TRADEWINDS FLORIDA CONFERENCE FAQS
Frequently asked questions among group planners
Considering a TradeWinds group event? These helpful FAQs help answer group planners’ most essential questions. Trying to find a reputable vendor? We have a list of them here, too. However, if you do not find the answer you’re looking forward, please feel free to contact our Group Sales Department.
In the meantime, please use these helpful categories to help you navigate the answers:Group Events
Does TradeWinds offer transportation services for groups?
TradeWinds offers on-site Resort Transportation Services, boasting a full fleet of vehicles, including sedans for VIP transfers and a 20-passenger shuttle bus for large groups. You’ll find drivers at the ready for airport pickup service, return flight drop-off and St. Pete excursions. Arrangements can be made for stretch limos or even a 47- or 55-passenger motor coach, or for your convenience, on-site Hertz car rentals are available at Island Grand.
Is parking provided for attendees?
Daily self-parking fees are typically included in the group rate. Valet parking is available at Island Grand’s lobby for $10, which attendees can pay for individually.
What other resort services are included in the group rate?
TradeWinds provides 24-hour resort security; special requirements for additional meeting room security should be made in advance. Guest room and public area WiFi, along with access to the business center, fitness center and tennis court are also typically included in the group rate.
Are meeting planner offices available?
TradeWinds offers two lockable offices in the Grand Palm Colonnade for meeting planners.
Are special services offered for attendees with special needs?
Designated as an Autism Friendly resort, TradeWinds Island Resorts offers ADA-friendly, and auxiliary aids are available by advance request. Our culinary team also works with groups that have special dietary needs.
Are TradeWinds’ meetings environmentally friendly?
TradeWinds has been at the forefront of Florida’s Green Lodging certification program to protect the area’s natural resources, reduce waste and minimize pollution.
Many of our attendees plan to bring their families. Are children’s services available?
Licensed and bonded babysitters are available 24 hours a day. The recreation staff also provides a variety of children’s activities, and special programs for groups can be arranged in advance.
How should group attendees reserve their room?
Every group is assigned a group reservations agent who is an integral part of our on-site call center. Our friendly agents are intimately familiar with our resorts and the area and will personally handle your group reservation needs. We can also set up your group with online reservations, or both.
We have welcome bags for attendees. Can the Front Desk hand out gift bags at check in?
The front desk is able to hand out a card or note at check-in, but not bags or gifts. Gifts can be delivered to your registered guests for a fee of $4 per gift per room/suite. Let your Sales Manager know if you want deliveries.
What is the check-in / check-out time?
Check-in time at the TradeWinds starts at 4 p.m. We cannot guarantee early check-in unless you reserve your room for arrival the previous day. An additional night fee will apply. Check-out time is at 11 a.m. Arrangements can be made to store luggage for later departures. Please advise your guests accordingly.
Should our group be aware of any event guidelines?
Yes, please see below.
After consultation with a Sales Manager, a Letter of Agreement outlining your event is formulated. The space will be held for ten (10) days while you review the Agreement. A deposit is required to confirm the arrangements. If the Agreement is not returned by the due date, it is assumed that other arrangements have been made and the terms of the Agreement are nullified. When the Agreement with deposit is received by the due date, a Letter of Confirmation and a copy of the fully executed Letter of Agreement is mailed to you for your records.
A non-refundable $1,000 deposit is due with the contract. Additional deposits will be required before the event date and the total balance must be paid in full 10 days prior to the event.
Your Group Reservations Agent can assist in reserving a block of rooms at a discounted rate.
We are at your service to accommodate special requests, but to ensure the safety of all our guests and comply with local health regulations, neither patrons nor their guests are allowed to bring food and beverages into the function area. Food may not be taken from the function area, and buffet lines will remain open no longer than 1 1/2 hours.
TradeWinds Island Resorts is the only licensee authorized to sell and serve liquor, beer, or wine on the hotel premises. Therefore, we cannot allow any of the above to be brought into any of our function areas by outside services. The law prohibits the sale and service of liquor prior to 11 a.m. on Sundays. State law prohibits the serving of alcoholic beverages, including beer and wine, to any person under the age of 21 years. As a responsible vendor of alcoholic beverages, TradeWinds Island Resorts requires proper proof of age from anyone appearing to be under 35 years of age.
Much of the success of your event depends on the atmosphere of your surroundings. We will work closely with you to achieve the overall experience you desire. The attendance you anticipate and the set up you require are the primary factors in your function room assignment. Revisions in these requirements may necessitate changes to a more suitable room. Likewise, our schedule is based upon the attendance of your event. Revisions in details, such as the number of guests in attendance, times, dates, or set up, may necessitate a revision or application of rental fees.
Outdoor ceremonies and receptions
To provide the best possible function, a decision on moving an outdoor function inside will be made by the Convention Services Manager four (4) hours prior to starting time. A forecast of 40 percent or greater chance of rain will determine location.
Our culinary staff uses only the freshest ingredients in preparing your meals. Due to market conditions, menu prices may change without notice unless confirmed by a signed Banquet Event Order. All food and beverage prices are subject to applicable sales tax and service charge (currently 22 percent and 7 percent, respectively).
Guarantees and final attendance
To best serve your guests, a final confirmation of attendance or "guarantee" is required five (5) business days prior to your event. This count may not be reduced within this time period. However, we will be prepared to serve 5 percent more than the final guarantee. If no guarantee is received by the specified time, TradeWinds will charge for the expected number of guests indicated on the Letter of Agreement and the Banquet Event Order.
Full prepayment must be received ten (10) days in advance of your function based upon the "estimated guarantee" of guests. Please see your Letter of Agreement for additional information.