Hyatt Regency Dallas Exhibitor Policies and Procedures

Transcription

1 Hyatt Regency Dallas Exhibitor Policies and Procedures Electrical Equipment, AV and Telecommunication Orders Please refer to the enclosed Exhibitor Order Forms for a listing of telecommunications, electrical, audiovisual services, and prices. The completed prepayment form must accompany all order forms. Orders without prepayment will not be processed. Please consult your Event Manager if you have a request for equipment or services not detailed on the order form. Food and Beverage Hyatt Regency Dallas must cater any food or beverage served in the exhibit area. Please consult your Event Manager for assistance. Package Handling FedEx Office is committed to providing you with an outstanding experience during your stay. All guest and event packages being shipped to the hotel must follow the address label standards (illustrated below) to prevent package routing delays. Please schedule your shipment(s) to arrive 3 4 days prior to the event start date to avoid additional storage fees. Use the name of the recipient who will be onsite to receive and sign for the package(s). Please do not ship any items to the attention of the Event Manager, unless the items are specifically for their use (i.e., hotel specifications, rooming lists, signed documents); this includes any room drops or deliveries to any other area of Hyatt Regency Dallas. Meeting organizers and participants are encouraged to contact FedEx Office in advance of shipping their items to Hyatt Regency Dallas with any specific questions. If you have any special needs such as refrigeration requirements, after hours delivery requests or changes to your meeting dates or rooms, please work directly with your Event Services Manager who will communicate these needs to FedEx Office in advance of your event. Hold For Guest: (Guest Name) (Guest Cell Number) c/o FedEx Office at Hyatt Regency Dallas 300 Reunion Blvd. Dallas, TX, (Convention / Conference / Group / Event Name) Box of UPON YOUR ARRIVAL Packages will be available for pickup inside the FedEx Office business center (receiving fee will apply). Pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff at the number located on the previous page (delivery fee will apply). Package deliveries should only be scheduled after the recipient has checked into the hotel. In order to maintain the proper chain of custody, FedEx Office requires the package recipient s signature before a package can be released from FedEx Office. Release signatures are captured at the time of package pickup or package delivery to the recipient. UPON YOUR DEPARTURE All outbound packages must have a completed carrier airbill affixed to each package. Packaging supplies (boxes, tapes, and etc.) are available for purchase within the FedEx Office business center. FedEx Office offers pack and ship services in the business center; while packaging supplies are also available for purchase. FedEx Express shipping boxes and airbill forms are available and complimentary. Outbound packages to be picked up by a third party courier should be coordinated in advance with a FedEx Office team member. Outbound handling fees will be applied to all packages, regardless of carrier, in addition to shipping/transportation fees. PACKAGE HANDLING AND STORAGE FEES PACKAGE WEIGHT PACKAGE PICKUP OR PACKAGE PICKUP OR

2 DROP OFF BY GUEST DELIVERY BY FEDEX OFFICE Flat Envelopes No Charge $ lbs. $2.00** $ lbs. $10.00 $ lbs. $15.00 $ lbs. $20.00 $ lbs. $25.00 $ lbs. $25.00 $ lbs. $25.00 $50.00 Over 60.0 lbs. $25.00 $70.00 Pallets & Crates* $ $ PACKAGE WEIGHT STORAGE FEE AFTER 5 DAYS Flat Envelopes No Charge lbs. $ lbs. $ lbs. $15.00 Over 60.0 lbs. $25.00 Pallets & Crates $50.00 Over 6.5 in Size $25.00 Security Services Please contact your Event Manager for details and hourly rates. Signs / Banners Any signs and banners hung in the hotel must be professionally made. Hands made signs are not permitted. Please refer to enclosed Banner Request Form a price quote. No signs or banners may be hung from or on the walls, air walls or doors.

3 PLEASE PRINT OR TYPE: Function Room: Event/Show Name: Event Dates: Company Name: Company Address: City: ELECTRICAL ORDER FORM ATTENTION: Engineering Department Hyatt Regency Dallas 300 Reunion Blvd Dallas, Tx Office #(214) , Fax# (214) ADVANCE ORDER: Check FLOOR ORDER Check Floor order applies if full payment is not received 10 days prior to event start date Hotel Contact: State: Zip Code: Booth # Company Contact: Telephone Number: Fax Number: Setup Date/Time: Print Authorized Signature: Authorized Signature: ALL PREPAID SERVICES WILL BE FIRST PRIORITY Outlet Accessories Advance Floor Total Power Outlets Advance Floor Total QTY (Rental Only) Order Order QTY Order Order Extension Cord $ $ $ 1000 watt 120v $ $ $ Power Strip $ $ $ 20 amp 1ph/120v $ $ $ Labor Advance Floor Total 20 amp 3ph/208v $ $ $ QTY Hourly Rates Order Order 30 amp 1ph/120v $ $ $ Banners under 8' $ $ $ 30 amp 1ph/208v $ $ $ Banners 8' and over $ $ $ 60 amp 3ph/208v $ $ $ Cable Feed $ $ $ 100 amp 1ph/208v $ $ $ Labor $ $ $ 100 amp 3ph/208v $ $ $ 277/480 volt power available upon request. Price will be based on maximum wattage plus T&M required to complete installation. For Plumbing (water & drain), TV coax outlets and compressed air please contact For High Speed Internet Access, Special Lighting, Production Services and Rigging please contact $ 1, $ 1, $ $ 2, $ 3, $ Live Plant Rental Fees Advance Floor Total METHOD OF PAYMENT QTY Plant Type Order Order MA# Check # Credit Card 6' Ficus Tree $ $ CC # Exp Date 6' Areca Palm $ $ 200 amp 3ph/208v 400 amp 3ph/208v 30 amp and above circuits are not supplied with receptacles. All outlet requests include one typical connection. Power not listed will be priced on a cost per amp basis. The above prices are based on conventional power being available in the immediate area. Cardholder Name 6' Kentia Palm $ $ 23' Fern $ $ Signature (required) 23' Silver Bay Ag $ $ 23' Arboricola Bush $ $ Orchid $ $ SUMMARY OF CHARGES Bromeliad $ $ Power Outlets/Materials $ Delivery and Pickup $ $ 23% Service Charge(required & taxable) $ For additional items or info call The Plant $ Labor Total $ Make checks Payable to: Hyatt Regency Dallas Subtotal $ CREDIT CARD VOUCHERS MUST BE SIGNED WHEN SERVICES ARE RENDERED Sales 8.25% $ ENGINEERING USE ONLY Date Posted: INVOICE TOTAL $

4 Audiovisual Exhibitor Services Name of Conference: Start Date: end Date: # Event Days: Company Name: onsite Contact Name: Room/Exhibit Booth #: Street Address: City & State : Zip Code: Telephone Number: Delivery Date Delivery Time Address: Pickup Date Pickup Time Ordered By: AM AM PM PM PSAV will contact you directly for payment information. Pricing is per Show. If you have a special request or need additional equipment, please call completed form to DFWRDPSAV1@hyatt.com PRICES ARE FOR EXHIBIT FLOOR ONLY. All rental prices subject to 15% markup if ordered day of. Video/Data Display QTY Price DVD Player $285 LCD Projector $795 BluRay Player/Recorder $285 Audio Equipment QTY Price CD Player $195 Wired Microphone: $175 Handheld Gooseneck Wireless Microphone Unit: $360 Handheld Lavalier Individual Small Powered Speaker $285 (up to 5 people) Sound System: (2) speakers (2) stands $840 (1) Mixer Wired Microphone (up to 20 people) 4Channel Mixer $180 Accessories QTY Price Tripod Screens: 5', 6', 7' or 8' $210 42" 54" Rolling Cart w/black Skirt $165 Custom Items QTY Price Windows Laptop $435 Wireless Presenter $150 Monitors QTY Price 24 LCD Data Monitor (1280 x 1024) $ LCD Flat Panel Monitor w/ Stand $ Plasma Monitor w/ Stand $1, Plasma Monitor w/ Stand $1,350 Internet Access QTY Price Wired Access (per line/per device) $570 Up to 384Kbps Bandwidth ADVANCE ORDER Wireless Access (Per Device Connection) $145 Up to 384Kbps Bandwidth ADVANCE ORDER Dedicated Bandwidth Please contact PSAV for quote Ordering Instructions To guarantee equipment availability and advanced rate, this order should reach us 21 days prior to delivery. Operator labor, if requested, is subject to the prevailing hourly rate with a 4 hour minimum. An electronic receipt will be ed to you. The total charge per item is determined by multipying the price by the quantity ordered. Please include applicable Sales Tax on equipment rental. TAX EXEMPT STATUS If you are exempt from payment of sales tax, we require you to forward an exemption certificate for the state in which the services are to be provided. CANCELLATIONS: A) Cancellations received within 48 hours of the scheduled delivery date are subject to a 50% fee applicable to equipment and tax. B) Cancellations received on the day of scheduled delivery or noshows are subject to the full amount of the order to include installation, drayage and tax. Labor and/or service charges may apply, and/or loss damage waiver. Direct Box $150 LED Uplight $205 Special Requests Please add any items not listed above that you require. Shipping Instructions Any materials being sent to the hotel must be marked as follows: Hyatt Regency Dallas (Event Name) (Arrival Date) Hold for Guest (Guest Name) (Guest Cell Number) (Guest Company Name) (Booth Number) 300 Reunion Blvd. (Meeting Room) Dallas, TX PSAV. All Rights Reserved.

5 Hyatt Regency Dallas Convention Telephone Request CONVENTION INFORMATION Convention Name Manager: Exhibiting Group Contact Person Telephone Address City State & Zip Installation Location (please provide diagram or describe where phone should be placed in the room) HOTEL INHOUSE SERVICES Direct in Dial Line (DID): All in bound calls are directed automatically to your station and by pass the hotel switchboard. The number can be advanced to you on your request. $150 installation (includes 1 st day) plus $50 per day thereafter. Conference Speaker Phone: $125 per day plus charges for installation of DID line. CALLING ACCESS:in house only: local calls: long distance: (Please check one) Special Instructions Comments Installation Date: Removal Date: Time Time BILLING INFORMATION Payment arrangements are required prior to installation. If your organization is taxable, above prices are plus 8.25% sales taxes. You will be billed according to your instructions. Telephone installed the day of request will be subject to an additional $50.00 fee. Credit Card (American Express, Visa, Master Card, Discover or Diners Club are accepted) Name as it appears on card: Credit Card Number: Expiration Date: Signature: Room Account Guest Name: Room Number/Account: Master Account Guest Name: Master Account Number: (Must be approved by Credit Manager) HIGH SPEED INTERNET AND DATA NETWORK SERVICES: Please contact PSAV bgoodrow@psav.com Please return this information at least seven (7) days prior to convention arrival. Please return to: Mary Lanius (mlanius@hyatt.com) (214) Fax: (214)