Exhibitor Service Manual

S TAT E O F T H E A R T R A D I AT I O N T H E R A P Y
PRACTICAL TREATMENT
BIOLOGY
IMAGING
Grand Hyatt San Antonio
San Antonio
May 16-18, 2014
Exhibitor Service
Manual
TA R G E T I N G C A N C E R C A R E
www.astro.org/stateoftheart
TABLE OF CONTENTS
Affiliate Events ........................................................................................................................................................ 3 Airport Information ................................................................................................................................................. 3 Ground Transportation ........................................................................................................................................... 3 Exhibit Hall Schedule ............................................................................................................................................... 4 Exhibit Hall Location ................................................................................................................................................ 4 Exhibitor Appointed Contractor (EAC) ................................................................................................................. 4‐5 Exhibitor Resource Center ...................................................................................................................................... 5 Exhibitor Registration ............................................................................................................................................. 6 Exhibitor Rules, Regulations and Policies ............................................................................................................... 6 Hotel Reservations .................................................................................................................................................. 7 Important Deadlines ............................................................................................................................................... 7 Items Included in Space Charge .............................................................................................................................. 7 Key Contacts ............................................................................................................................................................ 8 Post Show Attendee List ......................................................................................................................................... 8 Shipping Information ‐ Inbound .............................................................................................................................. 9 Shipping Information ‐ Outbound ........................................................................................................................... 9 FedEx Shipping Instructions and Pricing .............................................................................................................. 10 FORMS Exhibitor Personnel Registration Form ................................................................................................................. 11 Supporter Registration Form ........................................................................................................................... 12‐13 Freeman Elecrical Order Forms ....................................................................................................................... 14‐18 Freeman Payment and Credit Card Authorization Form ...................................................................................... 19 Freeman 3rd Party Billing Request Form ............................................................................................................... 20 Swisscom Internet Order Form ........................................................................................................................ 21‐24 PSAV Exhibit Order Form (AV Equipment) ....................................................................................................... 25‐26 2|Page
AFFILIATE EVENTS
Organizations wishing to hold group functions in conjunction with the 2014 State of the Art Radiation Therapy – Practical Treatment, Biology and Imaging Meeting must first obtain approval by contacting Brittany Hott at 703‐839‐7390. AIRPORT INFORMATION
The Grand Hyatt San Antonio Hotel is located approximately 8 miles from the San Antonio International Airport. GROUND TRANSPORTATION There are a variety of Ground Transportation options between the San Antonio International Airport and surrounding metropolitan area destinations. Please view one of the options below for more information: 
Car Rentals 
Taxi Cabs 
Shuttle Service 
Hotel Shuttles 
City Bus Service 
Charter Buses 
Limousine Service Ground transportation is located curbside in front of Terminal A and B baggage claim area. Uniformed transportation agents (wearing red shirts) can describe services and provide estimated rates to various destinations. For additional ground transportation information, please call 210‐207‐3465. Parking The Grand Hyatt offers both Self and Valet Parking in their underground garage. Rates include in/out privileges ASTRO does not validate parking. Daily Self Park: 0‐3 Hours: $9 3‐4 Hours: $16 4‐5 Hours: $21 5‐24 Hours: $27 Overnight Hotel Guest: $27 Valet: 0‐1 Hour: $15 Every Add’l Hour: $5 Overnight Hotel Guest: $37 Oversized Trucks: $45 3|Page
EXHIBIT HALL SCHEDULE
Move In Thursday, May 15 3:00 p.m. to 7:00 p.m. Exhibit Hours Friday, May 16 9:30 a.m. to 7:00 p.m. Saturday, May 17 9:30 a.m. – 3:00 p.m. All exhibits must be set by 7:00 p.m. on Thursday, May 15.* After this time ASTRO reserves the right to use any empty space that will compliment the appearance of the exhibits. Please be sure to be present at your booth by 9:00 a.m. All exhibits must remain open until the exhibit hall is completely cleared of all attendees. Exhibits may not be dismantled prior to 3:00 p.m. on Saturday, Saturday, May 17 May 17. All exhibits must remain intact and staffed until that 3:00 p.m. to 6:00 p.m. time. The Grand Hyatt San Antonio staff will dismantle any Move Out exhibits that are not taken down by the end of the published move out time. Exhibits will be responsible for any charges related to tear down. *If you are not able to install your exhibit during the move in hours noted above, you are required to request a variance. Please contact Shirley Harris at 703‐679‐3953 or [email protected] to request a variance. EXHIBIT HALL LOCATION
Exhibit Hall Location: Texas Ballroom A‐C EXHIBITOR APPOINTED CONTRACTORS (EAC’S)
An exhibitor who would like to utilize a non‐official contractor must submit the request to use an Exhibitor Appointed Contractor through the online Exhibitor Resource Center. Exhibitor Appointed Contractors (EAC’s) utilized during the program shall procure and maintain the proper requested insurance coverage and supply ASTRO with a properly completed current certificate of insurance. Exhibitor shall indemnify and defend American Society for Radiation Oncology (“ASTRO”), and/or other employees and/or designated representatives (“designated representatives” to include but are not limited to agents, members, Official Contractors, Officers, and/or Board of Directors), and the Grand Hyatt San Antonio for any claim where Exhibitor’s EAC failed to procure, maintain and/or provide proof of the requested insurance coverage. Certificate of Insurance Each EAC shall provide ASTRO with a valid Certificate of Insurance and a copy of the additional insured endorsements required on the primary and excess/umbrella general liability policies. The insurance form must list as additional insured’s and/or covered locations:  American Society for Radiation Oncology (“ASTRO”) and/or their employees and/or designated representatives  J. Spargo & Associates, Inc.  Grand Hyatt San Antonio  Exhibitor(s) represented (all Exhibitors represented by the contractor must be named as additional insured)  2014 State of the Art Radiation Therapy : Practical Treatment, Biology and Imaging Meeting (May 16‐18, 2014) 4|Page
The insurance form must list as the Certificate Holder: American Society for Radiation Oncology 8280 Willow Oaks Corporate Drive, Suite 500 Fairfax, VA 22031 Minimum Coverage Requirements for Primary and Excess/Umbrella Commercial General Liability Each EAC shall maintain insurance coverage of the types and in the minimum amounts as follows: Limits: Primary: Each Occurrence $1,000,000; Products – COMP/OP AGG $2,000,000; Personal and Adv Injury $1,000,000; General Aggregate $2,000,000 Excess/Umbrella: Each occurrence $1,000,000; Aggregate $1,000,000 Coverage for Contractual Liability and Products Liability The following entities shall be named as additional insureds for all ongoing operations:  American Society for Radiation Oncology (“ASTRO”) and/or their employees and/or designated representatives  J. Spargo & Associates, Inc.  Grand Hyatt San Antonio  Exhibitor(s) represented (all Exhibitors represented by the contractor must be named as additional insured)  2014 State of the Art Radiation Therapy: Practical Treatment, Biology and Imaging Meeting (May 16‐18, 2014) Insurer shall waive any right of subrogation against American Society for Radiation Oncology (“ASTRO”), their officers, directors, agents or employees. Coverage cannot be cancelled or reduced without at least 30 days prior written notice to ASTRO. Workers’ Compensation Insurance Each EAC shall maintain Workers’ Compensation and Occupational Disease insurance in full compliance with all federal and state laws, covering all of EAC’s employees engaged in the performance of any work for Exhibitor. Coverage for Workers’ Compensation and Employers’ Liability shall be insured for the following limit: • Each Accident $1,000,000 • Disease – Each Employee $1,000,000 • Disease – Policy Limit $1,000,000 Automobile Liability Automobile liability must be covered whether EAC has a vehicle on‐site or not. Each EAC shall maintain insurance coverage in the minimum amounts as follows: • Combined Single Limit $1,000,000 EXHIBITOR RESOURCE CENTER The Exhibitor Resource Center allows you access to the following items:  Exhibitor Directory Information – Due on April 11, 2014  Notification of Intent to use an EAC/Non‐Official Contractor – Due on April 18, 2014  On‐site Contact Information – Due on April 18, 2014 Your company’s password to access the Exhibitor Resource Center was emailed to you with your confirmation letter. If you have trouble accessing the site or are not able to locate your password, please contact Shirley Harris, CEM, Exhibit Operations Manager at [email protected] or 703‐679‐3953. 5|Page
EXHIBITOR /SPONSOR REGISTATION Exhibitor Registration To register your exhibit personnel, please complete the registration form that can be found on page 11. Each exhibitor receives two (2) complimentary exhibitor registrations with each tabletop booth. Exhibitor registration provides access to the exhibits area. Exhibitors may attend sessions on a space available basis. Please note that you are not eligible to receive continuing medical education (CME) credit. In order to receive CME, you must be a paid full conference registrant. The deadline to register exhibit personnel is April 18, 2014. Supporter Registration Companies supporting the program receive complimentary full conference registrations based on their level of support. To take advantage of these complimentary registrations, please complete the registration form that can be found on pages 12‐13. Full conference registration provides access to the exhibits area and sessions. This registration type does provide continuing medical education credits. The deadline to utilize your supporter registrations is April 18, 2014. Please refer to the following chart for the number of complimentary badges that your company receives: Supporter Level Full Conference Registrations Lead Ambassador Supporter 6 ASTRO Ambassador 4 Exhibitor Badge: Provides access to the exhibit area and sessions on a space available basis. This registration type does not provide continuing medical education credit. In order to receive CME, you must be a paid full‐conference registrant. Full‐Conference Badge: Provides access to the exhibits area and sessions. This registration type does provide continuing medical education credits. Registration Hours Registration will be located in the Texas Ballroom Foyer. Registration will open as follows: Thursday, May 15, 2014 Friday, May 16, 2014 Saturday, May 17, 2014 Sunday, May 18, 2014 4:00 p.m. – 6:00 p.m. 7:00 a.m. – 5:30 p.m. 7:00 a.m. – 5:00 p.m. 7:00 a.m. – 12:00 p.m.
EXHIBITOR RULES, REGULATIONS AND POLICIES
The Exhibitor Rules, Regulations and Policies, hereinafter referred to as “Rules,” can be found on our website. The Rules have been established by ASTRO to protect the integrity of the technical exhibits and ensure compliance with laws, codes, ordinances and contracts with the exhibition facility. It is the responsibility of the official exhibitor representative as indicated on the Application and Contract for Exhibit Space to ensure that all booth personnel and contractors working on behalf of the exhibitor adhere to the Rules and conduct themselves in a professional manner. 6|Page
HOTEL RESERVATIONS
Hotel Information Grand Hyatt San Antonio 600 East Market Street San Antonio, TX 78205 How to Make a Hotel Reservation Make your reservations online through our Housing Center or contact them directly at 1‐800‐541‐6058. Be sure to state that you are a 2014 State of the Art Radiation Therapy Meeting exhibitor when making your hotel reservation by phone. Hotel Room Rate Single: $199 per night (excluding taxes) Double/Double (up to four people): $224 (excluding taxes) A block of rooms have been set aside for State of the Art Radiation Therapy Symposium attendees at a discounted rate until May 2, 2014. We strongly encourage you to make your reservations early. Reservations made after May 2, 2014, will be processed on a space available basis and may be subject to higher rates. IMPORTANT DEADLINES
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Friday April 11 Friday, April 18 Tuesday, May 6 Thursday, May 15 Friday, May 16 Saturday, May 17 Exhibitor Listing Deadline Exhibitor Personnel and Supporter Registration Deadline PSAV Audio Visual/Internet Discount Deadline Exhibitor setup from 2:00 p.m.– 7:00 p.m. Booths must be set by 7:00 p.m. Exhibit Hall is open at 9:30 a.m. Dismantle begins at 3:00 p.m. Dismantle must be completed by 6:00 p.m. ITEMS INCLUDED WITH TABLE TOP EXHIBIT
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One (1) 6’draped table Two (2) chairs Carpet—please note you should not ship carpet to Grand Hyatt San Antonio. No carpet is required for your table top exhibit. Company identification sign Two (2) complimentary exhibitor personnel registrations General lighting and heating/air conditioning Exhibitors are responsible for all material handling charges. 7|Page
KEY CONTACTS
AUDIO VISUAL/COMPUTER RENTAL PSAV (800) ‐966‐4498 [email protected] ELECTRICAL Freeman (210) 227‐0341 [email protected] EXHIBIT OPERATIONS Shirley D. Harris, CEM (703) 679‐3953 [email protected] HOUSING INFORMATION Stacey Gill Burrows (800) 541‐6058 [email protected] EXHIBIT SALES Companies A‐L Craig Baker (703) 631‐6200 [email protected]
SHIPPING FedEx Office and Print Center/ Grand Hyatt San Antonio (210) 212‐8803 [email protected] SPONSORSHIP OPPORTUNITIES Kathy Peters (703) 839‐7342 [email protected] EXHIBIT SALES Companies M‐Z Michele LaFrance (703) 631‐6200 [email protected] WIRELESS INTERNET Swisscom Keven Byrd (210) 639‐9812 [email protected] MEETING INFORMATION Brittany Hott (703) 839‐7390 [email protected]
REGISTRATION Timothy Sheetz (800) 541‐6058 [email protected]
POSTSHOW ATTENDEE LIST
The final attendee list will be made available within thirty days of the conclusion of the meeting. Please complete the Post‐show Exhibitor Survey to receive the final attendee list. 8|Page
SHIPPING INFORMATION - INBOUND
FedEx will receive your shipment(s) directly at the Symposium site. You may ship via the carrier of your choice. Shipping to Grand Hyatt San Antonio 
Shipments may arrive at the Grand Hyatt San Antonio beginning on Monday, May 12, 2014 between 7:00 a.m. and 7:00 p.m. Shipments arriving at the Grand Hyatt San Antonio prior to May 12, 2014 may be refused for delivery and returned to sender. 
FedEx will charge a shipping and handling fee for all packages received at the FedEx location. These fees apply per package or pallet/crate. All handling fees can be applied to your guest room/master account or billed to a credit card. Please address all shipments as follows: State of the Art Radiation Therapy: Practical Treatment, Biology and Imaging Meeting (Name of Exhibiting Company & Table Number) 600 east Market Street San Antonio, Texas 78205 USA SHIPPING INFORMATION - OUTBOUND
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All exhibit materials must be cleared from the exhibit area by 6:00 p.m. on Saturday, May 17, 2014. Exhibitors are responsible for making arrangements with their individual freight carriers. Pack and label all of your materials. Return your materials to the FedEx Office and Print Center located at the Grand Hyatt San Antonio. The FedEx Office and Print Center at the will be open on Saturday until 7:00 p.m. to assist with any outbound FedEx shipments. If you are shipping outbound through the FedEx Office and Print Center, exhibitors will be responsible for taking their materials to the FedEx Office for handling. Pickup of out‐bound packages by all non‐standard (other than FedEx or UPS) must be coordinated with the onsite FedEx Office location. Please note, the FedEx Office and Print Center may charge additional fees to handle your outbound materials. 9|Page
FedEx Office Product/Service Pricing at Grand Hyatt San Antonio
FedEx Office and Print Center
Open Mon-Fri 7:00 AM—7:00 PM
Sat-Sun 10:00 AM — 5:00 PM
Grand Hyatt
600 E. Market
San Antonio, TX 78205
Phone: 210-212-8803
Fax: 210-212-9522
Email: [email protected]
Your On-site Contacts:
Brian Williams
Center Manager
Phone: 210-212-8803
[email protected]
Jesus Rosales
Assistant Manager
Phone: 210-212-8640
[email protected]
Krystal Escamilla
Event Solutions Consultant
Cell: 210-364-2645
[email protected]
Black & White Copies
$0.23 per single sided impression 24# Bond Paper (8.5 x 11)
$0.25 per single side impression 24# Bond Paper (3HD or 8.5 x 14)
$0.46 per single sided impression 24# Bond Paper (11 x 17)
$0.23 per single sided impression Pastel, Bright Paper (8.5 x 11 or 8.5 x 14)
$0.32 per single sided impression Resume, Executive Paper & Cardstock (8.5 x 11)
$0.32 per single sided impression Cardstock (8.5 x 11)
$0.43 per single sided impression Resume Cardstock (8.5 x 11)
$1.75 Black & White Transparencies (letter)
Color Copies & Services
$1.69 per single sided impression 24# laser (8.5 x 11)
$1.89 per single sided impression 32# laser (8.5 x 11)
$3.38 per single sided impression (11 x 17)
$1.99 per single sided impression Cardstock (8.5 x 11)
$2.09 per single sided impression on Gloss Cardstock (8.5 x 11)
$2.99 Color Transparencies
Finishing Services
$0.05 Machine Stapling, per staple
$0.25 Hand Stapling, per staple
$0.05 Machine Folding
$0.25 Hand Folding, per fold
$0.25 Hand Collating, per page
$0.25 Inserting, per item
$2.00 Cutting, per cut (paper stock — per 500 sheets, card stock — per 250 sheets)
$2.99Lamination (8.5 x 11 or 8.5 x 14)
$4.99 Lamination (11 x 17)
$1.75 Lamination, luggage tag - $0.75 additional for loop or clip
Binding
$5.95 Coil Binding with Clear Cover
$6.49 Coil Binding with Frosted Cover
$1.00 (additional) Binding over 1 inch
Computer Workstations
$0.40 Basic Workstation PC (per minute)
$0.55 Design Workstation PC (per minute)
$0.59 Black & White Laser Prints
$1.99 Color Laser Prints
Fax Services
$2.00 Outgoing Local and Toll Free (per page)
$3.00 Outgoing Domestic/Long Distance (per page)
$1.49 Incoming (per page)
$10.00 International (per page)
PLEASE CONTACT THE
CENTER DIRECTLY
TO LEARN MORE ABOUT
VOLUME/PRE-EVENT
PRICING
Administrative Services
$24.95 (minimum) Document Creation
Signs & Graphics
$39.99 18x24 Print Package (Printed, Mounted, Laminated)
$99.99 24x36 Print Package (Printed, Mounted, Laminated)
*Sales tax is not included. Pricing subject to change. Rev 12/17/2013
10|Page
EXHIBITOR PERSONNEL REGISTRATION FORM
REGISTRATION DEADLINE: April 18, 2014
BADGE CONTACT
__________________________________________________________________________________________________________________________________________
Name
Company
__________________________________________________________________________________________________________________________________________
Phone
Fax
Email
REGISTRATION
Each company with an exhibit booth receives two (2) complimentary exhibitor booth personnel registrations. These registrations are to be used by
individuals who will be involved in the set-up/dismantle of your booth or manning your exhibit during the meeting. Additional exhibitor registrations may
be purchased. Please note that booth staff may attend sessions on a space available basis only.
Please indicate the individuals from your company who you would like to register for the 2014 State of the Art Radiation Therapy Symposium.
EXHIBIT BOOTH PERSONNEL REGISTRANT 1
__________________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, Ph.D, etc.)
Email
__________________________________________________________________________________________________________________________________________
Phone
Fax
EXHIBIT BOOTH PERSONNEL REGISTRANT 2
__________________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, PhD, etc.)
Email
__________________________________________________________________________________________________________________________________________
Phone
Fax
ADDITIONAL EXHIBITOR REGISTRATIONS
AMOUNT DUE
__________________ X _____________ = _____________
Additional Exhibitor Booth Personnel registrations may be purchased.
Please refer to the list below for registration rates:
Advance Registration (On or before April 18, 2014):
$150 per Exhibitor Booth Personnel registration
Number of Additional Exhibitor
Booth Personnel Registrations
 Check, payable to ASTRO (U.S. dollars drawn on U.S. bank)
Credit Card:
HOW TO REGISTER
 American Express
 MasterCard
703-574-8332
Mail:
ASTRO
P.O. Box 418076
Boston, MA 02241-8076
CANCELLATION POLICY
•
•
•
•
•
•
Refunds will be given only if written notification is received on or
before April 18, 2014.
No refunds will be given for cancellations received after April 18,
2014.
All refunds are subject to a $100 processing fee.
Approved registration refunds will be processed thirty days after the
conclusion of the meeting.
Telephone cancellations will NOT be accepted.
Registration fees are not transferable to another individual or
meeting.
QUESTIONS?
Phone: 1-800-541-6058 or 703-449-6418
E-mail: [email protected]
Total Due
PAYMENT
On-site Registration (After April 18, 2014):
$250 per Exhibitor Booth Personnel registration
Fax:
Cost Each
 Discover
 Visa
I agree to the registration cancellation policy and authorize my credit
card to be charged for registration fees to attend the 2014 State of the
Art Radiation Therapy Symposium. Show Management reserves the
right to charge the correct amount if different from the total listed.
________________________________________________________________
Card Number
Expiration Date
________________________________________________________________
Cardholder Name
________________________________________________________________
Signature
________________________________________________________________
Billing Address - Street
________________________________________________________________
City
State
________________________________________________________________
Country
ZIP Code
REGISTRATION FORM
SUPPORTER REGISTRATION FORM
REGISTRATION DEADLINE: April 18, 2014
BADGE CONTACT
__________________________________________________________________________________________________________________________________________
Name
Company
__________________________________________________________________________________________________________________________________________
Phone
Fax
Email
REGISTRATION
Full-conference registration includes access to the sessions, Exhibit Hall and food and
beverage events. Please refer to the chart to the right for the number of complimentary
registrations your company is entitled to receive based on your sponsorship level.
Complimentary Registration
Sponsorship Level
No. of Complimentary
Registrations
Lead Ambassador Sponsor
ASTRO Ambassador
6
4
REGISTRANT 4
REGISTRANT 3
REGISTRANT 2
REGISTRANT 1
Please indicate the individuals that you would like to register for the 2014 State of the Art Radiation Therapy Symposium.
__________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, PhD, etc.)
Email
__________________________________________________________________________________________________________________________________
Company
Phone
Fax
__________________________________________________________________________________________________________________________________
Address
City
State
Zip
Country
 Virtual Meeting ($75.00)
__________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, PhD, etc.)
Email
__________________________________________________________________________________________________________________________________
Company
Phone
Fax
__________________________________________________________________________________________________________________________________
Address
City
State
Zip
Country
 Virtual Meeting ($75.00)
__________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e. M.D., Ph.D., etc.)
E-mail
__________________________________________________________________________________________________________________________________
Company
Phone
Fax
__________________________________________________________________________________________________________________________________
Address
City
State
Zip
Country
 Virtual Meeting ($75.00)
_________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, PhD, etc.)
Email
__________________________________________________________________________________________________________________________________
Company
Phone
Fax
__________________________________________________________________________________________________________________________________
Address
City
State
Zip
Country
 Virtual Meeting ($75.00)
12|Page
REGISTRANT 5
__________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, PhD, etc.)
Email
__________________________________________________________________________________________________________________________________
Company
Phone
Fax
__________________________________________________________________________________________________________________________________
Address
City
State
Zip
Country
 Virtual Meeting ($75.00)
REGIST
RANT 66
REGISTRANT
_________________________________________________________________________________________________________________________________
Name
Professional Suffix (i.e., MD, PhD, etc.)
Email
__________________________________________________________________________________________________________________________________
Company
Phone
Fax
__________________________________________________________________________________________________________________________________
Address
City
State
Zip
Country
 Virtual Meeting ($75.00)
HOW TO REGISTER
Fax:
703-574-8332
Mail:
ASTRO
P.O. Box 418076
Boston, MA 02241-8076
AMOUNT DUE
__________________ X___ $75.00___ = _____________
Number of Virtual
Cost Each
Total Due
Meetings Selected
PAYMENT
CANCELLATION POLICY
•
•
•
•
•
•
Refunds will be given only if written notification is received on or
before April 18, 2014. NO REFUNDS will be given after this date.
All refunds are subject to a $100 processing fee.
Telephone cancellations will not be accepted.
Registration fees are nontransferable to another individual or
meeting.
Cancellation of a registration with the Virtual Meeting package on
or before April 18, 2014, includes cancellation of the Virtual
Meeting package.
Approved registration refunds will be processed 30 days after the
conclusion of the meeting.
 Che ck pa ya ble to AS TRO
Credit Card:
 Am e rica n Expre s s
Dis cove r
Ma s te rCa rd
Vis a
I authorize my credit card to be charged for registration fees
to attend the 2014 State of the Art Radiation Therapy.
ASTRO reserves the right to charge the correct amount if a
different total is listed.
________________________________________________________
Card Number
________________________________________________________
Expiration Date
QUESTIONS?
Phone: 1-800-541-6058 or 703-449-6418
E-mail: [email protected]
________________________________________________________
Cardholder’s Name
________________________________________________________
Cardholder’s Signature
Date
13|Page
The following wattages are approximate and are provided to help you estimate your
power usage. To assist in estimating we recommend that you refer to the name plate or
stamp usually located on the back or bottom of any electrical apparatus and order the
corresponding outlet for each piece of equipment to avoid tripping/power outages during
the event.
The formula for wattage is voltage x amperage (120 volt x 1 amp = 120 watts),
5 - 100 watt light bulbs = (5x100 = 500 watts)
Please feel free to contact our electrical specialists at [email protected]
with any additional questions.
_WATTAGE
Blender
_WATTAGE
475-1000
Imprinter for T-Shirts
2000
Can Opener
500
Iron
700-1100
Card Reader (credit) / Lead Retrieval
100
Juicer - Single
500
100-200
Juicer - Double
1000
Laminator
2000
Cash Register
Coffee Pot - Household Size
Coffee Pot - Large Brewer
600-1200
1500-2000
Lights with Freeman Rental Booths
200 each
Computer - Monitor (independent)
120-200
Meat Slicer 500-1000
Computer - Desktop (monitor & CPU)
200-900
Microwave Oven
Computer - Laptop
100-300
Mixer 500-1000
Computer Printer - Dot Matrix
100-500
Photocopier
Computer Printer - Laser
400-1000
500-2000
dependent upon size - may require 208 volt
Pizza Oven (small)
30amp/120 volt Special Connection
Crock Pot 200-1000
Popcorn Maker
2000
DVD Player
50-100
Projector (dependent upon size)
1000
1200-2000
Refrigerator - Small
400
Fax Machine
1000
Refrigerator - Full Size
750
Flat Screen TV - 32” to 50”
1000
Sewing Machine
1000
500-2000
Steamer
2000
300
Stereo (amplifier)
100-500
Griddle
1500-2000
Television
100-500
Hair Dryer
1000-2000
Toaster
1000
250
Toaser Oven
1500
Heater (portable)
1500-2000
Vacuum Cleaner
1500
Hot Plate Single
1000
VCR
100
Hot Plate Double
1500-2000
Water Cooler - Cold Water
1000
30amp/208 volt/Single Phase
Water Cooler - Hot/Cold Water
2000
Electric Frying Pan
Food Processor
Glue Gun
Heat Lamps (per lamp) Hot Water Heater
FREEMAN electrical services usage guide
ELECTRICAL SERVICES USAGE GUIDE
14|Page
INCLUDE THE FREEMAN METHOD OF
PAYMENT FORM WITH YOUR ORDER
NAME OF SHOW:_________________________________________________________________________________________
COMPANY NAME:______________________________________________________________ BOOTH #:__________________________
CONTACT NAME:_______________________________________________________ PHONE #:__________________________
E-MAIL ADDRESS:________________________________________________________________________________________
For Assistance,
please call 210-227-0241 to speak with one of our experts
5/13 HOTEL FY14
(000000 )
FOR ADVANCE PAYMENT PRICE
Your order with full payment along with a floor plan
indicating main power location and distribution points,
if applicable, must be received prior to:
DEADLINE DATE OF:
Month, Day, Year
Quantity
(For Show
Hours Only)
Show
Quantity
Discount
24 Hr.
Price (For 24 hrs/day
Double Price)
Standard
Price
TOTAL
500 Watts (5 amps)
______
______
80.00
120.00 = $_________
1000 Watts (10 amps)
______
______
110.00 165.00 = $_________
2000 Watts (20 amps)
______
______
151.00 226.50 = $_________
20 Amps
______
______
250.00 375.00 = $_________
30 Amps ______
______
268.00 402.00 = $_________
60 Amps
______
______
3
98.00
597.00 = $_________
100 Amps
______
______
708.00
1062.00 = $_________
200 Amps
______
______
1414.00
2121.00 = $_________
20 Amps
______
______
3
24.00 486.00 = $_________
30 Amps ______
______
395.00 592.50 = $_________
60 Amps
______
______
6
52.00
978.00 = $_________
100 Amps
______
______
9
07.00
1360.50 = $_________
200 Amps
______
______
1400.00
2100.00 = $_________
400 Amps
______
______
2100.00
3150.00 = $_________
Transformer to Boost 208V to Approx. 230V - $4.00 per Amp (20 Amp Min.)
Qty of Amps ________ X Price $ ________ = $_________
Single Light Stand (200w)
______
9
4.00
141.00 = $_________
Double Light Stand (400w)_
______
9
9.00
148.50 = $_________
Arm Light ______
112.00
168.00 = $_________
Overhead Quartz Light*
Contact Branch
*Overhead quartz lights include labor and equipment to install and first focus.
*May require labor and/or lift at additional charge. Please contact
[email protected] for estimated charges.
MULTIPLE OUTLET LOCATIONS / ISLAND
BOOTHS
A scaled floor plan is required for orders with multiple
outlet locations and/or island booths. Detailed
examples are provided on the following page. If a power
location or main drop in an island booth is not provided
prior to show move-in, a location will be determined
by Freeman in order to maintain delivery schedules.
Relocation of the service will be charged on a time
and material basis.
FREEMAN electrical
DISCOUNT PRICE
DEADLINE DATE
TOTAL
COST
ISLAND BOOTHS
For island booths with no labor ordered, there is a
1/2 hour minimum installation charge and a 1/2 hour
minimum dismantle charge.
INLINE AND PENINSULA BOOTHS
Power will be placed in the back of the booth unless
otherwise specified.
24 HOUR SERVICES
If an uninterrupted power supply is required for the
full duration of the show, please order 24 hour power.
Electricity is turned on 30 minutes prior to show
opening and turned off 30 minutes after show closes on
show days. Power will be turned off immediately after
final show closing. If you require power outside actual
show hours, special arrangements should be made in
advance. Additional charges may apply.
SEPARATE OUTLETS
Separate outlets should be ordered for each piece of
equipment and/or each power location.
CANCELLATION
A 50% refund will be applied to electrical services
cancelled after installation. Refunds will not be
issued for materials and/or labor charges related to
the installation.
OVERHEAD POWER
If you require your power from overhead, additional
materials and labor may be incurred. Please contact
[email protected].
For single or double light stand; price includes installation along the side rails of an inline
booth. Placement elsewhere will require additional labor and materials.
Extension cords and power strips are available for rental at the Freeman Service Desk.
Outlet(s)$_______________
Lighting$_______________
Tax 8.25%
$ _______________
Grand Total$ _______________
15|Page
LOCATION OF POWER IN YOUR BOOTH
In-Line and Peninsula Booths
Power will be installed in one location, typically on the floor somewhere along the back of the booth, as indicated in the following
diagrams: (We cannot guarantee that the outlet will be specifically located in the middle.)
x
x
x
x
IN-LINE BOOTHS / PENINSULA
x
BACK TO BACK PENINSULA
If power is required in locations other than indicated above, secondary distribution will be required and billed on a time and material basis. Please complete and submit an Electrical Labor Order Form with your power order, along with a floor plan as described
below.
Island Booths/Multiple Outlets
Floor plans are always required for Island Booths and orders for multiple outlet locations. The floor plan must indicate booth
dimensions, surrounding booth numbers for orientation within the facility, each outlet location, required wattage or amperage and
location for main drop. If power location in an island booth is not provided prior to show move-in, a location will be determined
by Freeman in order to maintain delivery schedules. Relocation of the service will be charged on a time and material basis. See
examples below: A grid is available at freemanco.com to print as a base layout. Aisle 400 ↕4 Feet
Booth
410
←
10 Feet
→
2000 watt
Main Drop Location
Island Booth with one outlet
Backwall
↔
↕
Main Drop
7 Feet
500 watt
3 Feet
FREEMAN electrical instructions
ELECTRICAL INSTRUCTIONS
HOW TO DETERMINE ELECTRICAL REQUIREMENTS
For Equipment
All electrical equipment is stamped or labeled with electrical ratings usually found on the back or bottom of the equipment. Verify
voltage and either amperage or wattage from the information provided. Standard office and household items operate on 110/120
volt power. Machinery and equipment typically require 208 or 480 volt power.
For Lighting
Verify the wattage of the bulbs in the lights and multiply by the number of bulbs/lights.
1000 watt
Front Corner
10 X 20 Booth with multiple outlets
Labor Required
OTHER:
1.Labor is required for any and all electrical work over and above the installation of the main power drop. Please see the
Electrical Labor form for complete details. Please complete the labor order form.
2. Dismantle labor will be automatically charged at 50% of the installation time and rounded to the nearest half hour.
3.All material and equipment provided by Freeman is for rental purposes only and remains the property of Freeman . All
equipment will be removed at the close of the show by Freeman.
4.All equipment regardless of power source, must comply with Federal, State and local codes. Freeman reserves the right to
inspect all electrical devices and connections to ensure compliance with all codes. Freeman is required to refuse
connections where the exhibitor wiring is not in accordance with local electrical code.
5.Standard wall and other permanent building utility outlets or sockets are not part of booth space and may not be used by
exhibitors unless electrical services have been ordered.
6.Exhibitors’ cords must be a minimum of 14 gauge 3 wire with ground and must be flat when used for floorwork. All
multi-outlet devices (eg - power strips) must have circuit protection. All exposed non-current carrying metal parts of fixed
equipment, which are liable to be energized, shall be grounded.
7.Exhibitors’ equipment will be modified to conform to Freeman receptacles. Labor and materials to install or change a cord
cap will be billed on a time and material basis.
8.Exhibitors with hardwall displays must arrange for power to be installed inside the booth or provide access.
9.Power sharing is not permitted between exhibitors.
3/12 ANA (show# )
16|Page
3323 IH 35 North, Suite 120
San Antonio, Texas 78219
(210) 227-0341 • Fax: (469) 621-5611
[email protected]
FREEMAN electrical labor
DISCOUNT PRICE
DEADLINE DATE
INCLUDE THE FREEMAN METHOD OF
PAYMENT FORM WITH YOUR ORDER
NAME OF SHOW:_________________________________________________________________________________________
COMPANY NAME:______________________________________________________________ BOOTH #:__________________________
CONTACT NAME:_______________________________________________________ PHONE #:__________________________
E-MAIL ADDRESS:________________________________________________________________________________________
For Assistance, please call 210-227-0341 to speak with one of our experts.
For fast, easy ordering, go to www.freemanco.com/store
ELECTRICAL LABOR
LABOR RATES & SCHEDULE:
Straight Time -
Monday - Friday, 8:00 am - 4:30 pm (Excluding Holidays)
Overtime -
Monday - Friday, 4:30 pm - 8:00 am and all day Saturday, Sunday and Holidays
Advance
Price
Description
Electrician - ST.............................................................................................................. $ 81.00
Electrician - OT.............................................................................................................. $ 162.00
Condor w/crew - ST....................................................................................................... $ 421.00
Condor w/crew - OT....................................................................................................... $ 495.00
Forklift w/operator - ST..................................................................................................$ 110.00
Forklift w/operator - OT................................................................................................. $ 147.00
Man Cage....................................................................................................................... $ 29.00
Show Site
Price
$ 105.30
$ 210.60
$ 547.30
$ 643.50
$ 143.00
$ 191.10
$ 29.00
Dismantle labor will be charged at 50% of the total install time rounded to the next half hour.
• Show site price applies to all labor orders placed at show site.
• Start time guaranteed only at start of working day.
Review the list of work below to determine if electrical labor is required in your booth. None of the following services
may be performed by other Unions or I & D houses as it falls under electrical jurisdiction. Time and material charges
will apply. Please visit the Freeman service desk to confirm that you are ready for service.
Note: For more information and an example of a completed floorplan please see the following page.
FLOOR WORK:
Floor work is the distribution of electrical under carpet and
flooring.
OK TO PROCEED WITHOUT EXHIBITOR PRESENT:
Complete Before: Date___________Time__________
Work is completed prior to your arrival. Freeman must receive
detailed blue prints/floor plans for power distribution under
carpet.
PRINT NAME: _______________________________________
AUTHORIZED SIGNATURE:____________________________
EXHIBITOR SUPERVISION (DO NOT PROCEED):
Date________Time_________# of Electricians ________
NAME OF ON-SITE CONTACT:_________________________
CELL PHONE:_______________________________________
Special Instructions:___________________________________
___________________________________________________
BOOTH WORK:
Booth work is any of the following. Please check all that apply:
Distribution of electrical overhead (more than one drop
location in your booth).
Distribution of electrical through booth structure.
Mounting of plasmas/LCD monitors and lights.
Connection or hard wiring of all exhibitor equipment.
Lighting used as spot or flood lights.
Assembly and installation of all lighting from truss or
beams (including assembly and hanging of truss).
Wiring of overhead signs.
Installation of electrical headers and/or light boxes.
Other_______________________________________
Labor Request
Date______Time________Est. # Hours_____# Electrician_____
Date______Time________Est. # Hours_____# Electrician_____
Date______Time________Est. # Hours____Lift Type_________
NAME OF ON-SITE CONTACT: __________________________
CELL PHONE:________________________________________
___________________________________________________
Special Instructions: ___________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
5/13 HOTEL FY14
(000000 )
17|Page
1 Labor rates are based on current wage scales and are subject to change in the event of a wage increase after rates have
been published.
2 A minimum charge of one hour is applicable to all labor requests. Additional time on the same day is billed in 1/2 hour increments.
Continuations to another day are a minimum of 1 hour.
3 Labor must be picked up at the Freeman service desk. Charges for labor commence at time of dispatch to service the labor call.
A one hour minimum will apply if an exhibitor representative is not present at the time of call or reschedules the call, unless 24
hour advance notice is received in writing.
4 Labor charges will include the time for electricians to gather the necessary tools and material for the job, have their work
checked by the client and return the tools and material to the supply area.
5 Exhibitors may supply their own 14 gauge, 3 wire extension cords and/or power strips, both of which must be grounded and
UL approved.
CANCELLATION POLICY
A 50% refund will be applied to electrical outlets cancelled after installation. Refunds will not be issued for materials
and/or labor charges related to the installation.
EXAMPLE OF PLAN AND INFORMATION REQUIRED TO COMPLETE FLOORWORK
Please indicate the following on the floor plan.
1. Location and load of main power drop please provide specific dimensions and
wattages/amperages.
2. Location and load of all outlets - please
provide specific dimensions and
wattage, amperage and voltage.
3. Booth orientation - please provide
surrounding aisle and/or booth numbers.
FREEMAN electrical labor
ELECTRICAL INSTRUCTIONS
Booth 462
6 ft
500 watts
6 ft
x
Booth 352
Main Power Drop
x
500 watts
6 ft
10 ft
Booth 654
1000 watts
x
10 ft
6 ft
Booth 446
3/12 ANA (show# )
Page 2 of 2
18|Page
INCLUDE THIS FORM
WITH YOUR ORDER
NAME OF SHOW:
COMPANY NAME:
BOOTH #:
ADDRESS:
BOOTH SIZE :
X
CITY/STATE/ZIP:
PHONE:
EXT.:
FAX #:
PRINT NAME:
SIGNATURE:
CONTACT'S E-MAIL:
Check if you are a new Freeman customer
E-MAIL FOR INVOICE:
Invoices will be sent by e-mail; please provide e-mail address of the person who reconciles your invoices if different than contact's email.
METHOD OF PAYMENT
BY SUBMITTING THIS FORM OR ORDERING MATERIALS OR SERVICES FROM FREEMAN, YOU AGREE TO BE BOUND BY ALL
TERMS & CONDITIONS INCLUDED IN YOUR SERVICE MANUAL.
COMPANY CHECK
BANK TRANSFER
Bank transfer to Bank of America, N.A.; Dallas, TX
Wire Transfer
ABA#: 026009593 ACCT# 1252039192 Freeman
International Wire Transfer
Swift Code: BOFAUS3N ACCT# 1252039192 Freeman
ACH Direct Deposit
ABA#: 111000012 ACCT# 1252039192 Freeman
Please make check payable to: Freeman
Checks must be in U.S. funds drawn on a U.S. or Canadian
bank.("U.S. FUNDS" MUST BE PRE-PRINTED on
Canadian checks.)
Please reference
on your remittance.
CREDIT/DEBIT CARD
For your convenience, we will use this authorization to
charge your credit/debit card account for your advance
orders, and any additional amounts incurred as a result of
show site orders placed by your representative. These
charges may include all Freeman companies, or any
charges which Freeman may be obligated to pay on behalf
of Exhibitor, including without limitation, any shipping
charges. Please complete the information requested below:
AMERICAN EXPRESS
MASTER CARD
Please reference Name of Show & Booth Number so we can
properly credit your account.
Note: Customers are responsible for any bank processing fees.
VISA
FREEMAN method of payment
DISCOUNT PRICE
DEADLINE DATE
FREEMAN NOW ACCEPTS DEBIT CARDS
ACCOUNT NO.:
EXP. DATE:
CARDHOLDER NAME (PRINT):
SIGNATURE:
CARDHOLDER BILLING ADDRESS:
CITY/STATE/ZIP:
ENTER TOTALS HERE
•
•
•
•
FURNISHINGS &
ACCESSORIES
CARPET
MATERIAL
HANDLING
RIGGING
INSTALLATION
CLEANING/
SHAMPOOING
RIGGING
DISMANTLE
PORTER
SERVICE
RENTAL EXHIBITS
& ACCESSORIES
SIGNS
EXHIBIT
TRANSPORTATION
HANGING
SIGNS
UTILITIES
INSTALLATION
LABOR
DISMANTLE
LABOR
GRAND
TOTAL
Remember to order in advance to save time and money. You may place your order by phone, fax, mail, or
use our online ordering service at: www.freemanco.com/store.
Orders received without payment or after the discount price deadline date will be charged at the standard
price.
Copies of invoices may be picked up from the Service Desk prior to show closing.
If you have questions or need assistance with any items not listed, please call and ask for your Exhibitor
Services Representative.
TELL US WHAT YOU THINK
Freeman is committed to providing great customer service. To help us serve you more effectively in the
future, please visit the URL address below upon the completion of your show to provide feedback. Your
input will provide the insight needed to ensure that our customer service is in line with your expectations.
http://feedback.freemanco.com/? 188318
0
19|Page
In order to authorize Freeman to invoice a third party for payment of services rendered to exhibitors, both the exhibiting
company and the third party must complete this form and return it at least 14 days prior to show move-in.
EXHIBITING COMPANY AUTHORIZATION OF THIRD PARTY BILLING
“We understand and agree that we‚ the exhibiting company‚ are ultimately responsible for payment of charges
and agree to be bound by all terms and conditions as described in the Terms & Conditions section of this services manual. In the
event that the named third party does not discharge payment of the invoice prior to the last day of the show‚ charges will revert
back to the exhibiting company. All invoices are due and payable upon receipt‚ by either party. The items checked below are to
be invoiced to the third party.”
YOUR SIGNATURE BELOW DENOTES ACCEPTANCE OF ALL FREEMAN TERMS AND CONDITIONS INCLUDED IN YOUR SERVICE KIT.
EXHIBITOR NAME: (PLEASE PRINT)
EXHIBITOR SIGNATURE:
DATE:
EXHIBITING COMPANY INFORMATION
EXHIBITING COMPANY NAME:
BOOTH #:
EXHIBITING COMPANY ADDRESS:
CITY/STATE/ZIP:
PHONE:
EXT.
FAX:
CONTACT'S E-MAIL:
Indicate which services are to be invoiced to the Third Party:
ALL FREEMAN SERVICES
I&D LABOR/SUPERVISION
MATERIAL HANDLING/IN & OUT
UTILITIES
FREEMAN EXHIBIT TRANSPORTATION
RENTAL FURNITURE/CARPET/SIGNS
BOOTH CLEANING
OTHER______________________________
THIRD PARTY COMPANY INFORMATION
THIRD PARTY COMPANY NAME:
CONTACT NAME:
FREEMAN third party authorization
3323 IH-35 North Ste 120
San Antonio, Texas 78219
Ph: 210/227-0341 • Fax 469/621-5611
[email protected]
THIRD PARTY ADDRESS:
CITY/STATE/ZIP:
PHONE:
EXT.
FAX:
CONTACT'S E-MAIL:
E-MAIL FOR INVOICE:
Invoices will be sent by e-mail. Please provide the e-mail address of the person who reconciles your invoices if different than contact's email.
THIRD PARTY CREDIT CARD AUTHORIZATION
AMERICAN EXPRESS
MASTERCARD
VISA
CREDIT CARD ACCOUNT NO:
EXP. DATE:
CARDHOLDER NAME (PLEASE PRINT):
CARD TYPE:
AUTHORIZED SIGNATURE:
CARDHOLDER BILLING ADDRESS:
CITY/STATE/ZIP:
(000000)
20|Page
Exhibitor Wireless Internet Service Order Form
Grand Hyatt San Antonio
SWISSCOM HOSPITALITY SERVICES EXHIBITOR ORDERING INSTRUCTIONS
*PLEASE READ THOROUGHLY TO ENSURE A COMPLETE SERVICE REQUEST*
1. Fill out the accompanying forms completely: include contact (ordering and onsite), payment information
and signatures on all faxed or mailed service requests.
2. Using a credit card for payment: completely fill out the payment/credit card authorization form. Make sure
signature is the same as the credit card holder’s name; also attach a copy of the credit card holder’s driver’s
license with the form. *Charges will appear as Grand Hyatt San Antonio*
3. Using a check for payment: Mail original check with service order form to Grand Hyatt San Antonio, 600
East Market Street, San Antonio, TX 78205. Make out to Grand Hyatt San Antonio - ATTN: Swisscom
Hospitality Services.
***DO NOT MAKE CHECKS OUT TO SWISSCOM HOSPITALITY SERVICES DIRECTLY***
4. Include service location within your booth: On the bottom of the order form is a diagram for service
location for wireless access. Simply fill in the blank lines with orientation (i.e. front, back and/or adjacent
booth numbers) and mark an (X) within the diagram for laptop/PC location(s).
5. Additional network devices (more than one): When ordering services you will receive one routable IP
address. Any additional devices using network resources (regardless of IP addressing scheme) will be subject
to an additional device fee, charged per device. Simply order additional device/IP addresses for these
connections (in excess of the one included IP address).
*** You will not be permitted to use access points, switches or hubs without paying for the additional devices***
6. Terms & Conditions: Please read through the accompanying terms and conditions as you are acknowledging
such with your order form signature.
7. Services not covered by this form: More network solutions such as; VLAN(s), videoconferencing, WiFi
Hotspots, Webcasting and more are available upon request. Email requests for a customized solution to
Keven Byrd at [email protected].
8. Fax or mailing your order:
Keven Byrd, Fax: 775.242.9074 or Grand Hyatt San Antonio, 600 East Market Street,
San Antonio, TX 78205 - C/O Swisscom Hospitality Services
a. A completely filled out exhibitor form: including number of calendar days of service (show dates),
ordering/onsite contact info, set-up time and service location diagram.
b. A completely filled out payment form: Check/CC info with signature and a copy of the driver’s
license. If you are not comfortable sending this to our private and secure fax, please call and we will
accommodate you as we protect information vigorously.
c. Make sure both the order and payment form are signed: this will make sure there are no delays in
your service request(s).
9. We will contact you within 48 hours of fax receipt via e-mail or telephone and supply you a service invoice
for your records.
10. Questions? Contact Swisscom Hospitality Services – 210.639.9812 (EST) or [email protected]
Account Manager: Keven Byrd M: 210.639.9812 F: 775.242.9074 [email protected]
21|Page
Exhibitor Wireless Service Order Form
Grand Hyatt San Antonio
***NO STAMPS PLEASE - FILL IN ALL FIELDS OR YOUR ORDER WILL NOT BE PROCESSED***
PLEASE PRINT LEGIBLY AND FAX TO KEVEN BYRD AT 775.242.9074
Show Information
Customer Information
Company
Name:
__________________________________________
Ordering
Contact:
__________________________________________
On-Site
Contact:
__________________________________________
Ordering
Contact
Email:
Ordering
Contact
Phone:
Onsite
Cell
Phone:
___________________________
Booth
Number
_________________________
______________________
Set Up
Date
_________________________
______________________
Set Up
Time
________________________
_________________________
Company
Address:
____________________________________________________________________________________
Strike
Date
City:
_________________________________________________ ST: __________ ZIP ________________
Strike
Time
_________________________
____________________________________________________________________________________
Show
Dates
_________________________
Show
Name:
High Speed Wireless Service (per booth)1
Discount1
Standard
x
$ 200.00
$ 250.00
x
$ 100
$ 150
x
$ 100
$ 150
# of Days
Total
Exhibitor HSIA Services are billed per day
Shared Wireless Network Access
T1 or better Wireless connection with 1 routable DHCP IP
address
Additional Services are billed as one-time fee 2
Additional DHCP Device Connections (each)
QTY
DHCP IP address: auto-assigned once connected to network
Additional Static Device Connections (each)
Static IP address: assigned by Swisscom
Installation/Setup Fee (per booth)
1
ABOVE TOTAL
@ $ 95 each
SUBTOTAL
@ 8.250%
x
*STATE SALES TAX –REQUIRED UNLESS ACCOMPANIED BY 501C3*
GRAND TOTAL:
$ 95
____________________________
1. Orders received with payment 30 days prior to first show date qualify for discount.
2. Client must pay for each device connected to the network regardless of addressing scheme used.
_____________
Booth Layout Diagram:
Please mark service location with (X) for wireless access
(FRONT, BACK, SIDES OR ADJACENT BOOTH NUMBERS)
___________
___________
_____________
By placing this order, the undersigned agrees to terms, conditions, limited liability and acceptable use policy as stated at the end of this
form and as posted at www.swisscom.com/hospitality
Authorized Signature: __________________________________________________________________________ Date: _______________________________
Account Manager: Keven Byrd
M: 210.639.9812
F: 775.242.9074
[email protected]
22|Page
Exhibitor Wireless Service Order Form
Grand Hyatt San Antonio
Payment and Credit Card Authorization
Payment Information
Company Check or Money Order→
Swisscom SO# (Completed by Swisscom HS) _______________
MAKE PAYABLE TO: GRAND HYATT SAN ANTONIO
Grand Total: ________________
(total from order form)
MAIL TO: 600 EAST MARKET STREET, SAN ANTONIO, TX 78205
ATTN: ACCOUNTING - C/O SWISSCOM
** IF PAYING BY CREDIT CARD YOU ARE AUTHORIZING GRAND HYATT SAN ANTONIO TO CHARGE YOUR CREDIT CARD IN THE
AMOUNT LISTED ON YOUR ORDER FORM**
*CC
Type: ___________ Acct #: ___________________________________
Exp. Date __________
CC Billing Address: _____________________________________ Billing Phone #: ____________________
City____________________________ State: ______ Zip: ____________
Name on CC ________________________________ Authorized Signature: __________________________
**ONCE COMPLETED FAX TO 775.242.9074
(this is a private and secure direct fax to Swisscom Hospitality Services)
a. A completely filled out exhibitor form: including ordering/onsite contact info, set-up time and
service location diagram.
b. A completely filled out payment form:
If paying by CC – all CC info with signature and a copy of the driver’s license.
If paying by check - include a copy of the mailed check in the fax.
c. Make sure both the order and payment form are signed: this will make sure there are no delays in
your service request(s).
By placing this order, the undersigned agrees to terms, conditions, limited liability and acceptable use policy as stated at the end of this
form and as posted at www.swisscom.com/hospitality
Authorized Signature: __________________________________________________________________________ Date: _______________________________
Account Manager: Keven Byrd
M: 210.639.9812
F: 775.242.9074
[email protected]
23|Page
Exhibitor Wireless Service Order Form
Grand Hyatt San Antonio
General Terms & Conditions
Swisscom’s network management services (the “Services”) may include
1. Services.
connection to the Internet. In order to provide Internet connectivity, Swisscom shall: (a)
manage all data circuits; (b) ban all unauthorized wireless access points and signals – otherwise
known as Rogue APs; (c) provide on-site technical assistance, as needed and in the reasonable
discretion of the parties; and (d) provide a twenty-four (24)-hour telephone support and
monitoring of the network and all network equipment from its network operations center NOC.
2. Policies Incorporated by Reference. Swisscom’s Privacy Policy and Acceptable Use
Policy, as such may be amended from time to time, each of which is posted on Swisscom’s
Web site at www.Swisscom.com/Hospitality, are hereby incorporated by this reference as if
fully set forth herein, and Customer shall be bound by the terms thereof.
3. Configuration by Swisscom. In the event that Swisscom configures any of Customer’s
hardware and/or software so that the Customer may use the Services, such configuration shall
be undertaken with reasonable care and in keeping with standard industry practices. Under no
circumstances shall Swisscom be liable to Customer for any damage caused by such
configuration, and Swisscom makes no representation or warranty that any such configured
hardware or software shall be in fact be compatible with the Services or returned to its original
condition or configuration at any time. Any re-configuration of Customer’s hardware and/or
software shall be undertaken by Customer at its sole risk and expense.
4. Limitation of Security. Customer acknowledges that messages sent over the Internet are
not guaranteed to be completely secure, and Customer shall not hold Swisscom responsible for
any damages caused by any delay, loss, diversion, alteration or corruption of any messages or
data which are sent or received through or by means of the Services. Communications over the
Internet may be subject to interruption, transmission blackout, delayed transmission due to
Internet traffic or incorrect data transmission due to the public nature of the Internet or
otherwise, and Swisscom shall not be liable for any loss or damage resulting therefrom. All
activities conducted in connection with Customer’s use of the Services are at Customer’s own
risk. Swisscom does not warrant the security of any information Customer may forward or be
requested to provide to any third parties.
5. No Warranties. Customer acknowledges that it is technically impracticable to provide
Services free of faults, and Swisscom does not undertake to do so. Swisscom hereby warrants
that it shall perform the Services in accordance with the terms hereof. SERVICES ARE
PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS AND ALL OTHER
WARRANTIES ARE HEREBY EXPLICITLY DISCLAIMED, INCLUDING WITHOUT
LIMITATION, ANY AND ALL WARRANTIES OF MERCHANTABILITY AND/OR
WARRANTIES OF FITNESS FOR ANY PARTICULAR PURPOSE. Without limiting the
foregoing, it is agreed and understood that while Swisscom is obligated to facilitate
connectivity to the Internet as a part of the provision of the Services, Swisscom makes no
representation whatsoever as to the functionality of the Internet itself. Customer acknowledges
that ultimate connectivity to the Internet depends in substantial part on the capacity of
hardware, software and other means and devices which are beyond the ability of Swisscom to
control or manage.
6.
Limitation of Liability. Neither Swisscom nor its affiliates shall be liable to Customer
or any third party on account of any claim; loss; lost revenues or profits; consequential,
indirect, incidental or punitive damages; costs; court costs and attorneys’ fees; expense or
liability suffered, incurred or sustained by Customer from any cause arising from or relating to
this Agreement, including, without limitation, damages claimed as a result of any temporary or
permanent failure of availability or performance of the Services, unless such claim, loss,
damage, cost, expense or liability stems from the willful breach or gross negligence of
Swisscom relating to its obligations under this Agreement. Swisscom’s entire liability for any
claim, loss, damage or expense from any cause arising out of or related to this Agreement,
whether based on contract, tort, warranty or on any other legal or equitable ground shall be
limited solely to money damages and shall in no event exceed sums actually paid for the
Services provided pursuant to this Agreement.
7.
Indemnification. Customer shall indemnify and hold harmless Swisscom, the owner
and manager of the property where the Services are provided, as well as each such party’s
officers directors, employees, agents and assigns, from and against any claims which may
result from damages caused to Customer and/or any third parties by virtue of Customer’s use of
the Services and any failure thereof and all loss, cost, damage, expense or liability, including,
without limitation, court costs and attorneys’ fees, arising out of, in whole or in part, directly or
indirectly, intentional violations of any applicable law or governmental regulation by
Customer. Further, Customer acknowledges that Swisscom has no control over the content of
information transmitted by Customer or its users and that Swisscom does not examine the use
to which Customer or its users put the Services or the nature of the information Customer or its
users send or receive. Customer shall indemnify and hold Swisscom, its stockholders, officers,
directors, employees and agents harmless from any and all loss, cost, damage, expense or
liability relating to or arising out of the transmission, reception, and/or content of information
of whatever nature transmitted or received by Customer or its users.
8. Service Interruptions, Modifications, and Instructions. Customer agrees that Swisscom
may, as required in its sole discretion: (a) temporarily suspend the Services for the purpose of
repair, replacement, maintenance or improvement of any of Swisscom’s equipment, software
or telecommunication services; (b) vary the technical specification of the Services for any
reason; or (c) give instructions about the use of the Services resulting from any applicable law,
rule, or regulation. Such instructions shall be deemed to form part of this Agreement.
9. Dispute Resolution. In the event that this Agreement and/or the Services become the
subject of a dispute between the parties, such dispute shall be resolved between the parties
exclusively through arbitration, in accordance with this Section 9 and the commercial dispute
resolution procedures of the American Arbitration Association. Each party shall select one
person to act as an arbitrator, and a third arbitrator shall be chosen by the first two arbitrators
(such three arbitrators, the “Panel”). The judgment on the award rendered by the Panel may be
entered in any court having competent jurisdiction and shall be final, non-appealable and
conclusive and binding upon the parties. The arbitration shall be held in Washington, D.C.
Each party shall bear its own expenses incurred in any such arbitration. The arbitrator shall not
be empowered to award costs, fees or damages in excess of the limitations imposed herein to
either party.
10. Miscellaneous.
A. Force Majeure. Swisscom shall not be liable for its failure to perform any of
its obligations herein if such failure results from delays, failure to perform, damages, losses or
destruction, or malfunction of any equipment or any consequence thereof caused or occasioned
by, or due to fire, flood, water, the elements, labor disputes or shortages, utility curtailments,
power failures, explosions, civil disturbances, governmental actions, shortages of equipment
for supplies, general disruption of the Internet, unavailability of transportation, acts or
omissions of third parties, acts of God, or any other cause beyond Swisscom’s reasonable
control.
B. No Waiver. The failure of either party to enforce or insist upon compliance
with any of the provisions herein or the waiver thereof, in any instance, shall not be construed
as a general waiver or relinquishment of any other provision hereof.
C. Binding Effect; Amendment. This Agreement shall be binding upon and
enforceable against Customer and anyone using or accessing the Services by or through
Customer, as an employee, agent, invitee or otherwise, and Customer shall be responsible for
the conduct of such persons. This Agreement may not be amended except by an instrument in
writing, executed by the parties.
D. Notices. All notices, requests, consents, and other communications hereunder
shall be in writing and shall be deemed effectively given and received upon delivery in person,
or one business day after delivery by national overnight courier service or by telecopier
transmission with acknowledgment of transmission receipt, in each case addressed to the
parties to this Agreement.
E. Merger. This Agreement supersedes and merges all prior agreements,
promises, understandings, statements, representations, warranties, indemnities and covenants
and all inducements to the placing and accepting of this Agreement relied upon by either party
herein, whether written or oral, and embodies the parties’ complete and entire agreement with
respect to the subject matter hereof. No statement or agreement, oral or written, made before
the execution of this Agreement shall vary or modify the written terms hereof in any way
whatsoever.
F. Third Party Beneficiaries/Parties in Interest. This Agreement has been made
and is made solely for the benefits of parties, and their respective successors and permitted
assigns. Nothing herein or in this Agreement is intended to confer any rights/remedies on any
third party.
G. Relationship of the Parties. Each party hereto shall conduct itself under this
Agreement as an independent contractor and not as an agent, partner, joint venturer or
employee of the other party, and shall not bind or attempt to bind the other party to any
contract. Nothing contained herein or in this Agreement shall be deemed to form a partnership
or joint venture between the parties.
H. Severability. If any term or provision of this Agreement is determined to be
illegal, unenforceable, or invalid in whole or in part for any reason, such illegal, unenforceable,
or invalid provisions or part(s) thereof shall be stricken therefrom and such provision shall not
affect the legality, enforceability, or validity of the remainder of this Agreement. If any
provision, or part thereof, of this Agreement is stricken in accordance with the provisions of
this section, then the stricken provision shall be replaced, to the extent possible, with a legal,
enforceable, and valid provision that is as similar in tenor to the stricken provision as is legally
possible.
I. Governing Law. This Agreement shall be governed by the laws of the
Commonwealth of Virginia, regardless of its laws regarding conflicts of laws.
Account Manager: Keven Byrd
M: 210.639.9812
F: 775.242.9074
[email protected]
24|Page
American Society for Radiation Oncology
State of the Art Radiation Therapy
May 16-18, 2014
Grand Hyatt San Antonio
San Antonio, Texas
Questions?
Place your order on line at: ctsorders.psav.com
Submit your order via fax: 866.312.4404
Call 800.966.4498 or email: [email protected]
SHOW ID# 140510
CUSTOMER INFORMATION
Booth Name: ___________________________________________________
Booth Number: _____________________________________________
Company: _____________________________________________________
On-site Contact: ____________________________________________
Address: ______________________________________________________
On-site Cell: _______________________________________________
City: _____________________________
State & Zip: _________________________
Ordered By: _______________________
Fax: _______________________________
Phone: ___________________________
Email: _____________________________
ALL PRICING IS FOR THE LENGTH OF SHOW
LCD Monitors
Deliver/Setup:
Delivery Date: _________________________________
Select One:
Please call for items not listed on form.
8am-10am
10am-12noon
1pm-3pm
On or Before
Qty
Please Select One
(Includes Speakers)
(someone MUST be present for delivery)
20%
3pm-5pm
On or After
5/6/14
5/7/14
Discount Rate
Standard Rate
Total
24" LCD Video and Data Monitor (16:9)
Wall Mount
Tabletop
$
280.00
$
350.00
32" LED Video and Data Monitor (16:9)
Wall Mount
Tabletop
$
480.00
$
600.00
40" LED Video and Data Monitor (16:9)
Wall Mount
Tabletop
$
660.00
$
825.00
46" LCD Video and Data Monitor (16:9)
Wall Mount
Tabletop
$
880.00
$
1,100.00
55" LED Video and Data Monitor (16:9)
Wall Mount
Tabletop
$
1,080.00
$
1,350.00
60" LED Video and Data Monitor (16:9)
Wall Mount
Tabletop
$
1,260.00
$
1,575.00
Chrome Floor Stand w/ Shelf (For PSAV 32" or larger monitors only)
Shelf
No Shelf
$
200.00
$
250.00
$
960.00
$
1,200.00
Specialty Equipment
Please Select One
42" LCD Dual-Touch Touchscreen Monitor (16:9)
Wall Mount
Tabletop
46" Seamless LCD Video Wall Displays Available
Please Call for Quote
70" or Larger LCD/LED Video Monitors Available
Please Call for Quote
Single-Touch and Multi-Touch Touchscreens Available
Please Call for Quote
IMPORTANT INFORMATION
Please let us know what source(s) will be used with the monitor(s) selected above, if providing your own:
PC Laptop _______
HDMI, VGA, Display Port or Mini Display Port
Multiple sources ________________________; Other
(please circle one);
iPad or Mac __________ 30pin, Lightning, Mini Display Port or Thunderbolt
Multi-Purpose Computers - Windows
DVD or other Video Playback Device________;
(please specify)_________________________
(please circle one)
(17" LCD Monitor, Wired Mouse and Keyboard included with Desktop Computer)
Desktop - i7 Quad Core 860, 2.80 GHz, Win7, 4G RAM, 1TB HD, DVD-RW, MS Office 2010
$
440.00
$
550.00
Laptop - i5 Quad Core, 2.4 GHz, Win7, 2G RAM, 129G HD, DVD-RW, MS Office 2010
$
380.00
$
475.00
$
440.00
$
550.00
Presentation Computer - Windows
Laptop - Intel i7 Quad Core, 2.8Ghz, Win7, 4GB RAM, 440GB HD, DVD-RW,MS Office 2010
Computers - Macintosh
MAC Mini Dual Core, 2.5Ghz, Mac OSX Lion, 4GB RAM, 500GB HD, DVD-RW (Monitor not included)
$
400.00
$
500.00
21.5" iMAC Dual Core, 2.5GHz, Mac OSX Lion, 4G RAM, 500GB HD, DVD-RW, Built-in 21.5" Monitor
$
500.00
$
625.00
Computer Accessories & Printers
$
300
HP LaserJet 4000 Series Black & White Printer (25 PPM, Mac, PC, Network)
$
200.00
$
250.00
Keyboard and Mouse - Wired
$
24.00
$
30.00
Keyboard and Mouse - Wireless
$
48.00
$
60.00
Computer Speakers w/ Subwoofer
$
36.00
$
45.00
Blu-Ray DVD Player (Plays both standard DVD and Blu-Ray DVD)
$
140.00
$
175.00
Multi-Format DVD Player (Region Free, NTSC/PAL)
$
140.00
$
175.00
VGA Distribution Amplifier (1x4)
$
52.00
$
65.00
Video Distribution Amplifier (1x4)
$
52.00
$
65.00
HDMI Distribution Amplifier (1x4)
$
52.00
$
Miscellaneous
PSAV reserves the right to modify this form at any time.
Rev 7/13 AVC3
65.00
Page Total
Continue next page
25|Page
American Society for Radiation Oncology
State of the Art Radiation Therapy
May 16-18, 2014
Grand Hyatt San Antonio
San Antonio, Texas
SHOW ID# 140510
Company: ________________________________________________________
Booth #: _____________________________________________
Total Page One
Audio
Please Select One
Wired Microphone
Handheld
Lav
$
60.00
$
75.00
UHF Wireless Microphone
Handheld
Lav
$
240.00
$
300.00
UHF Wireless Microphone - Headset
$
240.00
$
300.00
Individual Self Powered Speaker with stand (up to 10 people)
$
72.00
$
90.00
Small Exhibit Sound System with (2) speakers and (2) stands (up to 50 people)
$
176.00
$
220.00
Large Exhibit Sound System with (2) speakers, (2) stands and 4ch mixer (up to 100 people)
$
212.00
$
265.00
QTY
20%
Discount Rate
Standard Rate
Please Call for Quote
Custom Exhibit Sound Package
Audio Distribution Amplifier (1x4)
$
52.00
$
65.00
4 Channel Audio Mixer
$
60.00
$
75.00
Additional Equipment -
Please call Exhibit Services at 800.966.4498 for specialty equipment and services not listed.
Terms & Conditions
Please allow 72 hours to confirm your order. If you do not receive a confirmation from PSAV, your order has not been received.
Equipment
Rental Total
Your card WILL be charged approximately 10 days prior to show start date.
PSAV will NOT deliver equipment to an unattended booth. An authorized representative must sign for all equipment.
Delivery & Pickup labor charges include drayage, delivery, setup, on-site service and pickup. ($125 minimum charge.)
Cities with UNION regulations are subject to local prevailing labor rates, which can affect the labor charges.
Sales taxes are estimated and are due on all equipment and labor where applicable.
($125 Minimum)
The prevailing sales tax rate at the time the customer's credit card is charged will be applied.
Wall Mounted
IMPORTANT: PSAV Cancellation Policy - All cancellations must be submitted in writing.
Cancellations received by PSAV on or after:
5/11/2014
are subject to a charge of 50% of the order total. Cancellations
received less than 24 hours prior to the day of scheduled delivery (including no shows) are subject to the full amount of the order.
** Wall Mounting
San Antonio Rates
ST Hours (1.0X)
$56.00
Monday - Friday 8am to 5pm
OT Hours (1.5X)
$84.00
Monday - Friday 5pm to 12am; Saturday after 8 hours
DT hours (2.0X)
$112.00
Monitor(s), add
$112.00
PER monitor
Monday - Saturday 12am to 8am; all day Sunday; after 14 hours
Additional 2 hours of labor per monitor will be added to your order based upon local labor rates and parameters. If PSAV is
required to mount a monitor above 5' from the floor, additional labor will be applied. Call for quote. PSAV is NOT responsible
for attaching the hardware to the structure. Please ensure the hardware is attached to the structure PRIOR to installation.
Tax Exempt Status
If you are exempt from payment of sales tax, we require an exemption certificate for the state
in which the event is held. Events held in Chicago also require the Personal Property Lease/Rental Transaction Tax - 7550 form.
Damage Waiver
If you would like a copy of the waiver, please contact us. By completing this section and by signing
this form, you agree to PSAV's Equipment Loss and Damage Acknowledgment.
LABOR NOTICE: In venues where union participation is mandatory, delivery and pickup times are not guaranteed.
CREDIT CARD INFORMATION
30%
Delivery &
Pickup Labor
Damage Waiver
12% of
Rental Total
Yes
No
8.250%
Sales Tax
Rental Total
& Labor/Waiver
Grand Total
circle one
Name on Card: _______________________________________________________________
Company: _______________________________________________________
Card Number: ________________________________________________________________
Billing Address: ___________________________________________________
Expiration Date: ______________________________________________________________
City: ___________________________________________________________
State/Zip: _______________________________________________________
Card Holder Signature: _________________________________________________________
Mail order with Payment to: PSAV
Paying by Check?
925 Freeport Parkway, Suite 100, Coppell, TX 75019
Phone Number: ___________________________________________________
Please allow PSAV to confirm total PRIOR to SENDING check.
Tel: 800.966.4498
Fax: 866.312.4404
Wire Transfer: Call for instructions International orders can take up to one week to receive, please plan accordingly.
Rev 7/13 AVC3
26|Page