JW Marriott Hotel Miami

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1 JW Marriott Hotel Miami JW Marriott Hotel Miami 1109 Brickell Avenue Miami, Florida USA Main Number (305) Fax Number (305)

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5 General Events Information 1. All third party vendors planning to do audiovisual production work within the Grand Ballroom must contact PSAV and the facility no less than 30 days prior to their load in. PSAV and the facility will advise these companies of the provisions that must be met and assist in assuring that your function runs smoothly. 2. If a third party vendor is chosen to service the guests/clients event in the Grand Ballroom, an on-site PSAV representative must be present to oversee the load in and load out of the event. This is to ensure that guidelines are upheld and the integrity of the hotel s infrastructure is protected. A fee of $ will be assessed for said service and billed to your folio. This will be assessed for both the load in and load out days. The PSAV representative will assist the third party vendor in contacting the appropriate hotel department should they need any assistance and act as a liaison for the JW Marriott Miami. 3. All third party vendors planning to do audiovisual work within our facility must place on file with the facility (30 days prior to load-in) a certificate of insurance policy showing a minimum of $2,000, This certificate must name the facility and its ownership as additional insured under the same policy. Such insurance shall be primary and not contributory with the facility or ownership insurance. 4. All third party vendors must obtain a license to conduct business within the City of Miami, Miami-Dade County and the State of Florida prior to any work in the hotel. This license must be presented to the venue at least 30 days prior to the event. 5. All third party vendors planning to do audiovisual work within our facility must sign a Hold Harmless Agreement in order to protect the facility against claims or damages caused as a result of their work performed in the facility. (See the attachment entitled Hold Harmless Agreement ) 6. All third party vendors planning to do audiovisual work within our facility must assume complete responsibility for equipment loss or theft. The facility accepts no responsibility for vendors lost or stolen property. 7. All third party vendors planning to do audiovisual work within our facility must properly dress (drape) all screens, carts and stands in accordance with PSAV s standards. 8. To maintain the integrity of our in-house audio system, outside vendors are not permitted to patch into this system. All bidding must include the provision of an auxiliary sound system for all meeting rooms. 9. Storage space for outside audiovisual vendors will be the sole responsibility of the audiovisual vendor. The facility will make every effort to secure space once notification is given, but is under no obligation to provide such space. If space is available, the client or group folio will be billed rack rate for such space. Space being held and/or reserved for your meetings must be utilized for meetings or group office space. It may not be utilized as storage for a third party vendor. 10. The hotel reserves the right to collect an additional deposit for any possible damage to the facility. Any charges incurred while on property will be deducted from this deposit. The third party vendor is completely responsible for leaving our facility in the condition as it was given to them. This includes disposal of all trash, props, cardboard, plastic, etc. If a dumpster is required, it needs to be dropped off and picked up on the same day. Cleaning fees will be assessed should floor, wall or ceiling marks require more than traditional cleaning. 11. All third party vendors must arrange to have all front of house travel paths, storage areas, and back stage areas covered by Poly-Tak, a selfstick adhesive visqueen. A description of Poly-Tak may be found at should you wish to review the product. PSAV can provide and install visqueen should the outside vendor not have access to it. Please contact PSAV representative for a quote for labor and product. 12. PSAV is the exclusive provider of electrical distribution services within the facility. All additional electricity requirements to operate the vendor s equipment must be addressed no later than 14 days prior to the event. All will be billed by PSAV to the client or group at the prevailing rates. For exact electrical fees, please contact the PSAV representative. The hotel does not supply any electrical cabling or pigtails except through PSAV electrical distribution services.

6 General Events Information 13. PSAV is the exclusive provider of Internet Services within the event space of the JW Marriott Miami. All requests for connectivity and bandwidth usage should be forwarded to the PSAV representative. All Internet Services in the meeting space will be billed at prevailing rates. 14. Banners may not be hung on the walls of the hotel. If banners are to be hung in the hotel, PSAV will need to provide a minimum of one section of Pipe and Drape to be used for mounting. For this, there is a rental of Equipment and a labor fee associated. To preserve the integrity of the flooring and ceiling, nailing, screwing or similar actions into staging, ceilings, flooring or walls is strictly prohibited 15. PSAV is the exclusive provider of all Rigging Services within the JW Marriott. To maintain the quality and protect the hotel, its customers and guests, third party vendors are not permitted to hang any equipment decorative or otherwise from any structural supports or features (including airwall tracks, sky hooks, eye bolts, etc.). All such requests must be forwarded to PSAV prior to the event. Rigging fees may apply. Additionally, any standing truss or similar over five (5) feet is to be considered Ground Supported Rigging. All third party vendors must submit such plans thirty (30) days in advance for approval and all work will be performed by PSAV Riggers at prevailing rates. Please contact your PSAV representative with any inquiries. 16. All third party audiovisual companies must meet the following dress code to work in the JW Marriot Miami. Polo Shirts, slacks and shineable shoes must be worn at all times. No t-shirts, jeans or sneakers are permitted, and they must be clean shaven. 17. PSAV is the exclusive provider of electrical distribution services within the facility. All additional electricity requirements to operate the vendor s equipment must be addressed no later than 14 days prior to the event. All will be billed by PSAV to the client or group at the prevailing rates. For exact electrical fees, please contact the PSAV representative. The hotel does not supply any electrical cabling or pigtails except through PSAV electrical distribution services. 18. No equipment or cases are to remain in the back of the house areas at any time. Any empty cases are to be removed from the hotel facility and brought back for load-out. 19. All third party vendors must schedule Loading Dock and Freight Elevator times in advance of arrival. Please adhere to the designated times for use of either the Loading Dock of Freight Elevator. 20. The JW Marriott Miami reserves the right to refuse or deny access to our property to any third party vendor if the above agreements are not met. 21. All Audio Visual Sales incentives offered by the hotel will be extended if and only if PSAVs Hotel Division or another division of PSAV is the primary audio-visual provider for the event. If PSAV is not selected as the primary audio-visual provider, all such sales incentives will become null and void, and prevailing rates will apply to any and all services provided by PSAV.