Outside Vendor/Contractor

Exhibit and Production Guidelines

Date and Time of Event: _______________________________

Name of Event: ______________________________________

Venue/s: ___________________________________________

1. Entrance / Access: Vendors may only use hotel employee entrance and are required
to check in with security to receive visitor pass. Pass must be worn at all times for
access to any area beyond the loading dock. All bags and boxes are subject to a
Security check upon entering or leaving the building.

All contractors/vendors must stay in designated job site areas. Access to "front of
house", guest elevators/floors or "back of house" kitchen, offices etc. is not allowed.
All exit doors, stairways and service corridors shall be kept free from obstruction.

The hotel security measures such as presenting of valid identification, undergoing body
frisk, vehicle and bags inspection, use of the main lobby and loading dock as entrance
and exit points as well as service elevators during ingress and egress should be strictly
followed.

2. Equipment: Contractor / Vendor is not authorized to use any tools, motorized

equipment or other furnishings of the hotel without express written permission from
hotel management.

A complete list of the venue lay-out, specification, materials and equipment, as well as
electrical requirement is to be submitted to the hotel at least one week prior to the event
date for review and approval.
All items for Events / Conferences / Meetings that are to be brought in and out of the
Hotel shall be allowed access only through the loading dock. Truck Maximum Height
should be 8ft.

Loading Dock Platform Height: 0.5m.

Service Lift Dimensions:

Car Door: 1.3m entrance width x 2.4m entrance height
Elevator Car: 2.4m inside depth x 1.5m inside width x 2.9m inside height

3. Behavior: Profanity, loud or aggressive behavior and / or lack of respect for customer,
hotel guests, hotel management or employees will not be tolerated.

Loitering and sleeping within the hotel premises are not allowed. Contractors are
permitted with in the hotel premises during the agreed set-up time and are prohibited
from entering any other function rooms other than their work site.

4. Dress Code: All contractors/vendors will be required to wear uniforms during

performance of their contracted job duties while on site. If no uniforms are provided,
the Hotel requires that all workers are dressed with shirts, closed toe shoes, long pants
or dress shorts; sleeveless shirt, sloppy shirt, tank tops, bare backs, bathing suits, torn
 clothing, T-shirts with offensive pictures or language, short pants, slippers and the like
are not allowed. Proper and decent attire should be followed.

5. Identification: All vendor employees must have a government recognized form of

identification while on hotel property. Furthermore, Visitors ID issued by the Security
Office should be worn at all times.

6. Alcohol: Drinking alcoholic beverage during set-up and set-down is also prohibited.
The hotel is committed to a drug and alcohol free work place.

7. Food & Beverage: Items not supplied by the hotel are subject for approval from the
hotel management if they are going to be brought in and consumed inside the hotel
premises. Eating crew meals supplied by the hotel during specified time is allowed in
designated meal areas.

8. Personal Business: Family members and friends are not allowed on hotel property.

9. Personal Property: In no event shall Hotel, Owners or Hilton Hotels Corporation be

liable for any damage to or loss of personal property sustained by Contractor or its
employees.

10. Smoking: There is no smoking allowed on hotel property. Pursuant to Pasay City
Ordinance no: 2782 S-2003, smoking and caring a lighted cigarette in the public areas
(including hallways, function rooms, and restaurant) is strictly prohibited.

11. Supervision: Each contractor/vendor company will be responsible for providing a

primary contact or supervisor along with a mobile number for the individual. The
designated contact or supervisor will be responsible for the actions of their employees
at all times while on the hotel premises and will respond positively to Hotel Security or
Management when addressed. The designated contact or supervisor will be
responsible for informing and ensuring that all crew members involved in any phase of
production (either on a full or part-time basis) are made aware and knowledgeable of
the conditions listed in this policy.

12. Work Area: All contractor/vendor work areas must be kept clean and safe at all times;
Hotel employees are not responsible for cleaning up after a job set up, during
excursions, or job teardown.

13. Set-up Guidelines: The use of staplers, gun tuckers, thumb tacks, nails, screw, pins,
tapes, glue, staining materials and the like are prohibited on any part of the
hotel/function rooms. Ceiling decors should be coordinated in advance and area
subject to hotel policy.

Candle decorations should come along with protective under liners. Flammable
materials like fire torches, balloons with helium or hydrogen and fireworks are strictly
prohibited, unless approved by the hotel management.

Bringing in of fog machine should be coordinated with the hotel. Smoke and fog
activates the detectors install inside the function rooms.
Displays, exhibits, props and decorations should be self-supporting and brought in pre-
fabricated to avoid construction work within the hotel premises. Contractors should
provide a trolley when large or heavy equipment are brought in the hotel. Trolleys must
be well protected with rubber bumpers to prevent chipping and scratching of doors,
framed walls, and carpets. Appropriate protection for the carpet, flooring and walls
during set-up and set-down is also required.
 Any damage to the Hotel’s property due to the movement of goods/equipment, either
with fault or through negligence shall be for the account of the contractor.

Set-up should not cover the hotel security camera and other safety & security features.

14. Electrical Supply: All electrical connections and wirings of light, sound and audio-
visual equipment should be properly secured with provision of protective moldings.
Wattage and ampere requirement should also be coordinated with event management.
Electrical fees will be determined by the Events Manager based on client’s
requirements. Additional electrical fees will be included in the event charges.

Power points are not to be overloaded above normal capacities. Equipment (Amplifiers
and audio speakers) should not disrupt the hotel service operations or endanger the
safety of guests and team members.

Maximum electrical load per function room: 3 phase/ 220 VAC /150A each.

15. Ingress: Early set-up is subject to space availability. Sufficient information on set-up
and set-down must be coordinated with the hotel event management for proper
coordination with the hotel engineering and hotel security department.

A duly accomplished Gate Pass Form should be given in advance to the Hotel’s
security officer for checking and must be printed in two (2) copies to be presented
during ingress. Items will only be allowed entry if covered by a properly accomplished
Gate Pass. Do not lose the Gate Pass as it will also be used in moving out the items.

16. Storage and Egress: All materials, decorations and equipment should be removed
within one (1) hour right after the function or on the agreed time of dismantling. The
hotel shall not provide a storage area for these. Unclaimed items shall be disposed by
the hotel within twenty-four hours (24hrs).

All equipment/goods that require storage should be coordinated with the Hotel’s
Banquet Service Department. Storage will only be allowed in designated areas.
Contractors need to ensure that the pathway leading to the function rooms or any area
which is used for service is clear before the start of each event.
The Hotel reserves the right to refuse any goods/equipment for storage in the Hotel
premises. The Hotel will not be responsible for any and all damages to the
equipment/goods.

17. Safety and Security: Workers must be provided by the contractor with safety belts and
harnesses during installation work that require them to be in elevated areas. Otherwise,
they will not be allowed to do the job. The hotel must be free from any claims for any
safety and security accidents that arise from the negligence of the workers’ or refusal
to comply with safety and security requirements.

All materials used inside the function room shall comply with all local safety and fire
codes and no temporary structures will be installed that will hinder or obstruct the
operation of the Hotel’s fire and safety routes and equipment.

All wiring running on the floors must be properly covered with rubber mats provided by
the contractor. Wiring on the floors must be avoided in high traffic areas such as aisle
and door access. All electrical installations must be closely coordinated with the Hotel’s
Engineering Department.
 18. Vicinity: Any events or activity outside the hotel perimeter must be covered with a
written clearance from the Newport City Estates Association (NCEA) three days before
the event, this includes installation of mobile generators sets, signboards, temporary
shade & stage and such. You may contact the NCEA administrator: tel. no: (02) 854-
1695/ (02) 519-6138 and cellphone: 0917-874-0230.

If at any time any of the above-mentioned policies are violated, the Hotel reserves the right to
require Contractor’s operations to cease if, in the Hotel’s reasonable estimation, these policies
are not being adhered to.

The client, exhibitors, vendors and contractors shall be solely responsible for their belongings
such as gift, prizes, displays, exhibit items, etc. the hotel shall not be held liable for any loss or
damage to these items.

The Contractor assumes the entire responsibility and liability for any loss, damage and claims
arising out of injury to exhibitors, representatives or any persons’ display by reason of the works
or other acts committed or omitted in this regard by the Contractor and shall protect, defend,
indemnify, pay on behalf of, save and hold harmless the Hotel and its employees from and
against all claims, damages, losses and expenses, however the same may be caused by
reason of any suit or claims caused of action initiated by any person arising out of the
performance of the work by the contractor.

The Contractor accepts full responsibility for and agrees to indemnify the Hotel for any damage
(including any consequential loss) to the Hotel premises caused by the Contractor or its
representative.

The Contractor further acknowledges that it has visited and examined the areas and the
function space to be utilized for the event and acknowledges that these are accepted on good
condition.

Upon signing of this contract, the Contractor shall tender a bond of PHP5,000.00 to the hotel.
This shall serve as a deposit to the Hotel for damage incurred during ingress and egress. After
egress is completed, a thorough check of the function space will be done by the Banquet
Service Manager together with the Security Office. Shall there be no damage to the hotel the
full amount will be returned. However, in the event that there are damages, necessary charges
will be deducted from the bond upon the estimation of the cost by a qualified engineering staff
of the hotel.

CONFORME:

______________________ _______________________

Signature over printed name Signature over printed name

ORGANIZER CONTRACTOR