EXHIBIT DO’S AND DON’TS

EVENTS RULES &

REGULATIONS

1. All organizers and suppliers/contractors shall agree on a specific time of ingress and egress as
communicated with the Hotel. They shall use the Hotel’s loading dock area for any entry and exit of all
equipment and materials.
Parking at the loading dock area will not be allowed.

2. All organizers and suppliers/contractors should only use the designated Delivery Entrance and
secure necessary permits from the Security office.

3. A list of equipment and materials to be brought inside the Hotel premises shall be the responsibility of the
organizers and suppliers/contractors. The list should be the same list given and noted by Security at the
time of entry/exit. Gate Pass should be made in triplicate form; distribution of copies shall be as follows:

1st copy To be forwarded to the Hotel Security upon entry

2nd copy Organizers and Suppliers copy (with the Security Officer’s
acknowledgement signature for all copies)

3rd copy This copy shall be given by the organizers and suppliers/contractors to
the Security officer during egress.

Hotel Security Staff may conduct routine searches and query during the ingress/set-up.

In lieu of the entry pass, the exhibitor should attach the equipment list detailing the items and assigned
contractors/crew list and/or staff that are entering the SEDA Hotels so that proper identification cards can be
issued.

4. Any event set-up that will obscure the view of the hotel security cameras, whether partially or in full, will
require a special approval from the hotel’s security manager. Client must sign the liability waiver form
indemnifying the hotel from responsibility should there arise a need to view security footages of the event.
In such cases, client is advised to avail of additional security personnel with fee of PhP 5,000.00 net to
oversee the event.

5. All organizers and suppliers/contractors must provide a security deposit of PHP 10,000.00 in cash. This
amount may be fully refunded after the event except in the event of violation of the policies stipulated in
this document or any damages to hotel property by the organizers and suppliers/contractors. In such case,
the hotel is entitled to keep all or part of this security deposit to cover the damages incurred.

6. The organizers and suppliers/contractors shall provide “material protectors” at all times during set-
up depending on the requirement during set-up:
a. Booth Set-up – carpet protector underneath each booth
b. Additional flower arrangement - plastic mats to protect Hotel carpet
c. Carpentry Work/Fabricated Stage - Industrial plastic covers to collect sawdust or
any unwanted residue
d. Trusses, Scaffolding

7. The Hotel will not be responsible for equipment brought in by the engager. Set-up and operation should
be handled by their own technician. (subject to Seda’s rules and regulations)

8. Fire hazardous equipment and materials shall not be allowed inside the Hotel premises.

9. The following activities shall not be allowed inside the function venue (STRICTLY PROHIBITED):
a. Onsite build-up from basic material to finished construction. Only assembly of pre-
fabricated components is allowed.
b. Posting of banners, posters and any other materials on walls, columns and floors.

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 c. Gluing, nailing or boring of holes in the walls, floors and ceiling.

d. Use of double adhesive and packaging tapes, as it will cause difficulties to removing and
may damage walls, floors and ceiling.
e. Painting of any kind (big brush, rollers, spray). If in any case there will be a need for touch-up,
only small brush with small secured paint can is allowed. Proper wall and floor plastic covering
must be used to prevent from staining thereof.
f. Cutting of any construction material, including the use of grinder, sander and power saws
f. Welding activity
g. Helium filled balloons are strictly not allowed into the function room. Other forms of gases
shall be strictly prohibited, as this will be a fire hazard once it gets contact with flame lit
gadgets.
h. No buntings unless through a Hotel provided ceiling rods.
i. The Hotel prohibits the use of any Heat generating equipment such as stove, microwave,
flat irons (for pressing) etc. unless these are used as displays with prior approval (for
product launch).
j. Bringing in of food carts for birthday functions shall be properly coordinated for prior approval.

8. No food and beverage will be allowed aside from those served by the Hotel unless with prior approval from
management; additional food and beverage requirement must be pre-ordered from the Catering
Department. Corresponding corkage fees will apply.

9. Drinking alcoholic beverages or sleeping by suppliers’ staff during set-up and during the actual function
shall be strictly prohibited. Smoking is only allowed in hotel designated smoking areas.

10. Proper dress code shall be strictly enforced by the Hotel. short pants, sandos, kamisetas or sleeveless t
– shirts and slippers are strictly prohibited. The Hotel shall enforce a NO ID, NO ENTRY Policy.

11. Major painting job, loud drilling and hammering on set-up or stages will not be allowed. All items
required during set-ups should be pre-painted or pre-constructed.

12. The Hotel shall prohibit posting, hanging, nailing in any manner, posters, props and other materials to or
on the walls, columns, floor, aircon grills and other facilities of the functions rooms as deemed by the
Hotel.

13. No permanent physical changes shall be made in the area such as boring of holes, repainting of walls or
floors, etc. Any damage or loss to the hotel shall be for the organizers and suppliers/contractors’s
account.

14. Organizers and suppliers/contractors are responsible for the clean-up of their materials during set-up
and after the event. A PhP 5,000.00 net cleaning fee will be charged for events with confetti blowers,
party poppers and/or other events that will require cleaning staff on stand-by.

15. Organizers and suppliers/contractors are responsible for any damages (chargeable directly and immediately
to the Organizer) to the property and/or injuries to the guests/attendees of the event, Hotel Staff and
employees may receive resulting from any activities that suppliers/contractors may undertake.

16. It shall be the responsibility of the organizers and suppliers/contractors to provide and protect wires of
their equipment using i.e. duct (cloth) tape.

The following guidelines on electrical power usage by outside contractor shall be enforced:
a) At least one (1) week prior to the event, the Hotel should be advised regarding
electrical requirements (voltage, amperes) and/or equipment and wiring layout.
b) All electrical requirements should be coordinated with the Duty Engineer.
c) These wires should be laid out in such a way that it will not be a tripping hazard to guests.
d) There should be no dangling connections. All wiring should be attached or
supported appropriately on the floor.
e) All splicing should be properly insulated and shielded.
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 f) All installation is subject to inspection and approval by the Duty Engineer or Hotel Electrician
/ AV Technician prior to having it activated.
g) All wiring sizes and installation should conform to the provision of the latest Philippine
Electrical Code.
g) All exhibitors are required to bring their own extension cords and masking tapes.
h) For equipment to be brought in by the organizers and suppliers/contractors, the electrical
wattage should be pre-advised, for the Hotel to determine the availability of the additional
load to be used for the equipment and corresponding electrical charges shall be billed to the
company/client.

Based on standard charge, fees are as follows:

Php1,000+ per equipment– from 1000 watts to 3000 watts only (min. of 4 hours.)
Php10,000+ per event – Band, LED Wall, Mobile Disco (not exceeding 8 hours with spare 60 ampere
breaker, single phase)

16. Technical rehearsals involving sound check may be done as long as there are no on-going functions in
adjacent or nearby function rooms. Any technical rehearsals must be coordinated directly with the Hotel
through the Sales and Events Coordinator in charge.

17. Overall exhibit/event layout should not block or restrict the flow of traffic and circulation especially
for emergency egress.

18. The organizers and suppliers/contractors shall properly pull out all materials used and dispose of all
debris arising from the exhibit/event.

19. The organizers and suppliers/contractors will be the one responsible to communicate all the set-up
rules and regulations to all suppliers and contractors involved.

20. Hotel Safety Rules and Regulations:

a) Materials to be used in the event must be non-combustible and should comply with
existing local code.
b) Exhibitors must always unplug and disconnect their equipment through their main circuit
breakers or any disconnecting means at the end of their event for the day to insure safety and
prevent any electrical incidents that may lead to fire or loss of property. Organizers/exhibitors
are not allowed to tamper or operate any of the Hotel’s equipment or electrical fixtures. This
must be coordinated to Hotel’s engineering personnel.
c) All means of egress/ingress including hallways as passage to hotel guests and employees shall
be free from any obstruction. The Hotel reserves the right to remove the obstruction
immediately following the local fire code.
d) Tampering of any fire accessories such as smoke and heat detectors, sprinkler heads and
plates is not allowed.
e) Hazardous materials, e.g. acids, fuel oils and gases are not allowed.
f) Exhibitors are advised to familiarize themselves on emergency exit routes.
g) Exhibitors shall follow local fire and safety code.

21. The organizers and suppliers/contractors must remove all materials installed immediately after the function
or on the agreed time of dismantling. The hotel reserves the right to dismantle materials/set-up in any
manner if these are not removed at the agreed time. The hotel may store the materials within 24 hours after
the event after which the hotel is entitled to dispose of the materials without prior notice.

22. The hotel reserves the right to charge the client/suppliers/contractors post-event any applicable charges for
any violations of the policies and guidelines stated in this document.

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23. EVENT SECURITY
a) Event security are subject to the SEDA Hotels Policy & Procedures & Prohibitions
specifically pertaining to;

i. Possession of firearms and ammunitions, deadly weapons, and its kind while inside
the hotel premises.
ii. Deployment in common areas.
iii. Loitering.
iv. Any acts causing nuisance & vandalism.

b) Event organizers / exhibitors shall provide & submit the following requirements to the
hotel security two (2) days prior the event;

i. Request letter addressed to the SEDA Hotel’s Security Manager

ii. Duty Detail Order (DDO) of the augmenting security personnel. (for security agency)
iii. Complete list of personnel to be posted with the contact number of the security
head, event-security in-charge to be contacted if necessary.
iv. Accomplished Event Security Posting Permit (ESPP).

c) Event security personnel to be deployed shall not exceed to allowed number of ten (10).

d) Event security personnel are not entitled to the amenities & privileges that the hotel
provide only to registered hotel guests and event participants.

e) Event security deployment should be at least 2 hours before the start of the event.

f) Event security shall not carry out duties of the hotel security or directly interfere with the
hotel security procedures.

g) Event organizers / exhibitors shall take full responsibility on the demeanor of the hired event
security when inside the hotel premises. Any willful omission / violation on any of the following
prohibitions set by Seda Hotels, damaged to hotel property etc. may constitute reasonable
charges to the event organizers and / or ban the entry of any event security personnel from the
hotel.

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 GATE PASS
Control No:

Bearer: Hotel: SEDA VERTIS NORTH

Contractor: Date:

ACTUAL COUNT (to be filled out

QUANTITY DESCRIPTION by Security REMARKS

Noted by:
Contractor Representative:
Department Head/Representative
Approved
By:
Securit
y
Dept.

SEDA is not liable for any damage and loss of properties caused by the transferring in or out of the items.
PRINT 3 COPIES OF THE GATE PASS DURING INGRESS
Copy 1 - Contract Representative; Copy 2 - Security; Copy 3 - End User

For suppliers who will utilize a 6-wheeler truck, a Vertis North Estate Association (VNEA) a permit must be
processed with the estate. Application should be processed five (5) days prior to their event date.

Contact Person: Engr. Kevin Villalon / 09171480339

[email protected] / [email protected]

Client’s Signature over Printed Name

Date:

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