Exhibitor Information

Transcription

1 January 12-14, 2015 Hyatt Regency Sarasota Exhibitor Information Set-Up Hours Break-Down Monday, January 12 8 am - 10 am Monday, January am - 5 pm Tuesday, January 13 8:30 am - 5 pm Tuesday Evening Reception Wednesday, January 14 8:30 am - 12 pm Wednesday, January pm - 2 pm Note: Exhibit schedule is subject to change. Exhibitors are advised to refer to the schedule as listed in the event program provided on site. Registration Exhibitors may obtain name badges at the Conference Registration Desk. Conference staff will distribute exhibit-related materials to each exhibit space during Monday set-up hours. Table-top Exhibit Package One 6 draped table, two chairs and one wastebasket One complimentary registration for exhibit staff One discounted registration for exhibit staff Company listing in the program Pre- and post-event attendee mailing lists (excludes addresses) Complimentary and discounted exhibit staff registrations provide access to all Justice Summit activities including the Luncheon, Reception, Continental Breakfasts and Beverage Breaks. Display Guidelines Materials should not be pasted, tacked, nailed, screwed or otherwise attached to any part of the hotel property including furniture and walls. Event terms and conditions can be reviewed at Exhibitors are responsible for following all exhibit guidelines of thehyatt Regency Sarasota. Date: 10/29/14

2 Shipping/Drayage All deliveries of parcels must bear the name of the group/event name, the guest name, function dates, and the following address: Hyatt Regency Sarasota 1000 Boulevard of the Arts Sarasota, Florida A handling fee of $5 -$20 per box will be assessed based on weight. There is a charge of $100 per pallet. There is no charge for letters from Fed-Ex, UPS, DHL, RPS, or Airborne. For a complete list os all Hyatt shipping and handling fees please see the Hyatt Regency Exhibitor Information included in this document or contact Hyatt Regency event representative Adora Hayden at either [email protected] or The shipper and exhibiting receiver is responsible for all incurred costs and ensuring receipt of all materials. Prices are subject to change. Special Exhibit Needs Exhibitors are advised to complete the applicable hotel request form found at for specific exhibit needs. To ensure prompt fulfillment, please send a digital/pdf copy of all orders no later than January 5 to both: Adora Hayden Hyatt Regency Sarasota [email protected] Rebecca Roberts, Director of Marketing and Communications, FADAA [email protected] Security Security is not provided for the exhibit area. The hotel, Florida Smart Justice Alliance, Florida Alcohol and Drug Abuse Association or conference staff and volunteers will not be held responsible for property theft or damage. Registration Desk Premium Table Top Standard Table Top General Session Entrance Date: 10/29/14

3 Hyatt Regency Exhibitor Information SIGNS AND BANNERS The Hotel has the following policy with respect to signs in the banquet and meeting areas. The Hotel reserves the right to approve all signage. All signs must be professionally printed. No signs are allowed on the guestroom levels, elevators and main lobby areas of the hotel of building exterior. Printed signs outside function rooms on the ballroom level only should be free standing or on an easel. Clients may rent easels from the hotel at $10.00/each to display any signs. The Hotel will assist in placing all signs and banners. Depending on labor and equipment involved, a charge for the services may apply. The banner(s) must be received 24 hours prior to function. Banner Hanging Charges are as follows : $25.00 for banners up to 6 feet $10.00 for each additional foot PACKAGE HANDLING AND FEES There is a charge for the handling of all boxes and packages shipped to and/or from the hotel: $ 5.00/Box (under 50 lbs) $ 10.00/Box (50-75 lbs) $ 20.00/Box (over 75 lbs) $100.00/ Pallet No charge for Letters from FedEx, UPS, OHL, RPS, Airborne No C.O.D. shipments will be accepted. Customers are responsible for return shipping of all packages - C.O.D. or prepaid only. The following information should be included on all packages : Guest Name, Arrival date Group/Event Name, with the address of: Hyatt Regency Sarasota 1000 Boulevard of the Arts Sarasota, FL No Freight/Drayage/ Deliveries will be accepted at any other location other than the one indicated above. Deliveries will not be accepted at the above address until three (3) days prior to set-up. Items shipped to Hotel prior to the three-day window will not be accepted. ELECTRICITY See Utility Service Contract The order and accompanying pre-payment must be received by the Hyatt Regency Sarasota Convention Service department 15 days prior to the event, to guarantee installation of all equipment. PHONE LINES See Telephone Requisition Form A phone service order must be completed and returned to the Hyatt Regency Sarasota (3) days prior to the set-up date. If setup is required within those (3) days there will be an additional $50.00 service charge over and above the normal phone charges. House Phone $ tax per day In-house calls only Dial 9 Line (Local) $ tax per day* Local & in-house calls only Dial 9 Line (Local & Long Distance) $ tax per day * Polycom $ tax + Speaker phone above listed service price per day Long distance, local & In-house calls only. You must dial a 9 to reach an outside line. * Long distance billed at operator assisted rate plus $0.25 per minute plus a $0. 75 access fee. PLEASE NOTE: IF ADDITIONAL LINES MUST BE INSTALLED THE CHARGE IS $200/LiNE

4 COOKING IN BALLROOMS If there will be an open flame required for any cooking or heating of products then a permit is required from the Fire Marshal's office (at an additional cost of approximately $250 per day). Electric hot plates are permissible. The only open flame that is authorized for cooking is sterno or other jellied fuels. Deep fat fryers, propane or any other gas product is strictly prohibited. A fire extinguisher, with current tag from a licensed fire extinguisher contractor must be in the exhibit room for any cooking, open flame or heat production appliance to be permitted (provided by hotel). Exhibitor must provide a four-foot (4') space or barrier to separate the public from an open flame heat-producing appliance. To protect the ballroom carpet, a mat or other covering must be placed beneath the cooking prep area. BALLROOM MOTOR VEHICLE DISPLAY Listed below are the requirements for displaying a motor vehicle in the Ballroom: Carpet must be protected everywhere the vehicle will come in contact with it, i.e. going to and from the display area. A fire extinguisher(s) must be provided and located at every vehicle site. The gas tank must be less than 1/8 tank full. Vehicles must have a locking gas cap (or be taped off), and be kept locked (taped). Batteries must be disconnected before entering the building (the vehicle will have to be pushed in - labor supplied by vendor). Tires must be parked on a wooden platform, a separate piece of carpet or plastic sheet (supplied by vendor). Entire floor underneath the vehicle must be covered with plastic to prevent oil stains to the carpet. Hotel must be provided with date and approximate time of delivery. A hotel engineer must be present when the vehicle enters and leaves the facility. There will be no exception granted to the above conditions. HIGH SPEED INTERNET CONNECTION Please contact PSAV, out in-house AV Company at least 5 days prior to the arrival date of your meeting or you may be subject to a late set -up fee. They can be reached directly at (941) PAYMENT A form of payment must be established before event. Exhibitor may pre-pay by check made out to Hyatt Regency Sarasota or by credit card (please see credit card authorization form). EVENT POLICIES We welcome the services of many vendors associated with various events hosted on our premises. We also pride ourselves on maintaining the highest standards throughout the hotel. Because safety and security is key to that reputation, it is critical that all vendors and their staff who enter the hotel adhere to all the policies and procedures that are outlined in this document. The 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 electrical ties, confetti, balloons, etc. Cleaning fees may be necessary should rooms require more than traditional sweeping and vacuuming. The hotel assumes no responsibility for damage or loss of any merchandise or articles brought into the hotel or items left unattended in a function area, meeting room, or service area. Date: 10/29/14

5 EVENT POLICIES (cont.) Sound levels are to be appropriate for the contracted space and are not to interfere with activities of any other group. Please respect any request regarding sound levels you may receive from Hotel Management. Storage of equipment (i.e., A/V cases, shipping crates, etc.) will not be allowed in the Loading Dock, in any service corridors or in any meeting room space without written permission from the Catering & Conventions Department or the Loading Dock Manager. It is the contractor s/vendor s responsibility to arrange for storage of these items. At all times, storage of equipment in any area will not hinder accessibility to service areas for Hotel employees and will meet all OSHA requirements. All deliveries must be made thru the hotel s receiving area, the loading dock and banquet roll-up door located on the east side of building, in the covered parking lot. This includes cakes and flowers - no deliveries are accepted on the front drive. The nature of our loading dock necessitates a first-come, first-served policy for load-in and load-out. Space and times at the loading dock cannot be reserved and may be restricted due to levels of hotel business. Loading & unloading of equipment is permitted only at the hotel loading dock. Access through the Guest area doors is specifically prohibited. Outside vendors and contracted employees are to enter and exit the hotel through the loading dock entrance. Vendors must use service elevators to access the upper lobby meeting rooms and front desk. Under no circumstance is a Guest elevator to be used for deliveries or movement of materials. It is the responsibility of the vendor to ensure that all equipment and cords are secured in such a manner that it will not pose any potential safety hazard to either guests or Hyatt employees and meet Hotel, State and OSHA fire and safety codes. Decorations or displays (including banners, signs, etc) may not be affixed to any wall, floor or ceiling except by our Engineering staff. Standard charges will apply to such services. All signs must be professionally printed. Arrangements can be made through your Convention Services Manager for phone service and electrical power. Standard charges will apply to such services. All outside vendors and contracted employees are subject to the standards of conduct and rules of the hotel. Any violation of these policies and procedures can result in the vendor not being allowed on hotel property. Date: 10/29/14

6 Telephone Line Requisition Form In order to properly service our clients, this phone service order must be completed and returned to the Hyatt Sarasota (3) days prior to the set-up date. If set-up is required within those (3) days, there will be an additional $50.00 service charge over and above the normal phone charges. Please complete the following: Catering Manager: Group Name: Contact Name: Date of Request: TYPE OF SERVICE REQUIRED * (please check one) * One telephone request form per telephone line Daily Charge Description 1. House Phone $ tax per In-house calls only day 2. Dial 9 Line (Local) $ tax per Local & in-house calls only day+: 3. Dial 9 Line (Local & Long Dista nce) $ tax per day Long distance, local & in-house calls only. You must dial a 9 to reach an outside line. 4. Polycom S150.oo + tax + above listed service Speaker phone price per day * * Long distance billed at operator assisted rate plus $0.25 per minute plus a $0. 75 access fee. Local calls are $1.15 per call. HIGH SPEED INTERNET/NETWORK MANAGEMENT SERVICES Please contact PSAV, our in-house AV Company at least (s) days prior to the arrival date of your meeting or you may be subject to a late set-up fee. They can be reached directly at MEETING ROOM: LOCATION IN ROOM: Please attache diagram if available DATE NEEDED: TIME NEEDED: Start: End: Start: End: METHOD OF PAYMENT (please check one) Credit Card Number: Exp. Date: Direct Bill Name: DB#: Guest Room Name: Room#: BILLING OF ACTUAL CALLS: - Front Desk to get printout of phone charges from PBX and charge accordingly PLEASE NOTE: IF ADDITIONAL LINES MUST BE INSTALLED THE CHARGE IS $200/LINE Client Signature: Date:

7 UTILITY SERVICE CONTRACT NAME OF SHOW: BOOTH Number: EXHIBITOR NAME: SHOW DATE: BILLING ADDRESS: NAME: PHONE Number: This order and accompanying pre-payment must be received by the Hyatt Regency Sarasota Convention Service department 15 days pnor to the show, to guarantee installation of all equipment. All rates listed are per day unless otherwise indicated. Electrical Service Requirement (Note: Additional charge for outdoor locations) Quantity Descr!mion Advance Order Floor Order Total Amount 120V 20A Sin_gle Phase 60 Cycle $30.00 $ V 30A Sie Phase 60 C_y_cle $40.00 $ V 20A Single Phase 60 C_y_cle $50.00 $ V 30A Sin_gle Phase 60 C_y_cle $60.00 $ V 40A Sin_gle Phase 60 C_y_cle $70.00 $ V 50A Sin_gle Phase 60 C_y_cle $80.00 $ V 100A Sie Phase 60 C_ycle $ $ V 20A Three Phase 60 C_y_cle $70.00 $ V 30A Three Phase 60 C_y_cle $80.00 $ V 40A Three Phase 60 C_y_cle $90.00 $ V 50A Three Phase 60 C_y_cle $ $ V 60A Three Phase 60 C_y_cle $ $ V 100A Three Phase 60 C_y_cle $ $ Distribution Box Three Phase 60 C_y_cle $ $ Extension Cords (Note: Service connection for lights only. No other use authorized.) Quantity Descrion Advance Order Floor Order Total Amount 120V Single Outlet $15.00 $ V Mult quad outlet $25.00 $40.00 Labor for Electrical Work/Special Requirements (charges in quarter hour increments) Quantity Descr!mion Rate Total Amount Mon - Fri 7am-3:30pm, Except holidays $40.00 Per Hour Mon - Fri 3:30pm to 7am $55.00 Per Hour Sun and Holidays $55.00 Per Hour Banner up to 10 sq feet $30.00 Each Over 10 sq feet $50.00 Each Off Property $75.00 Each Material and special hookups (hand wired equipment) will be provided and charged on a time and material basis. Please describe your requirements: Water Rates: Water consumption will be billed at a rate of $8.00 per 100 cubic feet: consumption will be rounded to the nearest 100 cubic feet. All prices are subject to change without notice. See important conditions and regulations on reverse side. Make Check Payable to: Hyatt Regency Sarasota Boulevard of the Arts, Sarasota, Florida Attn: Convention Services Phone: Fax: Signature: Date:

8 Hotel: FL - Hyatt Regency Sarasota - Catering CREDIT CARD AUTHORIZATION FORM Individual/Business/Group or Event Name: Reservation confirmation number: Arrival or Event Dates: Credit Card Billing Address: City I State I Zip I Country: Contact Phone Number: Contact Address: I hereby authorize the following charges to be applied to the following credit card. Check all that apply: Room & Tax Only Specific Incidentals Gift Certificate Guest Amenity Food & Beverage All Banquet Charges All Stay Charges Other (see comments) All Incidentals Resort Services Fee Parking Comments: I hereby authorize the following amount be applied to the credit card (applicable sales tax and service charges may apply): Authorized Charge Amount: The credit card listed below will be billed for the estimated charges Ten (10) days prior to event/reservation date. Credit Card Number: Name on Card: Expiration Date: Cardholder Phone #: Signature of Card Holder: Current Date:. Please fax this completed form to: Hotel Fax #: , Please transmit this form at least 72 hours prior to your planned arrival In order to ensure your request Is processed. All information is kept confidential and used only for the purposes as noted above.