Leading Meeting Professionals

Professional Convention Management Association

What to Know Before You Go

Everything you need to prepare for the 2013 Partnership Summit.

Thank you for joining us for the 2013 PCMA Education Foundation Partnership Summit in Riviera Maya, Mexico. We look forward to seeing you soon! To assist you in preparing for an exceptional experience, we have prepared this comprehensive document.

Please read it carefully and direct any questions you may have to Dyan Westropp, CMP, Manager, Meetings and Events at PCMA
. Dyan can be reached at dwestropp@pcma.org or 312-423-7225.

Before You Leave

Packing

  • LUGGAGE TAGS—The enclosed luggage tags are for hotel and DMC identification only and have been customized for you and your personal guest according to our hotel rooming list. Since the tags do not include your home address or contact information, be sure to keep your regular luggage tags on your bags as well. Additional tags will be available on site.
  • A current Passport is required for every attendee.
  • Attire for the Summit is resort casual (shorts, flip flops, sundresses and golf shirts are appropriate)
  • Sponsors will be taking clients out to dinner on Friday evening for a dine-around so please consult with your sponsor for appropriate attire.
  • Hotel Rooms include a balcony with a table, 2 chairs, iron/ironing board, in-room safe, in-room refrigerators with a fully stocked mini bar, telephone with voice mail, coffee maker, hair dryer and bathrobes.
  • Additional items that you may consider packing for your comfort: hat, sunglasses, sunscreen, bug repellent, and a portable waterproof sport container if you wish to keep valuables at your side during any water or outdoor activities.

Travel

  • PRINT YOUR FLIGHT ITINERARY – American Airlines will e-mail e-itineraries to all Summit guests who booked through Lisa at American Airlines no later than May 20.   Flights booked with other airlines should have already received e-itineraries.  If you do not have a copy of your flight itinerary by May 20, please contact Dyan Westropp at dwestropp@pcma.org.
  • PRINT YOUR SUMMIT REGISTRATION STATEMENT (available through the link in your confirmation e-mail you received after registering) AND PCMA STAFF CONTACT SHEET (at the end of this document)- Should you encounter any unforeseen challenges before your arrival in Riviera Maya, Mexico. A final confirmation e-mail will be sent to you at least 1 week before you depart and will contain a link to your Registration Statement and your hotel confirmation number.

Once You Arrive

Airport and Ground Transportation Procedures

  • All attendees will arrive into Cancun International Airport (most will arrive in the International T3 Terminal)
    • After passing through immigration, passengers secure their bags at their designated carrousel and clear Customs.  All USA visitors must keep the completed copy of the Immigration form to be returned once leaving the country.
    • Please continue walking out of the terminal to meet Amstar Staff wearing navy blue slacks and cream color polo shirt with the logo on the left. Amstar Staff will be holding signs with the Summit Logo and will show you to your vehicle.
  • Transfer time to the hotel is approximately 45 minutes from Cancun International Airport; snacks, alcoholic and non-alcoholic beverages will be provided on the transfers to Paradisus.  If you have difficulty finding the Amstar Representative upon your arrival, please contact Josue Pena at +52 998 845 4690 or Patrick Crosson (PCMA) at 312-520-8956.

Checking In and Picking Up Registration Materials

Paradisus Playa del Carmen
5a Av. Esq Calle 112 SN
Luis Donaldo Colosio
Playa del Carmen, Quintana Roo
Mexico 77719
Ph: +52 984 877 3900

  • Upon your arrival at the Paradisus Playa del Carmen, staff will take your baggage to your room and escort you to the hotel check in and Summit registration area.  At this time, you will issue a credit card for any incidentals and receive your room key.  Your name badge and registration materials will be delivered to your sleeping room in advance of your arrival.  You will be able to make changes to your activities or spa treatment schedule based upon availability at the Summit registration area.  Golf pairings for Friday and Saturday will also be handled at registration. 
  • At check in, you will be provided with a special hotel wristband. It is extremely important that you keep this wristband on throughout your stay. It will identify you as a hotel guest to the hotel staff and allow you access to all of the amenities this all-inclusive resort has to offer.

During Your Stay

  • General Sessions are held on Friday and Saturday mornings from 8:30am – 9:30am. 
  • There will be a Day Hospitality area located in the Convention Center Foyer at the Paradisus Playa del Carmen with computers to check your email, along with light snacks and beverages. PCMA Staff will also be available in the hospitality room to answer any questions you may have.
  • A designated pool area with white flag will be available to all Summit guests at the pool. Light snacks and beverages will be available at the La Palapa Grill.
  • Sunscreen, hat and/or sunglasses are recommended for all outdoor activities. 
  • Guests will have complimentary 24 hour access to the fitness area near the Yhi Spa.
  • Each evening, beginning at 10:00pm, we will host a Nightcaps & Networking Hospitality with snacks, desserts and cocktails. Please check your final schedule of events for location. 
  • SHOULD YOU REQUIRE ASSISTANCE AT ANY TIME, PLEASE MAKE A PCMA STAFF MEMBER YOUR FIRST STOP. We are here to make your stay comfortable and enjoyable.

Golf

  • Golf pairings and tournament rules will be available on site. PCMA will provide the Thursday Golf pairings prior to departure. For those that registered for golf on Friday and Saturday, please stop by the registration desk at check-in to request or confirm pairings. Friday and Saturday pairings will be posted on Friday morning before the morning General Session and at the golf course.  The Saturday Tournament will be a scramble format.
  • The Saturday Golf clinic has moved to Friday at 11:45am – 12:45pm.  The Golf Clinic is targeted toward beginners.
  • Collared or mock-turtleneck shirts must be worn. Only golf shoes with soft spikes or other flat-soled shoes will be accepted. T-shirts, tank tops, halter-tops, bathing suits, blue jeans and cut-off shorts are not permitted on the course.
  • Club Rental is complimentary; if you need clubs and did not indicate on your registration profile, please notify Dyan Westropp at dwestropp@pcma.org to secure clubs.  Golf shoe rental will not be available at the golf course; please bring your own shoes.
  • If you are bringing your golf clubs, you may either store them with Paradisus bell staff or in your guest room.  Golf clubs will be pulled by bell staff a half hour prior to transportation departure from the Paradisus to the Grand Coral Golf Club.

Tour Reminders

  • Xel-Há Park Snorkeling Experience SOLD OUT
    • The minibus will board at the Paradisus at 9:45am and will depart at 10:00am; transport time is 40 minutes.
    • Snorkeling, tubing, zip line, and biking are included.  Optional paid activities include a dolphin swim ($99 to $130 USD).  Lockers will be available on-site.
    • Food and Beverage are provided complimentary.
    • Hat, sunglasses, swimsuits and sunscreen are recommended. Dress is casual.
    • You will be back at the resort by 3:00pm.                       

  • Jungle Maya Expedition (Friday and Saturday) SOLD OUT
    • The minibus will board at the Paradisus at 9:45am and will depart at 10:00am; transport time is 35 minutes.
    • Recommended for those who are adventurous and in good physical condition
    • Experience Mayan culture, cooking and history
    • Optional activities include zip lining and rappelling
    • Must zip line or take aggressive (VERY bumpy) off road vehicle to lunch (walking the rocky terrain is also an option)
    • Eco-friendly bug repellent is provided.  Please do not wear your own.
    • Wear comfortable clothes and shoes geared for outdoor adventures, swimsuits and sunscreen are recommended. Dress is casual.
    • You will be back at the resort by 3:30pm.

  • Punta Venado Beach Club:  ATVs, Wave Runners, Horseback Riding SOLD OUT
    • The minibus will board at the Paradisus at 10:45am and will depart at 11:00am; transport time is 20 minutes.
    • Lunch will be served
    • Hat, sunglasses, swimsuits and sunscreen are recommended. Dress is casual.
    • You will be back at the resort by 3:30pm

  • Shopping in Playa del Carmen (Friday and Saturday)
    • The minibus will board at the Paradisus at 12:15pm and will depart at 12:30pm; transport time is 10 minutes.
    • Lunch will be provided at Paradisus prior to departure.
    • Hat, sunglasses, comfortable shoes and sunscreen are recommended. Dress is casual.
    • You will be back at the resort by 3:30pm.

  • Xplor Adventure Park Zip Lining SOLD OUT
    • The minibus will board at the Paradisus at 9:45am and will depart at 10:00am; transport time is 15 minutes.
    • Food and Beverage will be provided complimentary
    • Hat, sunglasses, swimsuits, flat shoes with backs and sunscreen are recommended. No flip flops on zip line.  Dress is casual.
    • You will be back at the resort by 3:00pm.

As You Return Home

  • A minimum of one night prior to your departure, we will provide you with your departure transportation information.
  • In order to provide sufficient time for you to travel to the airport, check your luggage, and clear security and customs, the general timelines for departure are as follows:
    • Departure from Paradisus Playa del Carmen – 3.5 hours before your flight departs out of Cancun International Airport.
    • Luggage pick up from room – at least 60 minutes prior to departure from hotel (please call the bell desk if you would like assistance with your luggage)
  • On the day of your departure, please relax and enjoy the brunch that is provided (Sunday, June 9th departures only) and settle any incidentals with the Paradisus Playa del Carmen front desk before you leave.  For those departing before brunch begins there will be a “grab & go” breakfast available in the Convention Center Foyer near the ground transportation departure.
  • Upon arrival at the airport, you will accompany your luggage on to your check-in counter.

Post-Summit Stays

If you are extending your stay, PCMA staff will communicate directions for your return to the airport onsite during the Summit.

Frequently Asked Questions


WHAT IS THE AVERAGE TEMPERATURE IN JUNE IN PLAYA DEL CARMEN?

Average High Temperature: 86 degrees Fahrenheit; Average Low Temperature: 75 degrees Fahrenheit; Average Rainfall: 6.7 inches

WHAT PERSONAL EXPENSES AND INCIDENTALS SHOULD I PLAN FOR?
Please plan for any expenses associated with hotel accommodations outside of the official program dates (June 6 – June 9).  Additionally, please plan for any expenses outside of what is provided/detailed in the Partnership Summit Schedule of Events such as baggage fees.

WHAT ABOUT GRATUITIES?

  • Spa:  Gratuity for spa treatments at the Paradisus Playa del Carmen – Yhi Spa has been included in your service.  Should you WISH to provide additional gratuity for exceptional service, you are more than welcome to do so.
  • Bell Service & HousekeepingGratuity for baggage arrivals and departures is included as well as daily housekeeping gratuities. Should you WISH to provide additional gratuity for exceptional service, you are more than welcome to do so.

DO I NEED TO RENT A CAR DURING THE PARTNERSHIP SUMMIT? WHAT ABOUT CABS?

Transfers are being provided from the Cancun International Airport to Paradisus Playa del Carmen as well as for all Summit tours so there is no need to rent a car or take cabs for any Summit activities. If you are extending your stay and you wish to rent a car, please visit the Concierge Desk. Cabs can be arranged through the bell desk.

WILL I HAVE ACCESS TO ANY OF THE TOURS THAT ARE CURRENTLY “SOLD OUT”; WHAT ABOUT SPA APPOINTMENTS?

If you are interested in a “sold out” tour we encourage you to show up at the tour departure area in case of “no shows”. On the day of the tour, guests will be added to the tours on a first come, first served basis. Spa appointment availability will vary on site; please see PCMA staff at registration or in the Hospitality room for any questions on spa appointments. Please note that your spa appointment time may be adjusted onsite and will be communicated to you onsite at registration.

PCMA Staff Contact Information

Beginning on June 4
You may reach the following PCMA staff members on their cell phones:

Dyan Westropp, CMP
Manager, Meetings & Events
312-636-1354
dwestropp@pcma.org

Stacey Shafer
Director, Leadership Relations
312-636-4694
sshafer@pcma.org

Kelly Peacy, CAE, CMP
Senior Vice President, Meetings & Education
312-636-2949
kpeacy@pcma.org

Brad Lewis
Executive Director, PCMA Education Foundation
312-320-1855
blewis@pcma.org

LEARN: PCMA 365