EXHIBIT AND PRODUCTION GUIDELINES
EXHIBIT AND PRODUCTION LOAD IN/OUT Exhibit / Production Load In:No load-in may occur anywhere on hotel property without the prior approval of the Event Services Department. Vendors must provide the Event Manager with a schedule of the load-in/out seven (7) days prior to the event. All exhibit/production companies must provide their Certificate of General Liability Insurance in a minimum amount of $1 million dollars to the Event Manager 14 days prior to the event date. If a “Hold Harmless” agreement is required it must be signed by a representative of the production or decorating company prior to load-in.
We will require a pre move-in inspection of all areas of the property that will be used by an exhibit or production company. It is the responsibility of the contractor to contact the Security Team at 407-313-8517 upon arrival to check-in, get vendor badges, review hotel policies and procedures. They will then be joined by an Event Services Manager and Banquet Set-up Supervisor to participate in the pre move-in inspection prior to conducting any activity. An exception form will be used to release your Company from all pre-existing conditions. The inspection and documentation must be completed before any aspect of move-in can begin.
All rental equipment such as scissor lifts, genie lifts, forklifts, etc. can only be delivered one (1) day prior to load-in and must be picked up the next day after the load-in. Groups over 500 are required to rent their own dumpster for all garbage from show.We must be made aware of the vendor(s) bringing this
equipment in, delivery date/time, pickup date/time and this equipment must be dropped off outside the main dock in the fence area on the east side (left side as you pull in) of the dock. Please label name of group on equipment. Extra propane tanks must be stored outside in racks at all times.
Regarding exhibit setup, all booth equipment, furniture and carpeting must be confined to the measured limits of the booth. No nails or bracing wires used in the exhibit display may be attached to hotel property. No painting, mixing of chemicals or explosive materials is allowed in the meeting space of the hotel.
We have two (2) loading bays at our Loading Dock, and we will do our best to clear use of one for you, although we cannot guarantee that one will be available without a wait.
During load-in/load-out of any meeting space in the hotel, the contractor must protect the carpets with Visqueen or Polytac before any activity is to begin. It is the responsibility of the contractor to provide Visqueen or Polytac, not the hotel. At times, it may require that the contractor also utilize plywood or Masonite, 4’ x 8’ sheets at least ¾” thick.
Absolutely no load-in/load-outs will be allowed through front of house ballroom doors. All must utilize back of house service doors.
All forklifts/scissors lifts must be battery or propane operated. Extra propane tanks must be stored outside in racks at all times. If propane is used, equipment must not run idle (turn off when not in use) and must run clean without excess exhaust. In addition, Visqueen or Polytac must be installed on top of the carpeting, then covered with plywood in all locations on which the forklift will travel. All tires must be white in color and shrink-wrapped.
Caterers utilizing hotel meeting space for the preparation of any function must cover the entire area with thick plastic. Any installation that affects fire codes must have prior approval of the Fire Marshal.
The cleaning of the exhibit areas during a show, booths or table tops is provided by the Exhibit Company, not the hotel. Due to fire regulations, crates and other items cannot be stored in service areas.
All exhibit/production companies must adhere to the Orange County Fire Prevention Code. Companies must submit a plan and permit to the Orange County Fire Department Fire Marshal, no less than 30 days prior to the show or exhibit. All permits and diagrams approved and signed by the Orange County Fire Department must be submitted to the Event Manager before setup takes place.
Any damage caused to the premises by the exhibitor or contractor must be repaired/replaced to its original condition at the exhibitors/contractors expense.
Exhibit/Production Load Out:
The area used is to be inspected after teardown and move-out by Banquet Set-up Supervisor, Security, and Property Operations representatives, preferably by those persons who performed the move-in
inspection. The signed document release form will be brought to the inspection. It is understood that the contractors could be held liable for any damage to the area that occurred during the contracted dates of the production/trade show. Compensation for those damages is to be handled by the Company.
It is understood that the Company will present back to the Hotel a clean, empty area upon completion of teardown and move out. All materials related to the show and all trash is to be removed by the Company. Your organization will be financially responsible for any repair or clean up resulting from your failure to abide by these guidelines. Cleaning fees start at $500.00. Dumpster Fee is $575.00 per load. Groups over 500 are required to rent their own dumpster for all garbage from show.
Tabletop Exhibits Without Decorator / Drayage Company
All independent exhibitors who bring exhibits/displays directly to the hotel must unload their vehicles at the Loading Dock. This area is for unloading/loading only, and no vehicles may be left unattended. Whenever load in/out of this nature occurs, Hilton Orlando Team Member(s) must be hired for
traffic/load-in control. The cost of this is $35.00 per person per hour (4-hour minimum). This charge will be posted to the Group Master Account.
AUDIO/VISUAL PRODUCTION COMPANIES
We endorse and highly recommend Presentation Services, our in-house Audio/Visual department, as the contractor for all of your audio/visual needs at our hotel. We also encourage you to use our in house audio/video department in servicing your exhibit needs, as they hold the exclusive rights to utilize the in-house audio/video systems.
For groups utilizing 10,000 square feet or more of the Hotel’s meeting space and/or one or more of the Hotel’s Ballrooms, an on-site PSAV representative must be contracted to be available to the company at all times. This person will serve as a liaison to the Hotel and its systems and will work with the Hotel to ensure our hotel and Fire Marshal standards are upheld. PSAV will be available to supplement your program with any additional equipment needs on-site, offer advice and assistance, and act as technical liaison with Engineering and other applicable Hotel
departments. This responsibility also includes familiarization and instruction on the use of all ballroom/exhibit halls, sound and lighting systems, and the customization of existing room lighting levels.
Charges for this service will be posted at $650 for move-in and $650 for move-out to your master account. These fees are to ensure your program is in conformance with our in-house standards and Fire Marshal requirements.
Presentation Services is the exclusive provider of audio visual services in specific areas of the Hotel:
All Guest Rooms, Hospitality Suites & Hotel Suites, Pool Locations
Outside AV providers must provide their own carts for projectors, the hotel does not provide cocktail tables (as we do not have the inventory to support)
The audiovisual incentives offered by the Hotel will be extended if and only if PSAV is the primary audiovisual provider for the event. Under circumstances where PSAV is not selected as the primary audiovisual provider, all such incentives will become null and void, and prevailing rates will apply to any and all services provided by PSAV.
Contacts for PSAV are as follows:
Courtney Labarko Jesse Wright
Phone: 407.313.8442 Phone: 407-313-8593
Email: [email protected] Email: [email protected]
Should an outside contractor or production company require a patch to the in-house sound system or lighting system, the Audio/Visual manager on duty will quote a rental fee for the use of the audio system and house lighting remote. Should the contractor or production company wish not to utilize the in-house audio system, they must provide the total audio package which would include external sound, amplification and microphones. The hotel maintains no storage facilities for audio/visual equipment, this is the sole responsibility of the contracted agency.
An outside contractor or production company can be utilized under the following circumstances:
The contractor or production company must have a certificate of insurance with a minimum of $1,000,000.00 general liability.
All federal and local codes as well as those of the Hilton Orlando must be adhered to.
All hookups to the building’s power source are handled by our exclusive electrical provider, Edlen Electrical.
The contractor or production company is responsible for all charges relating to electrical hookups to the building’s power supplies. This is not a complimentary service of the hotel.
Production companies are required to provide the hotel with detailed move in/out schedules.
Rental of the lighting control remote is currently $150 per day, per room. In addition, proprietary cables for the lighting control remote $10.00 for 50’ cable/$20.00 for 100’ cable. There is additional
programming Labor fee at $75.00 per hour, with one hour minimum. All orders subject to 24% service charge and 6.5% sales tax.
Rental of stage risers are currently $105.00++ per 6’x8’ section, per day. Must secure riser inventory in advance, risers are based on availability.
Groups over 500 are required to rent a dumpster for all garbage from show. We give you a clean and clear ballroom(s) and you must return the ballroom(s) clean and clear. Your organization will be financially responsible for any repair or clean up resulting from your failure to abide by these guidelines. Cleaning fees start at $500.00. Dumpster Fee is $575.00 per load.
Some very important issues for you and your production company to consider are technical sound checks and rehearsals. We understand the importance of rehearsals and sound checks. However, they must be accomplished without disturbing meetings or events that are in session. Should your sound checks or rehearsals interrupt in-house activities, we will expect immediate termination and rescheduling for a more suitable time. We know you can appreciate the need for activities in session to have a priority over all else.
Rigging/Overhead Safety
Aerial Rigging is the exclusive rigging contractor for the Hilton Orlando. The responsibility of Aerial Rigging will be for all rigging and overhead safety within the Hilton Orlando. Rigging encompasses attaching motors, trussing, lighting and audio to the ceiling. Aerial Rigging will provide all necessary rigging labor for productions at the Hilton Orlando.
Please contact Aerial Rigging at 863-607-9100. Or visit their website at www.aerialrigging.com
.
MEETING SPECIFICATIONS
Detailed specifications as to meeting room set-ups, audiovisual equipment, telephone services, menus and additional requirements are due forty-five (45) days in advance of your event in order to distribute the hotel event orders and resume in a manner that allows time for proper scheduling of employees. Any delay in meeting this requirement may impact availability of goods and services and additional charges may be assessed.
Upon receipt of the Meeting Resume and Event Orders, carefully ensure that your meeting is properly outlined. Substantial changes requested after the meeting room has been set, are subject to the availability of labor and shall be assessed a labor fee of $35.00* per hour per house person. Should your group request an unusually tight room turnover, an extensive stage set, etc., a labor charge may be assessed.
It is important to note that all attendees be instructed to secure all personal belongings prior to vacating meetings. Florida State Law dictates the Hotel is not responsible for lost or stolen items left in meeting rooms. The Hotel provides complimentary safe deposit boxes for hotel guests.
We will provide at no charge, a reasonable amount of equipment, i.e., chairs, tables, easels, etc. This complimentary arrangement does not include production staging or extraordinary set-ups that would exhaust our present in-house inventory to the point of requiring the hotel to rent additional equipment. Should the need to rent additional equipment occur, you will be notified with as much advance notice as possible and provided with the cost to rent the equipment, which will be billed to the group master account.
Programs/Handouts:
If you wish the hotel to place programs or handouts in the seats or at the place settings of your function, please provide information on these items with your meeting requirements so we may properly staff for this activity. There will be a charge for this service.
Public Areas:
The Hilton Orlando public areas offer a tranquil setting for your guests. With this in mind, please adhere to the following policies:
We do not allow exhibits, banners or displays in our public space. They must be placed inside of the function room.
Registration Desk locations must be approved in advance by your Event Manger.
Public area and lobby furniture has been placed for our guests’ comfort and enjoyment. We are limited, due to storage space and possible damage, from moving this furniture.
Smoking / Non Smoking
All public areas of the Hilton Orlando are designated as non-smoking, in accordance with Florida State Law. Meeting Space is designated as non-smoking as well.
KEYS TO MEETING ROOMS Rekey:
Rekeying a meeting room is available for a $125.00 per lock fee . Up to 5 keys can be provided with the initial fee. However, for your security, we recommend circulating as few as possible. As a rekeyed room, no one will be allowed access except for the group contacts as listed on the resume. You will need to arrange for the room to be serviced by the Hotel while the room is occupied by your staff. The Hotel will not have access to the room except in an emergency situation. Prices subject to change without notice.
Please note that the Orlando Ballroom, Orange Ballroom, and Florida Ballroom cannot be secured and require outside security. A list of vendors can be provided.
SIGNAGE
The hotel reserves the right to approve the copy and placement location of any signs or banners you use within the hotel. No signs are allowed in the lobby level.
Banners or large signs may be located inside your assigned function space. If such items are required to be fastened to walls or ceilings, the task must be properly accomplished by Aerial Rigging. Charges for labor and required materials will be at prevailing rates.
No handwritten signs or posters are permitted anywhere on hotel property. Signage must be professional and placement is restricted to the Foyer and meeting space of each room.
All banners must be approved by your Event Manager. Banners are not to be hung on any wall surfaces. The charge to hang banners starts at $125.00 per banner. Size and type of banner will determine cost.
SELLING ITEMS
In effort to maintain a quiet and professional atmosphere as well as maintain contractual agreements with internal lessors the Hilton Orlando restricts the sales of any goods and services to within the confines of the meeting room walls.
OUTSIDE VENDORS
All outside vendors (production company, decorator, florist, etc.) must obtain a Vendor Badge from our Security Dispatch Office. All people working for said vendor must display vendor badge at all times while on property, and must be appropriately dressed and groomed and must adhere to the hotel’s Code of Conduct. Outside vendors are not permitted to eat or take breaks in the hotel employee cafeteria.
All companies and their crews must abide by the Hilton Orlando guidelines for dress attire and must check with security prior to entering the hotel. All Company employees must park in designated parking locations only and prevailing parking rates will be in effect. The hotel does not validate parking for any outside vendors. Any vehicle left unattended and without permission is subject to towing.
No Company employee or their representative may smoke or their representative may smoke in the
ballroom area or avail themselves of the food and beverages being served to hotel guests. Violators will be asked to leave the Hotel property.
At no time may any Company employee or representative erect any set either at the direction of the client or a Hilton Orlando employee that would endanger the lives of the guest or employee.
The Director of Security at the Hilton Orlando, or his designated representative, will be the final arbitrator of any real or potential hazard.
PRODUCTION VEHICLE STORAGE
The Hilton Orlando does not provide vehicle storage facilities. There are surface lots for parking surrounding the hotel at the vehicle owner’s expense.
LOADING DOCK
Our loading dock is 90’X18’ and has 4 bays. Each bay is 8’ with 4’ between; two on side area 3’9”. Each dock has hydraulic lift to lower by 2’ to 4’. Ramp is 8’ wide x 24’ long. Roll-up door is 12’ x 12’.
The roll-up door leading from Orlando Ballroom 1 out to Destination Parkway is 10ft wide by 14ft tall. This load-in entrance can support one (1) large semi at a time.
DIAGRAMS/PERMITS
All events which involve outside staging/draping and exhibit/demonstration diagrams are required to have written approval by the local Fire Marshal. All room sets must be in compliance with the local Fire Department regulations, including those pertaining to occupancy load, mandatory aisles, ceiling clearance and fire exits. It is the responsibility of the vendor/contractor to submit and obtain and pay for any
processing fees. Four (4) copies of final approved diagrams are to be submitted to the Event
Services/Catering office at least fourteen (14) days prior to load-in. No vendor will be allowed to load-in without a Fire Marshal approved plan.
Verna D.Watson, Fire Inspector/EMT Orange County Fire Rescue
Office of the Fire Marshal 109 E. Church Street / Lower Level
Orlando, FL 32801-3319 Office 407-836-8354
Cell 407-947-2086 Fax 407-836-8310 Email: [email protected]
FIREWORKS / INDOOR PYROTECHNICS Indoor Pyrotechnics:
Indoor pyrotechnics are not permitted under any circumstances.
Fog Machines:
Only water-based Fog Machines/Hazers are permitted. Prior notification and approval must be received and a Hotel Fire Watch is required at $2,500.00 taxable fee per event (up to 4.0 hours).
FLAME PROOFING
All materials used in the hotel’s meeting space: liners, pipe & drape, backdrops, props, stage coverings, etc. are required to meet flame retardation standards.
FIRE WATCH
Should the activity in the meeting space require the use of a “Fire Watch” to accommodate the
disengagement of the fire system, as approved by the Fire Marshal. Each fire watches will have $2,500 taxable fee (up to 4.0 hours) and will be charged to the group’s master account. Additional information is available upon request.
An event that has vehicle displays, fog machines, lasers, exhibits (including tabletop) or extensive productions with staging and props, must have a certified permit from the local Fire Department. Light use of water based haze is permitted with proper and advance approval; however it does requires a fire watch.
Use of candles, fuels for heating food such as Sterno®, fueled cooking stations using butane, lasers and fog machines are subject to federal, state or local regulation which shall be adhered to. It is the responsibility of vendor/contractor to obtain and pay for all permits. Permits must be submitted to Hotel Event Services offices 10 days prior to event.
FIRE ALARM SYSTEM
The Hotel fire alarm system is activated by foreign substances, heat, and smoke. Programs which have equipment such as fog machines, pyrotechnics, fireworks, laser shows, special effects, etc., must have written and stamped approval by the Fire Marshal, two (2) weeks prior to the event. The event approval certificate must be forwarded to the Event Manager to provide backup in the event of any future unforeseen fines.
Should the activity in the meeting space require the use of a “Fire Watch” to accommodate the
disengagement of the fire system, as approved by the Fire Marshal. Each fire watches will have $2,500 taxable fee (up to 4.0 hours) and will be charged to the group’s master account. Additional information is available upon request.
POWER
All power requirements must be in writing and forwarded to Edlen Electrical fourteen (14) days prior to arrival. All power requirements are handled directly by Edlen Electrical. Power requirements for any production or A/V providers other than PSAV will be charged accordingly per amp. Additionally, any
equipment rented or installation work performed by hotel employee(s) will be charged accordingly, to the master account. Any equipment used on hotel grounds must carry a UL listing. Information outlining power capabilities, as well as appropriate engineering charges, is available from Edlen Electrical.
Please contact Edlen Electrical at 407-854-9991, or visit their website at www.edlenelectrical.com. Extension Cords:
Extension cords used in the hotel’s meeting space must be 14/3 gauge. NO EXCEPTIONS. Additionally, all cords or wires laying in the proximity of foot traffic must be secured down with appropriate caution tape, covered and protected safely.
Electric Lifts:
Equipment of this type (genie-lifts, etc.) used in hotel meeting space, must be approved by your Event Manager prior to arrival. Please note, for insurance and liability reasons, the Engineering Department cannot loan or rent ladders, genie lifts, etc.
VEHICLE DISPLAY GUIDELINES
The following guidelines must be followed when placing any type of vehicle on display at the Hilton Orlando:
Battery cables must be disconnected and grounded to the chassis, so as not to accidentally come into contact with the battery terminals.
The fuel tank must be no less than one-eighth, and no more than one-quarter full. The vehicles fuel tank must be secured by a locking cap.
The vehicle must be pushed into display position from the point of entry into the hotel. The path from point of entry to display position must be protected from possible spillage from vehicle by a plastic drop cloth or other approved material.
A drop cloth must remain under the vehicle at all times while on display. The vehicle’s doors, windows, hood, trunk and fuel tank must be locked.
One (1) complete set of keys (ignition, doors, hood, trunk and fuel tank) must be provided to the Security Supervisor on duty, in whose possession they will remain, until the vehicle is removed from the building.
A representative of the Events Department will review all vehicles to ensure that they are in compliance with the safety procedures outlined above. Any questions regarding these guidelines should be directed to the appropriate Event Service representative.
TELEPHONES / INTERNET SERVICES
The Hilton Orlando provides all telephone and internet services in all meeting space. A price sheet and order form can be provided by the Event Services Department. All phone requests must be received no later than five (5) days prior to arrival.
PACKAGE ROOM/SHIPPING & RECEIVING
Due to limited storage, we cannot accept any drayage or exhibits for an Exhibit Show. Please make arrangements for pre- and post-event shipping, drayage handling and storage with the Exhibit or Decorating Company prior to your arrival.
We understand that as the meeting planner, you must ship conference materials to us. Freight handling will be charged to your master account at the prevailing rates as listed by The UPS Store pricing. Please contact your Event Manager for a price list of freight handling.
Multiple packages within a single shipment should be sequentially numbered, i.e., 1 of 3, 2 of 3, 3 of 3, etc. All materials should be addressed as follows:
Hilton Orlando
6001 Destination Parkway Orlando, FL 32819
Hold for (fill in your name only) Convention Name & Dates
Please advise us of the number of boxes you will be shipping. Due to limited storage, we ask that you do not ship items for receipt sooner than three (3) days prior to your function.
SECURITY/FEES
Hilton Orlando Security Department has final approval on all activities and set-ups. Failure to follow these procedures will result in your event being terminated.
All security must be unarmed. All outside vendors must supply a “Certificate of Insurance” naming Hilton Orlando and its affiliates as additional insured.. The Hotel must have these documents on file prior to move in. Failure to provide signed agreements will prohibit Hotel property access.
The Hotel is not responsible for theft or damage to any property of the company. Security arrangements are the responsibility of the client and must be pre arranged. Following is a list of approved vendors for the Hilton Orlando:
Securitas Security Services U.S.A
Matt Brett, Senior Branch Manager 7680 Universal Blvd Suite 230 Orlando Fl 32819 407-921-7389 (M) 407-351-0144 (O) 407-351-7823 (F) [email protected] A Services Group, LLC
David W. Lambert, Security Manager 4930 Sandy Brook Circle
Wilmauma, Fl 33589 813-298-2243 or 866-787-8634 Email: [email protected] Century Security Christine Hayward 6421 Pinecastle Blvd, Suite 1 Orlando, Fl 32809 407-226-1168 Email: [email protected]
CUSTODIAL SERVICES
The Hilton Orlando does not provide custodial services for production or decorating companies. Trash removal from the production/decorated area is the sole responsibility of the contractor. Clean up fees if this is not complied with start at $500.00.
Production and drayage companies are required to arrange for the removal of refuse during post
production, hotel’s receptacles are for the use solely of the Hilton Orlando. Group over 500 are required to rent a dumpster for all garbage from show- dumpster fee is $575.00 per each.
The Hilton Orlando can recommend the following vendor:
Global Rental Dumpters (GRD) Contact: Tina M. Weaver Phone: 407-295-0400
Email: [email protected]
It is the responsibility of the decorator/florist to return immediately after the contracted event has finished, to remove any materials used to decorate the function space. The decorator/florist must ensure that the space is left in a presentable manner, which means removal of all trash, wood, leaves, flower petals etc. Any damages caused to hotel property will be directly billed to the contractor. Any leaves, flowers, etc. left on the floors prior to the event must be cleaned up by the florist.
FOOD AND BEVERAGE
All food and beverage needs must be arranged through your Event Manger. The exhibit contractor must notify the hotel of any exhibitors dispensing food and beverage from their booth thirty (30) days prior to arrival. Any cooking to be done in hotel meeting space must have written permission. Obtaining this permission is the sole responsibility of the exhibit contractor.
Any exhibits that require the use of kitchen equipment, including but not limited to refrigerators or freezers must provide their own; the hotel is not responsible for providing any equipment or refrigerator space during the exhibit. All exhibitors are required to bring their own equipment.
Food and Beverage Product Demonstrations or Sponsorship:
In the event that any of Your Organizations or Your Exhibitors wish to provide either food and/or
beverages for the purpose of demonstration and/or sponsorship, the following shall prevail in defining the procedure and schedule of associated charges as a condition precedent to the provision to such products:
Any and all products will be invoiced at the Hotel’s prevailing rates for the products in question. The total charges will be subject to applicable tax and service charges based on the hotel’s retail pricing structure. In addition, the charges will be subject to reduction by an amount not to exceed the prevailing market place cost. All products must be supplied to the Hotel from established licensed distributors that meet the minimum insurance requisites as established by the Hotel. Any and all products provided in any discretion of the Hotel.
Following is a "costs at a glance" listing of possible miscellaneous charges you may want to consider during your planning:
Hotel Tax 12.5%
Banner Installation Contact Aerial Rigging, the hotel does not install banners
Exhibit Trash Removal $500.00
Lighting Control Panel Rental $100.00 per day
Riser Rental Fees $105.00++ per 6’x8’ , per day, based on availability
CREDIT
For your convenience, Hilton Orlando provides the following credit options:
Direct Billing: Requests must be received sixty (60) days prior to arrival and approval must be granted by the Credit Manager. A credit application is included.
Check Acceptance: In addition to major credit cards, Hotel guests may settle their room and banquet accounts with cash, company or personal checks, or travelers checks. Checks will be acceptable forms of payment for guest folios with proper identification and verification of full addresses. These checks will continue to be authorized through TeleCheck. Personal checks must have the writer’s name and address imprinted on the check. Checks must be dated for the actual day and arrival (no pre-or post-dated checks). Limit $2,000, subject to approval with proper identification by the Credit Manager.
Check Cashing:
Preferential card holders and current Hilton HHonors members will be allowed to cash checks for $100 per day not to exceed $300 per stay. All other guests will be allowed to cash checks for $50 per day not to exceed $150 per stay. Higher limits may be approved by the Credit Manager.
Authorized Signer:
You must provide the names of all persons authorized to sign for catering, hospitality and miscellaneous charges to your account, at least three (3) weeks prior to your meeting date. Additionally, all rooming lists with billing instructions should be forwarded accordingly.
Advanced Payment:
The Credit Manager reserves the right to request an advance payment of 50 percent to 75 percent of all accounts approved for credit privileges. Advance payments are due fourteen (14) days prior to the meeting date and the remaining balance will be due upon receipt of our billing statement and supportive documentation. For all hospitality accounts, a 50 percent advance payment of the estimated total is required fourteen (14) days prior to arrival, for all accounts in excess of $5,000, the balance may be settled upon checkout.
Bill Reviews:
Arrangements may be made with the Master Account coordinator to review your account daily and/or prior to departure. Acceptance of purchase or hotel orders, and tax exemption certificates should be cleared through the Credit Office three (3) weeks prior to arrival. Billing instruction for room accounts should be limited to room and tax all charges. The arrival and departure dates must be included.
A credit application is enclosed along with timelines required for direct billing. Please complete this application as soon as possible and return it to the hotel so that we can establish payment procedures for your group. We do not direct bill accounts for less than $5,000.00.
INSURANCE
A Certificate of Insurance (COI) is required for all vendors working within the Hilton Orlando. The following are the minimum insurance requirements. Certificate must be submitted to hotel event/catering manager 30 days prior to event. Note: Security, Rigging and Electrical Contractors are required to carry $5 million in general liability.
Commercial General Liability: Not less than $2,000,000 combined single limit for bodily injury and property damage. This limit is subject to change based on the scope of work.
Automotive Liability: Not less than $1,000,000 combined single limit for bodily injury and property damage.
Employers Liability: Not less than $500,000 combined single limit.
Workers Compensation: In the minimum amount required by the applicable Workers’ Compensation statute. In the absence of Workers Compensation insurance in Texas, evidence of an alternative employee benefit program must be provided, as well as proof that the company has legally non-subscribed to the applicable Workers Compensation Act.
Property Insurance for Contractor’s tools and equipment. In no event shall Hotel, Owners or Hilton Hotels Corporation be liable for any damage to or loss of personal property sustained by Contractor, whether or not it is insured, even if such loss is caused by the negligence of Hotel, Owners or Hilton, its employees, officers, directors, or agents.
All entities must be named on the Certificate of Insurance as additional insured’s: o Hilton Orlando
o Hilton Worldwide
The Certificate of Insurance will be required one (1) month prior to the start of the convention.
HOLD HARMLESS
The attached hold harmless agreement must be signed and submitted thirty (30) days prior to event.
HOLD HARMLESS AGREEMENT
This Agreement is made this [ ] day of [ ], 200___, by and between Hilton Orlando
(the “Hotel”) and Production Resource Group (“Contractor”). The parties hereto agree as
follows:
Contractor has been retained by _____________________________(“Group”) as a
contractor for Group’s event at the Hotel over the dates ______________ (“Event”). The Hotel
shall allow Contractor to provide services to Group at the Hotel for the Event. In exchange for
this valuable consideration, Contractor agrees and covenants as follows:
I. INDEMNITY:
A.
Contractor including, without limitation, its affiliates, agrees to indemnify, defend
and hold harmless Hotel, its owners [list names of owners if required] and Hilton Hotels
Corporation (including each of such entities’ owners, partners, subsidiaries, affiliates and
franchisees) and their respective members, partners, officers, owners, agents, employees, parents,
affiliates, insurers, successors, or assigns (collectively, the “Indemnitees”) from and against all
loss, claims, demands, actions or causes of action, liabilities, damages, fines, expenses, costs of
whatsoever nature (including reasonable attorney’s fees and costs) whether by reason of death or
injury to any person or loss of or damage to any property or otherwise (“Claims”) including
Claims which may be asserted by third parties, arising out of, resulting from or in any way
connected with, in whole or in part: (a) any breach of the Agreement by Contractor; (b) the
activities of Contractor (or any of its employees, agents, exhibitors, guests or attendees) at the
Hotel or any related act or failure to act by Contractor or its parties (including but not limited to
any omission or act taken or committed by Contractor in any way related to the Event).
B.
Contractor agrees to carry contractual liability insurance to cover the Indemnitees
for any claims arising from the indemnity provisions set forth in paragraph A above and provide
the Hotel a current certificate evidencing such coverage. Such insurance must name each of the
Indemnitees identified in paragraph A above as additional insured and shall include the CG 20
10 endorsement or its equivalent to the certificate.
C.
For the purpose of these indemnities, the activities of Contractor and its agents or
employees on or about the Hotel premises shall by deemed to relate to Contractor’s activities
pursuant to this Agreement whether or not such activities are within the scope of their agency or
employment.
D.
Hotel shall have the right to employ its own counsel and to assume its own
defense in connection with any action or proceeding to which this indemnification, hold
harmless, or defense obligation would be applicable, but the reasonable fees and expenses of
such counsel shall be borne by Contractor and shall be paid when due.
II. INSURANCE:
A.
Contractor understands that in order for it to provide services on the Hotel
premises, Contractor must meet certain insurance requirements. A current certificate evidencing
the below listed coverage is required and must be provided at least twenty (20) days’ before the
Event.
Commercial General Liability: Not less than $2,000,000 combined single
limit for bodily injury and property damage. This limit is subject to
change based on the scope of work.
Automotive Liability: Not less than $1,000,000 combined single limit for
Employers Liability: Not less than $500,000 combined single limit.
Workers Compensation: In the minimum amount required by the
applicable Workers’ Compensation statute. In the absence of Workers
Compensation insurance in Texas, evidence of an alternative employee
benefit program must be provided, as well as proof that the company has
legally non-subscribed to the applicable Workers Compensation Act.
Property Insurance for Contractor’s tools and equipment. In no event shall
Hotel, Owners or Hilton Hotels Corporation be liable for any damage to or
loss of personal property sustained by Contractor, whether or not it is
insured, even if such loss is caused by the negligence of Hotel, Owners or
Hilton, its employees, officers, directors, or agents.
B.
Contractor waives on behalf of its self and its insurers all rights against Hotel,
Owners or Hilton Hotels Corporation and its agents, officers, directors, and employees for
recovery of damages to the extent these damages are covered by its insurance regardless of
deductibles and/ or limits, if any.
C.
Such insurance must name the Indemnitees as additional insured under both the
General and Automobile liabilities policies on from CG 20 10 endorsement or its equivalent.
D.
Certificates of Insurance should be sent to your Conference Manager,Failure to
provide such insurance will prohibit Contractor from accessing the Hotel premises.
III. MISCELLANEOUS
A.
The Hotel is committed to a drug and alcohol free work place. In addition, it is a
requirement that all persons on the Hotel premises conduct their job duties in a safe manner. The
Hotel reserves the right to require Contractor’s operations to cease at any time if, in the Hotel’s
reasonable estimation, these two policies are not being adhered to.
B.
Contractor understands and agrees that Contractor is being employed by Group
and that the Hotel has no relationship with Contractor outside of the fact that some of the work
Contractor is providing to Group will be performed or utilized at the Hotel. Contractor
acknowledges and agrees that Contractor has not been promised, and will not claim, any
payment or consideration from Hotel either for complying with the terms of this Agreement or
for any other reason.
C.
This Agreement shall be governed by and construed in accordance with the laws
of the state where the Hotel is located. Notwithstanding termination or expiration of the Event,
this Agreement shall continue to survive. This Agreement supersedes all prior agreements
between the parties concerning the subject matter hereof and constitutes the entire agreement
between the parties with respect thereto. This Agreement may be modified only with a written
instrument duly executed by both of the parties. No waiver by any party of any breach of this
Agreement shall be deemed to be a waiver of any proceeding or succeeding breach; any waiver
is only valid if in writing signed by the party making the waiver. The headings and titles to the
paragraphs of this Agreement are inserted for convenience only and shall not be deemed a part of
or effect the construction or interpretation or any provision hereof. This Agreement may be
executed in several counterparts, each of which shall be deemed to be an original, and all such
counterparts together shall constitute but one and the same instrument.
Neither party hereto shall be deemed to be the drafter of this Agreement and, if this
Agreement is construed in any court or arbitration proceeding, said court or arbitrator shall not
construe this Agreement or any provision hereof against either party as the drafter hereof. If any
phrase, clause or provisions of this Agreement is declared invalid or unenforceable by a court or
arbitrator of competent jurisdiction, such phrase, clause or provision shall be deemed severed
from this Agreement, but will not affect any other provision of this Agreement, which shall
otherwise remain in full force and effect. If any restriction or limitation in this Agreement is
deemed to be unreasonable, onerous or unduly restrictive by a court or arbitrator of competent
jurisdiction, it shall not be stricken in its entirety and held totally void and unenforceable, but
shall remain effective to the maximum extent permissible within reasonable bounds.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date
written above.
AGREED AND ACCEPTED
:
Hilton Orlando
A-R HHC Orlando Convention Hotel, LLC
d/b/a Hilton Orlando
By:
Name: [ ]
Title: [ ]
Date: [ ]
By:
Name:
Title:
Date: [ ]