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Table of ContentsTable of Contents...............................................................................................................1
Introduction and Overview..................................................................................................2
Site Selection.....................................................................................................................3
Alternative Site Plans........................................................................................................16
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Introduction and Overview
We would like to extend an invitation to you for a jam-packed exciting Rockin’ Round of Applause Weekend in Orlando, Florida from August 21-24, 2015. To go along perfectly with the theme, the guests will enjoy staying at the Hard Rock Hotel which is a short 15 miles away from
the Orlando International Airport, and conveniently located next to Universal Studios. The invitation that each person receives will include the group hotel code to book the preferred hotel
room, flight information, and food registration procedures. Most of the meals and breakout sessions will take place in the gorgeous Avalon Ballroom, which for capacity purposes can be broken up into three smaller rooms, or in the fantastic Lobby Lounge of the hotel. To create a sense of familiarity and fun, we will start the first dinner of the weekend at Jimmy Buffett’s
Margaritaville, which is less than a mile from the hotel.
Since your main goal for the weekend is to show appreciation to your staff, Orlando is the perfect city for your event due to the exciting and upbeat atmosphere. Orlando is known for its theme parks and thrilling tourist attractions, and that will definitely be included for your guests
this weekend. Your guests will have plenty of ways to enjoy all Orlando has to offer with complimentary tickets to Universal Studios, a Red Hot Chili Peppers Concert, a stay at one of the top hotels in Orlando, and plenty of down time. This event will be a weekend of fun, relaxation, appreciation, and motivation for your Margaritaville staff. Make sure your guests sign-up soon
because they don't want to miss out on this all-inclusive first-come-first-serve event.
We have prepared a weekend full of events that go well with the Rock N Roll theme. Each element in this proposal has been designed to entertain, educate and recognize the worth of the
people that have devoted their time to the Margaritaville Company.
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Site SelectionLocations:
Hard Rock Hotel at Universal Orlando Resort Address: 5800 Universal Blvd, Orlando, FL 32819
Phone: (407) 503-2000
Calypso Creations and your company have booked a block of hotels at the Hard Rock Hotel in Orlando. Your guest will be provided with a group code which they will receive with their
invitation in advance. This code will allow them to book their room of choice prior to the event via internet or by calling the hotel. All costs are to be charged to the company’s master account. Check-in usually is at 4:00pm for many hotels in the Orlando area. We have made arrangements
with the hotel that allow your guest to begin checking in at 11:00 in the morning August 21st. The majority of our events attendees will choose from a Deluxe King Room or a Standard Pool
or Garden View Room.
The Deluxe King (400 sq. ft.) rooms have a king size bed and plenty of extra living area space. The adjoining sitting area is perfect for kicking back, stretching out or just plain grooving.
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The Standard (375 sq. ft) rooms are offered with a pool or garden view. Both vacancies embody stylish décor, two queen beds, and are nothing short of amazing. We include this two bed/one
room option for our guest with the idea that some of the Margaritaville employees may decide to room with fellow co-workers who have also been invited to the event.
Specific higher-ranking guest—CEO, President, Margaritaville Management Group—will be upgraded to the lavish and funky King Suite (650 sq. ft.) which is a generous sized one-bedroom
junior suite that features a king bed, entertainment parlor and dining room table.
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Your guest will also be occupying the Avalon Ballroom, Lobby Lounge, and attached Veranda for multiple activities: breakfast, lunch, dinner, breakout sessions, receptions, and social gatherings.
Avalon Ballroom: three sections which can be rented separately or altogether. For your event, we have bought out the entire Avalon ballroom, and will divide, organize, and design the area according to the activity.
o 2,964 sq. ft.o Theater: 300 peopleo Banquet: 240 people
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Lobby Lounge & connected Veranda: Natural light, wood ceiling features, carpet, and numerous Rock N Roll artists displays i.e. Elvis Presley, Slipknot. The Lobby lounge will be the site for multiple activities except breakout sessions. We will use a black pipe and drape system (located in décor section) to block off the lobby lounge and veranda from the actual lobby where other guest will check-in. Keep in mind, because of your capacity, the hotel has stated that the amount of guest, other than your event attendees, should not be overwhelming.
o 2,800 sq. ft.o Banquet: 180 people
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Jimmy Buffett's Margaritaville- OrlandoAddress: 6000 Universal Blvd #704, Orlando, FL 32819
Phone: (407) 224-2155
Check-in for the event weekend will take place here. On the first night of the event, August 21st, 2015, we will ask that the attendees board the hotel shuttle or a complimentary Water Taxi which
also does pick-ups from the Hard Rock Hotel. The first evening will include a dinner, guest-speaker, and an overview of the weekend’s activities. Seating and décor for this venue will
adhere to the normal Margaritaville atmosphere. We decided that it would be best to incorporate the location of the workplace. It is never a bad idea to expand the knowledge of the company and
encourage our guest to travel to the various Margaritaville locations.
EVENT CAPACITIES
Area Seated Reception
Marina 224 315
Tiki Dining 155 155
Porch of Indecision 180 250
Lone Palm Airport 110 80
*Full Venue Exclusive 720 610
*On August 21st, 2015, the Jimmy Buffet Margaritaville will be closed to the public for the company event, but will be back open the following day for its regular hours of operation.
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Loews Portofino Bay Hotel at Universal Orlando601 Universal Blvd, Orlando, Florida, 32819
Phone: (888) 430-4999
On Saturday night, August 22nd around 10:00 pm, your guest will be treated to a special concert at the Loews Portofino Bay hotel. This hotel is in walking distance (about twelve minutes). For those who would rather take a more laid back trip to the concert venue, the water taxis are also available during this time. We are pleased to announce that the Red Hot Chili Peppers will be
joining us as your musical guest.
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The concert will be held in the Tuscan Ballroom. The grand Tuscan Ballroom is spacious and the décor features beautiful draperies, and grand windows overlooking a small outdoor patio.
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Appendix I
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Pictures/Brochures of the Hotel Property:
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Accessibility to Participants: To ease your guest of the chaos traveling can sometimes cause, this fun-filled weekend will be an all-inclusive trip which means that each guest will receive a plane ticket from their location to the destination, and everything will be paid for by Margaritaville Enterprises. For those attendees who reside in the destination city or state and plan on driving, a complimentary parking pass will be offered at the hotel check-in on the first day of the event. Please refer to the transportation section for a detailed description on how individuals will get around the entire weekend.
Rationale for Site Selection: Our events company has strategically planned out the rationale for your event. We chose to have the check-in dinner at Jimmy Buffet’s Margaritaville in Orlando to highlight the Margaritaville Company and all that it has to offer. The Orlando location has many features that lots of the other Margaritaville restaurants do not include like the Lone Palm Airport and the Volcano bar. It is important to expose the employees to something familiar and allow them to branch out from then on. Orlando was the chosen city because the weather at the time of year we plan to have the event is hot, yet comfortable enough to do outdoor activities. Since we are a tropical themed company, we also like to incorporate that into the site selection process. Florida seemed most logical. However, because of the tropical, Key West laid-back feel, we wanted to present your guest with a new theme. The employees who work for Margaritaville are used to the beach scene, and we wanted to switch it up. The theme we are bringing to the table is Rock N Roll, and we thought that the Hard Rock Hotel at Universal Orlando Resort would fit the premise perfectly. The majority of the activities included in your Rockin’ Round of Applause Weekend will take place at the hotel. The Hard Rock has plenty of space for our planned activities and is in walking distance to Margaritaville Orlando, City Walk, and the Universal Theme Parks. The Loews Portofino Bay Hotel location was included in the site selection because of the massive space it has to offer. This hotel is a twelve minute walk from the Hard Rock or a five minute Water Taxi ride. On the Saturday night of your event weekend, we wanted to have a fun and gigantic area to throw an unforgettable concert for your attendees. The Portofino is absolutely stunning and the perfect venue for a performance with loads of space. The alternative site plans call for a hotel change to the Hilton which is not too far from the Hard Rock Hotel. It was our second choice of lodging for the event, but proved to crash with the theme. The second city alternative is in Las Vegas, NV. The reason we chose a city so far away from Orlando is so that just in case there is a major situation occurring in Florida or even on the east coast, your guest would still be able to receive their treat from the company.
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Alternative Site PlansSame City: Orlando, FL
Hilton Orlando6001 Destination Parkway, Orlando, FL 32819
Phone: (407) 313-4300
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Second City: Las Vegas, NV
Hard Rock Hotel & CasinoAddress: 4455 Paradise Rd, Las Vegas, NV 89169
Phone: (702) 693-5000
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Jimmy Buffett's Margaritaville - Las VegasAddress: 3555 S Las Vegas Blvd, Las Vegas, NV 89109
Phone: (702) 733-3302
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DecorationsTable Settings:
Over the weekend, three different table settings will be used. We will be providing different meals so it is imperative to have various options that all link to the Rock N Roll theme. The table
names will reflect the names of various rock bands throughout the ages. Our guest will be assigned to certain bands for their meals and for their breakout session group.
(1)
(2)
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(3)
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Appendix II
Appendix III Appendix IV
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Appendix V
Appendix VI
Other touch-up decorations if needed: 20 pkgs. of confetti, red and silver 40 rolls of streamers, red and black Inflatable small guitars, microphones, and other instruments Black Musical Notes Beads
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AmenitiesHard Rock Pool
The pool at this hotel is 12,000 sq. ft. and is the centerpiece of the property. It includes a sand beach, two hot tubs, a sand volleyball court, interactive fountains, plus a 260-foot pool slide. The
most unique feature of the pool is the underwater sound system which constantly streams the best tunes in Rock N Roll history. There are also many other activities that occur on a daily basis
at the pool: ping-pong tournaments, pool basketball, arts & crafts, and water balloon toss.
Cabana RentalsOur entire guest list will receive a free cabana rental coupon to use at any point in their stay at
the Hard Rock Hotel. The luxurious cabanas come equipped with a ceiling fan, HD plasma TV, refrigerator with 6 sodas and 2 waters, wireless internet, and a server.
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Rock Gift ShopInside each gift tote there will be a $25.00 gift card for the Rock Shop located in the lobby of the hotel. Guest are welcome to visit the shop whenever they please. If you are looking for rock star
attire, this is the perfect place to get decked out in style for the weekend.
Fitness CenterFor your health conscious folk, we thought it would be necessary to highlight the gym at the Hard Rock Hotel. Though the gym usually requires an additional fee, for your guest, the gym
will be included in the hotel fee. The fitness center features the latest in cardio fitness and circuit training equipment with steam and sauna rooms, whirlpool, and locker facilities. The hotel also
has various jogging and walking paths surrounding the venue.
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PicksUnlike any other hotel you have ever stayed at, the Hard Rock Hotel offers the Picks program. Guest can call the front desk and order a complimentary Fender guitar to jam out with in their
room. Guests may choose from 20 different awesome Fender guitars including legendary Stratocasters, classic Telecasters and a few special surprises. Bass guitars, amps and headphones
are also available.
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Required Equipment
Audio Visual Equipment
Overhead projector and portable screens (3) Stage platform
Laptop computer with HDMI or VGA Connector (3)
Lectern (3)
Speakers: break-out sessions (2 per room), concert at the Portofino (surround sound), DJ (he/she will provide)
DJ turntables and mixing equipment (provided by DJ company), Band instruments (provided by entertainment company)
Lapel (3), hand held microphone (10), microphone stand (6)
Pipe and drape (Lobby Lounge)
Lighting: stage for concert, breakout sessions, meals (all colors)
Decorations (refer to décor section)
Extra electrical requirements Dance floor for concert
Internet Table and chairs (supplied by hotels)
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EntertainmentOn Saturday night at Loews Portofino Bay Hotel, you can enjoy a live concert by The Red Hot
Chili Peppers. The band is known for songs like, Dani California, and By the Way.
While you are waiting for the concert to start, feel free to check out the Red Hot Chili Pepper merchandise table or take a souvenir picture at the photo booth. There will be a selection of fun
and outrageous props available as well for your photo-taking fun.Some prop options include:
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Red Hot Chili Pepper Merchandise:
Enjoy your free time in Orlando with complimentary tickets to Universal Studios.
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TransportationAirport:
Guests will be arriving at the Orlando International Airport on the morning of August 21st.
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Map from Orlando International Airport to the Hard Rock Hotel
Map from the Hard Rock Hotel to Jimmy Buffet's Margaritaville
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Airline:Delta Airlines was a great choice. We have your participants traveling to the Orlando area from places such as Hawaii, and Delta is one of the few airlines that offers full services to all of their respective areas. Also, Delta Airlines was kind enough to give us a discount of 20% due to the
large number of airline tickets we will be purchasing. The average price will be $270.
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Shuttle Service: We really wanted this entire weekend to be about appreciation for your employees. Thus, we did not want them to have to worry about getting from the airport to the Hard Rock Hotel and
Casino or from the Hard Rock to the Margaritaville Orlando, especially since most are not familiar with the area. We chose Super Shuttle as your shuttle service. There are a few other
shuttle services available, but with Super Shuttle being the most popular throughout the U.S. we thought your attendees would be more comfortable with a company they’re familiar with. The
Hard Rock Hotel offers a complimentary Water Taxi from so your attendees do not have to take the shuttle to and from those locations.
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Water Taxi Dock:
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SecurityRisks:Orlando is one of the top Tourist destinations in the world. Given the large influx of people it’s important to be careful. As with many tourist destinations, many criminals prey on tourists. The Margaritaville Orlando is fairly close to the Pine Hill neighborhood of Orlando, which is known
for its high crime rate. Also, The Orlando Blossom Trail is known for prostitution.
Generally, Orlando has a crime rate of 83 per 1,000 residents.
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Security Personnel:Ultimate Security Services will be providing security guards for your event. What made USS stand out was that they specialize in Special Event Security, as well as a full range of services.
They have been operating for over ten years. For your event will need approximately 45 unarmed and 5 armed officers for our Rock Concert featuring the Red Hot Chili Peppers. Your attendees
will be the only people allowed into the Rock Concert. Most have been working for your company for a while and are trusted employees; therefore we did not need heavy security or
more than five armed guards.
Ultimate Security Services6000 Turkey Lake Road, Suite 207
Orlando, FL 32819Phone: (321) 304-2430
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Program Schedule
Day 1: FRIDAY, AUGUST 21ST 201511:00am-4:30pm
Check in at Hard Rock Hotel & free time
4:30pm-6:30pm Reception & transportation to Jimmy Buffet's Margaritaville
5:00pm-7:00pm Check in at Jimmy Buffet's Margaritaville (receive swag & sit for dinner)
7:00pm-10:00pm
Dinner ("night on the town" dinner)
9:00pm-10:30pm
Transportation back to the Hard Rock Hotel
Day 2: SATURDAY, AUGUST 22ND 20158:00am-9:30am Breakfast (in Avalon Ballroom 1 &2 and Lobby Lounge w/Veranda)
9:30am-10:00am Intermission (to turn tables & rooms)
10:00am-1:00pm
Break-out sessions (3 in Avalon Ballrooms & 1 @ Universal Studios)
1:00pm-1:30pm Intermission (to turn tables & rooms)
1:30pm-3:00pm Lunch (in Avalon Ballroom 1 &2 and Lobby Lounge w/Veranda)
3:00pm-3:30pm Intermission (to turn tables & rooms)
3:30pm-6:30pm Break-out sessions (3 in Avalon Ballrooms & 1 @ Universal Studios)
6:30pm-7:00pm Intermission (to turn tables & rooms)
7:00pm-8:30pm Dinner (in Avalon Ballroom 1 &2 and Lobby Lounge w/Veranda)
8:30pm-10:00pm
Free time (time for guests to get to concert location)
10:00pm-10:30pm
Concert starts: DJ performs
10:30pm-12:00am
Concert: Red Hot Chili Peppers
Day 3: SUNDAY, AUGUST 23RD 20158:00am-9:30am Breakfast (in Avalon Ballroom 1 &2 and Lobby Lounge w/Veranda)
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9:30am-10:00am Intermission (to turn tables & rooms)
10:00am-1:00pm Break-out sessions (3 in Avalon Ballrooms & 1 @ Universal Studios)
1:00pm-1:30pm Intermission (to turn tables & rooms)
1:30pm-3:00pm Lunch (in Avalon Ballroom 1 &2 and Lobby Lounge w/Veranda)
3:00pm-3:30pm Intermission (to turn tables & rooms)
3:30pm-6:30pm Break-out sessions (3 in Avalon Ballrooms & 1 @ Universal Studios)
6:30pm-7:00pm Intermission (to turn tables & rooms)
7:00pm-8:30pm Dinner (in Avalon Ballroom 1 &2 and Lobby Lounge w/Veranda)
8:30pm-12:00am Free time (guests can go to Universal Studios, pool, hotel bar, etc.)
Day 4: MONDAY, AUGUST 24TH 20159:30am-11:30am
Breakfast (in Avalon Ballroom 1 & 2 and Lobby Lounge w/Veranda)
11:00am-11:30am
"Thank You" Speech by CEO
11:30am-12:00pm
Guests go back to rooms to pack up
12:00pm-4:00pm
Check out/transportation back to airport
Timeline for Entire Event
Day 1:
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Day 2:
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Day 3:
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Day 4:
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Breakout Session Schedule
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AVALON BALLROOM 1
AVALON BALLROOM 2
AVALON BALLROOM 3
UNIVERSAL STUDIOS
DAY 1: AM Kiss Metallica ACDC Led-Zeppelin
DAY 1: PM Led-Zeppelin Kiss Metallica ACDC
DAY 2: AM ACDC Led-Zeppelin Kiss Metallica
DAY 2: PM Metallica ACDC Led-Zeppelin Kiss
Kiss Metallica Led-ZeppelinACDC
*AM Sessions are from 10:00am to 1:00pm**PM Sessions are from 3:30pm to 6:30pm
Registration
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Registration is free for employees. They will have to register online. The registration website will include the registration form, information about the weekend, and a few details about the
Orlando area. Only 400 employees will be registered on a first come, first serve basis.
Once the 400 person maximum has been reached, the website will display that “REGISTRATION IS NOW CLOSED.”
Budget
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Hotel $259/night per roomHard Rock is giving us a 30% discount on rooms, new room cost is $181/nightTotal cost = $543 per person
Shuttle$18/way per person4 ways per personTotal cost = $72 per person
Flight$337 round trip per person averageDelta is giving us a 20% discount on all flightsTotal cost = $270 per person
Parking Permits$18 per nightTotal cost = $54 per person
Entertainment $5500 Ryan Snyder (guest speaker)$50,000 Red Hot Chili Peppers$3,000 Concert Security$12,000 Ritz Carlton representative (guest speaker)$2,000 Photo BoothTotal cost = $72,500 (about $181 per person)
F & B Breakfast: $10/meal per person (x3)Lunch: $15/meal per person (x2)Dinner: $20/meal per person (x3)Open Bar: $30 per person (x1)Total cost = $150 per person (for entire weekend)
Swag BagUniversal Ticket $92, getting group rate/bulk discount, new ticket cost =$60Lanyard $3Rock Shop gift card $25Band logo lollipops $3Rock On necklace $10Rock band gift totes $14Total cost per swag bag = $115
**TOTAL COST = $1,385 PER PERSON**Conclusion
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We expect the “Rockin’ Round of Applause Weekend” to be a fantastic weekend to celebrate your staff. With all the hard-work and dedication your employees do year in and year out, this
will be a perfect weekend to show them that you acknowledge and appreciate everything they do. From the newest Margaritaville employee to the one who has worked there the longest, they will
have renewed sense of energy in the company. The presentations are made in such a way that your staff will understand your gratitude of their contribution to the company. We know you and
your guests will enjoy this weekend and all it has to offer.
Appendix
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Appendix ITuscan Ballroom for Red Hot Chili Peppers concert. A Stage, large dance floor, open bars (3) in the back of the room, tall reception tables (40), speakers, microphone, and band equipment.
Appendix IIMusic note, guitar pieces and balloon art to decorate the venue according to the theme.
Appendix IIIRock Star art hang to be displayed in each room being used at any given time (5 tops).
Appendix IVGlitter disco ball will be silver and red instead of pink as seen here.
Appendix VRock N Roll foil ceiling decoration to be utilized in all venue spaces.
Appendix VIBlack pipe and drape to be used in Lobby Lounge to separate the actual lobby from lounge.
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N.d. Photograph. Rock N Roll Bride. Kathryn Williams. Web. 2 Nov. 2013. <http://www.rocknrollbride.com/page/2/>.
N.d. Photograph. Rock Star Photobooth. Rock Star Photobooth. Web. 6 Nov. 2013. <http://www.rockstar-photobooth-rental.com/photo-booth-rental-props.html>.
N.d. Photograph. Super Shuttle. Super Shuttle Inc. Web. 6 Nov. 2013. <http://www.supershuttle.com>.N.d. Photograph. The Taste Tester. Designer Blogs. Web. 9 Nov. 2013. <http://www.the-taste-
tester.com/2013/08/asian-sesame-chicken-salad.html>.
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N.d. Photograph. Ultimate Security Services. Orlando Security Services. Web. 6 Nov. 2013. <http://ussagency.com/>.
N.d. Photograph. Voila! Wordpress.com. Web. 9 Nov. 2013. <http://voilawithemily.com/2010/04/14/fresh-vegetable-quiche/>.
N.d. Photograph. Wix. Wix. Web. 6 Nov. 2013. <http://wix.com>.N.d. Photograph. Youtrition. Youtrition, LLC. Web. 9 Nov. 2013.
<http://www.fueledbyyoutrition.com/archives/1022>.
