See you soon in Scottsdale! December 6-7, 2016 Scottsdale, AZ Exhibitor Package 3rd Annual Vegetation Management Conference www.ceati.com Tel: +1.514.866.5377 Fax: +1.514.904.5038 events@ceati.com www.ceati.com
Important Dates 3rd Annual Vegetation Management Conference Pre-Event: Have you... December 6-7, 2016 Scottsdale, AZ Made your hotel reservations? Conference attendees are eligible for a discounted rate of 159 USD per night (single/ double occupancy), subject to availability at the Hilton Scottsdale. You may make your reservation by calling +1-480-948-7750 and mentioning CEATI. Or https://secure3.hilton.com/en_us/hi/reservation/book.htm? inputmodule=hotel&ctyhocn=sctshhf&spec_plan=cea&arrival=20161204&departure =20161208&cid=OM,WW,HILTONLINK,EN,DirectLink&fromId=HILTONLINKDIRECT The deadline to reserve this rate is November 4, 2016. Made your shipping and storage arrangements? Shipments may arrive at the Hilton Scottsdale for storage no more than 3 days in advance. Provided the names and contact details for exhibitor attendees? The full name and contact details for individuals using the two conference passes are required by November 10, 2016. Please email events@ceati.com with their full name, email address, title, and phone number. Submitted your electrical services request form? The electricity services request form should be ordered at least 2 weeks in advance. Submitted your equipment order form? To receive the advanced rate (if applicable), please submit your equipment order form by fax +1.480-443-9702 or email it to mark.rosendahl@hilton.com Tel: +1.514.866.5377 Fax: +1.514.904.5038 events@ceati.com www.ceati.com
Important Dates 3rd Annual Vegetation Management Conference December 6-7, 2016 Scottsdale, AZ Nov 4, 2016: Hotel reservation deadline at the preferred rate Nov 21, 2016: Last day for hotel to receive electrical forms Dec 1, 2016: Hotel starts accepting shipments Dec 4, 2016: Exhibitor move in 7-10 PM Dec 5, 2016: Doors of exhibition room open to exhibitors for 7 AM last minute set-up 8 AM - 5 PM Exhibition Hall opens (including lunches & breaks) 6-7.30 PM Exhibitor s reception in exhibition hall Dec 6, 2016: Exhibition (including breakfast, lunches & breaks) 7 AM - 5PM 4-7 PM Exhibitor move out Tel: +1.514.866.5377 Fax: +1.514.904.5038 events@ceati.com www.ceati.com
SHIPPING & RECEIVING INFO: Special arrangements must be made in advance for receiving any equipment, goods, displays or other materials which will be sent, delivered or brought to the Hilton Scottsdale Resort & Villas. Failure to do this may result in deliveries being refused or materials being unavailable when requested. The Hilton Scottsdale Resort & Villas will not accept deliveries more than three (3) days prior to your arrival date. Storage fees may apply. Any materials sent to the hotel must be marked as follows: 1. Hold for Arrival: Attn: Guest Name & Organization Name 2. Complete Return Address 3. Hilton Contact Person(s) Name Brandi Wade or Security 4. Number of Boxes 5. Address Package as follows: 6333 N. Scottsdale Road, Scottsdale, AZ 85250 The charge for receiving and storage is as follows: One (1) to 300 Pounds Complimentary 301 Pounds or more.40 per pound All box deliveries will be charged a fee of 5.00 per piece. Should Hotel labor be required to load or unload shipments, labor will be charged at 50.00 per person, per hour with a minimum charge of 200.00. Should the Hotel be required to rent equipment to assist in the loading or unloading of equipment (forklift, additional hand trucks, etc.) any and all charges will be billed to the group. The hotel does not accept any liability for equipment, goods, displays or other materials that arrive or fail to arrive at the Hotel. The Group is responsible for insuring its property for loss or damage. VENDORS WILL PROVIDE CREDIT CARDS TO SHIPPING & RECEIVING. THE RESORT DOES NOT HAVE A LOADING DOCK, ALL LARGE OR PALLET DELIVERIES MUST ARRIVE ON A TRUCK WITH A LIFT GATE. DELIVERIES OF THIS NATURE THAT FAIL TO HAVE A LIFT GATE ARE SUBJECT TO REFUSAL.
VENDOR SERVICE ORDER FORM HILTON SCOTTSDALE RESORT & VILLAS RETURN TO : Mark Rosendahl TEL 480-315-2033 FAX 480-443-9702 Authorized by (Please Print) Title On Site Contact (if different) Company Name Billing Address City/State Zip Code Tel Fax email Date(s) of service: installation date disconnection date Location of Service/Booth #/ Hotel Meeting Room SIGNATURE REQUIRED BELOW **NO ADVANCE REQUESTS ARE HONORED WITHOUT METHOD OF PAYMENT ESTABLISHED IN ADVANCE** All Electrical Power, Internet and Audio Visual Services are charged per day. COST EXTENTION ELECTRICAL SERVICE CONNECTION 120 VOLT Standard Power for Booth with power strip 50.00 /day X #DAYS AV equipment subject to 23% service charge & Tax ELECTRICAL (EDISON PANEL) DROP BOX 150.00 / Panel, day X #DAYS Tax WIRED DATA (SHARED T1) 1 Single Wired Connection to the internet using the speed of a SHARED T1 line connection at 1.544Mbps. Speed can range from 256 Mbps to a max of 1.544 Mbps. 199.00 + tax per day for the 1 st line. 100.00 for each additional hard wired connection. 1 Single Wired Connection at 199.00 + tax per day (Place an X in box for order) Additional hard wired connections at 100.00 + tax each (Write the number of additional Connections in the box) WIRELESS DATA (SHARED T1) 1 Access Point that supports up to 25 wireless connections (computers) to the internet using the speed of a SHARED T1 line connection at 1.544Mpbs. Speed can range from 256 Mbps to a max of 1.544 Mbps. 299.00 + 9.80% tax per day if more than 25 connections are needed, Another access point will be needed at the price of 299.00 + tax per day. 1 Access Point that supports up to 25 wireless connections at 299.00 + tax per day (Place an X in box for order) Additional access points at 299.00 + tax per day (Write the number of additional access points in the box) TELEPHONE CONNECTIVITY DID Line, per line 125.00 per day X #DAYS ADDITIONAL AV EQUIPMENT (contact Robert Togliatti at 480-315-2029 rtogliatti@psav.com) VENDOR SERVICE ORDER FORM 2015
MISC EQUIPMENT RENTAL Cost + 23% /day Tax AV equipment subject to 23% service charge & Tax @ /DAY X #DAYS @ /DAY X #DAYS : LABOR ESTIMATED TOTAL Service charge of 23% may apply and Tax of 8.95% will apply Monday thru Monday 8:00 AM 5:00 PM 50.00//Hour Evenings, Weekends and Holidays 60.00 /Hour Please provide the following information regarding payment. Credit card must be on file in order to receive service from hotel. Charges will be made the day of the event. No deposit is required. Card may be authorized to confirm veracity. CREDIT CARD AUTHORIZATION I, authorize the Hilton Scottsdale Resort & Villas to charge the following credit card for: Event Name: Date of Event: Type of Credit Card: Credit Card Number: Expiration Date: Authorized Signature: Name on Credit Card: Telephone Number: A photocopy of both the front and back of the authorized credit card is also needed to complete this authorization process. RETURN TO: Mark Rosendahl, Director of Catering and Convention Services Manager HILTON SCOTTSDALE RESORT & VILLAS E-Mail mark.rosendahl@hilton.com - FAX 480-443-9702 VENDOR SERVICE ORDER FORM 2015
Electrical & A/V Equipment Order Form The Hilton Scottsdale Resort and Villas, 6333 N. Scottsdale Road, Scottsdale, AZ 85250 Attn: Robert Togliatti Director of Event Technology Phone (480) 315-2029 Fax (480) 315-2031 Email: rtogliatti@psav.com SECTION 1 SECTION 2 Event Name: Exhibitor Name Address Event Dates: City State Zip Telephone # FAX # Booth# Audio/Visual Item Descriptions Cost /Day 5A 120 Volt Circuit w/power strip 50 Dedicated 20A 120 Volt Circuit w/power strip 120 Additional extension cords & 6 way power strips 30 # of Days Qty TOTAL On-Site Contact Method of Payment (select one) Check Enclosed AMEX Visa Credit Card MasterCard Citibank Discover Guest Room # 40 LCD Data or Video Monitor w/ stand 360 19 Flat Screen Monitor 130 Credit Card # Exp. Date: Name (as it appears on Card) CONDITIONS & REGULATIONS 1. Building utility outlets are not part of the booth space and are not to be used by Exhibitor unless otherwise specified, thereby incurring a minimum charge. 2. All equipment must be properly tagged and wired with the complete information as to the type of current, voltage, phase, cycle, horse power, etc., and must comply with all Federal, State and City regulations. 3. Claims will not be considered unless filed by Exhibitor prior to the close of exposition. 4. Only The Hilton house electricians shall make special or direct wiring connections. 5. All material and equipment furnished by The Hilton for this service order shall remain the property of The Hilton and shall be removed by The Hilton at the close of the exposition. 6. Exhibitor cords must be of the 3-wire grounded type (no use of open clips, sockets, latex or lamp cord wire). 7. An Exhibitor desiring independent electrical lines will be subject to a charge for labor and power. 8. The Hilton will not be responsible for voltage fluctuation or power failure due to temporary conditions. 9. Credit will not be given for outlets installed and not used. 10. Payment in full is required on all advance and floor orders when order is placed. All amounts are subject to a combined Arizona and City sales tax. All orders must be received two (2) weeks prior to exposition movein, in order to secure order rates. Floor rates will be charged and must be paid prior to the exposition opening on all orders received without payment. If, by any reason of default on the part of the Exhibitor, it becomes necessary to engage an attorney, Exhibitor agrees to pay all costs, expenses and attorneys fees expended or incurred by The Hilton in connection herewith. 11. There ll be a 25 service charge for any returned check. The Hilton will not be responsible for strikes, accidents, fires, an act of God or delays beyond our control. I have read and understand the condition and regulations of The Hilton and approve of all charges for equipment and services requested: Internet wifi is available for a charge and can be arranged and billed through the Hilton. Internet connection cannot be ordered on this form. PC Laptop Win 7 230 This is an abbreviated list. Sub-Total Please contact Robert at 23% Service Charge (480) 315-2029 should additional 7.95% Tax equipment or services be desired. GRAND TOTAL Signature Printed Name Dated E-mail Address