THE PEAKS CONFERENCE CENTER
BEST WESTERN The Inn at Lander
BEST WESTERN The Inn at Lander
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CONFERENCE SERVICES and FEES as of July 1, 2011
Rental fees include linens, centerpieces, room set up, tear down and cleanup.
Warbonnet Room (50’ x 25’, 1,250 sq. ft., 50 person capacity) $ 125 per day
Wind River Room (25’ x 68’, 1,700 sq. ft., 100 person capacity) $ 125 per day
Fremont Room (25’ x 68’, 1,700 sq. ft., 100 person capacity) $ 125 per day
Gannett Room (25’ x 68’, 1,700 sq. ft., 100 person capacity) $ 125 per day
Pingora Room (private boardroom with conference table, seats 14) $ 100 per day
(includes a Coffee Bar & Bottled Waters for 14)
The Pinnacle and/or Sunroom in the Summit Restaurant could be available by special
request.
Room capacity is based on dinner table seating for 8 to 10. Banquet style, classroom and
theater style all allow for more people per room.
Equipment available (at no additional charge) – TV/VCR/DVD, white boards, flip charts,
cordless microphones (lapel, hand held or podium), conference phone, AV cart, LCD
projector, overhead projector, podiums, screens.
FREE DAILY BEVERAGE BAR, consisting of Regular & Decaf Coffee, Hot Tea, Ice Tea,
and Ice Water on days that events of 25 or more participants book either a catered Meal
(Breakfast, Lunch or Dinner) OR 2 daily Breaks with snacks. (Sodas and bottled waters will
be charged at $1 per bottle.)
NEW GROUP BLOCK SLEEPING ROOM RATES: Sleeping Room Reservations
made within a specified Group Block provides event attendees a Conference Rate of 10%
off the BAR rate (taxes not included) which is good for up to 2 people in a Standard 2
Queen Room. Room Reservations MUST be made within the Group Block to obtain this
rate. Attendees with a Government ID can obtain a room at the prevailing Government
Rate (currently $77) for up to 2 people in a Standard 2 Queen room. King rooms will be
$10 more.
GOVERNMENT RATES: If a guest has a Government ID to indicate that they are
employed by the Federal, State, County or City Government, they may receive a sleeping
room at the prevailing Government Rate. This rate will not be given without the property
ID. In addition, if a guest wishes to have state taxes removed from his folio, he must be
able to provide the Tax Exemption number in order to have the taxes removed. We do not
keep a list of Tax Exemption numbers on file.
ALL HOTEL GUESTS RECEIVE A $5 COUPON GOOD FOR THEIR CHOICE OF A FREE
BREAKFAST OR $5 OFF ANY ITEM OF THEIR CHOICE IN THE RESTAURANT OR
LOUNGE.
• GUARANTEED* SLEEPING ROOM BLOCK OF 25 ROOMS OR MORE –
One Conference Room will be provided at NO CHARGE for the duration of
the event
• GUARANTEED* SLEEPING ROOM BLOCK OF 50 ROOMS OR MORE –
Two Conference Rooms will be provided at NO CHARGE for the duration of
the event
• GUARANTEED* SLEEPING ROOM BLOCK OF 75 ROOMS OR MORE –
Three Conference Rooms will be provided at NO CHARGE for the duration of
the event
(The Best Western advises booking Group Blocks well in advance in order to
increase the chance of full availability)
* Guaranteed Group Block - These rooms are guaranteed the Discounted Conference
Room Rate. Individuals may reserve their rooms in a Block by calling the Reservations
Desk at 307-332-2847 and giving the clerk the Group Block Number of their event or by
going to the Reservations page at wyconferences.com. Group Block reservations MUST
be made within the block prior to the release date of the block in order to be guaranteed the
discounted room rate. Reservations made after the Block has been released will be made
at the prevailing rate and will be subject to availability. Only Rooms blocked within the
Group Block will be counted toward the Conference Room discounts.
Special Event Fees (including all Wedding Receptions):
Cleaning/Damage Deposits - credit card will be on file for up to $500
Re-Set Up Fee - $100 if Client requests that room be rearranged differently
than originally contracted for
Table Linen Service:
Hotel tablecloths are cream color. Cloth napkins are cream, burgundy, forest green or
black. There is no charge for using hotel linens. Linens in other colors can be rented for
$3.75 per tablecloth, $1.00 per napkin, if desired and must be ordered at least seven (7)
days prior to the event.
Food and Banquet Services:
All food and beverage items must be ordered through either the catering services of the
Peaks Conference Center or the Summit Restaurant and Lounge. UNDER NO
CIRCUMSTANCES can food and/or drinks be brought into the conference rooms for the
use of event attendees from outside sources. The only exception to this is specialty cakes,
packaged nuts and/or candy, which must be approved by the Conference Manager. A
complete menu selection of catered break foods and meals are available from the
conference department. All unused/uneaten food or beverage items remaining at the
conclusion of an event may NOT be removed from the conference facility or taken to the
sleeping rooms and must be disposed of by the catering staff.
Beverage Services:
Coffee bar (includes regular coffee, decaf, and hot water for tea) $1.00 per person per
day
Coffee bar with all of the above, including ice tea - $1.50 per person per day
(Coffee bar is continually kept fresh throughout the day.)
Soda, Juice, and Bottled Water - $1.00 per can/bottle
Bar and Cocktail Services:
Cash Bar and Cocktail party services are available and require special arrangements. A
minimum sales guarantee of $200 is required for each day of the event in which the bar is
used. Services are also available for off-facility events as well and require a minimum of 45
days prior to the event date to allow for permitting.
Live Music, DJ’s, and Dancing:
The Fremont Room and the Warbonnet Room both have hardwood dance floors
available for event use. Events may have live bands, DJ’s, or taped music for dances.
However, out of respect for the people occupying sleeping rooms which surround both of
these rooms, it is the policy of the hotel that all dance music end at 10 pm.
Service Charges:
A Service Charge of 15% will be added to the basic charges for any type of food and/or
beverage service, including coffee bars, break or snack foods, buffets or full meals.
Sales Taxes:
Wyoming State Sales Tax of 4% will be charged on all food and non-alcoholic beverage
items, as well as Service Charges, unless the Client is tax-exempt from such taxes. Sales
tax is not charged on conference room rental fees or the equipment contained therein.
Group Sleeping Room Blocks:
Group Blocks are based on availability and should be done as far in advance as possible.
Discounted Conference Rates are only provided to reservations made within the Group
Block. Blocks will consist of Standard 2 Queen or 1 King Rooms ONLY. Any other room
types requested in a block (poolside rooms, suites, pet rooms) must obtain special approval
from the Front Reservation Desk and special rates will be given based on availability.
Rooms booked outside of the Block or after the Block has been released will be reserved at
the going rate. All Group Blocks will have a Cancellation Date, after which time all rooms
will be reserved at the prevailing rates.
EVENT PLANNING GUIDE
Information and Guidelines
Scheduling Your Event
Planning well in advance is the key to avoiding event snafus and mistakes. As soon as you
have a date for your event and an estimated number of attendees, call us! We will reserve
a conference room suitable for your event at that time. Early room reservations assures
that you will get the room best equipped to handle your event and its’ participants. At this
time, a Conference Confirmation Agreement outlining the basic event times, dates, and
rooms to be reserved will be written and submitted to you for your review and approval.
The next step, approximately 30 days prior to the event date, will be for our catering staff
to assist you in planning the actual details of your event and it is at this point that we will
prepare an Event Contract for your final review and approval. From ordering break foods
and beverages, to meals, sleeping room blocks, sound systems, room set up, and additional
equipment needed - you name it, we’ll arrange for it. Our conference room rentals always
include the use of AV equipment and carts, TV’s, DVD/VCR players, screens, podiums,
cordless microphones, and white boards, at no extra charge to you. The sound systems in
our conference rooms are superb and offer the highest quality sound available.
You will want to carefully review the Event Contract to insure that all details are accurate
and meet your requested needs. Your signed approval of this form allows our staff to
begin the process of ordering supplies, food, beverages, and assigning staffing so that your
event will run smoothly. Also note that the Event Contract will provide you with a “Final
Numbers” date, the date on which you will need to provide us with a final Head Count so
that we can finalize our food and supply orders.
The Peaks Conference Center Staff
Sales & Marketing Director – This person handles all of the marketing needs and
public relations for both the Peaks Conference Center and the Inn at Lander. They also
assists in the overall management of the Peaks Conference Center, arranges hotel-
sponsored events and handles both hotel websites, www.wyconferences.com and www.
theinnatlander.com. They can and will answer any of your facility or hotel related
questions. This email is bwmarketing@wyoming.com.
Conference Manager - The Conference Manager arranges all of your event details, from
booking the event room, to blocking sleeping rooms, to planning meals, to arranging the
event decor. She will tour our facility with you, arrange for a private meeting with one of
our chefs to “personalize” your menu, or recommend local services for any of your
specialized event needs. She oversees every detail of each event. Her email is
bwconferences@wyoming.com.
Catering Manager – This person oversees all of the catered event services and its staffing.
She insures that the final room arrangements are complete, makes sure that food service is
done properly and expediently, and monitors event participants during the event so that
they have everything they need to make the event run smoothly.
Joe Martel, Head of Maintenance – Joe does the basic primary set ups for our
conference rooms and handles everything from setting tables and chairs to adjusting the
sound, monitoring climate control, and setting up AV equipment. He’s even been known to
help with decorations, if need be.
Elena Lehman, Head Catering Chef – Elena is an internationally trained chef whose
culinary skills delight the taste buds. Her meals always earn her cudos and our guests not
only leave satisfied but they request her for their next event.
Types of Conference Service
The Peaks Conference Center is a full-service provider. We arrange your event in just one
visit and handle everything from sleeping accommodations to menus to entertainment to
travel tours, to sporting events, etc. We operate under the State of Wyoming Health Codes
during all food preparation and service. All food used in our conferences is provided by
the Hotel, as is all alcohol service. This allows us to control the quality and safety of the
food and beverages served at this facility.
There are several basic types of events which are normally held at this facility. They are:
Full Service Events – These events are fully staffed and the event participants are
individually waited on with cloth table linens, fine china, seasonal centerpieces, and
customized table service by our staff. Wedding receptions, special lunch meetings, dinner
receptions, family reunions, and dinner dances might fall into this category. Meals can be
of the sit-down or buffet variety. Servers are assigned to a specific group of event
participants and help serve meals, clear tables, serve beverages and desserts, deliver event
materials, assist in event registration, etc.
Reception or Conference Meeting Events – These events often do not have any
food service involved, other than a coffee bar, water, and/or ice tea. Servers monitor the
beverage service, clear tables of trash, refresh water pitchers, etc. Government meetings,
business conferences, training sessions or safety meetings would be the type of events
falling in this category.
Trade Show Events – This type of event is usually a Public Invited type of event, where
there is no food or beverage service. Trade vendors set up booths and catered servers
occasionally check the room to remove debris, empty trash containers, check room
temperature, etc. Gold & Silver purchasers and Clothing Vendors would be typical of this
type of event.
Room Rentals, Wyoming State Sales Tax and Service Charges
Our conference room rental fees include room rental for the entire day, from 7 am to 10
pm, unless otherwise stated. If you combine rooms, the rental fees for each individual
room shall be combined also. Your room rental fee includes any equipment you might
need for your event, such as podiums, microphones, AV equipment, TV’s or DVD players,
etc. Sales tax is charged only on food or non-alcoholic beverage items and any subsequent
Service Charges. If your organization is tax exempt, a copy of your Exemption Certificate
must be provided for our files. Any event of more than ten (10) people will automatically
be charged a 15% Service Charge on any type of food service, including break or snack
foods.
Deposits and Cancellations
The Peaks Conference Center, in general, does not require deposits of any kind, with the
exception of Wedding Receptions, in which case we require a $500 deposit 6 weeks prior
to the date of the event. Deposit shall be via check, cash or credit card and shall be applied
to the final cost of said event. Should any damages and/or unexpected cleaning expenses
occur as a result of the event, damages shall be paid for out of the Deposit being held prior
to actual event charges. The holder of said credit card shall be notified of any charges
prior to actually being placed on the card. A Cancellation Fee of $100 will be charged
only if a cancelled event involves food (not including beverages) that the facility has
already purchased in advance specifically for the event and the cancellation is given less
than 72 hours prior to said event.
Guarantees
You will be requested to provide to us with the final number of event attendees no less than
seven days (7 days) prior to your event. This is the number that will be used for billing
purposes, even if the actual number of event participants should fall under that amount.
If you have more than the guaranteed number of event participants, we will do everything
in our power toaccommodate those additional participants. However, if the number of
event guests is more than 10% of the total guaranteed number (for guarantees of up to 99
people) or 5% over guarantees for 100 people or more, you will be billed the “per person
cost” for the additional guests.
Event Confirmation
The Event Confirmation is a printout of your Event dates, times, sleeping room
reservations, and conference room rental. Sleeping room block numbers and costs will be
included in this Confirmation. When you receive your Confirmation, look it over carefully
and check for any errors or discrepancies. You are responsible for accepting the details
outlined in this Event Contract. By signing the Contract and returning it to us, you are
signifying your approval of the basic event details as laid out in this Contract. Any changes
to the Contract will be charged accordingly.
Room Set Up and Decoration
Rooms will be set up according to the wishes of the client. You are not charged room rent
for the time it takes to set up and decorate your event room. Please keep in mind that the
safety of the event participants is at all times at the forefront of all room layouts and we
will not set up a room in a manner which may prove to be detrimental to event participants
should they need to evacuate in the case of emergency. Rooms may be decorated by the
client in any way they so choose, however, we will not allow confetti, sequins, or any type
of material placed on the dance floor that can be tracked throughout the hotel. We cannot
allow items to be nailed or tacked to the hotel walls, pillars, windows, doors or posts. You
can tape items with scotch tape or special tape that we will provide for you. Candles are
allowed in centerpieces, as long as there is a glass, ceramic or metal plate underneath the
candle arrangement to catch any drippings. Please check with your conference manager
prior to making your decoration plans. Any decorative items left in the conference
facility for more than 24 hours after the end of the event will be disposed of.
Linens
The Peaks Conference Center has cream colored linen tablecloths and cream, burgundy or
black napkins which we can provide for your event at no charge. We can rent linens for
you in a multitude of specialized colors, or you may also bring in your own tablecloths and
napkins, if you so choose.
Pricing of Rooms and Services
The Peaks Conference Center reserves the right to change listed food, room, or service
prices and/or fees to accommodate for price fluctuations in the market. Generally, any
pricing changes will be made and quoted at least sixty (60) days prior to your event.
However, if the client makes changes within the final thirty (30) days before an event that
result in an increased cost to the Peaks Conference Center, that increase in cost shall
automatically be passed on to the client in the final billing.
Food and Beverages
All food and beverages, including any and all alcohol, MUST be purchased through the
Best Western Peaks Conference Center, Inn at Lander. Under no circumstances can any
type of food or beverage, including alcohol, be brought into a Peaks Conference Center
event that has not been purchased directly from this facility. This includes food delivered
or food catered from outside sources. Food that has been purchased from our catering
department cannot be removed from this facility after an event has ended per the
Wyoming State Health Department laws. No “take-out” boxes will be provided.
Sleeping Room Blocks
Sleeping rooms can be blocked for event participants in advance of the event. Your
Conference Coordinator will check with the hotel to make sure the number of rooms you
wish to reserve are available. Group Block room rates will be the same as the advertised
AAA/AARP advertised rates party. You will be given a Group #, as well as a “Guaranteed
through Date” (the date through which the room block will be held) and event attendees can
reserve a room in your block by either calling the hotel directly or going online to the
Reservations page of www.wyconferences.com where a reservation by Group # can be
made directly. Event attendees must have their Group # in order to make their reservation
in their specified room block. All rooms, whether Direct Billed or Individual Pay, must
have credit card information on file with us in order to be guaranteed to be held.
Discounted Event room rates are good only through the Guarantee Date, with the
exception of Government Rates. Event participants must book their rooms in the Group
block in order to receive the group discount, with the exception of Government Rates. If
Government Rates are requested, a valid Government ID must be presented at the time of
check in.
Group room blocks will be relinquished to the public on the day after the Guarantee Date.
Any rooms reserved by event attendees after that date will be reserved at the going rate on
the day the reservation is made. Check in time is 3 pm (unless early check in has been
arranged) and check out is 11 am.
Billing
You will be issued a final bill by the Conference Department within seven (7) days after the
end of your event for the event expenses, which shall include conference room rentals,
food costs, service charges and sales tax, if applicable. If your event included a block of
sleeping rooms which were to be Direct Billed, you will receive a separate invoice for those
rooms from the hotel. All invoices are expected to be paid upon receipt.
Our Goals
The Peaks Conference Center is a full service facility that is dedicated to providing the
ultimate event “experience” for you and your event participants. If there is anything that
we can do for you, your business, your organization, your church, your family, or your
job, please let us know. We are here to serve you.