EXHIBITS POLICIES AND PROCEDURES:
There is a one-time charge of $150 for each 8’ x 10’, 10’ x 10’ Exhibit Booth or Table Top Exhibit which includes 1 draped table and two chairs (does not include Pipe & Drape). Based upon Hotel Inventory.
Exposition Services: Innovative Expo, is the preferred Exposition Service Company of the Hotel for tradeshow related services. Innovative Expo offers a wide range of show management and exhibitor related services from custom signage to entrance treatments to furniture and equipment rentals.
Floor Plans: Hotel must receive, prior to publishing the exhibitors’ prospectus, an exhibit floor plan approved by the San Diego Fire Department, Deputy Fire Marshall, Fire Prevention Bureau, 1222 First Avenue, San Diego, CA 92101 (619) 533-4460.
Exhibit Materials: All exhibits and materials must conform to the Codes of the City of San Diego and the State of California.
Exhibit Security: Security for exhibits and exhibit materials will be Group’s responsibility and Hotel accepts no responsibility for loss or damage to such items. Hotel may require Group, at its sole expense, to provide security whenever appropriate considering the size or nature of the Group. Group must coordinate security arrangements with Hotel’s Director of Security, who must approve any guard or security company to work on Hotel property.
Exhibit Storage: Because of extremely limited storage facilities, Hotel cannot accept exhibit materials until the day of exhibit setup. Any materials arriving at the Hotel prior to the day of exhibit setup will be forwarded to the official drayage company of booth decorator’s choice. The Hotel will not be liable for additional freight or storage charges. Package Room services and storage will be charged at applicable rates.
Access Doors:
Golden State Ballroom…Ramp Entrance 12’ wide x 14’ 5” high and Dock Entrance 12’ wide x 10’ 11” high
Town and Country Ballroom…9’ 9” wide x 14’ high
Pacific Ballroom…9’ 10” wide x 13’ high
Lower Level Exhibit Hall…27’ wide x 7’ 11” high
Electrical, Rigging for Exhibits: Hotel will provide electricity at its source. All temporary electrical services for tradeshows, exhibitions and exhibitors requirements will be performed exclusively by Edlen Electrical Services. Extraordinary electrical requirements should be provided to the Hotel and Edlen by the contractor or subcontractor(s) at least (1) month prior so that proper arrangements may be made. Rates will be determined when requirements are provided. All rigging for exhibits will be performed exclusively by the in-house audiovisual company Pinnacle Live at applicable rates. Please contact Pinnacle Live at (619) 419-2861.
Receiving & Shipping: The Hotel offers limited receiving and shipping services. Applicable rates will be charged at time of event.
Freight Trucks: Due to the unique nature of the Hotel, please consult with the Convention Services Manager for placement and unloading of trucks.
Vehicle Exhibits: Fuel tanks must be emptied and gas caps sealed prior to entering exhibit rooms.
Battery cables must be disconnected.
Drip trays and/or other suitable means must be provided by the exhibitor to protect Hotel carpets.
Exhibit Hall Tables & Chairs: Hotel will not provide tables or chairs for the Exhibit Hall. These can be arranged through your contracted decorator or other local vendors.
Banquet and/or Exhibit Hall Cleanup: The exhibit services company/vendors are responsible for removing all leftover flowers, furniture, cartons, printed material, visqueen plastic, etc., and repair of any damage that has occurred to the hall and Hotel area. The room must be broom swept and the Hotel will be responsible for vacuuming the ballroom carpets on load out. There will be a charge of up to $1,000 for any trash/flowers/etc. left-over following departure.
POSTING DAMAGE: No posting on any surfaces. In limited circumstances, banners may be hung. Advance notification IS required and applicable labor charges will be assessed. Walls, doors, ceiling and mirrors in ballroom and meeting rooms must be free of any materials at all times. If damage occurs, a charge from will be assessed per occurrence.
FURNITURE: All existing furniture in the foyer and meeting facilities may NOT be moved at any time.
LOADING/UNLOADING: All loading or unloading involving access to the convention center must be done in designated areas. Consult your Sales Representative for locations. Vehicles are not permitted in the Flamingo Lawn area. Any loading or unloading must be done on the asphalt area immediately west of the Palm Tower. All materials are to be transported to the Hotel freight doors via carts or dollies.
OUTSIDE VENDORS: Any outside company providing audio visual, staging, lighting, or sound, or decorators will be required to submit a CERTIFICATE OF INSURANCE for approval and must sign a HOLD HARMLESS AGREEMENT FORM. Our insurance carrier prohibits Hotel from making available for any use, its ladder, lifts or similar equipment.
DELIVERY HOURS: Please note that peak hotel delivery hours are from 6am to 11am…Load in and load out should be scheduled around those hours when possible.
All trucks should expedite load in and load out, meaning a focused effort.
Dock area must remain accessible for hotel staff to empty trash and or Trash Company to remove dumpsters.
Dock Area is not large enough for equipment/crate storage on dock or walkways. This creates a safety concern for drivers and hotel employees.
When Unloading and Loading please use the North Bay only.
Please refrain from storage of equipment and or crates along south wall of loading dock. Hotel cannot be responsible for damaged or stolen goods.
Please remove all crates & pallets left behind. Town and Country is not responsible for this clean up.
No overnight/weekend or long term parking on dock bay or loading dock area will be permitted.
Thorough cleaning of dock upon departure is required. A $1,000-$2,000 fee will be imposed if all garbage and packaging is not removed.
The Following Applies When Setting up Exhibits Shows:
FOYER AREA: Foyer areas are designed solely for registration and social events. For this reason the Hotel prohibits and loading or unloading through foyers. Loaded and unloading shall take place only through freight doors.
LOADING AND UNLOADING: Plywood shall be laid for set up and tear down in the Town and Country Ballroom. Existing benches and tables are to remain where located and plywood pathways shall be formed to reach the overhead door. Dollies and forklifts may move on the plywood pathway. No equipment or crates shall be placed in the patio area. Staging shall be on the asphalt areas immediately west of the Palm Tower.
BALLROOM REGULATION: Plywood shall be laid in all aisles and entrances when moving freight in and out of the Golden State Ballroom, Town and Country Ballroom, Pacific Ballroom and Palm Ballroom. Only forklifts and other heavy equipment with pneumatic tires may be used on any carpeted area.
CRATE STORAGE: Any storage of crates beyond the confines of the exhibit booths is prohibited.
EXIT SIGNS: It shall be the responsibility of each decorator to supply exit signs that conform to the fire codes when utilizing the lower level.
TABLES AND CHAIRS: For the Exhibit Hall can be arranged through your booth decorator.
Innovative Design, the official booth decorator, to furnish exhibit plan and present it to San Diego Fire Department and obtain any permits if required. Contact is:
Deputy Fire Marshall
San Diego Fire Department
Fire Prevention Bureau
525 “B” Street (7th floor)
San Diego, CA 92101
(619) 533-4400
NO CANOPIES: Over the exhibits.
SECURITY: Is the responsibility of Group Name: RAS International If outside security services are required, please contact Hotel Security at (619) 291-7131 Ext. 4800 for coordination. Companies providing security services must be approved by the Hotel. The Hotel cannot be responsible for unattended articles left in the meeting facilities.