Planning a meeting? RESOURCE GUIDE. What s Inside. WEST VIRGINIA STATE PARKS Meeting Planner

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2 Planning a meeting? If you are new to planning meetings, we ask these types of questions to help us organize your event. When is the group arriving and departing? Will some attendees arrive in advance of the main group? How many people will be attending? Will you need lodging? Number of rooms Number of cabins Are there accessibility concerns? Do you need a meeting or conference room? Number of attendees? Will you need AV equipment? How do you want the room set up? Will shipments for your meeting arrive in advance for storage? Registration table needed? How will you pay for accommodations or services? Will each person pay individually or through a master account? Direct billing request? Are you tax exempt? Will your group cover the expenses for guest speakers or entertainment? Activities Do you need a golf tournament or other outings arranged? Facility tour? Considering a dance or reception? Recreation planning? Food Service Banquets? Group meals vs individual dining? Coffee breaks or snacks? Hostess baskets or trays in rooms? Are there alternative dates for your meeting? WEST VIRGINIA S Meeting Planner RESOURCE GUIDE West Virginia State Parks welcomes conferences, meetings and gatherings. This guide is your source for facility information, services and staff contacts. Hospitality and affordability are hallmarks for state park visitors for vacations, reunions, events and, now, meetings and conferences. Thank you for your business consideration. What s Inside Blackwater Falls State Park... 2 Cacapon Resort State Park... 4 Chief Logan Lodge, Hotel and Conference Center... 6 Hawks Nest State Park... 8 North Bend State Park...10 Pipestem Resort State Park...12 Twin Falls Resort State Park...14 Tygart Lake State Park...16 Canaan Valley Resort State Park...18 Stonewall Resort State Park...18 Group Terms and Definitions...18 Tax Exempt Status...19 Seating Arrangements...20 State Park Locator Map... inside back cover CALL WVA 3

3 Blackwater Falls State Park P.O. Drawer 490 Davis, WV (304) BLACKWATER FALLS Parsons u219 Group Services contact: u33 Lois Reed, Lodge Manager u lodge (hotel) rooms 26 modern cabins 65 camping sites Elkins Beverly 72 u219 Thomas Davis 32 MD more than 5,257 square feet of conference space Full-service Seating capacity: 200 CANAAN VALLEY RESORT Harman u33 SEATING CAPACITY WEDDING BOARD Milton Harr 58 x Conference Center Davis Room 21 x Music Room 29 x Game Room 37 x Picnic shelters (two) Indoor pool Fitness room Hot tub Game room Tennis and game courts Paddleboats Fishing Audio/visual equipment: slide projector, overhead projector, screens, flip charts Blackwater Falls Blackwater Canyon Pendleton Falls Nature Center Pendleton Lake Sled run Hiking trails Allegheny Trail Canaan Valley Resort State Park Cass Scenic Railroad State Park Cathedral State Park Dolly Sods Wilderness Area Fairfax Stone State Park Monongahela National Forest Seneca Caverns Seneca Rocks and Visitors Center Smoke Hole Caverns CALL WVA 5

4 Cacapon Resort State Park PA 818 Cacapon Lodge Drive Berkeley Springs, WV (304) MD CACAPON RESORT STATE PARK Group Services contact: Group Services Coordinator VA u Berkeley Springs WV 48 lodge (hotel) rooms 31 cabins 13 modern, year-round 12 standard, seasonal 6 summer bungalows, seasonal The Old Inn 12 rooms plus Great Room Charles Town Winchester, VA more than 13,120 square feet of conference space 81 Hagerstown, MD Martinsburg SEATING CAPACITY Washington-Fairfax 67.5 x Conference Center Room can be divided into two rooms of equal size Daniel Morgan 38.6 x Veranda Recreation Room 58.4 x 42.6 Old Inn Great Room 40 x Beech House 2,763 sq. ft. 80 Golf Pro Shop Gazebo Shelters (seven) Full-service Seating capacity: 200 Pro shop and snack bar Horseback riding Paddleboats Beach (seasonal) Tennis and game courts Hiking trails Walking trail (lighted) Naturalist programs Audio/visual equipment: LCD projector, slide / overhead projectors, video monitors, VCRs, speaker phones, screens, flip charts Wedding/reunion planning Cacapon Mountain Overlook Robert Trent Jones, Sr., Golf Course Nature Center Wobble clay (trap) shooting range Antietam National Battlefield Berkeley Springs Museum Berkeley Springs State Park C & O National Historic Park Cacapon, Shenandoah and Potomac rivers canoeing, fishing Charles Town Historic District The Farmer s Market (seasonal) Berkeley Springs Harpers Ferry National Historical Park The Ice House local artists gallery The Old Opera House Martinsburg Prime Shopping Outlets Hagerstown, MD Shepherdstown University The Star Theater Berkeley Springs CALL WVA 7

5 Chief Logan Lodge Hotel and Conference Center 1000 Conference Center Drive (Mile marker 30.5 on U.S. Route 119) P. O. Box 898 Logan, WV (304) Group Services contact: KY Sheila Dingess, Group Services 75 upscale hotel rooms 35 rooms with double queens 40 rooms with single kings 7 king rooms are suites Smoke-free facility CHIEF LOGAN LODGE, HOTEL AND CONFERENCE CENTER u52 u119 Williamson Chapmanville CHIEF LOGAN Logan 13,112 square feet of conference space; smoke-free u Charleston SEATING CAPACITY Full-service, year-round Seating capacity: 90 Private Dining Room 16 x 19 within restaurant Seating capacity: 20 Cardinal Room 15 x 26 For private lunch or dinner meetings Seating capacity: 18 Sessions Lounge Open for groups as contracted; serves restaurant daily Rooms include wireless Internet access, satellite television, telephone service with free local calls, irons/ironing boards, hair dryers, in-room coffee makers Balcony rooms available All suites with fireplaces, mini-refrigerators, microwaves, in addition to amenities listed above WV Suite includes all of the above plus Jacuzzi tub Cell phone hot spots in public area Wireless Internet throughout facility no access codes Fitness Area (guests only) Treadmills, recumbent bike, weights, wide-screen TV, scales, hot tub, indoor pool DINNER MEETING Earl Ray Tomblin 128 x Conference Center Divided into four rooms 62 x Hatfield and 21 x McCoy Room Divided into two rooms 21 x Boardroom style Logan Boardroom Boardroom style Conference Concourse 168 x 14 Alcoves three 14 x 24 Gazebo Wireless Internet in all conference facilities Audio/visual equipment: LCD projector, wireless handheld and lapel microphones, screens, flip charts, A/V carts, TV/DVD/VCR unit, easels Phone service available in all meeting rooms Ample parking ADA accessible Menu planning/meeting planning assistance Group block availability for room reservation Chief Logan State Park Old Logan Road, state Route 10, Outdoor drama (seasonal), Museum in the Park, wildlife center, extensive hiking trails, family fishing, picnic shelters Hatfield-McCoy Trail (ATV) trailheads nearby CALL WVA 9

6 Hawks Nest State Park 1 West Main Street P.O. Box 857 Ansted, WV (304) Group Services contact: Donna Gray, Group Services Coordinator donnagray@wvdnr.gov 31 lodge (hotel) rooms 820 square feet of conference space 64 HAWKS NEST u60 Ansted Montgomery Oak Hill u19 Beckley u19 BABCOCK STATE PARK NEWRIVER 64 u60 Golf course: 9-hole Gift shops Hiking trails Wireless Internet Audio/visual equipment: overhead projectors, video monitors, VCR, DVD, screens, flip charts, lecterns Tour group planning Full-service Seating capacity: 70 Executive balcony capacity: 15 SEATING CAPACITY Conference Room 41 x Midland Trail Picnic/ 48 seats Group Shelter Lower Park Shelter 80 seats Aerial tram Jetboat rides Scenic overlooks Golf course Nature center (seasonal) Babcock State Park Blue Smoke Salsa Carnifex Ferry Battlefield State Park Kirkwood Winery New River Gorge Bridge Summersville Dam Tamarack The Best of WV art and crafts Theater WV Outdoor Dramas Whitewater rafting outfitters CALL WVA 11

7 North Bend State Park Route 1, Box 221 Cairo, WV (304) u50 Group Services contact: Kristi Steed, Group Sales Coordinator 29 lodge (hotel) rooms 9 modern cabins 49 camping sites OH Marietta 2 Parkersburg u50 31 OHIO RIVER 16 Cairo NORTH BEND NORTH BEND RAIL TRAIL 16 u50 Harrisville Ample parking Naturalist/recreation programming Gift shops Tennis and game courts Hiking trails 1,988 square feet of conference space SEATING CAPACITY Audio/visual equipment: slide/overhead projectors, screens, flip charts, laser pointers, VCR/DVD player, standing lectern with microphone, lapel microphone, 24-hour business services, including fax and copier Conference Room 38 x Outdoor deck compliments Conference Room Douglas Room 48 x Picnic shelters (three) Full-service, year-round Seating capacity: 80 North Bend Rail Trail 72 miles North Bend Lake 305 acres Miniature golf Outdoor swimming pool (seasonal) Fishing Boating Ritchie County Berdine s Five & Dime Colonial Retrospectives Sunny Hollow Farms A Gallery Called Made in WV North Bend Golf Course (nine-hole) R.C. Marshall Hardware Company The Scoop Wood County Blennerhassett Island Historical State Park Holl s Swiss Chocolatier CALL WVA 13

8 Pipestem Resort State Park Route 20, Box 150 Pipestem, WV (304) TWIN FALLS RESORT Group Services contacts: Dale McLaughlin, Lodge Manager Ruth Ann Hatcher, Convention Coordinator Ed Wooton, Sales Representative 16,796 square feet of conference space NEW RIVER Beckley Hinton 97 Maben BLUESTONE Mullens CAMP CREEK 20 PIPESTEM AND FOREST RESORT Athens STATE Princeton PARK VA SEATING CAPACITY McKeever Lodge Hudkins 112 x Conference Center Can be divided into four smaller rooms Faulconer Room 41 x Cardinal Room 55 x Cardinal Room deck 56 x 26 Dogwood Room 27 x Maple Room 20 x Exhibit/Trade show space Mountain Creek Lodge Lounge 41 x Pro Shop Complex Blue & Gold Room 34 x Mulligan s Canyon Rim Center Mountaineer Room 28 x Picnic shelters (three) McKeever Lodge Executive suites 113 (hotel) rooms Mountain Creek Lodge 30 rooms (seasonal) 26 cottages 82 camping sites some with full hookup/electric only/tent sites McKeever Lodge Bluestone Dining Room: full-service, year-round Black Bear Snack Bar Mountain Creek Gourmet Restaurant (seasonal) Mulligan s (seasonal) Indoor pool/hot tub Sauna/exercise room Tennis/basketball courts Outdoor pool Stables Hiking trails Wireless Internet Audio/visual equipment: LCD/slide/overhead projectors, video monitors, VCR/DVD players, screens, flip charts, easels, podiums, sound systems, microphones Food service catering Menu planning Tour group/wedding planning Swim aerobics Naturalist/recreation programming 18-hole championship golf course Par 3 golf course Canyon Rim Gift Shop featuring Reflections Glass Showcase Aerial tram Lookout tower Nature center Miniature golf Lake/paddleboats/fishing Amphitheater Bluestone State Park and Lake Sandstone Falls National Scenic Area New River Gorge National River CALL WVA 15

9 Twin Falls Resort State Park Route 97, Box 667 Mullens, WV (304) TWIN FALLS RESORT Group Services contact: Carolyn Privett, Group Services Coordinator u Maben Pineville Mullens CAMP CREEK AND FOREST NEW RIVER Beckley VA Hinton BLUESTONE PIPESTEM RESORT Athens STATE Princeton PARK 20 mountaintop lodge (hotel) rooms 14 cottages 50 camping sites 25 with electric hookups 4,683 square feet of conference space SEATING CAPACITY T-SHAPE Azalea Room 54 x Magnolia Room 30 x Chinquapin Room 33 x Maple Room 20 x Oak Room 41 x Picnic shelters (three) Irons and ironing boards Hair dryers Cable television Telephone service (free local calls) Audio/visual equipment: slide/overhead projectors, video monitors, VCR/DVD players, screens, flip charts, easels High-speed Internet Food service catering Menu planning Naturalist/recreation programming Reunion planning The Pioneer Farm Amphitheater Gift shop 18-hole championship golf course Tennis and game courts Outdoor swimming pool Hiking and biking trails Full-service, year-round Beckley Exhibition Coal Mine Hatfield McCoy Trail (ATV) system (Pinnacle Trailhead) New River Gorge Bridge Tamarack The Best of WV art and crafts Theater WV Outdoor dramas WinterPlace skiing CALL WVA 17

10 Tygart Lake State Park Route 1, Box 260 Grafton, WV (304) Group Services contact: Ask for Group Services 20 lodge (hotel) rooms 4 executive suites 2 with queen beds 2 with king bed and sleeper sofa 11 cabins 40 camping sites 14 w/ electric hookups PA 1,680 square feet of conference space Full-service, open mid-april through December 79 Morgantown PRICKETTS FORT Fairmont u119 VALLEY FALLS 79 Grafton u50 u50 TYGART LAKE Clarksburg Bridgeport u SEATING CAPACITY Conference Room 60 x Room can be divided into two rooms of equal size: 30 x 28 Picnic shelters Irons and ironing boards Hair dryers Cable television Telephone service (free local calls) ADA compliant Wireless Internet Executive suites also include 32-inch television, DVD/VCR player, refrigerator, microwave and sliding door to deck overlooking lake Game room and equipment rentals Audio/visual equipment: slide/overhead projectors, video monitors, VCRs, screens Wireless Internet Food service catering Menu planning Naturalist/recreation programming Reunion planning Tygart Lake 1760-acre lake at summer pool Tygart Lake Marina & pontoon boat rental Hiking trails Anna Jarvis House (Grafton) International Mother s Day Shrine (Grafton) National Cemeteries: Grafton and Pruntytown Pleasant Creek Wildlife Management Area Several state parks (see map) Tygart Lake Dam Visitor s Center Tygart Lake Country (Golf ) Club CALL WVA 19

11 Other State Park Facilities Tax Exempt Status Canaan Valley Resort managed by Guest Services, Inc. HC 70, Box 330, Davis, WV (304) ext or Lisa Ratliff, Director of Sales Sales Tax Group must present proof of tax exemption by submission of current tax status certification with West Virginia. Tax exempt services must be a master account and paid by the same agency as the certificate issued. Sales tax exemption forms are available online at: Stonewall Resort managed by Benchmark Hospitality Exit 91 Interstate 79, 149 State Park Trail, Roanoke, WV (304) or Ask for sales representative Definitions Advance deposit A payment requested in advance of a guest or group arrival to hold reservations, conference space, or other services. This deposit is applied to the final billing. AV equipment Abbreviation for audio visual equipment. Contract A legally binding agreement between two parties. Day Only A planned function that does not require overnight accommodations. Direct bill A single invoice of lodge, food service and/or other services or activities to be billed and provided to the organization for payment after the completion of the function. Direct Bill arrangements must be approved in advance by the host facility via the group contract. Function A planned event at a host facility. Group block A given number of rooms assigned to a specific group by the host facility. Only the group contact or the host facility representative can alter the number of rooms in a group block. Group contact The group contact is the individual working directly with the host facility to make arrangements and decisions for lodging, food service, conference services, payment agreements, etc. The individual entering into a contract agreement with the host facility is the group contact. Host facility The park or property where the function is being held. Individual reservations The guest is responsible for making their own overnight reservation. This is generally from an assigned group block. The individual, not the group contact, is responsible for deposits, guarantees, cancellation, etc. Master account A single invoice for all lodging, food service, and other services or activities to be paid upon check out. Payment to be made by check, cash or credit card. Rooming list A list of names for each room held by the group contact. The rooming list is a guarantee of rooms needed and an obligation of payment for lodging, unless canceled prior to release date. Hotel/Motel Tax A group s service requiring lodging must pay hotel/motel tax, except governmental groups with direct billings. Individuals that are being reimbursed for services provided by host facility are taxable, including hotel/motel taxes Consumer to pay (hotel/motel) tax The consumer shall pay to the hotel operator the amount of tax imposed by any municipality or county hereunder, which tax shall be added to and shall constitute a part of the consideration paid for the use and occupancy of the hotel room Occupancy billed to government agencies or employees. (a) Hotel room occupancy billed directly to the federal government shall be exempt from this tax: Provided, That rooms paid for by a federal government employee for which reimbursement is made shall be subject to this tax. (b) Hotel room occupancy billed directly to this state or its political subdivisions shall be exempt from this tax: Provided, That rooms paid for by an employee of this state for which reimbursement is made shall be subject to this tax. NOTE: West Virginia state agencies using a purchasing card (i.e., charges are paid directly from the agency or school account, not by the traveler) are exempt of both state sales tax and the hotel/motel tax. The employee is not being reimbursed for out-of-pocket expenses. The traveler should clarify the card type with the check-in staff at the lodge, hotels, etc. Ultimately, it is the responsibility of the traveler (state government or otherwise) to know what type of payment and the taxes to pay based on payment method. Travelers must advise the check-in clerk prior to posting charges of any exemption status, or taxes are automatically applied CALL WVA 21

12 Seating Arrangements WEST VIRGINIA S Capacity affects how a room is set up. Examples are: : Rows of seats facing forward to head table. : Seats at tables facing forward to head table. : Seats at tables perpendicular to head table. CONFERENCE or BOARD: For small groups that require a lot of interaction. HOLLOW SQUARE: Works for classroom-type presentation when there are no visual aids. U-SHAPE: A hollow square or rectangle with one side removed. West Virginia Division of Natural Resources Parks and Recreation Capitol Complex, Building 3, Room Kanawha Boulevard East Charleston, West Virginia (304) CHEVRON: Seats at angled tables facing head table. West Virginia Division of Natural Resources, Capitol Complex, Charleston, WV STATEMENT OF POLICY REGARDING THE EQUAL OPPORTUNITY TO USE FACILITIES AND PARTICIPATE IN PROGRAMS Visitors are responsible for observing park rules and regulations. It is the policy of the West Virginia Division of Natural Resources to provide its facilities, accommodations, services and programs to all persons without regard to gender, race, color, age, religion, national origin or disability. Proper licenses, registration and compliance with official rules and regulations are the only sources of restrictions for facility use or program participation. The West Virginia Division of Natural Resources is an equal opportunity employer. 9/ CALL WVA 23

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