres website in conference book as well as Ceres weekly
Newsletters. Participants will also receive 50% off for Automatic Membership at the Brooklyn
Botanic Garden. In addition, participants will receive T-shirts with our logo and the sponsors’
logos.

Our sponsors’ ads and logos will place on the CERES website and on our entire material
handout. Moreover, the sponsors will receive plaques of honor for their support

PLANNED BUDGET
April 09 & 10, 2008

SERVICE UNIT PRICE AMOUNT TOTAL
Venus
.Brooklyn Botanic $ 2,000.00 4 $7,000.00
Garden $1,000.00/fee
Dining
.Welcome reception $8.00 200 $1,600.00
.Lunches $12.00 200 $2,400.00
.Dinner $72.00 200 $14,400.00
.Breakfast $9.00 200 $1,800.00
.Night Gala $80.00 200 $16,000.00


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Advertising Expenses Sponsor
. Advertisment & -$8,000.00
Publicity

Entertainment
.Coney Island: New
York Aquarium $15.00 100 $1,500.00
.Guided Tour $13.00 100 $1,300.00
.Madame Tussauds $20.00 100 $2,000.00
.Chrysler Building $18.00 100 $1,800.00

Program Development & Sponsor
Production
.Speakers honoraria -$4,000.00
.Program Committee -$1,500.00
Expenses
.Abstract/Invitation -$2.000.00
/printing
/Distribution
Security $2,000.00
Registration/Personnel
.Badges, Forms, Staff $6,000.00
Isurance $2,000.00
TOTAL $59,800.00

VENUE PLAN


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Satisfactory Survey


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Date_____/_____/ 20_____ Name(Optional)______________________

Ceres is committed to providing quality service to you. Our promise is to do everything possible
to ensure your total satisfaction with the quality of service we provide. We, therefore, want to
hear your comments about our meeting. Please complete and send in this form. Attached is a
stamped envelope for your convenience. This information is for our internal use only and all
answers are kept entirely confidential.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
YES NO

1. In General how was the conference? ______
______

2. The material covered was easy to understand? ______
______

3. The speakers were straightforward? ______
______

4. The written materials given to you were useful? ______
______

5. Did you receive satisfactory service from the catering staff? ______
______

6. Was the venue appropriate? ______
______

7. Would you attend our future event? ______
______

8. Would you invite acquaintances or family to attend with you next time?
______
______

9. What did you like best about the conference?___________________________________
_______________________________________________________________________

10. Is there any other comment you would like to make about the conference?
______________________________________________________________________
______________________________________________________________________
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CONFERENCE 2008

Thank you for your assistance. Please return this completed form in the attached postage paid
envelope.

EVENT CHECK LIST

1. ____Organization description

2. ____Event title and theme

3. ____Event’s date and location

4. ____Number of rooms needed

5. ____Number of people attending

6. ____Site worksheet evaluation

7. ____Photos of the site

8. ____Request for proposal (RFP)

9. ____Invitation to the event

10. ____Sponsors’ descriptions

11. ____Event’s schedule

12. ____Catering

13. ____A planning matrix

14. ____Marketing summary

15. ____List restaurants, Lodgings and attractions in the area

16. ____Travel directions

17. ____Gifts description for sponsors and participants


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