GUIDELINES FOR VENDORS & SUPPLIERS

Transcription

1 GUIDELINES FOR VENDORS & SUPPLIERS

2 GUIDELINES FOR VENDORS, SUPPLIERS & EXHIBITORS Thank you for choosing the Sheraton New York Times Square Hotel for your upcoming conference. The Sheraton New York Times Square Hotel maintains good working relationships with the nation s premier general contractors. Our goal is that these guidelines will assist the outside company partner with the service teams in place at the hotel. Detailed information on the following guidelines is explained within this publication; however we have identified the Hotel s Top 10 needs below: 1. Exhibit floor plans are required 45 days in advance. 2. All show cases, boxes, exhibit containers, staging, etc are to be placed 1 foot from any wall or air wall. 3. Please use proper move-in/move-out routes. Prior to move-in and move-out, Pre and Post Inspections of rooms must be scheduled. 4. The Loading Dock and the Freight Elevator times must be scheduled three (3) weeks in advance with your Convention Service/Catering Manager. Please adhere to the designated times for the use of the Loading Dock as well as the Freight Elevator. The Freight Elevator is controlled and operated by the Hotel, on a shared use and non-exclusive basis. Please read the detailed information regarding additional shipments. Our Loading Dock dimensions are 20 L x 12 W x 12.4 H and our Freight Elevator dimensions are 33 L x 9.8 W x 8 H. 5. Floor protection is required during both set-up and move-out. 6. Rented Lifts are to be in good repair, have non-marking tires and not to be used on carpeted areas. 7. Should the Outside Company damage Hotel property, or have an injury, it is the responsibility of the Outside Company to immediately report the incident to Hotel Security. 8. No forklifts over 6,000 lbs are allowed in the building. Only electric forklifts are allowed in the building. Forklifts are not permitted to be stored inside/outside the hotel. No ladders or lifts will be loaned out to any one. 9. It is the responsibility of the General Contractor to remove all trash associated with their programs from the property, or to make prior arrangements with a Convention Service/Catering Manager for a dumpster rental. 10. UL approved electrical cords and connections are for electrical usage only. Please see policy 1D for specifics. I have read the above guidelines and will adhere to the Sheraton New York Hotel and Towers policies as outlined. Company: Signed/Date: Please fax back to a Convention Service Manager at (212)

3 TABLE OF CONTENTS Signature Line 1. Union Labor Guidelines 1 2. Banners / Public Areas / Registration Desks 1 3. Carpet Protection 2 4. Loading Dock / Freight Elevator Procedures 3 5. Exhibit Move-In / Move-out 3 6. Truck Parking 4 7. Special Provisions for Motorized Vehicles 4 8. Exhibit Trash Disposal 5 9. Shipping & Receiving/ Business Center Security Procedures Ballrooms for Special Events Insurance/ Indemnification Sound Systems / Levels / Rehearsals Drapes Use of Laser / Fog / Haze Machines Staging / Meeting Room Equipments Meeting Room Changes 11

4 1. UNION LABOR - GUIDELINES AND POLICIES - LABOR GUIDELINES NEW YORK AREA All exhibit and display work in the hotel must be done by union personnel. There are four major unions that have jurisdiction over trade shows. The following should help to guide you in conforming to union jurisdictions and its adherence to when required. A. Teamsters Union - Teamsters handle freight at the exhibit hall. They unload all trucks or vehicles. They also provide rigging of machinery moving services and spot machinery in the booth. The normal rigging crew consists of three men. Customarily, this service must be ordered as needed at exhibitor s expense. B. Carpenters Union - Carpenters handle the erection and dismantling of display and exhibit booths. This includes all display work. Carpenters uncrate/re-crate machinery or equipment, and install/remove all draping and floor coverings. C. Exposition Workers - Exposition workers deliver freight to the exhibitor s booth after it has been unloaded by teamsters and handle the reverse movement of this freight at the conclusion of the show. They also deliver furniture and floor coverings. They may assist carpenters in the erection and dismantling of exhibits and displays. D. Electrical Union - All power requirements will be supplied by the Hotel. Electricians handle all electrical work, which includes supplying power lines to your booth, connecting equipment to the proper outlets, and installing any signs or headers that are lighted, unless they are permanently attached to the exhibit back wall. 2. BANNERS/ PUBLIC AREAS/ REGISTRATION DESK The Sheraton New York Times Square Hotel prides itself on the appearance of the public areas of the Hotel. We are confident that the impressions of quality you received from our public space played a key role in your selection of our property. Your adherence to the policies outlined below will ensure the proper environment for all guests of the Sheraton New York Times Square Hotel. A. HANGING OF SIGNS/BANNERS ON COLUMNS/WALLS No products or materials shall be hung, fixed, taped, glued, nailed and/or attached to any wall or column. Any damage caused by the above shall be billed directly to the drayage company and/or the client s master account. Signs may only be hung with the permission of the Convention Service/Catering Manager. All materials such as hooks, wires must be removed by the drayage company at conclusion of the move-out. All devices left hanging shall be promptly removed and charged directly to the drayage company or the client s master account at our current hourly rates. *** No signs may be placed or constructed in the lobby of the Hotel. *** 1

5 The Hotel utilizes an electronic Reader Board system for the posting of group events. The reader boards are strategically placed throughout the hotel. Easels are required for the placement of signage. Hand written signs are not permitted. All signs must be professionally created. The Hotel reserves the right to refuse signage that is deemed inappropriate in design or language. Signage may not be affixed to walls in meeting rooms or outside of meeting rooms. Easels/Signage are not permitted on guestroom floors, which includes hallways, corridors or guest elevators. No Easels are permitted in the Lobby. B. PUBLIC AREAS Lobby furniture in the public areas has been placed for your guests' comfort and enjoyment. We are limited, due to storage constraints and any possible damages, from moving furniture. C. REGISTRATION DESK Registration Desk locations must be approved in advance by your Convention Service/Catering Manager. 3. CARPET PROTECTION A. Drayage companies are required to use a protective material (masonite) in any space that is scheduled for exhibits within the hotel. B. The carpeting in travel routes (exhibit aisles), storage and back stage areas are to be protected with a product called Poly-tak (Carpet Mask), which is a self-stick adhesive visqueen. Carpet Protection is required for both move-in and move-out. C. The use of Glitter and Confetti must be approved by your Convention Service/Catering Manager, and include a mandatory clean up cost ranging from $1,000 to $25,000 that will be charged to the client s master account. D. No maintenance room, electrical room, electrical panel, food pantry, or fire exit door may be blocked in any way at any time. E. No tape of any kind is permitted on the marble surfaces. 4. LOADING DOCK / FREIGHT ELEVATOR PROCEDURES A. CHARGES There will be a charge of $ per hour for the use of the Freight Elevator. The Freight Elevator must be operated by a hotel employee. B. LOADING DOCK SPECIFICATIONS The Hotel Loading Dock is located on the 52 nd Street between 6 th and 7 th Avenue. The Loading Dock dimensions are 20 L x 12 W x 12.4 H. The Hotel Freight Elevator is located on the 52 nd Street side of the Hotel. Dimensions are 33 L x 9.8 W x 8 H. The elevator operates from the Lower Lobby to the 2 nd floor. 2

6 Storage is not available on the Loading Dock level, and all load-in and load-out materials must flow continuously between the truck and the show floor. At no time can freight be allowed to block egress on the dock level. It is the responsibility of the General Contractor to remove all pallets, crates, trash and shipping materials associated with their shipments from the dock area. The Hotel dumpsters are reserved for collection of our normal operating trash deposits. General Contractors are required to haul move-in/move-out trash off-site or arrange for special service at their expense. C. LOADING DOCK HOURS Monday through Friday, 8:00am to 3:00pm After hours or for unusual shipping needs, please contact your Convention Service/Catering Manager. All deliveries, regardless of source, must go through the Loading Dock. Pallets MUST be broken down at the Loading Dock. 5. EXHIBIT MOVE-IN / MOVE-OUT Travel routes Lower Lobby Level (The Executive Conference Center) Use the Freight Elevator 1 flight down to the Lower Lobby Level. 2 nd Floor Level (Ballrooms - Metropolitan, Central Park, Lenox, Empire) Use the Freight Elevator 1 flight up to the 2 nd Floor. 3 rd Floor Level (Ballrooms - New York, Carnegie, Liberty, Riverside) Use the Freight Elevator 1 flight up to the 2 nd Floor, and transfer to the Ballroom Elevators located across from the Metropolitan Ballroom (Elevator Number 15 and 16) Ballroom elevators must be padded. When Ballroom elevators are not available, please see your Convention Service/Catering Manager for an alternative route. Also please remember that masonite is required for movements throughout any of the Hotel s public space. Pre move-in/move-out inspections will be scheduled by your Convention Service/Catering Manager. A. SCHEDULING MOVE-IN/MOVE-OUT A complete move-in/move-out schedule must be provided to the Convention Service Department in writing no later than three (3) weeks from the show move-in day. Any changes to this schedule must be communicated to the Convention Service/Catering Manager immediately. Except for a mechanical or weather related emergency, the schedule that has been provided will be strictly adhered to. Additional costs for labor on the Loading Dock will be passed along to the drayage company, should the schedule change occur without sufficient notification. 3

7 B. PUBLIC SPACE DAMAGE Any damages to any portions of the public space should be brought to the attention of the Convention Service/Catering/Event Services Manager before move-in. Any damages after move-in commences shall be billed to the drayage company for repair. C. BUILDING POLICIES OF THE SHERATON NEW YORK TIMES SQUARE HOTEL Any damages to the building caused by the exhibitor or subcontractors will be billed directly to the exhibitor D. PALLETS/CARPETING All pallets or large wooden materials brought into the meeting space must be removed by the drayage company regardless of who brought the item in. Any pallets left before a show opening and/or upon completion of move-out, which need to be removed by the hotel, shall be billed to the drayage company at our current rate of disposal per item. All carpeting remnants must be disposed of properly by crews laying down exhibitor and aisle carpet. A bin can be provided by the Hotel for quick disposal. Excessive carpet remnants left on the floor during aisle carpet installation will be charged back to the drayage company at our current rate of disposal. 6. TRUCK PARKING The Hotel does not provide truck parking. 7. SPECIAL PROVISIONS FOR MOTORIZED VEHICLES The Hotel does not provide any special motorized vehicles due to the limited banquet space available. Units must be rented by the client and cannot be stored in the Hotel. A. VEHICLES POLICIES OF THE SHERATON NEW YORK TIMES SQUARE HOTEL Any vehicles brought into the building must adhere to the following regulations: gas tanks must be empty (gas gauge to read empty), battery cables must be disconnected and taped, gas caps must be locking and visqueen must be placed under the vehicle. The Hotel will not be held liable for any damages brought by the loading company. *Note: All building policies stand without exception - violators will be charged fines in addition to the expense of any damages. B. SPECIAL PROVISIONS FOR MOTORIZED VEHICLES Any exhibits/products that are mechanical in nature are required additional floor coverings to prevent from any damages to carpets. I. Definition: Motorized vehicles shall be defined as any vehicles that are propelled by an internal combustion engine using Class I or Class II fuel, such as, but not limited to automobiles, trucks, motorcycles, aircrafts, or watercrafts. 4

8 II. All motorized vehicles displayed shall have batteries removed. The leads shall be safely secured. III. Fuel supplies in vehicles on display shall not exceed 1 gallon of gas. The tank must be purged with carbon dioxide (CO2). IV. All motor vehicle tanks containing fuels shall be furnished with locking type caps or sealed with tapes to preclude inspection by viewers. Tractors, chainsaws, power plants and other fuel-powered equipment shall be safely guarded in a similar manner. V. All motor vehicles must be cleaned before entering the exhibit/ballroom space. Runners must be in place at all move-in/move-out entries consisting of Poly-tack. VI. Any vehicles on display require Poly-tack and a drip pan. VII. A key to the vehicle is to be supplied to the Hotel Security. A $75 special/handling services fee will apply. 8. EXHIBIT TRASH DISPOSAL The General Contractor must remove all waste materials and trash generated by the show. A minimum charge of $ will be incurred if this is left to the Hotel to complete, and it will be charged at the discretion of the Hotel. 9. SHIPPING & RECEIVING / FEDEX OFFICE A. PACKAGEROOM Exhibitors who wish to deliver individual packages weighing less than 100 pounds may do so by addressing them in the following manner: Shipping Address: Sheraton New York Times Square Hotel - Package Room Loading Dock th Avenue (52 nd Street between 6 th and 7 th Avenue) New York, New York Labeling: Hold for Arrival: (Event/Meeting/Group name) Attention: ( Received By On-site Contact) Date of the Event/Meeting: (Month/Date/Year) Name of the Meeting Room: (Meeting Room name and floor) Number of Boxes: (1 of x boxes, 2 of x boxes) Name of your Convention Service/Catering Manager *Note: The Hotel will not receive packages delivered more than 3 days prior to the event. Packages should be received no later than 48 hours prior to your event. Pallets will not be accepted at our Loading Dock. 5

9 * FedEx Office is located on the Lower Lobby of the Hotel. They are available to handle all of your printing and shipping needs for your event. You may contact them directly at *Reminder: The Loading Dock hours are Monday through Friday, 8:00am to 3:00pm. B. STORAGE There shall be no storage of any wooden crates on site. There will be no storage of boxes, fiber cases or materials behind exhibit booths or in walkways and passageways. Grave yards or bone yards consisting of carpeting, chairs, ash urns, wastebaskets, etc. shall only be allowed if approved by your Convention Service/Catering Manager. Under no circumstances shall a fire exit or the Freight Elevator be blocked by any equipment or used for the product storage. C. CHARGES Please contact the Convention Service/Catering Manager for the package handling charges. 10. SECURITY PROCEDURES BALLROOMS FOR SPECIAL EVENTS All Special Event Security is to be coordinated through your Convention Service/Catering Manager. Due to the New York City Fire Code Regulations, most Ballrooms cannot be secured. Should your group wish to secure any of the Ballrooms, Security will need to be employed. The Hotel is not responsible for theft or any damages to any properties of the company. Security arrangements are the responsibility of the client and must be pre arranged. In addition, a 5 million dollar insurance policy must be on-file with the Sheraton New York Times Square Hotel, Security Department, showing the Sheraton New York Times Square Hotel as co-insured. The Hotel can provide a list of licensed security companies. 11. INSURANCE / INDEMNIFICATION Each company must have a current certificate of insurance on-file with the Hotel s comptroller. A. CERTIFICATE OF INSURANCE/INDEMNIFICATION In order for any outside vendors to operate on the premises of the Sheraton New York Times Square Hotel, certain insurance requirements must be met, as stipulated by our Corporate Risk Management Department. Please forward a current Certificate of Insurance evidencing the listed coverage as noted on the enclosed Indemnity and Insurance Agreements document. A copy of the signed Indemnification Agreement is also required. We request that these documents be on-file with the Hotel 30 days prior to the first event/activity. B. INDEMNITY AND INSURANCE AGREEMENTS INDEMNITY: 6

10 Assumes entire responsibility and agrees to protect, defend, indemnify and save the Hotel, it s owners, its operator, Starwood Hotels & Resorts Worldwide Inc., and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and its employees and agents. INSURANCE: You are required to provide a certificate of insurance naming the following entities as additional insured: Sheraton New York Times Square Hotel Starwood Hotels and Resorts Worldwide, Inc Minimum Insurance: Workers comp Employer's liability Commercial general liability Business auto liability Umbrella excess liability Statutory $500,000 each accident $500,000 disease each employee $500,000 policy limit - disease $1,000,000 each occurrence $50,000 fire damage legal liability $1,000,000 general aggregate limit $1,000,000 products/completed operations aggregate limit $1,000,000 each accident $5,000,000 each occurrence $5,000,000 annual aggregate Certificates of Insurance should be sent to the attention of the: Sheraton New York Times Square Hotel th Avenue, New York, New York Failure to provide such insurance will prohibit your vendors/decorators from accessing the premises. Please be advised that the Hotel is committed to a drug and alcohol free work place. In addition, it is a requirement that all employees conduct their job duties in a safe manner. The Hotel reserves the right to require your operation ceases at any time, if in our reasonable estimation, these two policies are not being adhered to. Sheraton New York Times Square Hotel The undersigned is a duly authorized and acting agent for: Company: Name: Title Signature: 7

11 Notary: Notary Public, State of: My Commission Expires: [Notary Seal] 12. SOUND SYSTEMS / LEVELS / REHEARSALS A schedule of rehearsals is required. Sound should be at a designated level that is measurable. REGULATIONS FOR PRODUCTION AND AUDIO VISUAL COMPANIES The following guidelines will provide your company with a clear and concise list of MANDATORY house rules. Should you wish to hire any outside providers of audio-visual productions as well as staging services, please contact your Convention Service/Catering Manager or PSAV for further information. A. Union Labor The employees of The Sheraton New York Times Square Hotel and the PSAV are covered by a collective bargaining agreement. The Hotel Motel Trades Council Local One of the AFL-CIO represents said employees. Any and all Production Companies operating inside the Sheraton New York Hotel and Towers are expected to abide by these rules. With the exception of the following managements or non-union production positions, all other labor should conform to the guidelines below. I. The exempted positions are as follows; show managers, stage managers, technical directors, graphic operators, lighting directors, teleprompter operators, language translation specialists, audience response system technicians and still photographers. II. The use of PSAV labor is required to have one union tech for every two (2) nonunion technicians. III. Technicians from IATSE, Local 6 Projections Union or any local labor brokers are available as your alternative choice. It is required to be staffed in a two-to-one ratio with non-union technicians, at the time of hiring such union technicians. Section A II applies. IV. PSAV technicians are required to be present while any hotel owned equipment and/or systems are in use at any meeting space in the Hotel. B. Built-in screens and sound systems in the meeting space are available at the current rates. Please contact your Convention Service/Catering Manager or PSAV for charges. C. Truss and lighting systems in the Metropolitan Ballroom are exclusively owned by The Sheraton New York Times Square Hotel. Please contact our in-house Audio Visual provider (PSAV) directly for rental rates. I. The stage area of the Metropolitan Ballroom has no built-in lighting systems. Production companies working on the stage should provide their own work lights or make arrangements in advance for the use of existing overhead theatrical fixtures. 8

12 II. Outside Production Companies wishing to rig in the Metropolitan Ballroom ceiling must use house riggers (one house rigger per outside rigger). Charges for riggers are available from our in-house Audio Visual provider (PSAV). III. Outside production companies wishing to hang their own lighting fixtures (or projectors) on the house truss must use house riggers in the same ratio as explained in II. IV. In-house scissors lifts can be rented from our Audio Visual provider (PSAV). Arrangements MUST be made in advance for the rental of these units. Non-hotel personnel are not permitted to use these lifts if arrangements are not made in advance. Bringing in outside lifts must meet all codes and regulations of New York City and New York State, as well as hotel rules and regulations. Any damages caused by the outside production company, but not limited to hydraulic leaks, wheel marks and/or any other mechanical issues will be the sole responsibility and expense of the production and/or outside Audio Visual Company. V. The house truss and the stage weight fly system are normally in use for lighting and other fixtures, and are the property of the Hotel. Production Companies wishing to have these fixtures cleared prior to their arrivals require arrangements in advance. Charges for stripping and restoring these systems are available from PSAV. D. Move-in/move-out, Storage and Security Outside Production Companies are responsible for the safe and secure storage of their equipment and cases. I. A Move-In and Move-Out schedule must be provided three (3) weeks prior to your arrival for the Freight Elevator. II. There will be a charge of $ per hour for the use of the Freight Elevator. The Freight Elevator must be operated by a hotel employee. III. Only hotel approved tape is permitted to be used on hotel carpets. IV. Attaching anything to hotel walls, air walls and/or doors is strictly prohibited. V. The running of any cables or similar material is not permitted across any doorway floor. VI. Masonite must be used when moving any equipment over carpeted foyer areas of hotel. VII. The Sheraton New York Times Square Hotel does not provide storage for empty road cases. All Outside Production companies should contact the Convention Service/Catering Manager to rent appropriate space (if available) in the Hotel for storage of all equipment and cases. VIII. Most ballrooms in the Sheraton New York Times Square Hotel cannot be secured due to the New York City Fire Code Regulations. The Hotel is not responsible for the security of any equipment brought into the hotel. Arrangements for properly licensed and insured security guards may be made through your Convention Service/Catering Manager. Private guard agencies may be hired with the approval of your Convention Services/Catering Manager, and a listing of approved companies is available upon request. 9

13 IX. Production Companies using rear-screen set-ups may at their own discretion store cases in their immediate back-stage area. X. The offstage areas of the Metropolitan Ballroom and the Metropolitan Court need to be clear at any time and are not to be used for equipment or case storage. XI. It is prohibited to leave any materials, equipment or cases in any hallways, public space or other areas that interfere with the daily operation of the Hotel. E. Electrical Production Companies should communicate all electrical requirements to your Convention Service/Catering Manager three (3) weeks in advance to ensure proper engineering staffing levels and on-time delivery of power drops. A list of charges for electrical connections is available from your Convention Service/Catering Manager. All on-site orders for Electrical are subject to on-site rates. I. All power drops and use of electric outlets will be charged at appropriate rates. Please contact your Convention Service/Catering Manager for specific pricing. F. Insurance Production Companies are required to have appropriate insurance coverage. Certificates of General Liability Insurance Policies naming the Sheraton New York Times Square Hotel as Loss Payee are required in advance. G. Security Deposit Production Companies may be required to provide a security deposit prior to arrival on-site at the Sheraton New York Times Square Hotel. Such deposit will be held to insure the integrity and proper treatment of all walls, ceilings, fixtures, furnishings and other property during the time that such space is occupied by the Production Company and/or outside Audio Visual Company. Please contact the Event Service Manager prior to move-in to discuss and verify any current damages noticed in the event space. H. Master Account; All electrical, audio-visual, security and other charges will be posted to the client s master account unless arrangements for direct billing to the Production and/or Outside Audio Visual Company are made in advance. I. Any waiver of, or failure to enforce, any of the above rules should not be interpreted as a change in these rules or a blanket waiver. J. All outside companies are required to abide and conform to all New York City and New York State Fire Code Regulations. Any violations will be the sole responsibility of your company and or the group that has hired your services. Please contact your Convention Service/Catering Manager or PSAV directly for further clarification of any of the above. 13. DRAPES/ AV All drapes within the hotel meeting space are permanent, and should not be altered in any way. Should any alterations be needed, it must first be approved by your Convention Service/Catering Manager and a minimum of a $5,000 deposit is required. If there are any damages caused without a deposit, the cost of the damage will be charged to the client s master account. 14. USE OF LASER/ FOG/ HAZE MACHINES 10

14 A. Smoke or fog machines are permitted with written approval by the Hotel. All necessary New York City Fire Department permits must be arranged for and provided before show move-in. B. No combustible materials or liquids are permitted in the building. This includes but is not limited to: gasoline, propane, oil products, and chemicals. C. Use of pyrotechnics is strictly prohibited. 15. STAGING / MEETING ROOM EQUIPMENTS The Hotel maintains 4 D x 8 W riser sections with heights in increments of 16 and 24 as standard riser sections. Please contact your Convention Service/Catering Manager to determine riser availability prior to confirming stage sizes in excess of 8 D x 16 L x 24 H. Large production stages are the responsibility of the Production Company. No stages are allowed that exceed 48 in height and we will not stack stages. Additionally, pianos must be placed on stages by professional piano movers to both protect the piano and the staff moving the piano. The Hotel has an extensive inventory of meeting related equipment. However, if an existing inventory is depleted, we will identify the shortage upon receipt of your detailed specifications and procure these items as an added expense to the client s master account. 16. MEETING ROOM CHANGES Please read all Banquet Event Orders (BEO) carefully to ensure that your meeting is properly represented. It is expected that all changes will be received 24 hours prior to the function start time. Substantial changes requested after the room has been set are subject to availability of labor and shall be assessed a labor fee of $75.00 per hour per houseman. Meeting Room set up changes and delays caused by or as a result of the Outside Company will be subject to the same labor fees. 11