EXHIBITOR INFORMATION

Transcription

1 HILTON VANCOUVER WASHINGTON EXHIBITOR INFORMATION 2015 PIPTA CONFERENCE 7/20/15-7/22/15 June 18,

2 Show Dates & Times: 7/20/15-7/22/15 Exhibit Space: Heritage Ballroom ABEF Exhibitor Move-In: 7:00am, 7/20/15 Exhibitor Move-Out: 1:30pm, 7/22/15 Empty Crates and cartons will be returned beginning at 1:30pm. All Exhibitor materials must be removed from the facility by 5:00pm. Booth Equipment: Exhibit Hall Flooring: 8 x 10 Booth One 6 Table draped Two side chairs Wastebasket Table Top Vendor Tables One 6 Table draped Two Side Chairs Wastebasket The exhibit area will be fully carpeted in multi-colored hotel carpet with red, gold, white and black tones. Shipping: Hotel will accept shipments and materials no more than ten (3) days prior to Tradeshow or Event. Shipments arriving more than three days before the start of your conference will be subject to return or storage fees. Oversize or heavy items will be subject to additional charges Direct Shipments to: Company or Agent Name and Booth # PIPTA c/o Hilton Vancouver Washington 301 West Sixth Street Vancouver WA Attn: NAME, Event Manager Payment Policy: Contacts: Payment is required with all equipment and shipping orders. To pay by credit card, fax your order to Tiona Dumas, Sr. Events Manager, Hilton Vancouver Washington, with the attached Fax Cover Sheet and Credit Card form. Jamie Telford, Senior Events Manager Hilton Vancouver Washington Direct: Jamie.telford@hilton.com June 18,

3 EXHIBIT AND PRODUCTION GUIDELINES Small Vehicle Parking while unloading: Passenger cars, trucks, or vans may be temporarily left at the Columbia Street Loading Zone as they are unloaded, and should leave the area as soon as loading or unloading is complete. Loading Dock: The hotel Loading Dock is located at the Southwest Corner of the building for access to the Ballroom and/or Exhibit Hall. A schedule of load-in/load-out times must be submitted to the Catering or Event Services office no less than 10 days prior to start date for all activities, including all sub-contractors that have been hired by the group. The Loading Dock is 3' high and 30' wide. The Loading Dock has 2 bays. The largest bay will accommodate a tractor-trailer 26 in length and 12' in height. The other bay(s) will accommodate a tractor-trailer no longer than 26 long and 12' high. Truck Parking: Upon approval of the loading dock manager, trucks and containers may be temporarily parked at the Hotel Loading Dock and must be removed as soon as they are emptied. Vehicles used in the delivery, transportation, or storage of equipment cannot be left on Hotel property overnight. Parking is prohibited by the city. Arrangements for removal of vehicles or containers will remain the responsibility of the contractor/vendor. Any vehicles left on Hotel property overnight, without written hotel approval, will be towed at the vendor s expense. Based on availability, permit truck parking is available through the City of Vancouver Parking Division: City of Vancouver Parking Services (Direct) (Fax) All charges for the permits will be responsibility of the vendor. June 18,

4 Moving Equipment: The contractor /vendor must supply their own transportation devices (to include: flatbed trucks, forklifts, electric and manual pallet jacks, packaging materials and equipment) to move equipment in and out; carts or lifts should be electrical. It is imperative that the vendor provide sufficient amounts of equipment to move the drayage as it is against hotel regulations to lend any hotel equipment to outside contractors or vendors. Forklifts must have a back-up light and must be Liquid Propane Operated Lifts. Spare LPG tanks must be stored on racks on the loading dock. The only way a forklift is to be operated in the meeting space is with hotel management and security department present due to limitation of height clearance and fire code standards. All forklifts and electric pallet jacks must only be used by experienced drivers who are certified by OSHA. Please bring a copy of the certificate for Hotel Security to review. Protective Floor boards (carpet on bottom side) must be provided by the vendor and used when moving in drayage or any other heavy freight into the ballrooms. All boards must be in place before drayage may be brought to the exhibition hall. Protective boards may not be stored on the loading dock Door Dimensions: Exits: At no time may any egress to a designated exit be blocked or have any obstruction. No curtains, drapes, or decorations shall be hung in such as manner as to cover any exit signs. Adherence to all local fire codes will be the sole responsibility of the outside vendor. All additional EXIT signs must be illuminated and battery-operated. Heating: Use of Candles, fuels for heating food such as Sterno, or cooking stations using butane are subject to federal, state and local regulations, which shall be adhered to. It is the responsibility of vendor/contractor to obtain and pay for all permits. Permits must be submitted to Hotel Event Services offices 10 days prior to event. June 18,

5 Theatrical Displays: Fog, Smoke, or Mist machines are not permitted in any meeting space. These machines will activate the hotel s Emergency Alarm System. Any damages or fees incurred due to the use of any of these systems or substances in hotel meeting space will be charged to the group s master account. Exterior Pyrotechnics: Only licensed operators shall be permitted to use or display outdoor pyrotechnics. Proof of current licensure shall be provided by the operator to the hotel or facility representative at least five business days) in advance of such activities. All required state and/or local permits associated with the storage, use or display of pyrotechnics shall be obtained from the appropriate authorities having jurisdiction at least five business days prior to such events and copies thereof provided to the hotel or facility representative in advance of the scheduled event. Indoor Pyrotechnics: The storage, use or display of pyrotechnic material or devices, fireworks (Class "C" explosives) and similar incendiary devices intended for theatrical or entertainment purposes are prohibited. Rigging: No motors, trussing, lighting or audio may be attached or rigged to the ceiling or walls in any of the Hilton Vancouver Washington meeting space. OSHA: It is the responsibility of the group to ensure that work is conducted in a manner that will not pose any potential safety hazard to either guests or Hilton employees and meet Hotel, State and OSHA fire and safety codes. Hotel management has the authority to not allow entry of guests into the room until any unsafe conditions have been satisfactorily corrected. Safe Work Practices: It is the responsibility of the group and exhibitors to ensure that all areas (including back of the house) equipment and cords are secured in such a manner that it will not pose any potential safety hazard to either Guests or Hilton employees and meet Hotel, State and OSHA fire and safety codes. 1. Aisles and emergency exits shall be kept free of debris at all times and maintain a minimum width of Floors shall be kept clean and dry. 3. Floors and platforms shall be kept free of projections, obstructions, holes and loose boards. 4. Machinery and equipment shall be arranged to maintain a 6 wide aisle for safe egress from building. 5. Exits shall never be blocked or obstructed. 6. Fire extinguishers shall not be blocked or obstructed at any time. 7. Safety devices and guards shall not be removed and/or will be replaced before operating any machine. 8. All control buttons and switches shall be properly identified as to its function and purpose. 9. All control buttons and switches shall be color-coded. 10. All emergency equipment shall be inspected regularly and kept in good working order. 11. All unsafe work conditions shall be reported to Hotel Security. 12. Report all accidents or illnesses immediately to Hotel Security, 55 is the in-house emergency line. 13. Report any safety device that is missing or inoperative i.e. machine guards, emergency stop buttons. 14. Oily rags and containers that contained flammable liquid shall be disposed of in covered metal containers immediately after use and emptied each day. 15. A qualified person shall perform all maintenance of equipment. 16. Horseplay and running are forbidden. 17. Vendors/Contractors shall use proper lifting techniques as outlined in the Back Injury Prevention Program, to avoid over extension when lifting. 18. Personal firearms or other weapons are not allowed on property. 19. Vendors/Contractors must report all unsafe work practices to their supervisor and/or Hotel Security. 20. Vendors/Contractors must know the Hotel's fire evacuation procedures and must follow appropriate directions from their supervisor and/or Hotel Security. 21. An MSDS (Material Safety Data Sheets) shall be provided to Hotel Security for any chemicals that will be used or brought onto the property. 22. Vendors/Contractors shall refer to container label or MSDS for recommended personal protective equipment for any hazardous chemical or substance being used. 23. Vendors/Contractors who require the use of the forklift must be certified and be in possession of certification when driving vehicle. June 18,

6 Sound Level: Sound levels are to be appropriate for the contracted space and are not to interfere with activities of any other group. Please respect any request regarding sound levels you may receive from Hotel Management. The Hotel reserves the right to immediately terminate any event in the case of inappropriate sound level. Storage: Arrangements for storage for vendors/exhibitors/contractors may be made with the Hotel Events team. No equipment or cases are to remain in the back of the house" areas at any time. Any empty cases are to be stored with the hotel or removed from the hotel and brought back for load-out. Electrical: PSAV is the preferred provider for all Electrical equipment, and the labor to install, operate and remove such equipment, for all functions on hotel property. Audio Visual: PSAV (Presentation Services Audio Visual) is the on site vendor for the Hilton Vancouver Washington. They provide complete in-house event technology with state of the art equipment and professional technicians. Sean Cannon, our Direct of Presentation Technologies, will provide a comprehensive proposal after discussing your production requirements and budget. PSAV has a proven record of service excellence and competitive pricing and is committed to providing a seamless experience and value for you, your speakers and attendees. PSAV is highly recommended by the hotel management staff and our customers. Customer references are available upon request through Sean Cannon. Brenda Baker, Director of Event Technology Presentation Services AV (PSAV) bbaker@psav.com tel: fax: Materials Handling Charges Charges include direct receiving and storing of shipments at the hotel, delivery to booth, storage of empties and load out of shipments. Use the tables below to estimate your handling charges. Small Package Charges # Packages Charge per package Total Cartons and envelopes $2.50 per package weighing less than 20 lbs Large Package Charges # Packages Charge per package Total Cartons and envelopes $5.00 per package weighing more than 20 lbs Crated / Skidded Materials Total weight in pounds Charge per 100 pounds Total Round up shipment weight to $40.00 next highest 100 lbs Storage for empty boxes or crates for Hand-Carried Freight # Boxes Stored Charge per Box Total $10.00 June 18,

7 SHIPPING INSTRUCTIONS: From: Company Name: Group Name: Dates of Event: On-Site Contact: Phone Number: To: Hilton Vancouver Washington 301 West 6 th Street Vancouver, WA Carrier: Number of pieces From: Company Name: Group Name: Dates of Event: On-Site Contact: Phone Number: To: Hilton Vancouver Washington 301 West 6 th Street Vancouver, WA Carrier: Number of pieces Shipping From the Hotel: If you will be shipping materials from the hotel after the show, please remember to bring all of the shipping materials needed to repackage your boxes at the end of the day (i.e. tape, labels, string, etc.) as the hotel will not be able to provide these items for you. Please use pre-printed shipping labels, if you utilize a specific company. Otherwise, please prepare shipping generic mailing labels with account #s so that the Hilton can expedite the shipping process. Vendors are to repackage boxes at the end of the show and leave the packages at the assigned booth if being shipped to another location June 18,

8 FAX COVER SHEET To: Jamie Telford, Senior Events Manager Date: Hilton Vancouver Washington Number of Pages: 301 West 6 th Street Vancouver, WA Phone: Fax: Jamie.telford@hilton.com From: Exhibitor Company: Booth or Table Number: Phone Number: Fax Number: On-site Contact: On-site Contact Phone: June 18,

9 Credit Card Payment Authorization Form Please complete all areas below. Incomplete requests may be rejected. Guest / Group Name: Event Date: Company: Phone: Authorized Amount: Approval Code: Date: CARDHOLDER - Please complete the following section and sign/date below. Cardholder Name as it Appears on Credit Card: Cardholder Billing Address: City: State: Zip: Daytime /Business Telephone: Evening Telephone: Credit Card Number: Expiration Date: Credit Card Type: (Circle one) Visa MasterCard American Express Amount to be immediately charged to credit card: $ By signing below, you authorize PSAV to charge your credit card immediately for the amount indicated above. Cancellations must be received at least 24 hours prior to the event start time. No exceptions. Cardholder Signature: Date: FAX COMPLETED FORM TO: PSAV Attn: Brenda Baker bbaker@psav.com Fax June 18,

10 Event Name: Company Name: Exhibitor Order Form PSAV Meeting Room: Event Date/Time: Ordered By: Street Address: City, State, Zip Code: Phone: Fax: QTY Equipment Cost Per Day Screen Package (5 Tripod Screen, VGA Cable, $155.00* Power Strip, Extension Cord and AV Cart) 24 LCD Monitor $185.00* 40 LCD Monitor $370.00* Flipchart Package $55.00* Blue Ray or DVD Player $70.00* Power Package (includes 6 outlet power strip $30.00* and extension cord) 6 Outlet Power Strip $15.00* 25 Extension Cord $15.00* Wireless Keyboard and Mouse Combo $50.00* Laptop Speakers $45.00* Wireless Internet (single device) $35.00* Other items available. Pricing upon request. * 22% service charge on all orders # of Days Total Cancellations must be received at least 24 hours prior to the event start time For questions, please contact: Brenda Baker Director, Event Technology Phone: bbaker@psav.com June 18,