780 mission street san francisco, ca 94103 …...electroni c recording, graphics presentation, and...

MARRIOTT CONFIDENTIAL & PROPRIETARY INFORMATION This communication contains information from Marriott International, Inc. that may be confidential. Except for personal use by the intended recipient, or as expressly authorized by the sender, any person who receives this information is prohibited from disclosing, copying, distributing, and/or using it. If you have received this communication in error, please immediately

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T ABLE OF CON TENT S REQUIRED D OCUMENTATION AND DUE DATES ........................................................................... 3 MISCELLANEOUS AD D IT IONAL CHARGES ....................................................................................... 4 PERSONNEL ............................................................................................................................................... 5 LABOR LAWS ............................................................................................................................................. 6 ASSET PROTECTION ................................................................................................................................ 7 BALLROOM D IAGRAMS/ FIRE MARSHALL REGULATIONS ........................................................... 9 SECURITY ................................................................................................................................................. 10 MEETING ROOM RE-KEY ..................................................................................................................... 10 ELECTRICAL REQUIREMENTS ............................................................................................................ 10 OUTSIDE AUD IO VISUAL /PROD UCTION COMPANIES ............................................................... 12 TELEPHONE ORD ERS ............................................................................................................................ 16 EXHIBIT INFORMATION ...................................................................................................................... 16 TRASH REMOVAL AND RECYCL ING ................................................................................................. 18 MED ICAL WASTE/ BODY SPECIMENS (See At tached Medica l Waste Waiver ) ................. 18 PRE- AND POST-EVENT WALK-THROUGH AND CHECKL IST ..................................................... 18 F IRE ALARM SYSTEM ........................................................................................................................... 19 F IREWORKS/ INDOOR PYROTECHNICS ............................................................................................ 19 FLAME-PROOFING CERTIF ICATION ................................................................................................. 19 MOTORIZED VEHICLES ........................................................................................................................ 20 FOOD AND BEVERAGE ......................................................................................................................... 20 HOTEL LOADING DOCK........................................................................................................................ 21 SHIPP ING AND RECEIVING................................................................................................................. 24 S IGNAGE AND BANNERS ..................................................................................................................... 24 HOTEL STAND ARD S OF COND UCT ................................................................................................... 25 ACCEPTANCE........................................................................................................................................... 26 S IGNATURE SECTION ........................................................................................................................... 26



REQUIRED DOCUMENT AT ION AND DUE DAT ES All of the fol lowing required documentat ion must be signed and returned to your Hotel contact on or before the fol lowing due dates.

DOCUMENTS DUE DATES

Exhibit Service kits Prior to selling of any booths

Fire Marshall Diagrams 60 days prior to event date

Signed Copy of Vendor Agreement* 30 days prior to date of event

Third Party indemnification 30 days prior to date of event

Certificate of liability insurance* 30 days prior to date of event

Electrical Requirements 14 days prior to date of event

Catering Orders (Crew Meals & Breaks) 14 days prior to date of event

Detailed Production schedule 10 days prior to date of event

Loading Dock Schedule 10 days prior to date of event

Copies of all necessary licenses and permits 72 hours prior to date of event List of all on-site authorized contacts & phone

numbers 72 hours prior to date of event

*Note: If your company has ongoing business opportunit ies in our Hotel, these documents may be provided once a year. The Hotel’s Finance Department wi l l keep these on f i le and we wil l require updated copies annual ly. Al l other documents are “show” specif ic and therefore must be provided for each individual event.



MISCELLANEOUS ADDI TI ONAL CHARGES Please note unless specif ied otherwise in the sales contract, the hotel may require addit ional charges for the fol lowing:

• Use of hotel equipment beyond the standard main stage, tables and chair requirements. This would inc lude such i tems as addit ional r isers or tables to be used for projector stands, bar stools for camera operators , upgraded furniture over and above hotel standard banquet chairs and tables, plants , décor, etc.

• Rental charges for storage required beyond the space held for the group. • Room setup changes made within less than (72) hours prior to the day of the

event. • Ordering any addit ional equipment that exceeds the ex ist ing hotel inventory,

including exist ing hotel equipment already confirmed to other groups. • Requests for room re-sets of less than (2) hours based on the complexity of

the setup and the size of the meeting room. • Requests for room refreshes/cleaning of less than (30) minutes based on

complexity of setup and s ize of the meeting room. • Request for services over and above hotel standards such as water service on

tables for events larger than (100) people. • Movement of materials from one meeting room to another. • Placement of materia ls/handouts on tables or chairs in meeting room sets. • Designated staff for specif ic on-site projects. • Delays from agreed upon move in/move out t imes, which impact another

event. • Noise disrupt ions dur ing setups, sound check, rehearsals or an event itsel f

that affects any other events in the Hotel . • Excessive trash removal and cleaning fees.



PERSONNEL All labor employed by the exhibit service contractor or production company wil l wear clothing that is neat in appearance. Outs ide contractors and their employees must enter and exit the hotel through the Hotel associate entrance. The only exception to this rule is the crew arriv ing by company vehicles to load in or out on the docks. Al l personnel on the crew would need to sign in at the Secur ity Off ice and obtain a badge. The crew would then check in with Security Office located on the hotel ’s B2 Level. Contractor’s responsibi l it ies are as fol lows: • Sign in and obtain a vis itor badge on dai ly basis • Wear visitor badge at al l t imes while on property • Contact the production company's Foreman or Supervisor immediately if any

problems or issues should occur. No eating or drinking is permitted within the Golden Gate Hall/Foyer, Mission Street Tunnel, the Grand Assembly, or the Yerba Buena Ball room/Foyers dur ing instal lat ion or dismant l ing. Addit ionally, this hotel and al l of i ts components IS A NON SMOKING ESTABLISHMENT BY LAW AND DECREE. THIS INCLUDES BOTH THE HOWARD STREET AND FOURTH STREET LOADING DOCKS . Unless pr ior approval is g iven from your Event Manager/Hotel contact, the only designated break area for temporary associates, buy-out labor, contracted local unions and any and al l vendors and their aff i l iates, is on the loading dock(s) that also includes the hotel ’s NO SMOKING POLICY . The only hotel designated and authorized smoking area is Stevenson Alley. Also, the Marriott Employee Cafeter ia is not approved for use by ANY NON HOTEL ASSOCIATE . For any violations and other issues, please contact the Production Company Supervisor or Foreman or your Event Manager or Hotel contact. Fighting, creating disturbance, horseplay, disorderly conduct or the use of abusive language is a violat ion of Hotel pol icy and wi l l result in immediate removal of the individual from the premises. Theft, attempted theft , misappropriation of property or aiding of such acts wil l a lso result in immediate removal with possible criminal prosecut ion. Outside Production Companies must report property damages to proper authorities i .e. , Event Service Managers or Event Managers.



LABOR LAWS Please be aware that the San Francisco Marr iott Marquis is a union hotel and honors local union labor jurisdict ions. To ensure a smooth and successful event, please make sure your audio/visual and other subcontractors ( i .e . , GES, Freeman and Outside Product ion Companies , etc…) thoroughly understand local union labor pol ic ies . Please note that the fol lowing are general union guidel ines and are subject to change and the Hotel does not have any control or oversight in this regard. For example, there could be an overlap of union labor requirements to inc lude but not l imited, pipe and drape and décor, off- loading of trucks, etc… It is the vendor’s responsibi l ity to work direct ly with each union to f inal ize detai ls .

• I .A.T.S.E . Local 16 (415) 441-6400 Jur isdict ion of Local 16, inc luding but not l imited to, general carpentry, theater maintenance, construction of scenery, décor and themed props, properties, stage l ighting, room l ight ing and associated e lectr ical work, al l r igging, v ideo, sound, laser, electronic recording, graphics presentation, and projection, including sl ide, video and motion picture project ion. It is further agreed that the instal lation, operation and removal of computers which stand alone or which are used for the operation, control or interfacing of any electr ical, project ion, audio or video equipment is work performed by technic ians under the jur isdict ion of Local 16.

• Sign & Display Local 510 (415) 468-7280 Jur isdict ion of Local 510, inc luding but not l imited to, Exhibit Drape and Exhibit Construction

• Teamsters Local 2785 (415) 467-4050 Jur isdict ion of Local 2785, including but not l imited to, unload trucks and fre ight, heavy drayage, inc luding props and décor (forkl ift access). Pending production size and freight volume, Local 38 may be required to load/unload trucks in conjunction with other local union companies.



ASSET PROT ECT ION The San Francisco Marriott Marquis and its associates are dedicated to the integrity, protection, and preservation of our product. It is important that we provide our guests with the highest quality serv ice and product . In doing so, we are ensuring the continued success of our business and our reputat ion as a premier choice for event meeting space in the industry. To guarantee our cont inued success and the safety of our guests and associates, we require that al l contractors and product ion companies fol low our strict asset protection guidel ines. Contractor and production company guidel ines and responsibi l it ies are as fol lows: Wall Protection

• TWO FOOT RULE – Al l items being transported, staged or stored in the Hotel ’s meeting and pre-funct ion space shall be placed at a minimum of two feet from al l walls . Items include AV Cases, Crates, Carts, Pal lets, Rigging, Staging, Pipe and Drape, Tables, Chairs, Queen Marys, Food Boxes, Ladders, L if ts, Bicycles, Suppl ies, etc .

• ONE FOOT RULE – Al l i tems set for use in the Hotel ’s meeting and pre-function space shal l be placed at a minimum of one foot from any wall . Items include Staging, Booths, Pipe and Drape, Equipment Base Plates and Legs, Power Drops, Tables, Chairs, etc. The exception to this rule is staging. For safety reasons, staging shal l stay a minimum of four inches away from al l walls.

• Nothing may be leaned against any wall in the Hotel . The Hotel must approve al l maximum setups or any other c ircumstances where the two foot/one foot rule may not apply.

Doors and Hardware

• The Hotel wi l l assign one set of bal l room doors for move-in and one set of doors for move-out. These are the only doors that may be uti l i zed. They wil l be inspected thoroughly dur ing the pre and post walk through.

• Doors must be in the open posit ion uti l iz ing the electromagnetic “hold open devices” before pass ing through with any equipment.

• At no t ime shall equipment be used to force open the doors, nor should equipment ever come in contact with the door surface, hardware, or jam.

• Malfunctioning electromagnetic hold open devices should be reported to the Engineer ing Department immediately.

• At no t ime wil l b lockage of emergency ex its, pathways stairwell landings or entrances to electr ical rooms be al lowed.

• Exit s igns are not to be covered without approval from Engineer ing or Event Services.



Nails, T-Pins, and Staples • The use of nai ls, T-pins, or staples in Hotel walls and exposed moldings is

prohibited. • The application of Velcro to Hotel carpeted and fabric operable partit ions and

walls is prohibited. • Questions regarding the use of nai ls, T-pins, or staples should be directed to

the Hotel Engineering Department at extension 6083. Use of Elevators All vendors must uti l i ze service elevators only. Guest e levators shal l not be used at any t ime. Furniture Removal and Reinstal lation Furniture removal charges wi l l apply should any event require removal of exist ing seating/furniture in the Hotel Atr ium, View Lounge, Golden Gate, Yerba Buena Ballroom Foyers, guest rooms, suites, or any other area of the Hotel. To minimize costs, furniture can be moved around or rearranged in the same space/level . Higher costs wil l incur if the furniture wil l be total ly removed from the space as the Hotel wil l hire an outs ide furniture removal company to handle. P lease discuss your specif ic needs with your Event Manager and they wil l provide an estimate of charges. Other Asset Protection Guidelines

• The Hotel Chief Engineer must approve the aff ix ing of al l s ignage to Hotel walls, doors, operable part it ions, and equipment.

Inspection and Enforcement

• In addit ion to the pre and post inspect ion, representatives from the Hotel wi l l inspect meeting and pre-function spaces dur ing move-ins and move outs.

• Any damages and corrective action required wil l be documented immediately and addressed with the responsible party.

Damage Charges

• Contractors and production companies are responsible for any damage to the Hotel that they or their aff i l iates cause.

• Damage charges wi l l be assessed by the Hotel Chief Engineer prior to the departure of the contractor or production company. The Chief Engineer can be reached via telephone at extension 6085.



BALLROOM DIAGRAMS/FIRE MARSHALL REGULATIONS Diagrams can be found on the hotel’s website: http://www.marriott .com/hotel-meetings/sfodt-san-francisco-marriott-marquis/modules/meetings/meeting-event-space.mi Meeting Matr ix is also avai lable to assist you with your diagramming needs. San Francisco has some of the toughest F ire Safety Regulations in the nat ion. Any permanent sets l ike registration booths, tabletop exhibits, car displays, receptions with theme props in foyer space and staging requirements in the bal l rooms must be approved in advance by the Fire Marshall . No tables or other props are al lowed outside the Fourth and Fifth Floor Conference Rooms. Violation of the Fire Safety Regulations wil l result in a f ine. Diagrams must be submitted to the San Francisco Fire Marshal l (SFFM) for approval . P lease note appl icable fees by the SFFM wil l apply. The Hotel has no involvement in determining/negotiating these fees. Payment of appl icable fees is handled directly between the Vendor and SFFM. Please speci fy al l items to inc lude but not l imited to, r isers, camera platforms, monitors, speakers, props, vehicles, bars, buffets, carving stations, al l seating, etc. on these diagrams. The Hotel must receive a Fire Marshall approved diagram for the fol lowing:

• Any outs ide equipment and/or Hotel equipment is required to be set no closer than 6 feet from any entrance/exit door inside any meeting room.

• All set-up requirements for equipment to be placed in al l foyer areas. • Any set-up of motorized vehic les/pyrotechnics or any activ ity which require

Fire System to be shutdown. Note: Hotel wil l inspect room setup and compare to Fire Marshall approved diagrams and wil l not permit any deviations unless a revised diagram is approved by the Fire Department. Any revis ion of the f loor plans must be resubmitted to both the San Francisco Marriott Marquis and the San Francisco F ire Marshall thirty (30) days prior to the show date. The decorator or production company wil l not be permitted to set up without this Fire Marshall -approved diagram. The address for the San Francisco Fire Marshall i s: The City of San Francisco San Francisco Fire Department/Permit Section Bureau of Fire Prevention 698 Second Street , Room 109 San Francisco, CA 94107 Attention: Permit Inspector Phone: (415) 558-3300/Fax: (415) 558-3323

http://www.marriott.com/hotel-meetings/sfodt-san-francisco-marriott-marquis/modules/meetings/meeting-event-space.mi

http://www.marriott.com/hotel-meetings/sfodt-san-francisco-marriott-marquis/modules/meetings/meeting-event-space.mi



SECURITY All secur ity f irms must have the approval of the Event Manager/Hotel contact and the Director of Loss Prevention prior to the show's opening date. The San Francisco Marriott Hotel requires on f i le:

a) Certif icate of Insurance (a minimum of $5,000,000 is required) b) Hold Harmless Agreement c) No firearms are permitted in the bui lding d) Security staff must wear professional uniforms ident ifying them as secur ity

off icers e) Security staff must s ign in with Hotel’s Security department when start ing

their shi ft and leaving Certif icate of insurance must name: YBG Associates LP, CCMH Moscone LLC, Marriott International, Marriott Hotel Services Inc. as additional insured MEETING ROOM RE-KEY Yerba Buena Ballroom (Salons 1-15), Golden Gate Bal lrooms (A-C) & Nob Hil ls A-D: Can Be rekeyed, but please be aware that this meeting space has interior air wal ls that cannot be secured. North and South Registration, Wil low, Walnut, Laurel, Pacifics A-J, Sierras A-K, Foothil ls A, B, D-J, Club Room and Juniper Room : Have a computer ized lock system. Hotel can provide Plastic key cards and can program each key to funct ion at mult iple locations. The doors can be programmed with two dif ferent functions: Toggle: key unlocks door and door stays unlocked unti l the key is used again to lock it Passage: when the key is used, the door wil l open for 6 seconds and lock back Currently, the Hotel Price for Rekeying is $100 per each meeting room. Please confirm pric ing and detai ls with your Event Manager. ELECT RICAL REQUI REMEN T S The San Francisco Marriott Marquis is excited to have an exclusive partnership with Edlen Electrical Exhibition Services (EEES) . The mutual goal of this relat ionship is to provide Marriott’s customers with a level of customer service and expertise that is second to none. This goal wil l be achieved through the use of Edlen’s state of the art Event Management Program (referred to as EMP), thirty-f ive years of industry experience and reputation as the leading and largest provider of temporary uti l ity services in the country.



Edlen is the only l icensed electr ical contractor permitted to provide electrical services in this Hotel . This would include but not l imited to, al l required power drops for Exhibits, General Sess ion, Computer Labs, and Registrat ion. Other basic electrical power materials such as Extension cords used in the Hotel 's meeting space must be 12/3-gauge, per the San Francisco Fire Marshall regulat ions. NO EXCEPTIONS . Addit ionally, al l cords or wires lay ing in the proximity of foot traff ic must be taped down and covered safely. P lease contact the Edlen representat ive with any quest ions about your electrical requirements or materials. Wendy Lau wil l be Edlen’s primary point of contact for the San Francisco Marriott Marquis. She wil l act as a l iaison with show management and the hotel staff in meeting a l l of your temporary uti l ity needs. Please contact Wendy to discuss your electrical requirements and to receive an estimate of services. Edlen wil l a lso customize an electrical order form for inc lus ion in exhibitor service kits. P lease contact Wendy as fol lows: Wendy Lau Senior Event Services Manager Edlen Electr ical Exhibit ion Services San Francisco Marriott Marquis Office: 415-486-8159 Cell : 415-713-3420 [email protected] In our Hotel 's ongoing effort to maintain a safe environment for everyone, please note that we no longer permit the use of "yel low jackets" to cover substantia l cabling in front of any doorway. This change in policy wil l apply to any door which is to be used as a guest or worker entrance or exit , especia l ly those designated as Fire Exits . Substant ial cabling wi l l inc lude al l cabling for electrical, audio, v ideo, etc. that is too wide to be taped properly to the ground, and therefore, could result in a potentia l tr ip hazard. Please note that the Hotel has constructed mult iple locat ions a long our service corridor in our Yerba Buena Bal lroom, so that such cables may be run through openings in the walls and then over the service doors. It is , therefore, crit ical that al l vendors providing such cabl ing bring enough inventories to cover the necessary distance required to run their cabling properly. P lease direct any questions regarding this matter to your Hotel contact.



OUTSIDE AUD IO VISUAL /PROD UCTION COMPANIES The in-house staging and production company, PSAV, is highly endorsed and recommended as the contractor for al l staging, production, high speed internet and audio visual services at the San Francisco Marriott Marquis. We encourage the use of PSAV in servicing a l l of your audio visual and production needs dur ing the show. The Hotel has no storage fac i l it ies for audiovisual equipment brought in by outs ide vendors. This is the responsibi l ity of the vendor. When designing your stage and production needs for events in Yerba Buena Ball room please keep in mind service ais le requirements for a l l Banquet functions. House Sound System PSAV has the exclusive r ight to uti l i ze the in-house audio system for any funct ions. I f the in-house sound system is to be ut i l i zed, PSAV must provide the audio equipment. High Speed Internet Access The San Francisco Marriott Marquis has the exclus ive r ight to provide al l h igh speed internet access throughout the Hotel. Please contact PSAV for current pr icing and services offered. Audio Visual Equipment for Suites/Guest Rooms/Meeting Space above Lobby Level PSAV Audio Visuals maintains the exc lus ive r ight to supply al l necessary audio visual equipment and services for al l s leeping rooms/suite meetings, to include al l meeting space above Lobby Level. This space includes the Club Room and al l Foothil l , Paci f ic and Sierra rooms located on the 2 n d, 4 t h and 5t h f loors respect ively. Rigging - "Overhead L ift ing" Any individual or company with r igging requirements in the Hotel meeting spaces and/or bal lrooms must be covered by a f ive mil l ion dollar ($5,000,000) l iabi l ity insurance pol icy. The San Francisco Marriott Marquis Hotel , referred to herein as "the Hotel ," and “PSAV” must be l isted as "addit ionally insured" on the pol icy. This cert if ication is to be presented to the Event Manager/Hotel contact or the Director of Event Management prior to any work being done. The job requirements may deem necessary a meeting with our Engineering staff and the House Head Rigger to approve any and al l r igging hanging points, weight loads, etc . Under no circumstances wil l the Hotel a l low anything to be hung, supported or r igged from air wal l tracks or sprinkler systems in any Hotel meeting space or bal lroom. Al l r igging equipment must be provided by PSAV. No scraping or removal of Mono Coat from structural steel is al lowed at any t ime.



All Overhead Rigging Points must be ordered thru PSAV . Rigging points wil l be charged at prevail ing market rates . All electrical cables and connections must be UL-rated for the amperage capacity required for safe operation. Al l requests for r igging to the structural steel in the cei l ings are subject to the approval of the Director of Engineer ing and/or the House Rigger. An administrat ive approval fee wi l l apply for the review and approval of the planned rigging plot . The House Rigger may be contacted at (415) 442-6140.

Al l r igging requests are to be submitted to PSAV, with copies to the Event Manager/Hotel in writ ing thirty (30) days prior to the event load-in. The fol lowing information must be included:

a) Descript ion/photo/drawing of items to be hung b) Weight of each item c) Rigging Plot d) Hold Harmless Agreement on f i le e) The audio visual company that wil l handle the show f) Copy of L iabi l ity Insurance ($5,000,000 minimum) indicating the San Francisco

YBG Associates LP, CCMH Moscone LLC, Marriott International, Marriott Hotel Services Inc. as "additionally insured" PSAV maintains the exclus ive r ight to supply al l necessary equipment and labor for r igging work, inc luding box trusses, chain motors, s l ings, shackles, cables, man-l ifts, fork-l i fts, etc . Contact PSAV directly, at 415-442-6140, for a customized pricing solution to your r igging needs. The fol lowing rules wil l be str ictly observed: A complete description of items, number of items and posit ion where items are to be f lown must be provided to the House Rigger. L ight ing and sound equipment r igging plots must be provided f i fteen (15) days prior to load-in and instal lat ion. The Hotel wil l not be responsible for lost t ime or addit ional costs result ing from rigging modif icat ions, adjustments or changes required on si te as deemed necessary by the House Rigger. Al l f lown support structures, t russing equipment and hardware is required to pass minimum Marriott overhead l i ft ing requirements. Contact the House Rigger i f you have any quest ions about the capabil it ies of the equipment that you are consider ing bringing into the Hotel . The maximum weight load of any single "dead hung" item is two thousand (2,000) pounds. Some situations may restrict "dead hung" weight loads to less than two thousand (2,000) pounds. Al l hang points wil l be stra ight "dead hangs". Restrict ions in the t i le ce i l ing prevent the use of bridals.



No foreign-made hardware wil l be uti l ized in any supporting structure, truss or r igging hardware. Al l equipment and mater ials f lown must pass American Test and Standards Measurement guidelines and be OSHA approved. Hardware not acceptable in a weight bearing capacity includes, but is not l imited to: caribiners, open weave straps, quick l inks, dog cl ips French c l ips, snap cl ips or brass f itt ings. The House Head Rigger wil l have f inal approval of any hardware ut i l i zed in the Hotel . The production or audio visual company is responsible for al l charges for hook-up to the bui lding's power sources and rigging points. These are NOT a complimentary service of the Hotel . Conduit, e.g. , cables and snakes are al lowed to be run on the ground and properly swaged below the suspended cei l ing. Electr ical apparatus and conduit are not to be f lown above the suspended cei l ing. Contact the Marriott House Head Rigger regarding how much cable to bring in order to achieve desired locat ion of control boards or other speci f ic equipment. A steel "safety" is required on each indiv idual item suspended from any supporting structure or truss that has been suspended from the cei l ing and includes items that have been suspended uti l iz ing a sl ing. Cabling/Yellow Jackets In our Hotel 's ongoing effort to maintain a safe environment for everyone, please note that we no longer permit the use of "yel low jackets" to cover substantia l cabling in front of any doorway. This change in policy wil l apply to any door which is to be used as a guest or worker entrance or exit , especia l ly those designated as Fire Exits . Substant ial cabling wi l l inc lude al l cabling for electrical, audio, v ideo, etc. that is too wide to be taped properly to the ground, and therefore, could result in a potentia l tr ip hazard. P lease note that the Hotel has constructed mult iple locat ions a long our service corridor in our Yerba Buena Bal lroom, so that such cables may be run through openings in the walls and then over the service doors. It is , therefore, crit ical that al l vendors providing such cabl ing bring enough inventory to cover the necessary distance required to run their cabling properly. P lease direct any questions regarding this matter to your Hotel contact.



House Technician When a third party suppl ier is ut i l i zed, a “House Technician” wil l be ass igned to monitor the load-in and load-out of that vendor. This “House Technician” wil l serve as a l iaison between the third party suppl ier and the Hotel, faci l itat ing house systems integration. They wil l also ensure that hotel standards are upheld from a safety and security standpoint. A charge of $1000 ($500 for the load-in and $500 for the load-out) wil l be assessed for said services and bi l led to your master account. The cost is based on one day in and one day out dur ing regular business hours with a shi ft no longer than (8) hours. Addit ional days, hours, graveyard and weekends shi fts wil l incur addit ional costs. Electric Lifts PSAV has two (2) 22-foot scissor-l i fts avai lable for rent to accommodate any rigging needs. Addit ional l i fts can be ordered when required. Al l requests are on a f irst come, f irst served basis. We request at least one (1) week's not ice to make these arrangements. Addit ionally, any outs ide equipment of this type ( fork-l i fts, genie l i fts, etc.) , which wi l l be used in the Hotel meeting spaces and/or bal lrooms, must be approved through the House Head Rigger. All wheels must be taped to protect the bal l room carpet. Please note the Hotel cannot lend or rent ladders. Final decisions about the safety l imits of any item wil l reside solely with the Hotel. At no time during the event wil l the decorat ing/production company be al lowed to operate fork l i fts or genie l i f ts in any public area or service area. Al l fork and genie l i fts must be stored in the loading dock, with keys being provided to Hotel Security. Due to safety and space considerations, unless arrangements are made in advance, any fork l i fts or genie l i fts must be del ivered and picked-up while the outside production company is in possession of the Hotel meeting space. I f they are left on property with-out prior agreement, storage fees of up to ($ 500.00) two hundred dollars per l i ft , per day may apply. Space and power requirements must be communicated with the Hotel Event Manager. Cei l ing Any damages on cei l ings due to r igging work dur ing load-in and setup are to be properly f ixed pr ior to show time or a San Francisco Fire Marshall inspect ion (per San Francisco F ire Department regulations). It is the responsibi l ity of the AV Product ion Company to pay the materia ls of the damaged area plus $37.50 per hour for labor, one (1) hour minimum, immediately fol lowing the conclusion of the show. In the event that damages are not f ixed by the AV Production Company prior to move-out, the Hotel wi l l charge the group's master account the total cost of the materia ls, plus $37.50 per hour for labor, one (1) hour minimum, in order to restore the orig inal condit ion of the cei l ing. The House Head Rigger wil l track al l cei l ing damage(s) and restoration.



Fork Li fts Gas forkl ifts are not a l lowed ins ide the bui lding at any t ime, and can only be operated on the loading dock. Propane Tanks must be removed after use and cannot be stored or connected to the fork l ift overnight T ELEPHONE ORDERS The Hotel handles a l l phone requirements directly. Al l phone requests are to be received no later than ten (10) days pr ior to arr ival . Refer to separate telephone order form for complete detai ls and pric ing information. HOTEL RECOMMENDED METHODS OF COMMUNICATION Please note that the Hotel 's large meeting space on the Golden Gate and Yerba Buena levels are at least two stories underground and cover two city blocks. As a result , any wireless s ignal such as radio or ce l lular s ignals cannot transmit from street level to or between these levels without some type of an antenna or repeater system to carry the signal. Within the Hotel from the Lobby level up to include the Foothil ls , Club Room, Pacif ic and Sierra Conference suites, cel lular coverage wil l be better as these levels are above ground and may also have windows. This wi l l great ly help wireless devices pick up an external s ignal f rom other cel l s ites throughout San Francisco. This wil l not, however, affect the issue of reaching devices on the lower bal lroom levels, where coverage is l imited or not avai lable. The entire San Francisco Marriott Marquis has been equipped with ATT Cell Repeater system and ATT is the only cel l service that has virtual ly complete coverage within the hotel . EXHIBIT INFORMATION The San Francisco Marriott Marquis reserves the right to approve al l exhibitors ' information, kits , and/or notices pr ior to mail ing. Al l exhibitor information kits , Fi re Marshall approved diagrams, and exhibit f loor plans diagrams must be submitted to the Hotel Event Manager. Al l exhibit diagrams must inc lude any designated food and beverage and seating areas i f Hotel will be providing food and beverage as part of the exhibits. P lease note that in most cases, the Hotel does not provide electr ical power within the exhibit areas. P lease see Electrical Requirement Section for more detai ls. All contracted workers are required to s ign in with the Marriott Marquis Loss Prevention department at the 4 t h street dock off ice. Badges wi l l be required by al l outside workers.



Service charges wil l be posted for storage and handl ing of any shipments arriv ing prior to, dur ing, and after show dates. If the Hotel receives any fre ight addressed to the Exhibit Company, a method of payment wil l be required before shipments wil l be released. Hotel Shipping & Receiving staff will not be permitted to pick up or del iver any items in the exhibit hal l anytime during the show (from set-up through tear down). All outbound packages being sent through the Hotel Shipping & Receiving Department from the exhibit hal l must be brought by the Exhibit Company to the Shipping & Receiving Office dur ing tear down. Proper shipping documents must accompany bi l l s of lading matching the shipments so Hotel Staff can account for shipments. Shipments must be signed off and Hotel Staff must obtain copies of shipment bi l ls of lading and any other shipping documents needed. The General Service Contractor must handle al l exhibits materials and related products. A l l items belonging to the indiv idual exhibitors must be brought to the back service entrance. There are no storage faci l it ies avai lable for empty crates, skids, containers , cartons, or vehic les. Storage in the exhibit hal l is al lowed if indicated on the Fire Marshall approved diagram and compl ies with our wall protection policy . No move-in may begin prior to 6:00AM and no move-out may occur after 12MIDNIGHT anywhere on Hotel property, without the prior approval of your Hotel contact. An Indemnification Waiver is required prior to setup. This document is to be signed by a representative of the decorat ing or production company. Regarding exhibit setup, al l booth equipment, furniture, and carpeting must be confined to the measured l imits of the booth. No nai ls or brac ing wires used in the exhibit d isplay may be attached to the bui lding. No paint ing, mixing of chemicals or explosive materials is al lowed in the Golden Gate Hall or Bal lroom space of the Hotel . Exhibits using food, beverage, ink, chemicals, or other l iquids must be instal led over visqueen. The exhibitor must cover the ent ire booth area with a carpet . The Hotel does not provide such material . Any instal lat ions that affect f i re codes must have prior approval of the San Francisco Fire Marshall .



CLEANING AND CUSTODIAL SERVICES The San Francisco Marriott Marquis wil l prov ide a c lean and clear funct ion room for exhibit move-in/audio visual company setup. For exhibit shows, the Hotel will only be responsible for standard a isle c leaning during show dates. Exhibit hal l c leaning dur ing set-up and teardown, dai ly booth cleaning and other custodial care c leanup wil l be handled direct ly by the exhibit company. Fol lowing the f inal exhibit hal l teardown the function room should be returned to the Hotel in “vacuum ready” condit ion. At the conclus ion of the exhibit or production, the area and loading dock must be presentable and vacuum ready for the next day's business prior to leaving the property for the day. Charges may be applied if room does not meet standards. T RASH REMOVAL AND RECYCLING Once a show is dismantled and the Drayage Company, Production Company and any of its aff i l iates have departed, any and al l products left behind, such as skids, shr ink wrap, pal lets, crates, boxes, etc. not taken by the Drayage Company, Product ion Company or any of its aff i l iates, wil l be disposed of by the Hotel , either by trash removal or recycl ing. In this process the Drayage Company, Production Company and or its aff i l iates wi l l be charged a handling and processing fee, including a recycl ing fee (assessed by the recycl ing manager), which wi l l be added to the invoice for payment. The total fees wil l be determined by the amount of product left behind and labor to recycle or for trash removal. MEDICAL WAST E/B ODY SPECIMENS (See Attac hed Medic al Waste Waiv er) P lease note that the Hotel must be informed immediately should the event involve any type of medical waste/biohazardous materials and/or human or animal body parts/cadavers. Any such items MUST be handled by a professionally cert if ied, medical waste/bio-hazard company. Al l necessary documentation wil l a lso be required. Medical waste/biohazardous materials containers must be marked and isolated in one area and disposed immediately after the conference. Under no circumstances wi l l Hotel staff provide service to areas which contain such materia ls. P lease contact the Hotel directly to discuss detai ls further. PRE- AND POST -EVENT WALK-T HROUGH AND CHECKLIST The Event Services Manager, in conjunct ion with the general service contractor, wil l make an inspect ion of the Exhibit Hall or Bal lroom pre and post move-in/move-out. This wi l l inc lude access areas, e levators, corridors , loading docks, and any other area pertaining to the move-in and move-out. It is the responsibi l ity of the contractor to contact the Hotel Event Services Manager at extension 6098 to set up a walk-through prior to conduct ing any activ ity to prevent any unnecessary charges.



This walk-through wi l l consist of a thorough inspection of the function room, noting al l pre- and post-damages, including the service quarter, service doors and loading dock area. The attached Pre/Post Event Checkl ist wi l l be completed by the Hotel Event Services Manager on duty. A copy of this document wi l l be given to the decorator/production company contact for future reference. Any property damaged or destroyed by the exhibitor or contractor must be replaced to its orig inal condit ion by the exhibitor or contractor at their expense. The Hotel requires a walk-through, to be scheduled at a designated t ime. Fai lure to meet at the pre-arranged t ime wi l l result in a delay of move-in/move-out. Damages noted in the post-event walk-through not previously noted on the Pre-Event Checkl ist wil l be charged to the contractor. FIRE ALARM SYSTEM Foreign substances, not heat or smoke activate the f ire alarm system in the Hotel . Written and stamped approval by the City of San Francisco Fire Marshall provided to the Hotel two (2) weeks prior to the event is required for any programs in which equipment such as fog machines, pyrotechnics, f i reworks, laser shows, specia l effects, etc . wil l be use,. The event approval cert if icate must be forwarded to the Hotel Event Manager to serve as back up in the event of any future unforeseen f ines. Should the activ i ty in the bal lroom require the use of a "Fire Watch", to accommodate disengaging the f ire system as approved by the City of San Francisco Fire Marshall , a charge of $130 per hour (Monday-Friday, 8am-4pm), and $195 per hour dur ing off hours, plus (1) one hour before and after the f i re watch wil l be added to the group master account. Addit ional information is avai lable upon request. FIREWORKS/ IN DOOR PYROT ECHNICS Prior to requesting the use of pyrotechnics on Hotel property indoor or outdoor, please contact the San Francisco Fire Marshall direct ly. Addit ional approval by the Hotel 's Director of Engineering may be required prior to the event. The phone number for the San Francisco Fire Prevention Headquarters is (415) 861-8000. FLAME-PROOFI NG CERTIF ICAT ION All mater ials used in the Hotel ' s meeting space ( l iners, pipe and drape, backdrops, props, stage cover ings, etc.) require a Cal ifornia Cert if icate of Flame Proofing or Fire Retardat ion . Any f lame proofing handled on site must be done outdoors by a cert if ied Cal ifornia vendor.



MOT ORIZED VEHICLES Definit ion: Motorized vehic les shal l be def ined as any vehicle which is propelled by an internal combustion engine and using Class-1 or Class-2 fuel, such as but not l imited to automobiles , trucks, motorcycles, aircraft, and water craft. Al l motorized vehicles that are displayed shall have the batter ies disconnected at the hot "lead." The lead shall be safely secured. Fuel suppl ies for the vehicle on display shall not exceed one-fourth (¼) of a tank. Al l motor vehic le tanks containing fuel should be furnished with locking t ight caps or sealed with tape to prevent inspection by viewers. Tractors, chain saws, generators, and other such fuel-powered equipment shall be safe guarded in a similar manner. A special permit is required for any vehic le inside the Golden Gate Hal l and Yerba Buena Bal lroom. The exhibit contractor shal l make special permit applicat ions to the San Francisco Fire Marshall , twenty-one (21) days prior to arrival. Prior to entering the building, the exhibit contractor/show management must contact the Event Services Manager and Engineer on duty for visual inspection. At this t ime, the vehic le may be moved into the Exhibit Hall . Under no circumstances should it be driven into the hal l . Upon entering, v isqueen must be laid under the vehic le to prevent oi l dr ip. V isqueen must remain under the vehicle dur ing the t ime it stays in the Exhibit Hall . The Hotel does not provide these materials . FOOD AND B EVERAGE All food and beverage needs must be coordinated through the Hotel Cater ing Department. The exhibit contractor should notify the Catering Manager in writ ing of any exhibitors dispensing food and beverage from their booth at least thirty (30) days prior to the show. Hotel must approve any such products in advance. Service and corkage fees may be assessed as deemed appropriate by Hotel. A Hold and Harmless Agreement must be f i led with Hotel prior to any outside food and beverage being dispensed on Hotel premises. Any cooking must have written permission from the San Francisco F ire Marshall . This is the responsibi l ity of the decorating company. It is the responsibi l ity of the decorat ing company, not the Hotel , to provide freezer and refr igerator space dur ing the trade show. Kitchen space or use of the Hotel equipment is not permitted. Al l exhibitors are required to bring their own equipment. Any equipment or supplies needed may be



rented or purchased through arrangements made with the Hotel on a case-by-case basis . Al l requests for k itchen preparation or use of Hotel personnel must be made in writ ing at least thirty (30) days prior to the show. These are only requests and wi l l be honored with the approval of the Executive Chef. HOTEL LOADING DOCK Our Hotel has the benefit of (2) separate loading docks which are referred to as, our “Fourth Street” and “Howard Street” docks. Both loading docks are convenient ly located near a l l our meeting space and, other than access ing our smaller meeting rooms located above ground level, do not require the use of any elevators to access our large bal l rooms. Please review the fol lowing Loading Dock descript ions and guidel ines. Loading Dock Descript ions

• Fourth Street Loading Dock The Fourth Street Loading Dock can be reached via 4th Street (entrance is on 4 t h Street, between Market Street and Mission Street), and is uti l i zed for move in/out to the Golden Gate level, as well as access to elevators to our Foothil l , Club Room, Atrium, Paci f ic and Sierra meeting rooms. The Fourth Street loading dock is staffed by our Hotel Security Office (7) days a week, 24 hours a day.

• Howard Street Loading Dock The Howard Street Loading dock can be reached via Howard St (entrance is on Howard St. between Third Street and Fourth Street), and is ut i l i zed for move in/out to the Yerba Buena Bal lroom level which also includes Nob Hil l and the North and South Registrat ion counters. **Please note** that the Howard St . loading Dock is not open on a regular basis and is normal ly closed when not in use and not staffed by Hotel Secur ity. Therefore, in order to open this loading dock during move-in and move out, a hotel Security Guard is required to ensure the safety and security of you and your guests and the success of your event .

Howard Street Loading Dock Security Guard: A minimum of one (1) Guard wil l be required through the durat ion of load-in and load-out at $50 per hour with a (4) hour minimum. Please contact your Event Manager to f inal ize these arrangements.



Loading Dock Guidelines: 1. All loading dock requirements must be reserved and approved in advance by

the Hotel . Please refer to the Loading Dock Schedule form and provide the fol lowing below: Dock Schedules

o Correct Dates and T imes o Day load-in (Set- up) start t imes o Day load-out (Tear Down) start t imes o Approximate t ime needed from start to f inish per day for loading or

unloading only Vehic le Profi le

o Vehic le size o Number of vehicles docking o Name of group, company, an or contact name using dock

2. The Hotel loading dock does not provide or supply carts, doll ies, hand trucks,

etc. It is recommended that the vendors bring their own loading/unloading equipment.

3. All vehicles must register with the Hotel 's Safety and Security Department

upon arrival. Vehicle keys must be provided to the Hotel 's Safety and Security Department dur ing load in and load out .

For safety reasons no vehicle with a combined length larger than 60' feet (cab and trai ler) , is permitted access to the Fourth Street Loading Dock. Addit ionally, for safety reasons, no vehicle with a combined length larger than 70' feet (cab and trai ler) is permitted access to the Howard Street Loading Dock.

4. Gas or propane forkl ifts are NOT al lowed in the Hotel . Forkl i fts are permitted on the back dock area only.

In those rare instances when fork l if ts are required for movement of freight inside the Hotel , the decorator/production company must get prior approval from the Hotel Director of Engineer ing. It i s against Marriott policy to uti l i ze propane forkl ifts in the Hotel . Therefore, should fork l i fts be required, use of electric forkl i fts is mandatory. PLYWOOD IS NOT PERMITTED AS A RUNNER . The wheels of the electric fork l ifts must be wrapped in plast ic when enter ing the bal lroom areas.



5. Parking is not al lowed on Hotel premises. Vehicles cannot park outside of the approved load in and load out t imes. Parking is avai lable at several local lots. Contact City Park at (415)495-3909 prior to arrival to set up any overnight parking needs.

6. The Hotel does not provide complimentary storage for equipment and/or

packaging.

Production Vehicle & Equipment Storage Overnight parking for production vehicles is not al lowed on Hotel property . However, i f setup t ime is scheduled overnight, park ing may be permitted with the approval of the Hotel Event Manager and Hotel Dock Faci l it ies Manager. At no time during the show wil l the decorat ing/production company be al lowed to store freight or equipment in any public areas, service areas or on the back dock. This includes the storage of al l fork l i fts or genie l i fts. Al l fork and genie l i fts must be stored in the loading dock, with keys being provided to Security. Space and power requirements must be communicated with Event Manager. Crates must be brought into the room, emptied and returned immediately to the load- in vehicles . The enforcement of this policy is str ict ly enforced by the Hotel and the San Francisco F ire Marshall .

Dock Staff and Personnel: Al l non-hotel personnel wi l l be required to sign in with the Guard before they are permitted to work on our Hotel property .

No Hote l staff wil l be responsible for loading or off- loading mater ials or equipment from any trucks or vehicles . Al l loading and off- loading arrangements are the responsibi l ity of the vendor or group contact.

The Hotel is a union hotel and honors local union labor jurisdict ions. Please contact Teamsters Local 2785 at (415) 467-4050 to contract labor for your loading and off-loading needs.



SHIPPING AND RECEIVING The San Francisco Marriott Marquis has no storage faci l it ies for exhibit materials. Al l f reight must be consigned to the decorating company. Shipments that arr ive pr ior to show time wil l be refused and/or forwarded to the off ic ia l decorator or vendors at the exhibitor 's expense. Due to l imited Hotel s torage, al l shipments should be scheduled to arrive at the Hotel no earl ier than (3) days prior to the event. Storage and handling fees wil l be appl icable for al l incoming and outgoing shipments, in addit ion to the standard postage/shipment fee. Shipping and Receiving Handling fees for incoming and outgoing packages is as fol lows: Envelopes - $5.00 Boxes – $15.00 Displays - $50.00 Crates/Pallets - $300.00 SIGNAGE AND BANNERS No handwritten s igns or posters are permitted anywhere on Hotel property . S ignage must be professional in appearance. The Hotel reserves the right to approve al l s ignage and graphics to be displayed in the Hotel’s public space and bal lroom Foyers. Signage is not permitted in the Hotel lobby. Banners are not al lowed to be hung anywhere in the Hotel without approval from the Hotel Event Manager. A banner hanging fee wil l apply for each banner hung in the Hotel , including, but not l imited to, the fol lowing locations:

• From the cei l ing (Yerba Buena Ballroom Only – Hotel Rigger Required) • From pipe and drape

Digital Signage i s avai lable above the escalators on both the Golden Gate and Yerba Buena Levels. Use of dig ital s ignage is exc lusive to Presentation Services Audio Visuals (PSAV). Please contact PSAV for pricing and avai labi l ity. Gobo Projection options are avai lable as a lternative s igning solutions. Contact PSAV for consultation. Your exhibit and/or audio v isual company may also provide banner hanging assistance as long as it i s supervised by the Hotel Rigger.



HOT EL ST ANDARDS OF CONDUCT Our business is hospital ity and our role is to make our guests feel at home during their stay with us. The San Francisco Marriott Marquis has the fol lowing minimum standards of conduct that it requires from al l associates and vendors who work on our property:

• All vendors must be in uniform or appropriate att ire and maintain acceptable grooming standards

• No smoking or eat ing dur ing business hours except on scheduled breaks and in designated areas. Al l vendors must adhere to Cal i fornia Smoking Laws and must not smoke within 25 feet of any entrance.

• No possession or consumption of alcohol ic beverages or being under the inf luence of alcohol or drugs while on the job and/or on Hotel property.

• No unauthorized entrance to a guest room. • No theft, attempted theft, or removal from the premises without proper

authorizat ion of company property or the property belonging to a customer or another associate.

• No wil l ful damage to Hotel or guest property. • No gambl ing while on the job and/or on Hotel property. • No hitt ing, pushing or otherwise str iking another person or any other

disorderly conduct while on the job and/or on Hotel property. • The Hotel wi l l not tolerate harassment of any type. • No sitt ing when vis ible in public space. • All meal breaks are to be taken in designated areas. • Adhere to asset protection guidelines as stated in this contract. • All vendors must check in at the hotel Secur ity off ice prior to the start of

work shift . Fai lure to check in wil l result in vendor being asked to leave the hotel .

• Vendors must not use public guest elevators and restrooms. Vendors must use designated service elevators and staff restrooms only.



ACCEPT ANCE The Hotel Policy and Procedures is only accepted and approved when the Hotel has received a l l Required Documentation by the specif ied due date. Any changes to this agreement must be approved by the Hotel and confirmed in writ ing. Failure to comply with al l terms of this agreement wil l result in denied access to the faci l ity. Al l non-compliance matters wi l l be referred to the Event/Client Contact. S IGNATURE SECT ION I have read and understand the San Francisco Marriott Marquis Hotel Polic ies and Procedures. I wi l l ensure that my company is in compl iance with the terms l isted therein. By s igning this document, I a lso agree to provide a signed copy of the attached Indemnificat ion Waiver and an appropriate Certi f icate of L iabi l ity Insurance. I also understand that not al l pr ices and charges are l isted in the Hotel Policy and Procedures, and that i t is my responsibi l ity to obtain a l l pric ing information. ____________________________ ______________________ Signature Date ____________________________ __________________________ Printed Name, Title Vendor Company Name ________________________________________ Name of Event

Please return signed copy via fax at (415) 486-8115 or via email to your

Assigned Event Manager

780 mission street san francisco, ca 94103 …...electroni c recording, graphics presentation, and...

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