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Embassy Suites by Hilton

Lexington Green

245 Lexington Green Circle · Lexington, KY 40503

(859) 271-4000

Front Desk Operations Dashboard

Last updated: May 2026

OPERATIONS BRIEF May 21 – June 5, 2026 Peak Period

Group & Banquet Quick-Reference

KHSAA Track & Field State Championships  →  NCAA East Regionals (5/25–5/31)  →  KHSAA Baseball & Softball State Championships

15

Groups On-Books

17

Banquet Events

175+

Peak Group Rooms

5/26–5/29

5/25

NCAA Arrival Day

5/25–5/30 Peak Occ.

🔥 PEAK OCCUPANCY: May 25–30

NCAA East Regionals + Multiple D1 Track Teams · All hands on deck. Pre-key all eligible groups before 3pm.

Showing all 15 groups

Key Alerts & Front Desk Action Items

Review before each shift. Address all ⚠ items before group arrival.

🔥 PEAK NIGHTS: May 26–29

NCAA Officials (65) + Ohio State (37) + Ole Miss (36) + Covington Catholic (10) + Notre Dame (11) + Richmond (6) + St. John's (12) = ~175+ group rooms. Confirm pre-keys by 2pm. All hands on deck.

⚠ Warren East — Tax Exemption NOT Received

Code 600 checks in 5/21. Tax exemption has NOT been received as of booking. Confirm exemption cert at check-in or charge tax accordingly.

⚠ NCAA Track Officials — Collect Incidentals Card

Code NTO pays via UK Direct Bill. Despite direct bill, MUST COLLECT individual credit cards for incidentals at check-in for each guest.

⚠ Alltech — 3 Specific Names Pay by Card at Arrival

Code 937. Three guests pay individually: Viet Le Phuoc Hoang, Phong Nguyen Tan Duy, Phuong Nguyen Thi Kim — charge their own cards (room + incidentals). All others route to master.

⚠ Clark's Pump-N-Shop — Specific Room Routing

Code 92E. Assign specific rooms: Martinez → Rm 220 · Fuller → Rm 307 · Ausmus → Rm 511. Guests pay all charges. Tax exempt.

✓ Pre-Key Alphabetically — 6 Groups

Glasgow (501) · Paducah Tilghman (90O) · Ole Miss (OMT) · Ohio State (OST) · Richmond (922) · St. John's (92U)

✓ Extra Towels — 7 Groups

Glasgow · Warren East · Paducah Tilghman · Grove City · Ole Miss · Ohio State · KHSAA Baseball/Softball. Stage extra towels before arrival.

✓ Complimentary Suite Upgrades

Ole Miss: Head Coach King → $0 rate, comp upgrade.
Richmond: Head Coach → Comp Suite Upgrade.

Groups Directory — 15 Groups

Click any card to expand full details. Use filters or search to narrow results.

Filter by Arrival:
92E 5/20–5/22 Tax Exempt

Clark's Pump-N-Shop Track & Field State Championships

SM: Kobe Johnson  ·  $149/night  ·  20 rms Wed, 7 rms Thu

Group Code

92E

Sales Manager

Kobe Johnson

Arrival → Departure

5/20 → 5/22

Rate

$149 / night

Room Pickup

20 rms Wed · 7 rms Thu (29 guests)

Main Contact

N/A

Payment / Routing

Guests pay all charges

Tax Exempt

✓ Yes — Exempt

Incidentals

OFF

Room Routing (IMPORTANT)

Martinez → Rm 220  ·  Fuller → Rm 307  ·  Ausmus → Rm 511

501 5/20–5/21 Tax Exempt Pre-Key Alpha

Glasgow High School

SM: Kobe Johnson  ·  $143.20/night  ·  12 rms Wed

Group Code

501

Sales Manager

Kobe Johnson

Arrival → Departure

5/20 → 5/21

Rate

$143.20 / night

Room Pickup

12 rms Wednesday

Main Contact

Cedric Vaughn

270-528-6981

Payment / Routing

Room & Tax → Master

Method

School Bringing Check

Tax Exempt

✓ Yes — Received

Pre-Key & Notes

Pre-key alphabetically · Extra towels requested

600 5/21–5/22 ⚠ Tax TBD

Warren East High School

SM: Kobe Johnson  ·  $168.29/night  ·  16 rms Thu

Group Code

600

Sales Manager

Kobe Johnson

Arrival → Departure

5/21 → 5/22

Rate

$168.29 / night

Room Pickup

16 rms Thursday

Main Contact

Elizabeth Wilson

270-202-5542

Payment / Routing

Room & Tax → Master

Tax Exempt

⚠ EXEMPT BUT NOT RECEIVED

ACTION REQUIRED

Team dinner in South E'terie 8–9pm · Extra towels · Confirm tax exemption cert at check-in or charge tax!

90O 5/21–5/22 Tax Exempt Pre-Key Alpha

Paducah Tilghman High School

SM: Kobe Johnson  ·  $149/night  ·  15 rms Thu

Group Code

90O

Sales Manager

Kobe Johnson

Arrival → Departure

5/21 → 5/22

Rate

$149 / night

Room Pickup

15 rms Thursday

Main Contact

Randy Wyatt

270-519-4940

Payment / Routing

Room & Tax → Master

Tax Exempt

✓ Yes — Received

Pre-Key & Notes

Pre-key alphabetically · Extra towels requested

92O 5/21–5/23 Tax Exempt

Anointed Temple of Praise Christian Church (ATOP)

SM: Eve Guilbault  ·  $155 / $99 Bus Driver  ·  24 rms Thu, 24 rms Fri

Group Code

92O

Sales Manager

Eve Guilbault

Arrival → Departure

5/21 → 5/23

Rate

$155 guests · $99 bus driver

Room Pickup

24 rms Thu · 24 rms Fri

Main Contact

Tamara Moore

901-335-0406

Payment / Routing

Room & Tax → Master

Method

PAID BY CHECK (Received)

Tax Exempt

✓ Yes — Received

92D 5/22–5/24 Guest Pays All

Grove City Titans Baseball

SM: Kobe Johnson  ·  $169/night  ·  13 rms Fri, 15 rms Sat

Group Code

92D

Sales Manager

Kobe Johnson

Arrival → Departure

5/22 → 5/24

Rate

$169 / night

Room Pickup

13 rms Fri · 15 rms Sat

Main Contact

Rob Jech

614-578-7849

Payment / Routing

GUESTS PAY ALL CHARGES

Tax Exempt

No

Extra towels requested

OMT 5/25–5/31 🔥 Peak Pre-Key Alpha ⭐ Comp Upgrade

University of Mississippi (Ole Miss) Track & Field

SM: Kobe Johnson  ·  $179/night  ·  36 rms nightly (NCAA East Regionals)

Group Code

OMT

Sales Manager

Kobe Johnson

Arrival → Departure

5/25 → 5/31

Rate

$179 / night  ·  $0 Head Coach King

Room Pickup

36 rms nightly

Main Contact

Caleb Stirm

662-832-3159

Payment / Routing

Room & Tax → Master

Method

DIRECT BILL

Tax Exempt

No

VIP & Special Notes

COMP UPGRADE — Head Coach King ($0 rate) · Pre-key alphabetically · Extra towels requested · Banquet: Water station Ballroom C-D, 8am–11pm daily (5/25–5/31)

OST 5/25–5/30 🔥 Peak Pre-Key Alpha

Ohio State Track & Field

SM: Kobe Johnson  ·  $174/night  ·  37 rms nightly (NCAA East Regionals)

Group Code

OST

Sales Manager

Kobe Johnson

Arrival → Departure

5/25 → 5/30

Rate

$174 / night  ·  $0 Head Coach

Room Pickup

37 rms nightly

Main Contact

Fred Barends

614-736-0320

Payment / Routing

Room & Tax → Master

Incidentals

OFF

Tax Exempt

No

Pre-key alphabetically · Extra towels · Banquet: Water station Ballroom A-B, 4pm–2am daily (5/25–5/30)

92M 5/25–5/29 🔥 Peak Tax Exempt

Notre Dame Academy

SM: Kobe Johnson  ·  $219/night  ·  9 rms Mon/Tue · 11 rms Wed/Thu

Group Code

92M

Sales Manager

Kobe Johnson

Arrival → Departure

5/25 → 5/29

Rate

$219 / night

Room Pickup

9 rms Mon/Tue · 11 rms Wed/Thu

Main Contact

Michelle Christensen

Payment / Routing

Room & Tax → Master

Incidentals

OFF

Tax Exempt

✓ Yes

NTO 5/25–5/31 🔥 Peak · 65 rms ⚠ Collect Card

NCAA Track & Field Officials — East Regionals

SM: Kobe Johnson  ·  $219/night  ·  Peak 65 rms Wed–Fri

Group Code

NTO

Sales Manager

Kobe Johnson

Arrival → Departure

5/25 → 5/31

Rate

$219 / night

Room Pickup

Peak 65 rms Wed–Fri

Main Contact

Jamie Legate

859-257-1197

Payment / Routing

Room & Tax → Master

Method

UK Direct Bill

Tax Exempt

✓ Yes

CRITICAL ACTION

COLLECT CREDIT CARD FOR INCIDENTALS at check-in for every guest — even though room/tax goes to UK Direct Bill.

922 5/25–5/30 🔥 Peak Pre-Key Alpha ⭐ Comp Suite

University of Richmond Track & Field

SM: Kobe Johnson  ·  $219/night  ·  6 rms nightly

Group Code

922

Sales Manager

Kobe Johnson

Arrival → Departure

5/25 → 5/30

Rate

$219 / night

Room Pickup

6 rms nightly

Main Contact

Tina Bland

804-505-3005 x704

Payment / Routing

Room & Tax → Master

Incidentals

OFF

Tax Exempt

No

VIP Note

COMP SUITE UPGRADE — Head Coach · Pre-key alphabetically

901 5/25–5/29 🔥 Peak Tax Exempt

Covington Catholic Track & Field

SM: Kobe Johnson  ·  $239/night  ·  10 rms nightly

Group Code

901

Sales Manager

Kobe Johnson

Arrival → Departure

5/25 → 5/29

Rate

$239 / night

Room Pickup

10 rms nightly

Main Contact

Joie Tribble

513-702-8799

Payment / Routing

Room & Tax → Master

Method

Card on File

Incidentals

OFF

Tax Exempt

✓ Yes

92U 5/26–5/31 🔥 Peak Pre-Key Alpha

St. John's University Track & Field

SM: Kobe Johnson  ·  $219/night  ·  12 rms total

Group Code

92U

Sales Manager

Kobe Johnson

Arrival → Departure

5/26 → 5/31

Rate

$219 / night

Room Pickup

12 rms total

Main Contact

Greg Casey

718-990-6175

Payment / Routing

Room & Tax → Master

Incidentals

OFF

Tax Exempt

No

Pre-key alphabetically

937 5/31–6/2 ⚠ Split Routing

Alltech

SM: Eve Guilbault  ·  $130/night  ·  3 rms Sat · 13 rms Sun · 13 rms Mon

Group Code

937

Sales Manager

Eve Guilbault

Arrival → Departure

5/31 → 6/2

Rate

$130 / night

Room Pickup

3 Sat · 13 Sun · 13 Mon

Main Contact

Leslie Wilson

859-553-6683

Tax Exempt

No

SPLIT ROUTING — READ CAREFULLY

💳 Pay by CARD AT ARRIVAL (room + incidentals charged to their own card): • Viet Le Phuoc Hoang • Phong Nguyen Tan Duy • Phuong Nguyen Thi Kim 🏢 All other guests route room & tax to Master Account.

92I 92H 6/3–6/7 Tax Exempt

KHSAA Baseball (92I) & Softball (92H) State Championships

SM: Kobe Johnson  ·  $149/night  ·  TBD (awaiting qualifiers)

Group Codes

92I (Baseball) · 92H (Softball)

Sales Manager

Kobe Johnson

Arrival → Departure

6/3 → 6/7

Rate

$149 / night

Room Pickup

TBD — Awaiting Qualifiers

Payment / Routing

Teams pay own charges

Incidentals

OFF

Tax Exempt

✓ Yes

Extra towels requested · Monitor qualifier announcements for room count updates

Banquet Events Timeline — 17 Events · May 23 – May 31

All catered events, water stations, and banquet set-ups for this period.

FRIDAY · MAY 23
BEO 2680 Lexington Green Ballroom

$4,444.15 Total

60 people

Grundy Graduation Celebration

Catering Manager

Sadie Price

Client Contact

Felicia Grundy

859-312-0090

Headcount

60 guests

Menu

Little Italy Buffet — $48/pp

Beverage

Beer & Wine Bar

A/V

Speaker + Microphone

🔥 MONDAY · MAY 25 — NCAA ARRIVAL DAY
BEO 2686 Ole Miss Welcome

Ole Miss — Team Arrival Welcome Amenities

Contact

Lisa Dixon

970-223-6665

Group

University of Mississippi — Code OMT

BEO 2693 Ohio State Welcome

Ohio State — Team Arrival Welcome Amenities

Contact

Christine Scherf

614-247-1789

Group

Ohio State Track & Field — Code OST

DAILY · 5/25–5/31 Repeating

🚰 Daily Water Station Refreshes (5/25–5/31)

Ole Miss — Ballroom C–D

Hours: 8:00 AM – 11:00 PM daily

Group Code: OMT

Ohio State — Ballroom A–B

Hours: 4:00 PM – 2:00 AM daily

Group Code: OST · Through 5/30

🔥 TUESDAY · MAY 26 — PEAK BEGINS
BEO 2634 Sky Lobby NCAA Officials Dinner

$7,221.76 Total

104 people

UK Track Officials — NCAA East Regionals Dinner

Time

6:30 PM – 8:00 PM

Room

Sky Lobby

Headcount

104 guests

Menu

Dinner Buffet — $56/pp

Contact

Don Weber

859-257-3002

Group

NCAA Track Officials — Code NTO

BEO 2706 E'terie North

25 people

Penn Station Subs — Meeting / Working Lunch

Time

2:00 PM – 5:00 PM

Room

E'terie North

Headcount

25 guests

Contact

Josh Smith

859-209-1869

Sales Manager

Eve Guilbault

MAY 27–31 · ONGOING

🚰 Continued Daily Water Station Service

All recurring daily water station refreshes continue through 5/31 (Ole Miss) and 5/30 (Ohio State) as scheduled. See May 25 entry for full details.

Ole Miss Ballroom C-D · 8am–11pm through 5/31 Ohio State Ballroom A-B · 4pm–2am through 5/30

Key Contacts Quick List

Tap phone numbers to copy. All contacts verified as of booking.

KJ

Kobe Johnson

Sales Manager — Primary

Groups: 92E · 501 · 600 · 90O · 92D · OMT · OST · 92M · NTO · 922 · 901 · 92U · 92I · 92H

13 Groups
EG

Eve Guilbault

Sales Manager

Groups: 92O (ATOP) · 937 (Alltech) · BEO 2706 (Penn Station)

2 Groups + 1 BEO
SP

Sadie Price

Catering Manager

BEO 2680 — Grundy Graduation · Lexington Green Ballroom · 5/23

Catering

Embassy Suites — Main

Front Desk / Hotel

245 Lexington Green Circle · Lexington, KY 40503

DW

Don Weber

NCAA Track Officials — BEO 2634

NCAA East Regionals Dinner · 5/26 · Sky Lobby

JL

Jamie Legate

NCAA Track Officials (NTO) — Contact

⚠ Collect incidentals card despite UK direct bill

All Group Contacts — Quick Reference

Group Code Contact Phone Dates
Clark's Pump-N-Shop 92E N/A — 5/20–5/22
Glasgow High School 501 Cedric Vaughn 5/20–5/21
Warren East HS ⚠ 600 Elizabeth Wilson 5/21–5/22
Paducah Tilghman HS 90O Randy Wyatt 5/21–5/22
ATOP Church 92O Tamara Moore 5/21–5/23
Grove City Titans 92D Rob Jech 5/22–5/24
Ole Miss 🔥 OMT Caleb Stirm 5/25–5/31
Ohio State 🔥 OST Fred Barends 5/25–5/30
Notre Dame Academy 🔥 92M Michelle Christensen — 5/25–5/29
NCAA Officials 🔥⚠ NTO Jamie Legate 5/25–5/31
Richmond 🔥 922 Tina Bland 5/25–5/30
Covington Catholic 🔥 901 Joie Tribble 5/25–5/29
St. John's 🔥 92U Greg Casey 5/26–5/31
Alltech ⚠ 937 Leslie Wilson 5/31–6/2
KHSAA Baseball/Softball 92I/92H TBD — 6/3–6/7