Produce Marketing Association
Patricia Rae Foss, CAE, CMP
Director, Conventions & Meetings
PO Box 6036
Newark, DE 19714
pquinlan@mail.pma.com

To make your reservations
• Wyndham Jade is PMA’s official housing bureau; they will be handling all hotel guest room reservations.
• click here www.wynjade.com/pmafresh - Individuals can make their reservations online (the link will be available June 17th)
• call (877)425-4762 or (972)349-5466
• fax the completed form to (972)349-5854

The hotel reservation policy

• Groups - If you reserve a suite and/or a block of five or more guest rooms, full payment for guest room and tax for all nights is due by September 9, 2002. If payment is not received (via check or credit card authorization)by September 9, guest rooms will be released. After September 9, name changes may be made, but no refunds for cancellations or date changes will be made.

• Individuals - If you reserve a suite or less than five guest rooms, full payment of guest room and tax for all nights is due upon check-in at the hotel. After September 9, you may make date and name changes, but any cancellations will result in a fee equal to one night guest room and tax. After you check in at your hotel, your departure date is confirmed. No refunds will be given for early checkouts.

• Group & Individual Payment - If you are paying by credit card, you must submit a credit card authorization so that the hotel may charge your card on September 9 . You may print this form directly from our website or contact Wyndham Jade to have it faxed to you.

Forms
• Housing Credit Card Authorization Form (attach in PDF)
• Individual Housing Form (attach in PDF)
• Group Housing Form (attach in PDF)

Confirmation of your hotel reservations will come directly from Wyndham Jade within 72 hours of making the reservation. Please be sure to check your confirmation closely for accuracy and call Wyndham Jade, PMA’s official housing contractor, with any changes. Hotel changes and cancellations should be directed to Wyndham Jade at PMAFRESH@wyndhamjade.com or (877) 425-4762.

Hospitality suites may be used for major functions (12 or more people) during the following hours:

Friday, October 11 after 7:30 pm
Saturday, October 12 after 8:00 pm
Sunday, October 13 after 5:00 pm
Monday, October 14 after 5:30 pm
Tuesday, October 15 after 1:00 pm

Non-exhibiting companies may not use a hospitality suite as an exhibit booth. PMA reserves the option of denying future hospitality suites to companies that violate these policies. There is a suite reservation fee of $100 for exhibiting companies and $350 for non-exhibiting companies. These fees are waived for Fresh Summit Sponsors. Wyndham Jade will request a credit card to cover these charges.

Hotel Meeting Rooms
• Advance approval by PMA is required for any affiliated industry group that wishes to use a hotel meeting room.
• A Hotel Space Release form must be completed and faxed to Sally Bedwell at +1 (302)731-2409 for approval - this form can be found on our website, or by contacting Sally Bedwell at +1 (302)738-7100.
• You must have the signed Hotel Space Release form before you contact the hotel directly to reserve meeting space.
• Meeting room use is restricted to the same hours as hospitality suite use, unless approved in advance by PMA.

Official PMA Fresh Summit Hotels:
Attach link that is already on website that goes to hotel map and list

Frequently asked Questions

Why do we have to pre-pay our entire stay?
PMA and its members have been charged thousands of dollars in attrition fees by the hotels. Attrition clauses are now included in all hotel contracts

What is attrition?
Attrition is a charge imposed by hotels. It is addressed in all hotel contracts and makes PMA financially accountable for guest rooms held, but not occupied.

How do the contracts between PMA and the hotel work?
PMA signs a contract with each hotel to hold a certain number of guest rooms many years in advance of the event. The hotel agrees to hold these guest rooms for Fresh Summit participants only. Any contracted guest rooms that are not used sit empty, which equals a loss in revenue for the hotel, and the hotels now hold the association responsible.

Why does this affect PMA?
Attendees are completely canceling reserved guest rooms with little or no notice. Attendees are shortening their stays by leaving early or arriving late. Hotels do not have enough time left to sell the unused guest rooms.

Does PMA have a history of attrition?
In Anaheim, 893 (16%) of reserved Saturday night guest rooms were canceled within 21 days of the show. 587 (34%) of reserved Tuesday night guest rooms were canceled within 21 days of the show. If attrition had been included in 2000 contracts, PMA members would have been charged $58,000 for Tuesday night alone.

What happens if we cancel guest rooms before September 9?
You will not be penalized in any way for canceling guest rooms prior to September 9.

What happens if we cancel guest rooms after September 9?
After September 9, you will be financially liable for the cost of guest room and tax for all nights reserved.

Are there any exceptions when refunds would be issued?
No, hotels do not have any exceptions to their attrition clauses, therefore we are unable to make any exceptions to PMA’s attendees and exhibitors.

What if I'm not sure of how long I can stay? Can I still check out early?
You may check out early if you wish, but you will not be refunded for any nights that you cut from your originally planned stay.

What happens to my pre-paid guest room if I arrive a night later than I planned? Can the hotel give it away to another guest?
Your guest room will be held for up to 24 hours of your originally planned arrival. After 6:00 p.m., your guest room can be sold to another guest. You should contact Wyndham Jade as soon as you realize you will be arriving late.

What if I don't want all these charges on a credit card?
You may pay by check as long as Wyndham Jade receives payment by September 9.