ology - Hilton · 2018. 7. 2. · ology . 2 2018 echnology Event Tech Event Technology Cancellation...

1

Event Tech5400 John Q. Hammons Dr. NW | Concord, NC 28027 | 704.454.1762

2018

Even

t Tec

hnol

ogy

http://embassysuitesconcord.com/

2

2018Ev

ent T

echn

ology Event Tech

2

Even

t Tec

hnol

ogy

Cancellation of equipment or technicians may result in a cancellation fee. Please see Service Terms and Agreement.

*Lead AV will make every reasonable attempt to connect equipment, but due to liability reasons we cannot assist with any equipment that is not ours.

Lead AV Event Technology has partnered with the Embassy Suites Concord, and work closely to ensure that your event will be a success. We have an extensive inventory of equipment to meet the majority of needs, in the event we need additional equipment or services we have partnered with On Services for consultations on larger or more specific production needs.

Outsides Services

In the event you have chosen someone else to provide services, we will charge electrical and technology patch fees, as required, for equipment brought in or provided by any outside sources. In addition, we reserve the right to charge $750 per day for services and equipment rentals brought in or provided by any outside AV Company.

All outside AV companies must back load any cases or have a room that the client provides to store any cases or equipment.

Production attendant is required to monitor any outside audio visual companies during set up/strike or operation of scissor lift.

3

2018Ev

ent T

echn

ology Event Tech

3

Even

t Tec

hnol

ogy



All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice.

*Client’s display package $150

•Your projector

•Projection table

•In room or tripod screen

The client or AV company is responsible for all setup, operation and tear down of their equipment and must supply any adapters that might be needed.

DLP display package $550

•3000 lm DLP projector

•Projection table


•Basic set-up assistance

The client is responsible for supplying any adapters for their equipment.

Ballroom DLP display package $1300

•12000 lm DLP projector

•HDMI input only

•Projection table


•Basic set-up assistance

Wireless microphone package $300

•Standing or tabletop podium

•Wireless handheld or lavaliere microphone

•House sound system patch

Small meeting package $150

•Registrationskirted/draped table & 2 chairs

•1 standing or table podium and 1 draped exhibit/materials table

•1 display easel and 1 flip chart easel w/stick EZ pad & 2 markers

Breakout package $135

•1 standing or table podium and 1 draped exhibit/materials table

•1 display easel and 1 flip chart easel w/stick EZ pad & 2 markers

DVD/Blu-ray & TV package $275

•DVD/Blu-ray player

•32” flat panel LCD monitor

•Cart/stand and remote

Microphone/podium package $250

•Standing or tabletop podium

•Wired podium microphone

•House sound system patch

Packages


http://jqhhotels.com/

4

2018Ev

ent T

echn

ology Event Tech

4

Even

t Tec

hnol

ogy



Shared wireless device code 1-10 devices $25 ea11-20 devices $15 ea21-100 devices $10 eaOver 100 devices is recommended to use dedicated bandwidthShared wired device code $125 per line

You are connecting to a PUBLIC network and might have to adjust your security and privacy setting for your device. For company devices you might have to contact your IT department to make any changes.

All device code pricing is based on per device. A device could be a laptop, a desktop computer, an IPod, an IPad, or a cell phone.

Each device will NOT connect to the network automatically; you will need a “User ID” and “Password”. (The User ID and Password will be the same for the entire group for the duration of your event)

Once a device has entered the “User ID” and “Password” that code is taken for the day. Even if that device logs off, a new device CAN NOTlog on in its place.

Groups using wireless internet will connect to the “Concord” network. The “User ID” and “Password” may be used anywhere in the convention center.

Each “User ID” and “password” will remain the same for the duration of the event. If it needs to be changed, then a fee of $50.00 will be charged for each time that it is changed.

Shared connections will be shared with ALL internet users within the entire convention center and will share 20 Mbps.




5

2018Ev

ent T

echn

ology Event Tech

5

Even

t Tec

hnol

ogy



Wired Internet OptionsCall for Pricing

Custom VLAN $350 one time charge (5 business days notice required)

Each device added to VLAN $125 one time charge (5 business days notice required)

Remove splash screen $50 per device (2 business days notice required)If you remove the splash page, then you must have dedicated bandwidth assigned to your device

Static IP address $150 per line (2 business days notice required)

Static public IP address $2500 per line one-time chargeIncludes 40 Mbps of dedicated bandwidth(2 business days notice required)

You will need to provide a list of MAC addresses for each device that requires a static IP, splash screen removal or custom VLAN 5 business days prior to the start of your event.

Please plan on arriving 1 day prior to the start of your event to set up and test any custom internet.

Custom Internet Options

Dedicated Bandwidth

Pricing for dedicated bandwidth is $50 for every 1 Mbps up to 100 Mpbs

1 Mbps $50 each per day




15 Mbps $750 one-time charge*



30 Mbps $1500 onetime charge*




100 Mbps $5000 one-time charge*All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice.

*one-time charge applies to events lasting up to 7 days



6

2018Ev

ent T

echn

ology Event Tech

6

Even

t Tec

hnol

ogy



No company or client is permitted to patch any equipment into the house systems without

permission from Lead AV.

Patches

All audio equipment requiresa house sound patch or speakers.

Outside company sound patchClient sound patchHouse sound patchUsed for In–House equipment only

3.5mm sound patchLaptop sound patchDVD sound patchCD sound patchXLR camera audio patchHouse background music

Audio Mixers2 or more audio inputs require a mixer4 channel analog mixer6/12 channel analog mixer 10/16 channel analog mixer

SpeakersBose l1 sound system 2-speaker sound system4-speaker sound system PC-speakers

MicrophonesWired microphone Wired gooseneck microphoneWireless microphone(handheld or lavaliere)Microphone distribution SystemCatch Box with Wireless Lavaliere

Microphone StandsStanding Tabletop

Cables (RCA/XLR/1/4 Phono) $1 per foot25’ audio cable50’ audio cable 100’ audio cable

Misc.CD playerMight require CD sound patch

and house sound patch

Portable CD PlayerXLR distribution31 band equalizer


Audio

$250 $150$75

$75 $75$75$75$75$50

$60 $125 $200

$300

$300$600$25

$50

$40 $150$75

$125$125$175

$250$250

$10$10

$25$50$100

The in house sound system is designed for speaking ONLY. You may NOT sing, play a musical instrument or play loud music through the in house sound system. You may play low background music through the sound system. Lead AV reserves the right to control the volume of the sound system. If you need to sing, play a instrument or want louder music we have free standing sound systems for rent.



7

2018Ev

ent T

echn

ology Event Tech

7

Even

t Tec

hnol

ogy



Audio ConnectionsBelow you will find typical audio connections. If you have a need for anything particular, please let us know.

XLR RCA

3.5 MM ¼” Phono Speakon

Typical microphone connection Typical CD/DVD audio connection

Typical laptop, tablet or phone connection Possible microphone or Speaker connection

Possible Speaker connection

8

2018Ev

ent T

echn

ology Event Tech

8

Even

t Tec

hnol

ogy



Video Projector 3000-lm DLP Projector*Recommended for 2,400 square feet or smaller

5500-lm LCD Projector*Recommended for 4,800 square feet or smaller

12000-lm DLP ProjectorIncludes in room screen*HDMI input only* *Recommended for 7,200 square feet or larger

TV/Monitorsask for additional size pricingVideo preview monitor22” monitor32" LCD TV 40" LED TV 50" LED TV6’ TV standConfidence monitor floor stand

PlayersDVD/Blu-ray playerMight require DVD sound patchand house sound patch

Will Require TV or Projector

Video


$400

$600

$1300

$75$100$200 $250 $375 $25$25

$75

ScreensIn-room Tripod 6’x6’ or 8’x8’

Fast fold Screens 4:3 format-Dressed7.5’ x 10’9’ x 12’ 10.5’ x 14’12’ x 16’

16:9 format - Dressed5.6' x 10'6.25' x 12'9' x 16'11.25' x 20'

PatchesDirecTV patchOnly available in the BallroomWill Require TV or Projector

CALL FOR AVAILABLE CHANNELS

$100

$75$75

$300 $300 $350 $450

$400$450$750$750



9

2018Ev

ent T

echn

ology Event Tech

9

Even

t Tec

hnol

ogy



Video


Switchers/Distribution Media switcher/scalerMulti-input switch/scaler SDI switcher/scaler Distribution amp (VGA/RGB/HDMI/SDI)

ConvertersSDI conversion (for HDMI cables over 40’)starts at HDMI to VGA converter VGA to HDMI converter SDI to HDMI ConverterHDMI to SDI Converter

$100 $250$350$150

$250$50$50$50$50

Cables (VGA/RGB/HDMI/SDI)$1 per foot25’ Video cable50’ Video cable 100’ Video cable

CamerasDigital HD cameraRequires Stage Wash

Fluid head camera tripod4’ X 4’ Camera RiserSpider Pod for CameraSD card

Laptop computer Wireless presentation remote

$25$50$100

$550

$100

$48$75$75

$250$50



10

2018Ev

ent T

echn

ology Event Tech

10

Even

t Tec

hnol

ogy



Video ConnectionsYou will need to provide Lead AV with the type of video connection and what that device is (i.e. laptop, tablet, phone) that you need at least 5 business days prior to the start of your event. Listed below are the possible connections. If

you are using a phone or tablet, you might need an HDMI converter.

VGAHDMI

How they might appear on a laptop.If you have DisplayPort or Mini DisplayPort/Thunderbolt, then you will need an adapter. The client is responsible for supplying all adapters for their equipment and needs to advise Lead AV whether the opposite end of the adapter is VGA or HDMI or if your computer has VGA or HDMI 5 business days prior to the start of the event.

11

2018Ev

ent T

echn

ology Event Tech

11

Even

t Tec

hnol

ogy



AccentAccent Lighting LED pin spot uplightLED spot uplightLED megabar uplightLED megabar downlightDMX ControllerDMX Cable ($1 per foot)

Stage Lighting2 instrument podium wash4 instrument stage wash 6 instrument stage wash 8 instrument stage wash

GOBO/Room BoardsLobby GOBO GOBO Package*Steel GOBO (Created)High resolution JPEG or PDFrequired 3 weeks prior to thestart of the event.

*LekoliteLight hung from ceiling or on8’ stand

Custom Image for meeting room digital signageper display board

DrapeAdjustable drape, black or white9'-16' high, per 10 ft. sectionT Drape

Lectern/PodiumStanding

Display BoardsFlip chart easelw/stick EZ pad & 2 markersFlip chart easelStick EZ padMarkers - Flip Chart/Dry EraseDisplay easelWhiteboardCorkboard w/display easel & pinsSpeaker timer


Displays$40$65$75$100$100

$275 $475 $550$625

$75$200

$150

$100$50

$50

$65

$45$20 ea$2 ea$20$50$60$125



12

2018Ev

ent T

echn

ology Event Tech

12

Even

t Tec

hnol

ogy



PowerWall and floor outlets are not part of the rental space and will be charged accordingly

Outlet 120v serviceNearby floor or wall

Exhibit/Trade Show1 Dedicated 120v 20 amp outletOne time Charge for Shows up to 4 days

Outlet 208v serviceSingle phase 30 amp NEMA L6-30

Electrical service - 60 amp with distribution spider box6 dedicated 20 amp circuits

Disconnect Panel- 100 amp 3 phase5 wire cam locks Must be in a section of the ballroom Client must provides cables

Disconnect Panel - 200 amp 3 phase 5 wire cam locks Must be in a section of the ballroom Client must provides cables

Power accessoriesExtension cord 25’Power stripYellow Jack Cable Track

Power/Misc.

CommunicationDirect dial phone line $200Dial 9 phone line $100Teleconference phone $250w/dial 9 phone lineDual teleconference phone $350w/dial 9 phone lineDesk phone $25Requires phone lineTelephone audio interface box $150Requires phone line and phoneWireless Intercom Headset $4004 user system

Office NeedsB/W laser printer $200Color laser printer $300Printers do not include paperReam of Paper 8 ½ X 11 $5Masking tape $4 eaFloor tape $25 ea


$50

$75

$100

$300

$375

$475

$20$20$25

13

2018Ev

ent T

echn

ology Event Tech

13

Even

t Tec

hnol

ogy



Technicians/Operators

Standard Rates

6am-6pm Monday-Friday 4 hour minimum. $75 per hour

Overtime Rates

6pm-6am Monday-Friday

Saturday, Sunday and Holidays Anytime over 8 hours

4 hour minimum $150 per hour

❖All technicians require a minimum of 2 business days notice

LaborTechnicians and Operators are scheduled 1 hour prior to the start of the event and 1 hour after the end of the event.

All labor is estimated. Final charges will be determined by actual hours worked beyond the required 4 hour minimum. Technicians and Operators require a 1 hour meal break not less than 3 hours and not more than 5 hours after the initial call time or meal penalties will apply.

Event Attendant

Standard Rates

6am-6pm Monday-Friday 4 hour minimum. $25 per hour

Overtime Rates

6pm-6am Monday-Friday

Saturday, Sunday and Holidays Anytime

Over 8 hours

4 hour minimum $50 per hour

❖All attendants require a minimum of 2 business days notice

Event attendant is required to monitor all outside AV companies during set up and strike and scissor lift operation.

14

2018Ev

ent T

echn

ology Event Tech

14

Even

t Tec

hnol

ogy



RiggingA representative of On Services Company must complete all connections to structural steel or hang points. Charges are applicable for this service and current rates are available through On Services Company. Charges will be placed on the master account of the in house group.

On Services Company provides down to the hook. However, if you need more equipment we will be happy to assist.

All rigging requests are to be submitted no later than (14) days in advance of the function

The following information is required:

Name of company handling show

Description & weight of items being hung

Rigging diagram (PDF or JPG please)


RIGGING POLICIES

Maximum 500LBS per point!!!

Maximum load per beam 1000 lbs.

Points must be at minimum 30 ft. apart on any one beam.

All rigging calls are a four hour minimum.

One ground rigger and one lead rigger minimum per call.

Additional technicians may be added at On Services Company’s discretion.

Only authorized On Services Company Rigger may make any adjustments to rig.

Only Vertical Hang Points allowed. NO BRIDLES.

On Services Company is not responsible for the hanging of banners, focusing lights, etc.

Last minute changes to rig will result in additional charges.

Only Rated stage rigging hardware may be used.

15

2018Ev

ent T

echn

ology Event Tech

15

Even

t Tec

hnol

ogy



Rigging

RIGGING RATES (per rigger, two rigger minimum)

• Daytime rigging call 8am-8pm - $75/hour

• Evening rigging call 8pm-8am - $100/hour

• Weekend rigging call - $100/hour

• National Holiday rigging call - $150/hour

• Extremely early morning or late night calls may necessitate additional hotel and accommodation charges to be added atOn Services Company’s discretion.

$125 Per Point, per day

$ 75 Per Dead hung point, per day


16

2018Ev

ent T

echn

ology Event Tech

16

Even

t Tec

hnol

ogy



RiggingEQUIPMENT POLICIES

•On Services Company will provide all cabling, motor control and rigging accessories from the beam to the hook

•Incoming groups are responsible for all span sets, shackles etc. to attach the truss, scenery etc. to the motor hook.

•On Services Company will be responsible for making arrangements with Hotel for scissor lift and 100 amp threephase power tie in for the motor controller

Labor charges will be estimated on the amount of points in use.

Scissor lift is hotel property and will be charged to client on the master bill. Charges for this equipment are negotiated by hotel directly. Contact Lead AV Event Technology.

Scissor Lift4 hours of use $300Addl. hours $100 per hour

Event attendant is required to monitor all outside AV companies during set up and strike and scissor lift operation.

Under no circumstances may anything be hung from sprinkler heads. Airwall track hangers are NOT ALLOWED to be used.

Available Power: (whole ballroom)2 – 200 amp 3 phase service (1 on each side of ballroom)2 – 100 amp 3 phase service (1 on each side of ballroom)Cam Locks provided out of panels

You will need to let Lead AV Event Technology know how much power is needed, they will charge accordingly.


17

2018Ev

ent T

echn

ology Event Tech

17

Even

t Tec

hnol

ogy



RiggingStructural Beams

18

2018Ev

ent T

echn

ology Event Tech

18

Even

t Tec

hnol

ogy



RiggingCeiling Height

19

2018Ev

ent T

echn

ology Event Tech

19

Even

t Tec

hnol

ogy



Screen & Projector Placement

20

2018Ev

ent T

echn

ology Event Tech

20

Even

t Tec

hnol

ogy



Service Terms & PoliciesOutside AV Equipment

The client or AV company that the client hired is responsible for any equipment that is brought into the Embassy Suites Concord. All outside AV companies must back load any cases or have a room that the client provides to store any cases or equipment. In addition, the hotel reserves the right to charge $750 per day for services and equipment rentals brought in or provided by any outside AV company. The client or AV company is responsible for all setup, operation and tear down of their equipment. Due to liability reasons Lead AV cannot assist with any equipment that is not ours.

Video Adapters

The client is responsible for supplying all adapters for their equipment and needs to advise whether the opposite end is VGA or HDMI if connecting to Lead AV’s equipment not less than 5 business days prior to the start of the event.

Safety

All outside AV Companies or clients that provide there own equipment must tape down all cords with Gaff tape to protect against accidents. Lead AV and the Embassy Suites Concord are not liable for any accidents that are caused from cords not being taped down. A fee of $20 per cord will be charged if Lead AV tapes down any cords.

Equipment

Lead AV maintains and services its equipment in accordance with the manufacturer’s specifications. Lead AV does not, however,warrant or guarantee that the equipment or services being provided will be free of defect, malfunction or operator error. If theequipment malfunctions or does not operate properly during the event for any reason whatsoever, the client agrees to immediatelynotify a Lead AV representative. Lead AV will not be responsible for problems reported after termination of event. Lead AV will attempt to remedy the problem as soon as possible so that the event is not interrupted. The client agrees and acknowledges that Lead AV assumes no responsibility for any loss, cost, damage or injury to persons or property in connection or as a result of inoperableequipment or otherwise. Lead AV does not guarantee or assume any responsibility for the performance of equipment beyond being in working order. Equipment may not be moved, stored or serviced by the client or any other party. The client agrees that Lead AV shall have the right to enter the premises where the equipment is located and shall have access to the equipment at all times.

21

2018Ev

ent T

echn

ology Event Tech

21

Even

t Tec

hnol

ogy



Equipment Loss or Liability

All equipment has been inspected upon set up and the client acknowledges and warrants that all equipment was received in good and working order. The client agrees to pay for any and all damages on account of loss, damaged or stolen equipment and/or loss caused by client’s accident, misuse or neglect. On the termination of the event, the client shall return the equipment in good repair,condition and in working order, subject to only reasonable wear and tear. All equipment must be handled by Lead AV personnel only. Should the equipment listed on the BEO malfunction for any reason and at no fault of the client. The client WILL NOT be heldresponsible for any damages or loss caused as a result of the equipment malfunctioning.

Cancellation

Cancellation must be submitted in writing. Any equipment or labor cancelled with less than 48 hours notice, prior to the start of your event will be charged 100% of the rental price. Cancellation fees may also include any additional costs incurred by Lead AV in preparation to service your event.

Outdoor Events

All equipment that will be used outside is subject to cancellation due to weather or previous weather conditions. All equipmentordered for an outside event will be reviewed three (3) hours prior to the start of the event, a 50% or greater chance of rain or any chance of lighting will result in the equipment being moved inside. The placement of equipment must be approved by a Lead AVrepresentative to ensure equipment safety and functionality. The client agrees to the equipment charges for outside equipment, whether the equipment is used or not.

Reset Fee

A reset fee will apply to any setup that has already been set and client decides to change the setup. The reset fee is based upon the amount of work needed to reset the equipment. The fee will start at $200 per set.

Floor Order

All equipment or services that are ordered the day of the event will be charged a $50 floor order fee.

Service Terms & Policies

22

2018Ev

ent T

echn

ology Event Tech

22

Even

t Tec

hnol

ogy



In House Sound System

The in house sound system is designed for speaking ONLY. You may NOT sing, play a musical instrument or play loud music throughthe in house sound system. You may play low background music through the sound system. Lead AV reserves the right to control the volume of the sound system. If you need to need to sing, play a instrument or want louder music we have free standing sound systems for rent.

Smoke/Fog/Haze

Due to the sensitive fire system within the hotel, the use of smoke, fog or haze is STRICTLY prohibited. You may use smoke, fog or haze ONLY after it is discussed with Lead AV and your Event Sales Manager. Our fire system will have to be turned off and the entire hotel will have to be put on fire watch. Additional charges will apply for a fire watch.

Set up Day/Rehearsals

A 50% charge will apply to all in house equipment and a 100% charge will apply to all rented equipment for set up/rehearsal day.Service charge and taxes will be charged on the full amount of rental. All charges will be discounted on the final bill. Labor will be charged full rate for setup/rehearsals.

Batteries

Lead AV is environmentally friendly and only uses rechargeable batteries that a designed to operate our equipment. All clients must provide any batteries that they will require or purchase them from the gift shop located within the hotel.

Service Terms & Policies

ology - Hilton · 2018. 7. 2. · ology . 2 2018 echnology Event Tech Event Technology Cancellation...

Documents

Transcript of ology - Hilton · 2018. 7. 2. · ology . 2 2018 echnology Event Tech Event Technology Cancellation...