Terms & Conditions for Event Organizers

Terms & Conditions for Event Organizers

To ensure the smooth execution of your event, please take note of and abide by the following terms and conditions.

Meetings

  • All event layouts and room configurations must be approved by the conference coordinator in advance.
  • No later than three days prior to the event, a joint meeting to confirm all loading logistics and service needs must be attended by the event organizer, construction vendor, and the coordinator.

Loading & Unloading

  • All loading and unloading times must be approved by the coordinator in advance and must be strictly adhered to.
  • Prior to loading and unloading, please register at the Hotel Security Desk.
  • The event organizer must remain on-site to supervise loading and unloading.
  • Reparation for any damage caused to the building, carpeting, or other furnishings will be charged at cost. When loading and unloading, the use of protective floor boards is recommended. 
  • All vehicles entering the hotel grounds must be cleared with the coordinator in advance and must use the designated parking area.
  • All equipment brought into the venue must be approved in advance by the coordinator.

Construction

  • The venue's walls may not be altered by the use of nails, thumbtacks, paint, or any other such materials.
  • All loading and unloading personnel must use the designated entrances and exits and be dressed with propriety.
  • Access to emergency exits, vents, and fire extinguishers may not be blocked at any time. In addition, the ceiling sprinkler system may not be tampered with or subjected to any source of heat.
  • Open flame may not be used on site, nor may hazardous or combustible materials be  brought onto the premises. 
  • Any electrical work involved in the venue construction must be approved by the coordinator in advance. Upon completion, the coordinator must approve the set-up prior to its use.
  • All signage, including its size, content, placement, and hours of use, must be approved by the coordinator in advance.

During the Event

  • The hotel assumes no responsibility for the safety of exhibited materials during loading, unloading, and throughout the course of the event.
  • Security personnel, if required, must be engaged by the organizer.
  • During the event, the provision or sale of any food or beverage not coordinated through the hotel is prohibited.

Breaks & Smoking

  • All loading, unloading, and construction personnel must use the smoking and rest areas designated by the hotel. Please refrain from using the hotel lobby and restrooms.

Rubbish Removal and Vehicle Safety

  • All empty boxes, displays, and waste materials must be carried off the hotel premises and disposed of by the organizer.
  • The hotel assumes no responsibility for theft or damage to vehicles incurred during loading, unloading, or the event itself.

Venue Rental Fees

  • Venue Rental Fees are outlined here.
    1. A 50% surcharge applies to the rental fee of any venue prior to 09:00 or after 21:00.
    2. Published hours for exhibitions and other events open to the public must fall between 09:00 and 21:00.
    3. Electrical charges for equipment brought in will be levied separately.

Fees for Loading, Construction, & Unloading

  • The published venue rental fees apply to use of the property for loading, construction, and unloading between 9:00 and 21:00, with the following exceptions:
    • When conducted between 17:00 and 24:00, 50% of the daily rate will be charged.
    • When conducted between 21:00 and 24:00, 25% of the daily rate will be charged.
  • The hotel reserves the right to revise loading times at its discretion.
  • For exhibitions, no charges will be levied for unloading conducted after the event begins and prior to 21:00 that day. For unloading conducted between 21:00 and 24:00, 10% of the daily rental fee will be charged. 

Appointment of Requisite Staff

The hotel will finalize its appointment of requisite event personnel, including the waitstaff for catered affairs, by 12 noon two days prior to the event. Should the expected number of attendees decrease, please notify your event coordinator prior to this time; otherwise full personnel charges will apply.

Cancellation Charges

Please be advised that cancellation charges apply as follows:

  1. Exhibitions, Meetings, & Other Events
    1. When notification is received from 60 days in advance to noon of the previous day:
      50% of the estimate less the 10% service charge
    2. When notification is received after noon of the previous day:
      100% of the estimate less the 10% service charge
  2. Catered Affairs
    1. When notification is received from 60 to 30 days in advance:
      The estimated venue rental fee will be charged in full.
    2. When notification is received from 29 to 14 days in advance:
      30% of the estimate less the 10% service charge
    3. When notification is received from 13 days in advance to noon of the previous day:
      50% of the estimate less the 10% service charge
    4. When notification is received after noon of the previous day:
      100% of the estimate less the 10% service charge
  • • A surcharge may be levied for changes to the planned date.
  • • Venue rental fees are inclusive of applicable taxes and a 10% service charge.

Payment Due Date

  • Full payment of the estimate is due, in cash, seven days in advance of the event date. Any outstanding payments or refunds are to be settled within 15 days of the event.
Reservations
Possible period of stay: 2014-04-25 - 2014-10-31
2014-04-252014-10-31
Accommodation Plans