TVT & LAA/PFO 2018 Exhibitor Service Manual 1)TVT Meeting Basics (Exhibit Hall Hours, Location, Hours) 2)LAA Meeting Basics (Exhibit Hall Hours, Location, Hours) 3) Guidelines and Restrictions 4) Floorplan: LAA/PFO & TVT Assignments 5) TVT Lead Retrieval 6) LAA/PFO Lead Retrieval 7) Shipping Information 8) TVT GES Electrical Rental Order Form-Discount Deadline June 8th 9) LAA/PFO GES Electrical Rental Order Form- Discount Deadline June 8th 10) Exhibitor Audiovisual Orders (PSAV) 11) Exhibitor Internet Services 12) 3 RD Party Vendor
Transcript
TVT & LAA/PFO 2018 Exhibitor Service Manual
1)TVT Meeting Basics (Exhibit Hall Hours, Location, Hours) 2)LAA Meeting Basics (Exhibit Hall Hours, Location, Hours) 3) Guidelines and Restrictions 4) Floorplan: LAA/PFO & TVT Assignments 5) TVT Lead Retrieval 6) LAA/PFO Lead Retrieval 7) Shipping Information 8) TVT GES Electrical Rental Order Form-Discount Deadline June 8th 9) LAA/PFO GES Electrical Rental Order Form- Discount Deadline June 8th 10) Exhibitor Audiovisual Orders (PSAV) 11) Exhibitor Internet Services 12) 3RD Party Vendor
TVT Meeting Basics Meeting Location Sheraton Grand Chicago 301 E North Water St, Chicago, IL 60611 TVT 2018 Exhibit Location & Hours Location: Sheraton Ballroom Promenade, Sheraton Grand Chicago Demo Install: Thursday, June 21, 2018 12:00 PM-4:00 PM Demo Hours: Thursday, June 21, 2018 5:45 PM-7:45 PM Demo Dismantle: Thursday, June 21, 2018 7:45 PM-9:00 PM TVT 2018 Registration Location & Hours Location: Ballroom Promenade, Ballroom Level 4, Sheraton Grand Chicago Wednesday, June 20, 2018 1:00 PM-7:00 PM Thursday, June 21, 2018 5:30 AM-7:00 PM Friday, June 22, 2018 6:00 AM-6:00 PM
LAA Meeting Basics Meeting Location Sheraton Grand Chicago 301 E North Water St, Chicago, IL 60611 LAA/PFO Location & Hours Sheraton Ballroom II III Foyer Exhibitor Install: Friday, June 22, 2018 8:00 AM-11:00 AM Exhibit Dates: Friday, June 22, 2018 12:00 PM-6:00 PM
Saturday, June 23, 2018 9:00 AM–2:00 PM
Exhibitor Dismantle: Saturday, June 23, 2018 2:00 PM-4:00 PM LAA/PFO 2018 Registration Location & Hours Location: Ballroom Promenade, Ballroom Level 4, Sheraton Grand Chicago Friday, June 22, 2018 8:00 AM-6:00 PM Saturday, June 23, 2018 6:00 AM-4:30 PM
Guidelines and Restrictions Clinical Demonstration Area Guidelines: • Must be educational in nature – non-promotional • Tables must be manned by clinicians rather than sales personnel • Investigational and approved devices can be discussed • Marketing or promotional materials are not permitted – signs, flyers, banners, etc. • Technical information (product details, device specifications) about the device is permitted • Table backdrops are not permitted • TV monitors are not permitted Sheraton Grand Restrictions: • No Pop Ups on tables • No Pull Ups next to or on tables • No Easel signs next to tables • No Pipe & Drape • No Chairs • Tables must be no more than 2' off of wall • Excessive power requirements
fswan
Typewritten Text
LAA/PFO Exhibitors: 1. Terumo Interventional Systems 2. Gore & Associates 3. Abbott
fswan
Typewritten Text
TVT Exhibitors: 1. Abbott 2. Abbott 3. Medtronic 4. Edwards Lifesciences 5. BioTrace Medical, Inc. 6. Boston Scientific
800-746-9734 | [email protected] | 7 Technology Park Drive Bourne, MA | Driving Event Connections
XPRESS CONNECT APP LEAD RETRIEVAL QtyOrder deadline JUNE 18, 2018
Total
XPress Connect App - the App on YOUR phone or tablet $ 375
Additional XPress Connect App Licenses - for additional users $ 130 per additional user activation
ORDER ONLINE: www.xpressleadpro.com SHOW CODE: shts0618
XPRESS CONNECT EXTRAS
Custom Sales Qualifiers / Custom Surveys $ 110
XPress eBlast Service - send your custom HTML post-event emails through XPress eBlast $ 225
Data Conversion - convert badge IDs collected on 3rd party devices to leads post-show $ 550
XPress Connect App - on YOUR phone or tablet Download the Connect App and turn your phone or tablet into a state-of-the-art lead retrieval device.
For Android 3.x or higher, iOS 8x and higher and
3 mega-pixel or greater camera. No mobile hardware included.
Features Include: Scan Anywhere, Anytime • Real-time Leads List • Lead Rating • Add Images to Lead
All orders will be confirmed by email. “Convention Data Services” will appear on your credit card statement.
PAYMENT INFORMATION
CARD NUMBER - BY FAX ONLY
NAME ON CARD
EXP DATE
SIGNATURE
AUTHORIZATIONYour signature below denotes acceptance of the Terms & Conditions
of this Order Form and is REQUIRED for processing.
SIGNATURE
PRINT NAME
TODAY’S DATE
EMAIL RECEIPT TO
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
800-746-9734 | [email protected] | 7 Technology Park Drive Bourne, MA | Driving Event Connections
Not everyone will have a business card. Everyone will have a name badge to scan. Don’t miss a single prospect!
Terms & Conditions
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
1) Convention Data Services, Inc. hereinafter called “CONTRACTOR” agrees to the delivery of services as specified and is to be rendered in a timely and professional manner according to standard indus-try practices. All equipment and software remains the sole property of CONTRACTOR. In the event of strikes, electrical power failures, accidents and/or occurrences beyond the control of CONTRAC-TOR or customer, all deposits and fees shall be returned.
2) The method of payment shall be in United States dollars and submitted with the order for service. CONTRACTOR will only accept checks drawn on banks located in the United States of America or certified funds. Checks will not be accepted as payment at the show site.
3) Early & Advance orders must be received on or before deadlines and paid in full. Orders received without payment or after the discount deadlines will be charged at the appropriate published price based on order deadline dates. Services will not be rendered until payment in full is received.
4) ALL ORDER CANCELLATIONS RECEIVED MORE THAN 30 DAYS PRIOR TO SHOW OPENING WILL BE SUBJECT TO A $100.00 CANCELLATION FEE. NO REFUNDS WILL BE MADE FOR ORDERS CANCELED WITHIN 30 DAYS OF THE SHOW OPENING DATES. No refunds will be issued for unused licenses unless the request is received 30 days prior to show opening.
5) CONTRACTOR’S liability for damage of any cause whatsoever will be limited to the total price for the goods and services provided by CONTRACTOR.
6) CONTRACTOR disclaims any responsibility for misuse, loss of power, power surges, and customer adjustments that are not covered in the instruc-tions, acts of God, or any other act beyond the control of the CONTRACTOR.
7) Customer is responsible to pay all applicable Fed-eral, State or Local taxes. If the applicable tax rate is different from the published rate at the time of placing the order, then Contractor may adjust the tax due by the customer accordingly. If you are tax exempt in the state in which you will be exhibiting, you must provide a Sales Tax Exempt Certificate for that state. Please submit this certificate with order, otherwise tax will be charged to your order.
8) It is agreed that the governing law pertaining to this contract will be the laws of the State of Mas-sachusetts, with venue exclusively in Barnstable County.
800-746-9734 | [email protected] | 7 Technology Park Drive Bourne, MA | Driving Event Connections
XPRESS CONNECT APP LEAD RETRIEVAL QtyOrder deadline JUNE 18, 2018
Total
XPress Connect App - the App on YOUR phone or tablet $ 375
Additional XPress Connect App Licenses - for additional users $ 130 per additional user activation
ORDER ONLINE: www.xpressleadpro.com SHOW CODE: laap0618
XPRESS CONNECT EXTRAS
Custom Sales Qualifiers / Custom Surveys $ 110
XPress eBlast Service - send your custom HTML post-event emails through XPress eBlast $ 225
Data Conversion - convert badge IDs collected on 3rd party devices to leads post-show $ 550
XPress Connect App - on YOUR phone or tablet Download the Connect App and turn your phone or tablet into a state-of-the-art lead retrieval device.
For Android 3.x or higher, iOS 8x and higher and
3 mega-pixel or greater camera. No mobile hardware included.
Features Include: Scan Anywhere, Anytime • Real-time Leads List • Lead Rating • Add Images to Lead
All orders will be confirmed by email. “Convention Data Services” will appear on your credit card statement.
PAYMENT INFORMATION
CARD NUMBER - BY FAX ONLY
NAME ON CARD
EXP DATE
SIGNATURE
AUTHORIZATIONYour signature below denotes acceptance of the Terms & Conditions
of this Order Form and is REQUIRED for processing.
SIGNATURE
PRINT NAME
TODAY’S DATE
EMAIL RECEIPT TO
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
800-746-9734 | [email protected] | 7 Technology Park Drive Bourne, MA | Driving Event Connections
Not everyone will have a business card. Everyone will have a name badge to scan. Don’t miss a single prospect!
Terms & Conditions
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
E
XCLUSIVE
EV
EN
T SUP
PL
IE
R
1) Convention Data Services, Inc. hereinafter called “CONTRACTOR” agrees to the delivery of services as specified and is to be rendered in a timely and professional manner according to standard indus-try practices. All equipment and software remains the sole property of CONTRACTOR. In the event of strikes, electrical power failures, accidents and/or occurrences beyond the control of CONTRAC-TOR or customer, all deposits and fees shall be returned.
2) The method of payment shall be in United States dollars and submitted with the order for service. CONTRACTOR will only accept checks drawn on banks located in the United States of America or certified funds. Checks will not be accepted as payment at the show site.
3) Early & Advance orders must be received on or before deadlines and paid in full. Orders received without payment or after the discount deadlines will be charged at the appropriate published price based on order deadline dates. Services will not be rendered until payment in full is received.
4) ALL ORDER CANCELLATIONS RECEIVED MORE THAN 30 DAYS PRIOR TO SHOW OPENING WILL BE SUBJECT TO A $100.00 CANCELLATION FEE. NO REFUNDS WILL BE MADE FOR ORDERS CANCELED WITHIN 30 DAYS OF THE SHOW OPENING DATES. No refunds will be issued for unused licenses unless the request is received 30 days prior to show opening.
5) CONTRACTOR’S liability for damage of any cause whatsoever will be limited to the total price for the goods and services provided by CONTRACTOR.
6) CONTRACTOR disclaims any responsibility for misuse, loss of power, power surges, and customer adjustments that are not covered in the instruc-tions, acts of God, or any other act beyond the control of the CONTRACTOR.
7) Customer is responsible to pay all applicable Fed-eral, State or Local taxes. If the applicable tax rate is different from the published rate at the time of placing the order, then Contractor may adjust the tax due by the customer accordingly. If you are tax exempt in the state in which you will be exhibiting, you must provide a Sales Tax Exempt Certificate for that state. Please submit this certificate with order, otherwise tax will be charged to your order.
8) It is agreed that the governing law pertaining to this contract will be the laws of the State of Mas-sachusetts, with venue exclusively in Barnstable County.
Sheraton Grand Chicago
Hold For Guest: (Guest Name) (Guest Cell Number)
c/o FedEx Office at Sheraton Grand Chicago 301 E North Water St.
Chicago, IL, 60611
(Convention / Conference / Group / Event Name)
FedEx Office Business CenterSheraton Grand Chicago
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 on-site to receive and sign for the package(s). Please do not ship any items to the attention of the Hospitality Manager or Catering & Conference 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 Sheraton Grand Chicago.
Shipments are held for a limited number of days. If a package has not been picked up and no contact information is provided, the package will be returned to the sender, who will be responsible for all additional shipping fees. For more information on package retention, the Return to Sender process, or to schedule package deliveries, please contact the FedEx Office Business Center at 312.755.0314. Package deliveries should only be scheduled after the recipient has checked into the hotel.
Meeting organizers and participants are encouraged to contact FedEx Office in advance of shipping their items to Sheraton Grand Chicago 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.
In most cases, FedEx Office will complete delivery or pickup of packages within the conference and meeting rooms, lobby area and guest suites of Sheraton Grand Chicago, but please check with the business center for specific delivery limitations that may exist. In cases where a drayage company or decorator is used, FedEx Office team members will release any drayage directly to the decora-
tor if they are onsite when the shipments arrive. If any drayage or parcels require overnight storage, FedEx Office will request han-
dling fees be collected from the decorator. If you are using a drayage company or decorator for exhibitor packages, these packages must be shipped directly to the drayage company or decorator specified address. Please note that FedEx Office team members can-
not lend out any moving equipment to a guest, which includes pallet jacks, dollies, and flatbed carts.
In most cases, FedEx Office will complete delivery or pickup of packages to guest suites at Sheraton Grand Chicago, but please check with the business center for specific delivery limitations that may exist. FedEx Office is not authorized to leave packages in guest suites that are not occupied. A guest with authorization to sign for the delivery and approve any charges for handling and delivery fees must be present in the suite.
PREPARING YOUR SHIPMENT
SHIPPING AND RECEIVING INSTRUCTIONS
PACKAGE LABELING STANDARDS AND FEDEX OFFICE CONTACT
PACKAGE DELIVERY WITHIN THE HOTEL
PACKAGE DELIVERY TO GUEST SUITES
Box ____ of ____
Package Shipping Instructions
mmarshall
Highlight
mmarshall
Highlight
mmarshall
Highlight
mmarshall
Highlight
mmarshall
Highlight
mmarshall
Highlight
v121015_PRM
PACKAGE HANDLING AND STORAGE FEES
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.
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.
UPON YOUR ARRIVAL
UPON YOUR DEPARTURE
Receiving, delivery and storage charges are payable at the time of delivery. Recipient may be required to present government-issued photo identification and sign for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE, CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither the Hotel nor FedEx Office and Print Services, Inc. provide such insurance. Neither the Hotel nor FedEx Office and Print Services, Inc. nor the employees, agents or contractors of either firm will be liable for any damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt at the Hotel, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Hotel, you agree to be bound by any additional terms and conditions that the Hotel or FedEx Office and Print Services, Inc. may establish from time to time for receiving and delivering of packages.
A one-time package storage fee will apply to each package received and stored for more than five (5) calendar days. Items measuring over 6.5 feet in size are considered oversize
and will be assessed an additional oversize fee if stored for more than five (5) calendar days.
* For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into a single fee of $0.75 / lb. ($250.00 Minimum), which is applied to each pallet/crate handled. A labor fee of $70.00 per hour will apply for breaking down pallets, building pallets, or excessive package handling/moving due to a customer’s request. The labor fee can be charged in 15 minute increments.** No handling fees will be charged for outbound packages weighing 0-1 pound that are brought to the FedEx Office Business center by a guest.
Sheraton Grand ChicagoPackage Shipping Instructions
FedEx Office is proud to be a partner of Sheraton Grand Chicago in offering Guest Package Services onsite. This service includes receiving all inbound packages shipped to the hotel’s physical address. FedEx Office staff is onsite in both the Business Center and the Parcel Office to meet the needs of the guests and employees of the hotel.
FedEx Office understands the role of the Decorator. As such, a customized workflow has been created to allow FedEx Office to effectively operate the parcel area of the property without impeding the work of the Decorator.
FedEx Office Business CenterSheraton Grand Chicago
INBOUND PACKAGESTwo different options are available for every Decorator package arriving at the property’s loading dock.
A. Immediate Release Packages Provided that the Decorator is on the property and ready to take possession/custody of the packages upon their arrival, FedEx Office will complete an immediate release of the Decorator labeled packages to the Decorator as soon as packages are received from the carrier.
B. Received and Processed Packages Any Decorator packages received and processed by FedEx Office that are stored overnight will incur applicable receiving fees. Payment by the Decorator will be required at time of package release. As a sign of our partnership with Decorators, we are pleased to offer discounts of the retail handling fees assessed on processed packages.
To provide a seamless experience for guests, and reduce confusion regarding package locations, Decorators are encouraged to emphasize the offsite receiving address for event shipments. This workflow will avoid FedEx Office handling fees on Decorator packages delivered directly to the property.
FedEx Office is available to setup an outbound shipping desk within or nearby the meeting space to handle outbound shipments, as long as advanced notice and approval is provided during the event planning stages. Outbound handling fees apply to all outbound
packages taken into possession by FedEx Office.
Receiving, delivery and storage charges are payable at the time of delivery. Recipient may be required to present government-issued photo identification and sign for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE, CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither the Hotel nor FedEx Office and Print Services, Inc. provide such insurance. Neither the Hotel nor FedEx Office and Print Services, Inc. nor the employees, agents or contractors of either firm will be liable for any damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt at the Hotel, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Hotel, you agree to be bound by any additional terms and conditions that the Hotel or FedEx Office and Print Services, Inc. may establish from time to time for receiving and delivering of packages.
Sheraton Grand ChicagoDecorator Package Shipping Instructions
v121015_PRM
A FedEx Office Team Member can be made available at the meeting room listed below to assist and accept outbound packages. During this time, ample shipping supplies will be available to support all of your packaging and shipping needs.
Follow these 4 steps to expedite the processing of your package1. Complete a Shipping Airbill Form and be sure to include the Credit Card or FedEx account number, as well as your
personal or business return address and not the address of the hotel.
Please note: Outbound handling fees are applied to all packages, regardless of carrier, and are assessed in addition to the shipping/transportation charges.
2. Ensure all of your packages are properly sealed.3. Affix the carrier’s airbill form to each outgoing package.4. Take your package(s) to the FedEx Office processing area during the times listed above or to the FedEx Office Business
Center during normal business hours.
Once you have completed the steps above, FedEx Office will process your package(s) into the FedEx Office Package Tracking System and securely store them until release to the carrier. Retain your tracking number(s) and you’re all set! With FedEx Office Guest Package services, it’s that simple.
OUTBOUND HANDLING FEES
Sheraton Grand ChicagoOutbound Shipping Instructions for Events
* For inbound/outbound pallets or crates, the receiving and delivery charges are consoli-
dated into a single fee of $0.75 / lb. ($250.00 Minimum), which is applied to each pallet/crate handled. A labor fee of $70.00 per hour will ap-
ply for breaking down pallets, building pallets, or excessive package handling/moving due to a customer’s request. The labor fee can be charged in 15 minute increments.
Business Center Ext: 6954Business Center Phone: 312.755.0314Email: [email protected]
Operating HoursMonday–Friday: 7:00am - 5:00pm
Saturday: 8:00am - 3:00pm
Sunday: 8:00am - 3:00pm
The FedEx Office Business Center can also accept packages during nor-mal business hours. Packaging supplies (boxes, tape, cushioning, etc.) are available for purchase at the FedEx Office Business Center during the hours listed. Complimentary FedEx Express® shipping supplies and airbills are also availble 24 hours a day.
PACKAGE WEIGHT DROP OFF BY GUEST PICKUP BY FEDEX OFFICEFlat Envelopes No Charge $10.000.0 – 1.0 lbs. No Charge $10.001.1 – 10.0 lbs. $10.00 $15.0010.1 – 20.0 lbs. $15.00 $25.0020.1 – 30.0 lbs. $20.00 $35.00
I agree in placing this order that I have accepted GES payment Policy and GES Terms & Conditions of Contract.
A. Total Items Ordered $
B. Tax: 9%A x 9% = B
$
C. Grand TotalA + B = C
$
Authorized Signature - Please Sign: X
EXHIBITOR'S ELECTRICAL CONTACT NAME & PHONE NUMBER AUTHORIZED NAME - PLEASE PRINT DATE
Cancellation Policy: Items cancelled will be charged 50% of original price after move-in begins and 100% of original price after installation
• GES is not responsible for voltage fluctuation or
power failure due to temporary conditions. Exhibitor is responsible for providing surge protectors for their Goods. GES is not responsible for loss or damage resulting from power surges. Furthermore, GES' liability for any and all loss or damage is limited to the value of the cost of electrical services provided or depreciated value of Goods, whichever is less. All electrical installations and connections to all electrical service should be made by a GES electrician. GES will not be responsible for any damage or loss to any equipment, component, computer hardware or software, and/or any damage or bodily injury to any person caused by the installation, connection, or plugging in of any electrical outlet by persons other than a GES electrician.
• OUTLET LOCATION & DISTRIBUTION— All electrical outlets will be installed on the floor at the draped backwall of in-line and peninsula booths. All electrical outlets for island booths will be dropped to one main location per the Exhibitor’s floor plan. If no plan is provided, the outlets will be installed at our discretion. Any change in location and/or additional power drops are chargeable on a time and material basis.
• GES JURISDICTION (Additional labor and/or material is required) — All under-carpet distribution of electrical wiring, all facility overhead distribution, all motor and equipment hook-ups requiring hard wiring connections. Installation and/or repair of electrical fixtures. Installation of electrical motors and electrical apparatus to be energized.
• All outlets over 20 amps and/or with a voltage over 120 volts may also require additional labor. Labor is required to inspect and hook-up equipment pre-wired to plug into our system. Exhibitors are not permitted to use power unless ordered. Exhibitors found using outlets without an order will be subject to the regular rate for outlets used. Sharing power or plugging into facility outlets is strictly prohibited.
Credit Card Authorization: Global Experience Specialists • Fax: 312.329.6914 Check Payments: Global Experience Specialists • Bank of America P.O. Box 96174, Chicago, IL 60693
All orders are governed by the GES Payment Policy and GES Terms & Conditions of Contract as specified in this Exhibitor Services Manual.
MANDATORY FORM*
TVT 2018 Sheraton Grand Chicago June 21, 2018
Form Deadline Date: June 8, 2018
COMPANY NAME EMAIL ADDRESS TABLE NUMBER
STREET ADDRESS CITY STATE ZIP/POSTAL CODE COUNTRY
PHONE FAX
PRIMARY CONTACT NAME AND PHONE NUMBER SHOWSITE CONTACT NAME AND PHONE NUMBER
Payment PolicyPayment for Services — GES requires payment in full at the time services are ordered. Further, GES requires that you provide a credit card authorization with your initial order. For your convenience, we will use this authorization to charge your account for services, which may include labor, material handling, or any applicable fuel or energy surcharge. Discount Prices — To qualify for discount pricing, orders must be received with payment on or before the discount price deadline(s). Method of Payment — GES accepts MasterCard, Visa, American Express, check and bank ACH/Wire transfer. Purchase orders are not considered payment. All payments must be made in U.S. funds drawn on a U.S. Bank. Exhibitors will be charged a $50.00 fee for returned NSF checks. Third Party Billing — Each exhibiting firm is ultimately responsible for all charges incurred on its behalf. GES reserves the right to institute collection action against the exhibitor if the authorized third party does not pay. See Third Party Billing Request form. Tax Exempt — If you are tax exempt in the state in which you will be exhibiting, you must provide a Sales Tax Exemption Certificate for that state. Please send the above information to the GES office for this show. Taxes vary by location and will be added to your invoice, if you do not submit your tax exempt certificate prior to the deadline. Adjustments and Cancellations — No adjustments to invoices will be made after the close of the show. Please refer to the individual forms for labor, etc., for cancellation fees. All orders cancelled by the Exhibitor or due to the cancellation of an event or their non-participation may be subject to cancellation fees equal to 50% - 100% of the total order, based upon the status of move-in, work performed and/or GES set-up costs or expenses. A minimum non-refundable deposit of $25.00 will be applied towards the invoice, unless there is a cancellation of your order. Additionally, GES retains the right to implement/assess a fuel or energy surcharge on all services as necessary based upon market conditions. Bank ACH/Wire transfer payment information:
Beneficiary: Global Experience Specialists, Inc. (GES) c/o Bank of America Account #: 7188101819 901 Main Street, TX1-492-07-14 Wire ABA Routing #: 026009593 Dallas, TX 75202-3714 USA ACH ABA Routing #: 071000039 Telephone # 702-263-2795 or 702-914-5112 SWIFT Address: BOFAUS3N
CHIPS Address: 0959
If requested, following is the physical address for routing identifiers: Bank of America, Wire Transfer-Customer Services 2000 Clayton Road, Concord, CA 94520 USA
To properly credit your account, send the following information to the GES via email to Cash Application Team at [email protected]. • exhibiting company name, show name, show facility, and booth number • date and amount of wire transfer • bank and country where transfer originated
• If you have any questions regarding our payment policy, please call GES National
Servicenter® at 800.475.2098 or visit the GES Servicenter® at the show.• Please complete the information and return payment in full with this form and your
orders. You may choose to pay by credit card, check, or bank wire transfer, however, we
require your credit card charge authorization to be on file with GES.
• All balances must be paid at the conclusion of the event. You agree to late fees up to 1.5% per month on any balance not paid at the conclusion of the event, or balance left without appropriate credit card on file.
• For your convenience, we will use this authorization to charge your credit card for any additional amounts ordered by your representative or services rendered to your company for this event.
• GES will charge a convenience fee for each request to reprocess payment to an alternate credit card in order to cover incremental processing costs. An alternate credit card is a credit card different than the one used to process your initial payment in accordance withGES payment policy. The convenience fee will be quoted at the time your request is made to reprocess payment. The convenience fee will be added to your account balance and settled utilizing the new credit card provided.
GES requires the highest standards of integrity from all employees. Please call our confidential Always Honest hotline at 866.225.8230 to report fraudulent or unethical behavior.
*This form must be returned to GES for your orders to be processed.
Credit Card Charge Authorization
All information must be provided. Your order will not be processed if any information is missing. (i.e., Expiration Date, Account Number, Contact Information, Type of Card, Signature) We require your credit card charge authorization to be on file with GES even if you are paying by check or bank wire transfer.
Card Number Corporate Card Personal Card
PROVIDE
EXPIRATION
DATE
EXPIRATION DATE MasterCard
VISA
American Express
*Signature Required Below
CARDHOLDER'S NAME PLEASE PRINT
CARDHOLDER'S BILLING ADDRESS CITY
STATE ZIP/POSTAL CODE COUNTRY
Calculation of Orders TOTAL
Electrical Rental $
Plumbing $
Electrical Labor $
Other Services (Specify) $
Other Services (Specify) $
$FULL PAYMENT in U.S. funds drawn on a U.S. Bank Global Experience Specialists Federal ID #59-1008863 GES is exempt from backup withholding tax.
To simplify payment, send a check payable to Global Experience Specialists for your entire order or note the amount to be charged to your credit card.
$Charge my credit card in the amount of:
$Enclosed is a check in the amount of:
Check Number: Dated:
Please note payment return addresses at top of form.
I agree in placing this order that I have accepted GES Payment Policy and GES Terms & Conditions of Contract. *Credit card charge authorization signature required below.
I agree in placing this order that I have accepted GES payment Policy and GES Terms & Conditions of Contract.
A. Total Items Ordered $
B. Tax: 9%A x 9% = B
$
C. Grand TotalA + B = C
$
Authorized Signature - Please Sign: X
EXHIBITOR'S ELECTRICAL CONTACT NAME & PHONE NUMBER AUTHORIZED NAME - PLEASE PRINT DATE
Cancellation Policy: Items cancelled will be charged 50% of original price after move-in begins and 100% of original price after installation
• GES is not responsible for voltage fluctuation or
power failure due to temporary conditions. Exhibitor is responsible for providing surge protectors for their Goods. GES is not responsible for loss or damage resulting from power surges. Furthermore, GES' liability for any and all loss or damage is limited to the value of the cost of electrical services provided or depreciated value of Goods, whichever is less. All electrical installations and connections to all electrical service should be made by a GES electrician. GES will not be responsible for any damage or loss to any equipment, component, computer hardware or software, and/or any damage or bodily injury to any person caused by the installation, connection, or plugging in of any electrical outlet by persons other than a GES electrician.
• OUTLET LOCATION & DISTRIBUTION— All electrical outlets will be installed on the floor at the draped backwall of in-line and peninsula booths. All electrical outlets for island booths will be dropped to one main location per the Exhibitor’s floor plan. If no plan is provided, the outlets will be installed at our discretion. Any change in location and/or additional power drops are chargeable on a time and material basis.
• GES JURISDICTION (Additional labor and/or material is required) — All under-carpet distribution of electrical wiring, all facility overhead distribution, all motor and equipment hook-ups requiring hard wiring connections. Installation and/or repair of electrical fixtures. Installation of electrical motors and electrical apparatus to be energized.
• All outlets over 20 amps and/or with a voltage over 120 volts may also require additional labor. Labor is required to inspect and hook-up equipment pre-wired to plug into our system. Exhibitors are not permitted to use power unless ordered. Exhibitors found using outlets without an order will be subject to the regular rate for outlets used. Sharing power or plugging into facility outlets is strictly prohibited.
Credit Card Authorization: Global Experience Specialists • Fax: 312.329.6914 Check Payments: Global Experience Specialists • Bank of America P.O. Box 96174, Chicago, IL 60693
All orders are governed by the GES Payment Policy and GES Terms & Conditions of Contract as specified in this Exhibitor Services Manual.
MANDATORY FORM*
LAA / PFO 2018 Sheraton Grand Chicago June 22-23, 2018
Form Deadline Date: June 8, 2018
COMPANY NAME EMAIL ADDRESS TABLE NUMBER
STREET ADDRESS CITY STATE ZIP/POSTAL CODE COUNTRY
PHONE FAX
PRIMARY CONTACT NAME AND PHONE NUMBER SHOWSITE CONTACT NAME AND PHONE NUMBER
Payment PolicyPayment for Services — GES requires payment in full at the time services are ordered. Further, GES requires that you provide a credit card authorization with your initial order. For your convenience, we will use this authorization to charge your account for services, which may include labor, material handling, or any applicable fuel or energy surcharge. Discount Prices — To qualify for discount pricing, orders must be received with payment on or before the discount price deadline(s). Method of Payment — GES accepts MasterCard, Visa, American Express, check and bank ACH/Wire transfer. Purchase orders are not considered payment. All payments must be made in U.S. funds drawn on a U.S. Bank. Exhibitors will be charged a $50.00 fee for returned NSF checks. Third Party Billing — Each exhibiting firm is ultimately responsible for all charges incurred on its behalf. GES reserves the right to institute collection action against the exhibitor if the authorized third party does not pay. See Third Party Billing Request form. Tax Exempt — If you are tax exempt in the state in which you will be exhibiting, you must provide a Sales Tax Exemption Certificate for that state. Please send the above information to the GES office for this show. Taxes vary by location and will be added to your invoice, if you do not submit your tax exempt certificate prior to the deadline. Adjustments and Cancellations — No adjustments to invoices will be made after the close of the show. Please refer to the individual forms for labor, etc., for cancellation fees. All orders cancelled by the Exhibitor or due to the cancellation of an event or their non-participation may be subject to cancellation fees equal to 50% - 100% of the total order, based upon the status of move-in, work performed and/or GES set-up costs or expenses. A minimum non-refundable deposit of $25.00 will be applied towards the invoice, unless there is a cancellation of your order. Additionally, GES retains the right to implement/assess a fuel or energy surcharge on all services as necessary based upon market conditions. Bank ACH/Wire transfer payment information:
Beneficiary: Global Experience Specialists, Inc. (GES) c/o Bank of America Account #: 7188101819 901 Main Street, TX1-492-07-14 Wire ABA Routing #: 026009593 Dallas, TX 75202-3714 USA ACH ABA Routing #: 071000039 Telephone # 702-263-2795 or 702-914-5112 SWIFT Address: BOFAUS3N
CHIPS Address: 0959
If requested, following is the physical address for routing identifiers: Bank of America, Wire Transfer-Customer Services 2000 Clayton Road, Concord, CA 94520 USA
To properly credit your account, send the following information to the GES via email to Cash Application Team at [email protected]. • exhibiting company name, show name, show facility, and booth number • date and amount of wire transfer • bank and country where transfer originated
• If you have any questions regarding our payment policy, please call GES National
Servicenter® at 800.475.2098 or visit the GES Servicenter® at the show.• Please complete the information and return payment in full with this form and your
orders. You may choose to pay by credit card, check, or bank wire transfer, however, we
require your credit card charge authorization to be on file with GES.
• All balances must be paid at the conclusion of the event. You agree to late fees up to 1.5% per month on any balance not paid at the conclusion of the event, or balance left without appropriate credit card on file.
• For your convenience, we will use this authorization to charge your credit card for any additional amounts ordered by your representative or services rendered to your company for this event.
• GES will charge a convenience fee for each request to reprocess payment to an alternate credit card in order to cover incremental processing costs. An alternate credit card is a credit card different than the one used to process your initial payment in accordance withGES payment policy. The convenience fee will be quoted at the time your request is made to reprocess payment. The convenience fee will be added to your account balance and settled utilizing the new credit card provided.
GES requires the highest standards of integrity from all employees. Please call our confidential Always Honest hotline at 866.225.8230 to report fraudulent or unethical behavior.
*This form must be returned to GES for your orders to be processed.
Credit Card Charge Authorization
All information must be provided. Your order will not be processed if any information is missing. (i.e., Expiration Date, Account Number, Contact Information, Type of Card, Signature) We require your credit card charge authorization to be on file with GES even if you are paying by check or bank wire transfer.
Card Number Corporate Card Personal Card
PROVIDE
EXPIRATION
DATE
EXPIRATION DATE MasterCard
VISA
American Express
*Signature Required Below
CARDHOLDER'S NAME PLEASE PRINT
CARDHOLDER'S BILLING ADDRESS CITY
STATE ZIP/POSTAL CODE COUNTRY
Calculation of Orders TOTAL
Electrical Rental $
Plumbing $
Electrical Labor $
Other Services (Specify) $
Other Services (Specify) $
$FULL PAYMENT in U.S. funds drawn on a U.S. Bank Global Experience Specialists Federal ID #59-1008863 GES is exempt from backup withholding tax.
To simplify payment, send a check payable to Global Experience Specialists for your entire order or note the amount to be charged to your credit card.
$Charge my credit card in the amount of:
$Enclosed is a check in the amount of:
Check Number: Dated:
Please note payment return addresses at top of form.
I agree in placing this order that I have accepted GES Payment Policy and GES Terms & Conditions of Contract. *Credit card charge authorization signature required below.
Sheraton Net AdvantagesExpand your meeting room options with Sheraton High Speed Internet Access:
• Access e-mail and corporate networks instantly (Vpn)
• Surf the web and download files quickly
• Display multimedia presentations with live web content, perform online product demonstrations and deliver online training sessions
• Provide video conferencing and web casting
• A high concentration of Wi-Fi radios in our meeting space allows us to utilize all available 5 Ghz channels
Sheraton Net FeaturesSheraton Net allows for complete scalability and flexibility in your meetings, including:
• Fiber Optic backbone
• Best in class Cisco network infrastructure
• Fully routable public IP addresses issues via DHCP as well as NAT
• Ethernet Loop Internet connection (2 Networks: 250 Mbps not burstable (4500 Ip’s) & 50 Mbps burstable per request (500 Ip's)• Wired/Wireless internet available for a fee in all meeting spaces
Additional Sheraton Meeting Services
In addition, the Sheraton offers value-added services for larger meetings, which include:
• Dedicated bandwidth
• Dedicated on-site technical support
• Complimentary pre-meeting consultation
• Support for industry standard V-Lan (Virtual Lan) Configuration
• Custom set ups available to meet any organization’s internet access needs
• Static Ip support to enable specialized applications such as videoconferencing
• Wireless free of charge in the lobby area by the front desk and ChiBar as well as the Sheraton @ Link Cafe for guest convenience
Sheraton Notes & RecommendationsEnsure all PCs/Laptops are running the latest McAfee virus scans and all Microsoft updates and security patches have been applied to all PCs/Laptops
used during the conference. Please note that this is a public network. Due to the wide ranges of VPN connections out in the market place and applications
ran by the clients/exhibitors, the hotel does not run a firewall as it may interfere with connectivity. The Hotel cannot be responsible for any downtime due
to virus attacks for denial of service attacks in any wireless environment contracted by the client. The Hotel has no control over the traffic demands,
downloads of each user, therefore we can only ensure that the Ethernet Loop is operating properly and not be responsible for speed issues.
Conference Internet Services
ICS (Internet Connection Sharing), NAT (Network Address Translation), Routers, or Internet Sharing Devices are NOT PERMITTED. Charges above will be
calculated on the number of computers with internet access and not on the number of IP addresses ordered. The Sheraton Grand Chicago is the
exclusive provider for your meeting, program or show. All specifications are subject to change without notice. The Sheraton Grand Chicago is not
responsible for conditions which are beyond the hotel’s control.
2018 Wired/Wireless Internet Pricing
Broadband andInternet Services
Wireless Per Floor
Up to 20 Attendees
Up to 50 Attendees
Up to 75 Attendees
Up to 150 Attendees
Up to 200 Attendees
Up to 300 Attendees
Up to 400 Attendees
$3,500.00
$300.00 Per Room Per Day
$600.00 Per Room Per Day
$750.00 Per Room Per Day
$1,250.00 Per Room Per Day
$1,500.00 Per Room Per Day
$2,000.00 Per Room Per Day
$2,500.00 Per Room Per Day
$3,500.00 Per Floor Per Day
$3,500.00 Per Floor Per Day
$3,500.00 Per Floor Per Day
500 Attendees
800 Attendees
1000 Attendees
Wired Line 1st Day
Wired Line Additional Days
Example With 1 Hard Line For 1 Day
Example With 1 Hard Line For 2 Days
Example With 1 Hard Line For 3 Days
Example With 1 Hard Line For 4 Days
Example With 1 Hard Line For 5 Days
Example With 1 Hard Line For 6 Days
Example With 1 Hard Line For 7 Days
$500.00
$250.00
$500.00
$750.00
$1,000.00
$1,250.00
$1,500.00
$1,750.00
$2,000.00
Contact Information
Eric Hoy, Director of Hotel TechnologyP: 312-329-6973 E: [email protected]
Sheraton Grand Chicago | 301 E North Water Street | Chicago, IL 60611 | 312-464-1000 | sheratonchicago.com
For individual WiFi connection pricing, please contact your Meeting & Event Manager
Order Audiovisual Online
https://psav.boomerecommerce.com
Place your order before June 12th, for 20% off
Products in our Online Store
23”-90” Monitors (wall-mount and f loor stand
installation available), SMART monitors,
Touchscreen monitors, PC laptops, MacBook Pro,
Mac Mini, iMac, 27” all-in-one touchscreens, iPad,
The Sheraton Grand Chicago (“Hotel”) is proud to partner with a full-service, onsite
audiovisual production company, PSAV and a full-service exhibit/drayage company, GES.
The Hotel recognizes that guests may choose to utilize outside, third-party vendors (“3rd Parties”). The Hotel will allow such requests provided that guests and 3rd Parties adhere to production guidelines created to ensure that audiovisual and exhibit/drayage service standards
are met to ensure a successful event.
These guidelines both ensure the safety of guests and protect the hotel facility itself. All 3rd
Parties will directly collaborate with PSAV and GES who will ensure that production
guidelines are met and upheld by 3rd Parties.
Clients and 3rd Parties must review the production guidelines within this document and submit
a signed copy of these Service Standards to the Hotel at least 30 days prior to the event.
All audiovisual and exhibit/drayage sales incentives offered by the Hotel will be extended if
and only if PSAV and GES is the primary provider for the event. If PSAV or GES is not
selected as the primary provider, all such sales incentives will become null and void, and
prevailing rates will apply to any and all services provided by PSAV and GES.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 3 -
Group Name: ________________________________________________________________
Group Dates: ________________________________________________________________
3rd Party Vendor Type:
AV
Exhibits
Branding
Transportation
Other - If “Other” please describe:_________________________________________
The 3rd Party Vendor / Contractor agrees:
1. Hold Harmless: To the fullest extent permitted by law, to protect, indemnify, defend, and hold harmless The Sheraton Grand Chicago, affiliated and subsidiary from all claims, damages, losses and expenses, howsoever the same may be caused reason of any suit, claim, demand, judgment or cause of action initiated by any person arising or alleged to have arisen directly or indirectly out of the performance of the work by Contractor.
2. To provide a certificate of comprehensive General Liability Insurance, including Contractual Liability, Products and Completed Operations and Automobile Liability to the Hotel, evidencing minimum limits of $5,000,000 combined single limit. The Hotel and its ownership is to be named as “Additional Insured” and the policy is to reference this Hold Harmless Agreement in the contract and specify a requirement for 30 (thirty) day notice of material change, cancellation and non- renewal.
3. To provide a certificate of insurance to the Facility evidencing Worker’s Compensation and Employers Liability coverage in effect for its employees.
4. That this 3rd Party Vendor Service Agreement has been received and reviewed. Vendor/Contractor has read and understand the information contained within and will uphold all rules and regulations of the hotel, its partners, and the City of Chicago Bureau of Fire Prevention.
3rd Party Vendor: __________________________________________ Date: ___________ 3rd Party Vendor Representative: _______________________________________________ Signature _______________________________________________ Printed Name
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 4 -
Table of Contents Click each hyperlink to be directed to each section
AV/Production
Branding
Electrical
Exhibits
Information Technology / Communications
Measurements
Meeting Space
Security
Shipping
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 5 -
AV / PRODUCTION
AUDIO VISUAL PROCEDURES The Sheraton Grand Chicago is proud to hold an exclusive agreement with PSAV® Presentation
Services. They provide on-site Audio-Visual production services and are the industry leaders in supplying equipment, technology, staging and show production. Please see the Preferred Vendors section for more information on the benefits of using PSAV as your AV provider.
All Audiovisual Sales incentives offered by the hotel will be extended if and only if Presentation Services is the primary audio-visual provider for the event. If Presentation Services 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 Presentation Services. Hotel does recognize that a Group may instead elect to use a third party supplier for ancillary services (e.g., AV, drayage, florists, and exhibitors.), except with respect to certain exclusive services (e.g. rigging services, house sound capabilities, additional storage, and electrical usage). Group must inform Hotel of any decision to bring in a Third-Party Supplier a minimum of sixty (60) days prior to your event to insure that such Third-Party Supplier has full copies of Hotel's Audio-Visual Service Standards, Hotel Regulations and Costs associated with both, prior to the planning process.
AV GUIDELINES These guidelines have been developed to ensure the utmost safety and care for all guests of the Hotel and the Hotel premises, and to uphold a level of service and quality that is necessary to ensure a successful event. We recognize that there may be times when you utilize the services of an outside company to assist you with the “production” of your program, whether for audio visual needs or décor. Given those circumstances and the need to help us maintain our facility, we expect you to share the following information with your sub-contractor:
The Production Company needs to be aware that the Sheraton Grand Chicago is a Union hotel and must follow all Union Guidelines.
PSAV retains the exclusive rights of the following services within the hotel, even in the instances a 3rd Party vendor is contracted:
o In-house audio System: 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.
o Rigging: To preserve the integrity of the flooring and ceiling, nailing, screwing or similar actions into staging, ceilings, flooring or walls is strictly prohibited. When handing equipment from ceilings or walls, it is mandatory that a Certified Rigger be hired and utilized by Presentation Services. Contact PSAV for more information.
o Production Booth/Catwalk: PSAV has exclusive rights over this area and access or utilization of this feature must be coordinated directly with PSAV for any ballroom functions. Third party vendors or production companies are not permitted to this area for any AV related operations and are suggested to consult with PSAV for the best services available. This policy was created for the protection of our guests due to the location of items in this area and anyone unfamiliar with this equipment could accidentally or inadvertently cause harm to our guests or jeopardize the outcome of the hotel’s operations and events.
GES Electrical retains the exclusive rights to all in-house electrical services within the hotel, whether the group contracts with PSAV or an outside AV provider.
o All electrical services will be arranged through GES Electrical. Please contact Mike
All third party vendors planning to do audiovisual work within our facility must contact Presentation Services and the facility no less than 60 days prior to their load in.
All third party vendors planning to do audiovisual work within our facility must place on file with the facility (45 days prior to load-in) a certificate of insurance policy showing a minimum of $5,000,000.00. 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.
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”)
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, including rooms that are placed “off master” and when private security is hired.
The Production Company must register on a daily basis with our Security Base Station on Level One upon arrival.
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.
Parking for Motor coach and Trailers: 3050 S. Moe St. Adjacent to McCormick Place. $16 per 24 hours for trailers and $32 per 24 hours for motor coaches. Contact 312-808-3125 for information and current pricing. Hotel cannot guarantee pricing.
There is no smoking inside the Hotel. A smoking area is available on Lower E. North Water Street.
No one from the Production Company or scheduled labor can access the ballroom sections through the air wall doors with a lift, large cases, trusses, or any other items that can damage the doors. Workers must come in through the back of house and exit through the back of house.
To preserve the integrity of the flooring, walls, and ceiling, nailing, screwing, or similar actions into staging, ceilings, flooring, or walls is strictly prohibited. Likewise, using adhesive tapes of any kind on hardwood or marble surfaces in the facility is strictly prohibited.
Loading through the front of the hotel is not permitted at any time.
It is the responsibility of the Production Company to protect all carpeted and/or marbled areas during set-up and teardown; the use of either plywood or visqueen is recommended.
The ADA elevator on the East side of the Hotel is not permitted to be used for any companies transportation of crates, cases, etc.
The Hotel has freight elevators that may be reserved in advance through your Meeting & Event Manager.
Due to multiple-group usage of our function space, the Production Company must submit a production schedule for set-up, rehearsals and teardown times to your Meeting and Event Manager.
There will be a facility walk-through of the contracted event space with the Meeting and Event Manager and the Production Company. While on site, any additional needs/requests should be directed to the Meeting and Event Manager. At any point the Meeting & Event Manager reserves the right to request modifications to the setup, etc of the production company in order to remain in accordance with the City of Chicago Fire Code.
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 and ceiling marks require more than traditional cleaning, subject to mutual consent.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 7 -
If a dumpster is required, it needs to be dropped off and picked up on the same day, the hotel must be advised 24-48 hours prior to drop-off.
The Sheraton Grand Chicago reserves the right to refuse or deny access to our property to any third party vendor if the above agreements are not met.
CITY OF CHICAGO BUREAU OF FIRE PREVENTION GUIDELINES (AV): General fire & safety policies/procedures have been established to ensure the Sheraton Grand Chicago, its personnel, guests, clients, and related service industries are working in a safe environment, and working in compliance with City of Chicago statutes governing fire prevention. These policies and procedures should serve as a guideline for all concerned and will be enforced by the Hotel Management and Chicago Fire Department.
All plans must receive a stamp of Fire Marshall Review. Please send all plans for Exhibits, Promenades, any structure that is being built and any meeting rooms over 300 seats to your Meeting and Event Manager for review at least 90 days prior to the load in date. The Meeting and Event Manager will submit the plans for review to the Fire Marshall.
All show layouts must be approved by the Fire Marshall. Once onsite, the Fire Marshall has the right to walk each show ensure these guidelines are upheld. Should the Fire Marshall find that any of the above guidelines are not being upheld, they have the right to take appropriate action as they see fit.
Aisles must lead to exits or to aisles leading to exits. In assembly units of Type 1A or 1B construction, other than theaters, there may not be more than 20 seats between aisles (depth of aisles are to be 32” providing back of chairs do not exceed ¾”) and not more than 10 seats abutting an aisle at one end only.
Temporary seating in a place of public assembly where more than 200 seats are placed in rows, must be secured (“ganged”) in units of not less than 5 seats and not greater than 20 seats.
In compliance with the City of Chicago Fire Code, the ballroom doors do not lock. The Hotel is not responsible for anything that is left in the ballroom.
It shall be unlawful to lock or fasten any door or other means of exit from any building, room or space, other than individual dwelling units, where persons are gathered during any time in which such space is so occupied, in any manner such as will not permit immediate opening from within of such means of exit without the use of a key and without special knowledge.
No dead case storage in the ballroom, meeting rooms or exhibit hall, behind stage or otherwise. Only working cases are permitted behind stage or in active meeting rooms
In accordance with City of Chicago Fire Code, storage space for outside audiovisual vendors will be the sole responsibility of the audiovisual vendor. All storage space should be taken from existing meeting space held by customer. Alternatively, empty cases are to be removed from property. No vendor is permitted to store any empty cases inside active meeting rooms or in the back of house areas.
No scissor lifts allowed inside meeting spaces at any time while sessions are in progress.
Obstructions that hinder the effective operation of the automatic sprinkler system are not permitted unless the sprinkler system is extended to include the area(s) below the obstruction.
A fire guard will be required in the event your production necessitates deactivating our fire safety system (i.e. fog or haze).
The Production Company must cover all cabling on the floor using either tape or ramps. Ramps are to be provided by the AV company
Well-lit pathways behind stage.
Exit signs and baffling on any drape blocking a point of egress or existing exit sign.
Equipment cannot be closer than eighteen (18) inches to the perimeter walls.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 8 -
Minimum of 8’ Distance from any structure or draping to all doors of egress. The minimum width of aisles and passageways shall be kept free of obstructions leading in to and out of assembly occupancy areas.
Any material used for scenery, drapes and decorations shall be so treated with a flame-retardant solution and be continuously maintained in such condition as to pass the test for scenery and decoration given in Section 90-58 of the Municipal Code of the Chicago Fire Department and be so certified by a testing agency recognized by the Bureau of Fire Prevention.
All open flame devices used for illumination or decorative purpose shall be in suitable non-combustible holders and be placed in such a manner that they will not ignite any combustible material or constitute a dangerous hazard or condition.
Helium balloons are not permitted.
UNION GUIDELINES The Sheraton Grand Chicago is a Union Jurisdictional facility, to which clients are required to use Audiovisual Production crews from Local Unions (i.e. Projection/Video, Audio, Theatrical Lighting, and Staging). Local unions are represented by: International Association of Theatrical and Stage Employees Local 2 and Local 110; Local 1220 Engineers Our in-house AV company, PSAV, holds current contracts with the local unions described in this document to carry out the jurisdictional requirements for the meeting spaces within the Sheraton Grand Chicago. PSAV has many years of experience on-site with the local unions, and enjoys a good working relationship with them. We advise clients to engage PSAV to manage the technical crew as well as the technology, as our show planning systems are designed to work within the guidelines to deliver the best possible result for our clients. PSAV representatives will work directly with you to create a customized proposal to meet your technical and budgetary requirements. Union Labor charges and requirements include, but are not limited to: crewing levels for detailed tasks, location of meetings, duration of shifts, meal penalties and other AV technical scenarios. Arrangements and coordination for these required services may be made through a PSAV representative on property or can be reached at 312-329-7124.
Projectionists (I.A.T.S.E Local 110) Projectionists are required for any video display, data slide, and/or video projection equipment, in any section of the Sheraton Chicago Ballroom, as well as on the Riverwalk AB (Exhibit Hall) floor.
(1) dedicated Projectionist is required per screen/projector, per room/per day, in any ballroom section(s) utilizing projection or video display equipment.
(1) service Projectionist (aka "floating" Projectionists) is required for every (1-3) NON-ballroom meeting rooms, where projection equipment is being utilized (example: six rooms utilizing projection equipment on our 2nd floor, would require a minimum of TWO service Projectionists).
Any meetings, programs, events or conventions, employing (6) Projectionists, will require a Working Union Steward. The Working Steward will manage all on-site labor calls, job assignments, working hours, meal breaks, and billing. The Working Steward is billed back to the customer at prevailing hourly rates.
Any meetings, programs, events or conventions employing (7) or more Projectionists, will require a NON-Working Union Steward. The Non-Working Steward will handle all the functions of a Working Steward and is billed back to the customer at prevailing hourly rates.
Projectionists Minimum Call Times
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 9 -
8-Hour Minimums for ALL Projectionists & Stewards in General Sessions and Breakout meetings.
5-Hour Minimums for ALL Projectionist Performance Calls (Performance Calls are ONLY allowed for NON-ballroom, and/or NON-General Session meetings, that are not more than 2-hours total in duration. A 5-hour Performance Call is only acceptable when the setup, session (2-hours or less), and tear-down time, can ALL be completed within the 5-hour call time. If the Projectionist exceeds the 5-hour call time, an 8-hour minimum is automatically applied & will be billed back to the customer accordingly.
Projectionists Work Hours (I.A.T.S.E Local 110) Straight Time (ST):
o 8:00am - Midnight; Monday through Friday (Non-Holiday)
Over Time (OT): o After 8 hours (ST) worked, Monday through Friday (Non-Holiday) o 8:00am – Midnight on Saturday
Double Time (DT): o After 8 hours of (OT) worked (any day) o ALL DAY Sunday o Midnight - 8:00am; Daily o When work begins prior to 5am, all hours are DT until an 8 hour break is given (any day) o When an 8 hour break is not given from the end of the previous call o ANY Contracted Holiday (See below)
Local 110 Projectionists - Contracted Holidays: New Year's Day, Martin Luther King Day, Presidents Day, Easter Sunday, Memorial Day, Independence Day (4th of July), Labor Day, Thanksgiving Day and Christmas Day
Stagehands (I.A.T.S.E Local 2) Stagehands are required in any section of the Sheraton Chicago Ballroom and or breakout room meeting space, as well as on the Riverwalk AB (Exhibit Hall) floor for the installation, operation, and dismantling of (Audio, Theatrical Lighting, Staging)
(1) dedicated Stagehand (Audio Technician) is REQUIRED in ANY meeting room that utilizes (4) or more audio sources (audio sources include, but are not limited to, microphones, CD/iPod players, audio patches to the House Sound System, camera audio feeds, etc.)
(1) dedicated Stagehand (Audio Technician) is REQUIRED in ANY meeting room where an audio recording is taking place.
ALL third party audiovisual vendors bringing in outside audio equipment (i.e. microphones, mixers, etc.) must also provide external audio systems (powered speakers) for each room where audio is required. Dedicated Stagehands will be required for any/all rooms where external audio systems are present, on a per/room, per/day basis, and at prevailing minimum call times & rates.
(Minimum of 2) Stagehands are required for the installation and dismantling of all fast-folds, and/or constructed projection screens, larger than 10.5' x 14', as well as drapery (pipe & drape), screen-surrounds, spandex, truss-structures (ground-supported), staging, scenic pieces/décor, hard-sets, etc.
(1) dedicated Stagehand (Lighting Technician) is REQUIRED in ANY Meeting room that utilizes external lighting fixtures/equipment as well as follow spot features.
Riggers (I.A.T.S.E Local 2) Certified Union Riggers are required for anything installed in a ballroom or meeting room ceiling, and must be hired by Presentation Services (PSAV). PSAV has exclusive jurisdiction, from the chain-motor
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 10 -
up, over the pre-installed Rigging Hang- Points in the Sheraton Chicago Ballroom, and charges a per-point/per day Rigging Hang-Point Package fee, based on consumption/usage.
(Minimum of 2) Riggers are required for all Rigging calls (for the Load-in/Setup & Tear-down/Strike).
The Rigging Hang Point Package consists of (1) Chain-Motor with control & cable, (2) Rigging GAC Flex, (2) Rigging Shackles, and (1) Rigging Hang-Point.
20' Scissor Lifts are available for rental, on a first-come, first-serve basis for the Load-in/Setup & Tear-down/Strike.
A CAD/.DWG file, complete with number of hang-points needed/required, AND load/weight calculations PER POINT, must be submitted for approval, via the PSAV Rigging Advance Form (see web link to Rigging Advance form below), at least 30-days prior to any structure/equipment being flown in the Sheraton Chicago Ballroom.
The PSAV Rigging Advance Form can be completed using the web link below: http://www.psav.com/RiggingForm/
Stagehands and Riggers Minimum Call Times 8-Hour Minimums for ALL Stagehands; Audio Operators, Lighting Technicians, Teleprompter
Operators, & ALL Riggers
Stagehands and Riggers Work Hours Straight Time (ST):
o 8:00am - Midnight; Monday through Friday (Non-Holiday)
Over Time (OT): o After 8 hours (ST) worked, Monday through Friday (Non-Holiday)
o 8:00am – Midnight; Saturday
Double Time (DT): o After 8 hours of (OT) worked (any day)
o ALL DAY Sunday
o Midnight - 8:00am; Daily
o When work begins prior to 6am, all hours are DT until an 8 hour break is given (any day)
o When an 8 hour break is not given from the end of the previous call
o ANY Contracted Holiday (See below)
Meal Penalties: o (1) Hour break must be given between the 3rd & 5th hour of work for each (8) Hours of
work
Local 2 Stagehands and Riggers - Contracted Holidays: New Year's Day, Presidents Day, Memorial Day, Independence Day (4th of July), Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and Presidential Election Day (every 4 years, unless special circumstances)
Video Engineers & Video Camera Operators (Local 1220) Video Engineers & Video Camera Operators are required in any section of the Sheraton Chicago Ballroom and or breakout room meeting space, as well as on the Riverwalk AB (Exhibit Hall) floor for the installation, operation, and dismantling of (Video Recording, Production Camera Recording, Video image magnification (IMAG) and Satellite/Webcasting video feeds.
(Minimum of 1) Video Engineer is REQUIRED in ANY meeting room that utilizes Live Video Recording, Video image magnification (IMAG) and Satellite/Webcasting video feeds.
(Minimum of 1) Video Camera Operator is REQUIRED in ANY meeting room that utilizes Live Video Recording and Video image magnification (IMAG)
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 11 -
Video Engineers & Video Camera Operators Minimum Call Times 8-Hour Minimums for ALL Video Engineers & Video Camera Operators
Video Engineers & Video Camera Operators Work Hours Straight Time (ST):
o 8:00am - Midnight; Monday through Friday (Non-Holiday)
Over Time (OT): o After 8 hours (ST) worked, Monday through Friday (Non-Holiday)
o 8:00am – Midnight; Saturday
Double Time (DT): o After 8 hours of (OT) worked (any day)
o ALL DAY Sunday
o Midnight - 8:00am; Daily
o When work begins prior to 6am, all hours are DT until an 8 hour break is given (any day)
o When an 8 hour break is not given from the end of the previous call
o ANY Contracted Holiday (See below)
Meal Penalties: o (1) Hour break must be given between the 3rd & 5th hour of work for each (8) Hours of
work Local 1220 Video Engineers & Video Camera Operators - Contracted Holidays: New Year's
Day, Martin Luther King Day, Memorial Day, Independence Day (4th of July), Labor Day, Veterans Day, Thanksgiving Day, Christmas Eve (after 6pm), Christmas Day and New Year's Eve (after 6pm)
Teamsters
Teamsters have jurisdiction over and are required for the handling/moving of all production material in and out of the hotel. Teamsters are required for unloading, moving and delivering freight, AV equipment and furniture from an outside source anywhere in the Hotel. See Exhibits for information on current Teamster pricing (subject to change).
BRANDING AND SIGNAGE
BRANDING/ SIGNAGE All branding must be approved through your Meeting and Event Manager. A full manifest of requested installations should be submitted to your Meeting and Event Manager no less than 60 days prior to your install date. In order to preserve the décor in the Hotel’s public areas and ensure a safe environment for our guests and associates, the Hotel has established the following policies for signage:
General Guidelines:
o Easel Signs/Meter Boards may be placed on the Meeting Room Levels (Levels 1, 2, 3 & 4) and displayed on an easel. The preferred/recommended sign size is 22”W x 28”H.
o No hand-made signs are allowed. If a professionally-designed sign is not available, a typed 8.5” x 11” sign must be placed on a blank sign board and set on an easel.
o All signs must abide by City of Chicago Fire Code and not obstruct public traffic space. o No signs, posters or printed material will be allowed to be pinned, taped, or affixed in any
way to the doors, walls or ceilings of the hotel. o Signs may be ordered, at a charge to the guest, through our on-site vendors, GES or
FedEx.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 12 -
Lobby Level
o Main Lobby -Signs, other than shuttle bus schedules placed near the Concierge Desk, are prohibited in the Main Lobby area. No signs are allowed near the guest room elevators. Banners are not allowed in the Main Lobby.
o Convention Registration Desk - Only groups occupying the Convention Registration Desk area may place signs or have banners hung directly in front of the desk areas. No other signs are allowed in this location.
o Convention Entrance - For groups using the Convention Entrance as a location for bus pick-up or drop-off, one (1) sign on an easel or (1) meter board is allowed in this area to direct guests. The sign can be placed one (1) hour prior to the scheduled departure/arrival and removed 15 minutes after the last vehicle departs/arrives.
o Near the Escalators - No more than one (1) directional sign per group per escalator may be set on the Lobby Level. No banners are permitted.
Guest Room Floors
o Signage on Guestroom Floors is only permitted if a group has meetings in a guestroom/suite on that floor. In the event this has been approved by the Meeting & Event Manager, (1) sign on an easel per floor will be permitted in the floor’s elevator lobby area for directional purposes. No other signs are permitted. Banners are not permitted.
BRANDING LABOR Depending on the type of substrate and location requested per the branding/signage plan, either Engineering, Decorator or Stagehand labor will be required.
Engineering Branding Labor:
o Any branding affixed to the structure must be installed by the Sheraton Grand Engineering team.
o For all items installed by SGC Engineering, a minimum charge of $120.00 ($60.00/hour with a 2-hour minimum) will be applied to your group master.
o Additional charges will apply for banners received outside of the guaranteed installation/strike times, additional/pop-up banners and/or oversized banners.
o Contact your Meeting and Event Manger for a complete quote.
Decorator Branding Labor:
o Any Clings will be installed by GES Decorator labor. (i.e. registration clings, floor clings, etc).
o All Banners hung from the ceiling and/or drape within the exhibit hall. o Banners and/or signs which are to be attached to floor-supported non-AV drapery must
be hung by the Decorators’ Union. o Rates may vary. Please contact GES directly for labor/production qutoes.
Stagehand Branding Labor:
o Any banner that is to hang from floor supported drape inside a meeting room who’s purpose it to surround AV equipment is to be coordinated with and hung by Stagehand Labor.
o PSAV or the customer’s 3rd Party AV provider to provide labor quotes.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 13 -
ELECTRICAL
All Power/Electrical Services & Equipment are provided by the hotel’s in-house exhibition company, Global Experience Specialists (GES). Please contact Mike Gresk at [email protected] or 312-329-6938 to request a proposal for services. 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 the facility to the client or group at the prevailing rates. All communication must be routed through Meeting and Event Manager. Rates are as follows (Subject to change): 20 Amp Single phase $164.00 Per day, 100 amp three phase $459.50 per day, 200 amp three phase $919.00 per day. Electrical labor may also be required for certain setups per the Hotel’s Union Guidelines.
ELECTRIC FOR AUDIO VISUAL EQUIPMENT As GES Electric is the exclusive provider of Electric, this also pertains to the electric needed to run Audio/Visual equipment. Please note the following:
Electrical staff is required for the assembly, installation and dismantling of anything which uses electricity as a source of power. This includes electrical wiring, hook-ups and interconnections.
Electrical staff is required for the programming/pre-setting/modifying the Hotel’s function room lighting systems and the installation of remote house lighting dimmers.
UNION GUIDELINES International Brotherhood of Electrical Workers Local 134 Electricians, Local 1220 Broadcast Engineers
POWER CHARGES All utilities are charged per room, per day rate for all rooms using projection, sound, lighting etc. This charge is applied to the group master account. (As of December 2016 and subject to change)
Outlet ranges for Exhibit Hall: o 15A, 120-V: $144.50 Run of Show o 20A, 120V: $164.00 Run of Show
Outlet Ranges for Power – Meetings and Ballrooms (includes 30 minute setup/ tear down labor valid between 6:00am – 2:30pm):
o 20A, 120V: $187.50 Daily o 100A, 208V, 3 Phase: $526.00 Daily o 200A, 208V, 3 Phase: $1,052.25 Daily
Additional Charges:
o Extension Cord: $19.25 each o Power Strip: $30.25 each
ELECTRICIANS
Minimum call times: 4 hour minimum
Work hours:
o Straight time (ST) 7:00am-3:30pm Monday through Friday
o Overtime (OT) 3:30pm-12:00am Monday through Friday 12:00am-7:00am Tuesday-Friday 7:00am-3:30pm Saturday After 8 hours of Straight time
12:00am-7:00am Saturday 3:30pm-12:00am Saturday 12:00am Sunday-7:00am Monday Any time on a Legal Holiday
Hourly Rates: o (ST) $150.00 o (OT) $223.00 o (DT) $292.00
Additional Charges:
o Rental Tax: 9% o Service Charge: 12.5%
EXHIBITS
GLOBAL EXPERIENCE SPECIALISTS (GES) GES, our in house drayage company, provides exhibition and event services in the most active and popular meeting, exhibition and event destination markets across the United States, Canada and the United Kingdom. GES has partnered with the Sheraton Grand Chicago as the in-house preferred Official Services Contractor since its opening in 1992 and has produced over 1,500 events at the hotel during that time. As the in-house Official Services Contractor, GES has a fully staffed office on property. GES offers knowledge of the property and open lines of communication with the hotel staff to produce flawless events efficiently and cost effectively.
EXHIBIT HALL GUIDELINES The following are the guidelines to be used by any company construcing exhibits in any meeting space of the hotel, to include but not limited to Riverwalk AB (Exhibit Hall), Sheraton Chicago Ballroom, etc:
Smoking is not permitted.
The Decorator/Drayage Company is responsible for submitting floorplans to the Chicago Fire Department for approval at least 90 days before the opening of the exhibits. A Chicago Fire Department-approved floorplan must be on file with the Meeting & Event Manager.
Protective plastic, tarpaulin, plywood or comparable material must be used during load-in and load-out to protect carpet.
Parking for Motor coach and Trailers: 3050 S.Moe St. Adjacent to McCormick Place. $21 per 24 hours for trailers and $30 per 24 hours for motor coaches. 312-808-3125 for information. On site parking is not permitted.
If exhibitors ship their items directly to the hotel, they will incur a shipping/handling fee. It is the drayage company’s responsibility to arrange with FedEx directly on payment terms.
CITY OF CHICAGO BUREAU OF FIRE PREVENTION GUIDELINES (EXHIBITS): General fire & safety policies/procedures have been established to ensure the Sheraton Grand Chicago, its personnel, guests, clients, and related service industries are working in a safe environment, and working in compliance with City of Chicago statutes governing fire prevention. These policies and procedures should serve as a guideline for all concerned and will be enforced by the Hotel Management and Chicago Fire Department
All plans must receive a stamp of Fire Marshall Review. Please send all plans for Exhibits, Promenades, any structure that is being built (i.e. exhibits) and any meeting rooms over 300 seats to your Meeting and Event Manager for review at least 90 days prior to the load in date. The Meeting and Event Manager will submit the plans for review to the Fire Marshall.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 15 -
All show layouts must be approved by the Fire Marshall. Once onsite, the Fire Marshall has the right to walk each show ensure these guidelines are upheld. Should the Fire Marshall find that any of the below guidelines are not being upheld, they have the right to take appropriate action as they see fit.
No bone yard/empty case storage is allowed on the floor/back out house. Exhibition Company is responsible for removing all storage items from the show floor.
No storage of any kind is allowed behind the back drapes, display wall, or inside the display area. The maximum quantity of operation and advertising material that may be stored inside the exhibit is a one-day supply.
All material, including scenery, drapes, signs used in the construction of an exhibit booth must be flame-retardant. Polyurethane foam must pass the (Chicago Fire Department’s) "standard flame test." Only fire-retardant corrugated cardboard and paper may be used. Certificates of flame-proofing are to be affixed to the booth.
No hazardous demonstrations, such as welding, cooking with either natural gas or electricity, heater demonstration, will be permitted without the written approval of the Chicago Fire Department.
All fire hose cabinets, fire extinguishers, pull stations and emergency exits must be visible and accessible at all times. It is unlawful to lock or fasten any door or other means of exit.
All main and cross aisles, corridors, stairways and other exit areas must maintain the required width (8 feet) during show hours. No protrusions into the aisles are permitted.
Exhibits with enclosed ceilings are not permitted, nor are double-deck booths, helium balloons and/or signs capable of obstructing the sprinkler systems and/or the smoke detector systems.
By City of Chicago Fire Code, Fire Guards are required for each side of the Exhibit Hall used, from the time exhibitors move in through and including the time the exhibitors’ move-out is complete. A Fire Guard cannot double as a security guard, nor can a security guard double as a Fire Guard. Fire guard rule applies if the exhibit is on the ballroom level. One Fire Guard is required per 20,000 square feet of meeting space (i.e. if using the entire Riverwalk AB, two fire guards are required as it is 35,000 square feet). See the Security section for more information.
See below for information on bringing a car/vehicle into the Hotel.
No exhibits are allowed in the public space or on the Ballroom Promenade per City of Chicago Fire Code.
The Chicago Fire Marshal reserved the right to close down any Exhibitor that does not comply with the above Rules and Regulations. The Exhibitor will be held responsible for payment of any services rendered.
ADDITIONAL EXHIBIT HALL INFORMATION
Floor Load = 150lbs per square foot
Phone line hook-ups available throughout the hall
Electrical available throughout the hall
Air/Water/Drain available in select locations throughout the hall.
TEAMSTERS Teamsters have jurisdiction over and are required for the handling/moving of all production material in and out of the hotel. Teamsters are required for unloading, moving and delivering freight, AV equipment and furniture from an outside source anywhere in the Hotel. Teamsters may be required for unloading, moving and delivering convention materials in the non-River Exhibition Hall areas of the Hotel, depending on the method of arrival, packaging and quantity. Within the River Exhibition Hall, exhibitors are permitted to hand-carry small boxes, packages and or pop-up displays into and out of the Hall, provided that the task can be performed by one person without the use of a cart or dolly of any sort. Rates current as of January 2017 and subject to change.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 16 -
Minimum call times: 4 hour minimum
Work hours:
o Straight time (ST) 8:00am – 4:30pm Monday through Friday
Hourly Rates: o (ST) $110.00 o (OT) $165.00 o (DT) $220.00
EXHIBITOR GUIDELINES Exhibitors may perform the following functions on the exhibit floor as long as they are a full-time employee of the exhibiting company:
Hand-carry small items and pop-up displays. No hand trucks or carts are permitted. Neither the Shipping/Receiving (Package Room) nor Bell Services/Door staff is allowed on the Exhibition Hall floor for deliveries and/or pick-up services.
Install and dismantle pop-up 10’ x 10’ displays if one (1) person can accomplish the task in thirty (30) minutes or less without the use of tools.
Install graphics and small signs, logos and graphics that are attached with Velcro strips.
Make technical and/or electrical connections and inter-wire equipment for computers provided that the cables do not exceed 10 feet in length.
Perform simple electrical requirements, such as installing light bulbs.
Groups in need of more than 20 table-top exhibits or exhibit booths of any size must utilize an approved exhibit contracted and appropriate union labor for install, show hour needs and the dismantling of all items needed
EXHIBITION HALL – WALL PROTECTION AND CLEANING
Wall Protection: To protect the carpet, walls and column décor of the exhibit hall, please adhere to the following: When using freight movement equipment a protective sheet of plastic, tarpaulin, plywood or comparable material must be used to prevent damage from tires, leaks and oil. The customer assumes all responsibility for any floor covering damage. No pins tacks or adhesives are permitted on wall, door or column. All approved signage will be hung by the designated drayage company.
Cleaning Service: The Sheraton Grand Chicago retains the exclusive contract for cleaning services in our Exhibition Hall. An outside vendor is only to be contracted for clean-up of large dumpster items upon load-in. The following are the guidelines to be used by any company utilizing any Exhibits. Any outside/3rd party vendors not in compliance with Cleaning Services, will be responsible for the cost of the grievance.
o GES/Freeman or Outside contractors are responsible for:
Contractor and industrial trash Table skirts and tops including all associated scraps, in and outbound Carpet and carpet scraps Bulk floor covering, Polly Skids and large crates that have been left behind at a show Outside cleaning companies do not vacuum
o Sheraton Hotel cleaning is responsible for:
All other trash Trash cans if disposable and trash in cans
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 17 -
Booth cleaning, exhibitor and show organizer Vacuuming of all areas no exception
Pre/Post-Show Cleaning (prices are subject to change): $500.00 flat rate for run of show + $500 recycle/waste container fee (no additional tax/service charges applied)
Exhibitor Booth Cleaning (prices are subject to change): Cleaning order forms are included in Exhibitor Service kits. Please contact your Meeting & Event Manager for copies of forms.
Recycle / Waste-Container: As required by City of Chicago ordinance, the Hotel will arrange for trash/waste removal from our Riverwalk AB (Exhibit Hall) area. Removal of trash/waste is processed via a large dumpster. A $500.00 charge is applied for each dumpster. This charge will be automatically applied to your Master Account.
MERCHANT PERMIT INFORMATION According to the Chicago Municipal Code, an ITINERANT MERCHANT PERMIT is required for a trade show or exhibition to anyone who conducts a merchandising service business in the City of Chicago at a temporary location for a limited time.
An "organized or sponsored trade show or exhibition" means an exposition of services of merchandise, including artwork arranged through an organization or entity which is primarily responsible for obtaining the space and subsidiary services participant vendors or exhibitors may require for this event.
The word “sponsor” means any organization or entity, which organizes or sponsors a trade show or exhibition & which is primarily responsible for arranging to obtain the space and subsidiary services with participating vendors or exhibitors may require for such events.
A sponsor shall apply for a Class 1 license on behalf of each itinerant merchant who is a participant in an organized or sponsored trade show or exhibition.
The fee is $ 25.00 (subject to change) and is limited to a two-week period. Payment is payable to: City of Chicago , Department Business Affairs & Consumer Protection 121 N. LaSalle Street ,Room 805 Chicago, IL 60601
EACH VENDOR must, also, have an Illinois Business Tax (IBT) Number. If the vendor does not have one, the vendor should contact the Illinois Department of Revenue at 312-744-6249 to apply.
EACH VENDOR of the event MUST fill out the application, pay for and receive the permit immediately. If you do not have the permit during the event, a fine may be imposed by the City of Chicago on the vendor and/or the organizer/sponsor of the event.
EMERGENCY PROCEDURES
During setup and removal of exhibits and when workers are in exhibition area while same are closed for the night, all doors that are required to be used as an exit from the exhibition areas and doors required for access to firefighting equipment on the premises shall be unlocked. Security personnel shall be at all doors while same are unlocked.
Vehicles on display within an exhibit hall shall comply with the following: all fuel tanks shall be locked or sealed in an approved manner to prevent the escape of vapors; fuel tanks shall contain no more than 1/8th tank of fuel; at least 1 battery cable shall be removed from each set of batteries; vehicles shall not be moved during show hours.
By City of Chicago Fire Code, Fire Guards are required for each side of the Exhibit Hall used, from the time exhibitors move in through and including the time the exhibitors’ move-out is complete. A Fire Guard cannot double as a security guard, nor can a security guard double as a Fire Guard. This rule also applies if the exhibits are on the ballroom level.
Helium balloons are not permitted without the presence of a Fire Guard.
Exhibits on Promenade are not permitted per the Fire Marshall.
BRINGING A CAR INSIDE THE HOTEL MEETING SPACE:
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 18 -
GES Exposition Services charges a round-trip fee of $150.00 per vehicle to place a vehicle on the tradeshow floor. It is understood that this will apply to rolling stock, self-propelled, towed and/or pushed vehicles/machinery. GES will receive equipment at show site and deliver to the Exhibitor booth.
We will also handle the outbound as an inclusive service.
Vehicle placement must be Exhibitor Supervised. GES assumes no liability for loss, damage or bodily injury arising out of the placement of Exhibitor's vehicle. Exhibitor assumes the responsibility and any liability arising therefrom, for the work performed by union labor under Exhibitor's supervision.
Exhibitors must stay clear during movement of the vehicle.
Exhibitor will be at show site on ___________, 20______, between _______ and _______
AM/PM to assist in the movement of the vehicle.
The City Fire Marshal requires that battery cables must be disconnected, place a protective covering under the vehicle, gas tank must either be taped shut or have a lockable gas cap and may contain no more than a quarter (1/8) tank of fuel. Exhibitor is responsible for checking local Fire Marshal rules and regulations for additional requirements. Be advised that if you are planning to display a vehicle, you are required to provide the information listed on this page.
A GES Representative will contact you regarding a specific time when to have your vehicle ready to go onto the tradeshow floor.
If exhibitors ship their items directly with the hotel, they will incur a shipping/ handling fee. It is the drayage company’s responsibility to arrange with FedEx directly on payment terms.
*Please see the Measurements Section for dimensions of the Exhibit Hall.
MEASUREMENTS As a best practice, it is recommended that specific measurements by a 3rd Party contractor are conducted for specific areas to ensure accuracy. The hotel is not responsible for inaccurate dimensions.
BA
LL
RO
OM
LE
VE
L 4
BALLROOM PROMENADE REGISTRATION COUNTERS (4)
Sheraton West, Sheraton East, Chicago West and Chicago East
o FRONT of Counter (each): Height: 47 inches Length: 18 feet Width: 16 inches
River Hall A/B 35,000 square feet River Hall A 16,262 square feet River Hall B 18,738 square feet River Hall Promenade 6,000 square feet
o Ceiling Height 12' between the rows numbered 3 – 6 10½' between the rows numbered 2 – 3 9½' between the rows numbered 1 – 2
o Column Dimensions (each column is 2' x 2½') Distance between each column is: 14' between columns 1 & 2, 2 & 3 24' between columns 3 & 4, 4 & 5, 5 & 6 10' between columns 6 & 7, 7 & 8
PERMANENT REGISTRATION COUNTERS:
o Front of Counter (each): Height: 47 inches Length: 18 feet Width: 16 inches
SECURITY The Sheraton Grand Chicago has security officers on duty 24 hours a day. However, the Hotel shall not assume responsibility for damage or loss of any merchandise or articles. Your group should make arrangements to provide security and/or insurance to safeguard against any losses or damage to Hotel
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 20 -
property. The Hotel can assist with arranging for private outside security for exhibits, audio visual set-ups, merchandise or displays, and to serve as fire guards. Additionally, The Sheraton Grand Chicago requires a TWO MILLION-DOLLAR LIABILITY POLICY on all security contracts. Security/Fire Guard Fees (subject to change): $35.00 per guard, per hour with a 5-hour minimum. Any cancellations within 24 hour time period is subject to 5-hour minimum charge. It is highly suggested that Security Guards are utilized in all Exhibit Space both during open and closed show hours, as this is not a securable area. A list of security companies can be obtained through your Meeting and Event Manager.
EMERGENCY PROCEDURES General emergency policies/procedures have been established to ensure the Sheraton Grand Chicago, its personnel, guests, clients, and related service industries are working in a safe environment, and working in compliance with City of Chicago statutes governing fire prevention. These policies and procedures should serve as a guideline for all concerned and will be enforced by the Hotel management and Chicago Fire Department. For further details regarding emergency procedures, please contact your Meeting and Event Manager. If you need assistance immediately, the IN-
HOUSE EMERGENCY TELEPHONE NUMBER is Ext 88.
FIREARM POLICY No firearms will be allowed on Hotel property at any time.
MANDATORY VISITORS PASS
All visitors will report to the security base on Level 1 and state the reason for their visit. Security Officer at base will validate the reason for the visit with the necessary department(s) where it applies. Security will verify the identity of the visitor by checking their state issued identification.
Visitors arriving to setup and/or breakdown an exhibit on property should give security at least 24 hours’ notice of their arrival and submit a full accurate roster of the personnel that will set up and/or breakdown the exhibit on property. Security will use this information and prepare the visitors badges for pick up upon arrival of the group.
Security Officer at base will complete the Sheraton Grand Chicago visitor badge information listing the following:
o Visitor’s Name o Visitor’s Company o Where the visitor is visiting i.e. Human Resources Office o Date o Time In
Once the correct information is written on the visitor badge the Security Officer at base will present the terms of the property to the visitor and request their signature upon reading & understanding the terms of the property. Once the signature of the visitor is obtained the Security Officer will remove the badge from the book and fold the “VOID” tab over and explain proper placement of the badge to the visitor.
3rd Party Vendor Service Agreement
Last Updated: April 3, 2017 - 21 -
SHIPPING
FEDEX OFFICE BUSINESS CENTER FedEx Office, the leading expert in printing and shipping services, is the preferred partner of the Sheraton Grand Chicago. Our office is located in the heart of the main lobby and offers complete services including signage, banners and printed materials. We meet the needs of any budget from small meetings to national trade shows…the more you print, the more you save. Make us your Concierge for printing at 312.755.0314 or email: [email protected]
IN-BOUND SHIPPING INFORMATION
Delivery of packages can be scheduled prior to the group’s arrival. Utilize the correct addressing option from the methods listed in the FedEx Guide to eliminate any
package routing delays.
Ship items to the attention of the individual who will be on site to sign for the package(s). Please do not ship any items to the attention of the Hospitality Manager or Meeting and Event Manager, unless the items are specifically for their use.
Fees: In-bound receiving and applicable delivery fees will be applied to all packages. Fees applied are in addition to standard shipping rates. Please schedule your shipment(s) to arrive 3 - 4 days prior to the event start date to avoid additional storage fees.
UPON YOUR ARRIVAL
Packages up to 35lbs will be available for pick-up inside of the FedEx Office Business Center (receiving fee will apply).
All packages received by FedEx Office require a release signature before being released from the custody of FedEx Office. Release signatures are captured at the time of package pick-up from the FedEx Office Business Center or during delivery of package(s) to the recipient.
Our Fed Ex Package Room (Shipping & Receiving Department) provides storage, pick-up and transfer of materials from any internal location within our hotel.
Pallets, crates, display cases and other heavier items may be scheduled for delivery by contacting our staff (delivery fee will apply). Package deliveries should only be scheduled after the recipient has checked into the hotel.
Fees: All shipments received and shipped by the hotel incur a standard per-piece handling charge based on weight.
OUTOUND SHIPPING INFORMATION
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.
To expedite the process for out-bound shipments, please affix a completed carrier airbill to each package. Boxes and FedEx shipping supplies are available through the on-site FedEx Office Business Center.
Pickup: Pickup of out-bound packages by all non-standard couriers (other than FedEx or UPS) must be coordinated in advance with the on-site FedEx Office location.
Fees: Outbound Handling Fees will be applied to all packages, regardless of carrier, in addition to shipping/transportation fees.
*For inbound/outbound pallets or crates, the receiving and delivery charges are consolidated into a single fee of .75 p/ lb. ($250.00 Minimum), which is applied to each pallet/crate handled. A Labor fee of $70.00 per hour will apply for breaking down pallets, building pallets, or excessive
package handling/moving due to a customer’s request. The labor fee can be charged in 15 minute increments.
FEDEX TERMS & CONDNITIONS Receiving, delivery and storage charges are payable at the time of delivery. Recipient may be required to present government-issued photo identification and sign for delivery. Shipper must comply with all applicable local, state and federal laws, including those governing packing, marking, labeling and shipping. OBTAIN FIRE, CASUALTY AND ALL OTHER INSURANCE ON PACKAGE CONTENTS PRIOR TO SHIPPING. Neither the Hotel nor FedEx Office and Print Services, Inc. provide such insurance. Neither the Hotel nor FedEx Office and Print Services, Inc. nor the employees, agents or contractors of either firm will be liable for any damages, whether direct or indirect damages, relating to or arising out of any loss or damage to any package or its contents, unless a package is lost after receipt at the Hotel, in which case such liability shall be limited to the lesser of $100 or the liability of the carrier indicated above. By sending your package to the Hotel, you agree to be bound by any additional terms and conditions that the Hotel or FedEx Office and Print Services, Inc. may establish from time to time for receiving and delivering of packages.
HOTEL SHIPPING INFORMATION The following are tips for successful shipping to the Sheraton Grand Chicago:
Have all boxes from all sources uniformly addressed.
Send shipping information in writing to your Meeting and Event Manager. Be specific regarding: the # of boxes shipped; the point of origin (company/city); how they were shipped; when they are to arrive; where they should be delivered once they arrive; the size, weight and relative condition of the boxes; and any other information which would help the Hotel properly handle your shipment.
Multiple packages within a single shipment should be numbered in sequence (e.g. 1 of 3, 2 of 3, etc); it may be helpful to make note of individual package contents so that careful records of all materials may be maintained and the sender alerted in the event of damage or non-receipt.
If there is more than one on-site delivery location, please label the boxes with their specific delivery destination (e.g. Office/Edgewater or Registration/Convention Registration Desk).
Heavy boxes should be identified so that staff (either yours or ours) can avoid injury while lifting them.
Require Exhibitors to ship freight to the designated drayage company, which will deliver boxes to the appropriate exhibit booth.
The Fed Ex Package Room staff is not allowed on the Exhibition Hall floor for either deliveries or pick-up services.
The hotel is not responsible for packing any materials. Any packaged materials left behind without shipping instructions will be discarded within three business days.
If Third party vendors are used for office equipment such as copy machines, computers, fax machines, the hotel cannot be responsible for moving the equipment due to liability. Clients must notify the company of this and ensure the product is picked up prior to the ending time of the contracted meeting space. In addition these companies must load and unload the equipment and deliver to the final meeting room destination.
