Production Guideline Authorization Form & Addendum to Group Sales Agreement (the “Form”)
This Form is made a part of the Group Sales Agreement executed by <--------------------------------------------------------------------->
(“Customer”) for its event at the Harbor Beach Marriott Resort & Spa (“Hotel”). By its signature below, Customer hereby agrees
to comply with Hotel’s audio visual standards in the event Customer chooses to engage an outside audio visual company as an
audio visual production provider. In such event, both the Customer and the Production Company (as defined herein) shall be
jointly liable for any damage or claim.
Regulation 1 - Insurance
Reg.1.1 An outside audio visual or production company (“Production Company”) may work within or on the Hotel’s property
provided all the following documents have been submitted to and approved by the Hotel at least 5 (five) business days prior to
arrival:
a. Current certificate of insurance on file for the Production Company including a minimum of $5,000,000.00 comprehensive
general liability insurance each occurrence including contractual liability for bodily injury or property damage and workers
compensation in statutory amounts. The general liability insurance shall name Marriott’s Harbor Beach Resort & Spa, Marriott
International., Inc. and the the Lauderdale Beach Associates as additional insured.
b. All necessary licenses and permits as required by the city, county, town or other jurisdiction where the Hotel is located or
Federal Laws must be obtained by Production Company and, further, Production Company will comply with any and all
applicable laws, rules and regulations.
c. Signed copy of this production guideline document on file.
Regulation 2 – Rigging & Power
Reg.2.1 Rigging- All rigging in the Harbor Beach Marriott is the sole responsibility of Presentation Services – PSAV (PSAV).
This includes social décor rigging. PSAV is most familiar with the hotel’s meeting and events rooms and ready to handle all of
your rigging requirements. Our hotel is equipped with permanent rigging points in all of our ballrooms. As part of our
comprehensive safety and risk management program our points our periodically load tested and inspected.
PSAV is required to approve all rigging designs and provide the necessary rigging labor for load in and out for any equipment
attached to the hotels rigging system. PSAV reserves the right to deny access to the hang point system.
Reg.2.2 A scaled rigging plot (.DWG, or .VWX) must be submitted to PSAV 21 days prior to the scheduled load in for review.
If this form is not received 14 days prior to load in, double time rates will apply. Please use our quick and easy online form to
schedule your event: http://www.psav.com/Rigging-Services.
Rigging plots must contain all flown equipment in addition to a reflective ceiling plan with hang points. Hang points must reflect
the weights they will bear and must be on this document. Plot acceptance is dependent upon a comprehensive safety review,
based on OSHA/ANSI compliance, Industry Standard, and manufacturer guidelines.
PSAV reserves the right to refuse any set up that exceeds weight limits, deemed unsafe or does not utilize existing hang points.
If a rigging plot is received by our office that does not respect the hotels rigging regulations the client has the option to redesign
their event or have our office redesign the plot at a cost of $150 per hour 4 hour minimum. It is highly suggested that you do a
site survey.
For questions and rates please contact, Senior Sales Manager - Tim L Harris - tlharris@psav.com , 954-281-7579.
Reg.2.3 Companies requiring rigging must use riggers appointed by the PSAV. This includes social décor hung from the rigging
points. There are no exceptions to this rule. Minimum two riggers are required. You are required to reserve your riggers at least
10 working days prior to your event. Labor rates apply when using PSAV riggers. Double time rates will apply if riggers are not
ordered within 10 days.
Reg.2.4 Hanging from air-wall tracks is not permitted. Rigging may only be done in the Caribbean, Grand and Ocean Ballrooms.
No other rooms in the hotel may have equipment flown.
Reg.2.5 Under no circumstance may a person be suspended, walk or climb upon any point or suspended structure without
additional certification and insurance and must have 45 days advanced notice for preparations.
Reg.2.6 PSAV is the exclusive provider of all chain hoists and rig kits used on property. Pricing is per motor per day the chain
hoist is in the air. Daily rates depend on size of motors required. There are no exceptions to this safety rule.
Reg.2.7 All Power requirements must be documented. Power Drop Boxes, Single & Three-Phase Power must be ordered ahead
of time. All electrical needs will be charged accordingly. PSAV is the on-site manager of these services.
Reg.2.8 All flown instruments/decor must have a steel safety cable. Any instrument flown must be in a safe condition. All nuts
and bolts used overhead must be rated and all wire rope clips and overhead hardware (eyebolts etc.) must be forged and U.S.A.
made. All span-sets must be backed up with a steel safety. PSAV reserves the right to refuse any cables/hardware deemed unsafe.
Any equipment on a tower, lighting tree or similar must also have safety cable back up. Any dynamic (moving) element requires
an arrester device. PSAV approved riggers reserve the right to refuse any instrument/equipment deemed unsafe.
Reg.2.9 Additional weight cannot be applied to flown equipment after PSAV riggers leave the room.
Reg.2.10 A scissor lift is required for all rigging calls at the hotel. All lifts used in the hotel must have white, non-marking tires
and be in good repair. Construction or outdoor lifts will not be allowed in the hotel. All lifts used in the Harbor Beach Marriott
must be free of any hydraulic fluid, oil, or other leaks, which may damage the carpet on which they operate. Your company will
be responsible for all damage to carpet, or other areas. This includes damage done by tires or careless operation of the lift. PSAV
Riggers will use the PSAV lift to connect motors to points. Contractor/Vendor is not permitted to use the PSAV lift. You are
responsible for providing your own lift.
Regulation 3 – Audio/House Sound System
Reg.3.1 All internal house-sound systems are operated by the PSAV at the Harbor Beach Marriott. Any company not contracting
with PSAV for their audio requirements will be required to bring in their own external sound systems. Only PSAV audio
equipment can be used in our in-house sound systems. Any company found using their equipment in the in-house sound system
will be charged $1000 per room per day of violation. The sound system will then be removed from service. There are no
exceptions to these sound rules.
Reg.3.2 Sound levels are to be appropriate for the contracted space and are not to interfere with activities of any other group.
Please respect any request regarding sound levels you receive. The hotel reserves the right to terminate any event in case of
inappropriate sound levels. Sound checks for rehearsals must be approved in advance.
Reg.3.3 It is the responsibility of all companies entering the Harbor Beach Marriott to check any wireless frequencies being used
by your company against those being used by PSAV. This should be done on a daily basis. Any cross-talk on wireless units will
be considered the fault of the outside production company. The outside company will need to take those channels out of service.
PSAV will provide all outside contractors and vendors a list of frequencies that are used in-house. Please see Addendum A for
frequency list.
Regulation 4 - Personnel
Reg.4.1 Vendors doing business in the Harbor Beach Marriott must uphold the standards set forth by Marriott in all ways,
including a professional appearance in all aspects of your company’s personnel and operations. All contractors are required to
wear uniforms during performance of their contracted duties.
Reg.4.2 Sub-Contracted Personnel must enter and exit via the hotel security booth, must check in at the hotel security booth and
wear a security provided ID tag. A government recognized form of identification is required.
Reg.4.3 Vendors operating inside the hotel will be expected to pay for any damages to the hotel that they have caused. This
includes your storeroom and all areas of operation, including elevators, meeting rooms and service corridors. All areas must be
kept clean and safe at all times. Any exposed cabling on floors with foot traffic must be taped down and neat.
Reg.4.4 Contractors/vendors will be responsible for providing a primary point of contact/supervisor along with a phone number
for the individual. The designated contact/supervisor will be responsible for the actions of their employees at all times while in
the hotel and will respond positively to any requests made by hotel management. The contact/supervisor will be responsible for
informing and ensuring that all crew members are aware and knowledgeable of all conditions listed in this policy.
Regulation 5 - Internet
Reg.5.1 PSAV is the on-site manager (wall out) for all meeting space internet. Outside vendors are not permitted to bring in their
own service such as added T1 or DSL lines without permission from the Harbor Beach Marriott. All High Speed Internet Service
must be contracted through the PSAV at the Harbor Beach Marriott. The use of non-Marriott routers or switches is not permitted
without prior permission. Internet services are provided IBahn.
Regulation 6 – Rates and Labor
Reg.6.1 Hourly rates, minimum calls, overtime rates, daily labor rates and per diems apply and are based upon prevailing rates
and practices at the Harbor Beach Marriott established by PSAV. All labor calls are subject to a minimum charge. In the event
that a PSAV Event Technology Specialist works more hours than estimated, the customer will be billed the appropriate
prevailing or premium rate for the additional hours worked.
Reg.6.2 All PSAV equipment must be handled by PSAV personnel only. Equipment may not be moved, stored, or serviced by
customer or any other party. Customer may not operate equipment unless authorized by PSAV. Customer will incur additional
charges if equipment is moved or relocated. Customer agrees that PSAV shall be permitted free access to the equipment at any
time before, during and /or after the event for the purpose of set/strike, maintenance and routine checks. PSAV retains all title and
rights in and to the equipment and all related accessories.
•
•
PSAV will not set, strike, store, maintain or operate non-PSAV equipment.
PSAV and the Harbor Beach Marriott assumes no liability for the failure of operation or theft/security of non-PSAV
items. Client/Guest/Outside Vendor assumes 100% responsibility for their equipment.
Reg.6.3 All PSAV equipment rates, unless otherwise noted, are based on a per-item, per day calculation with the minimum rental
of 1 day. A rental day consists of any portion of a 24 hour period starting at 00:00 (12am) on the rental day and ending at 23:59
(11:59pm) that same day. Any equipment that is used or retained for a longer period shall by subject to additional daily rental
charges till equipment is returned.
Reg.6.4 Unless requested/approved in writing by the authorized client contact, all production charges will be will be the sole
responsibility of the production company/vendor.
Regulation 7 – Safety
Reg.7.1 At no time may any exit signs be blocked or have any obstructions. No curtains, drapes, or decorations shall be hung in
such a manner to cover any exit signs. All additional “EXIT” signs must be illuminated and battery operated. Adherence to all
local fire codes will be the sole responsibility of the outside vendor.
Reg.7.2 All cables or wires that cross any thresholds or are in client traffic areas must be covered and/or taped down to prevent
any possible injuries or accidents.
Reg.7.3 Pyrotechnics, whether interior or exterior, are prohibited by PSAV/Harbor Beach Marriott. Smoke/Fog machines
(including water-based hazers) cannot be used without prior approval from hotel security. A City of Fort Lauderdale Fire Marshal
must be present during any use of smoke/fog whether during show or rehearsal. It is the contractor/vendors responsibility to
provide, schedule and pay for the fire marshal.
Regulation 8 – Guest Room Floors
Reg.8.1 Only PSAV staff can provide AV service to guest rooms. Outside vendors are not permitted in guest room areas. PSAV
has exclusive rights to handling any and all AV that goes into sleeping rooms or sleeping rooms converted to meeting space.
Regulation 9 – Additional Items
Reg.9.1 Nothing may be adhered to any wood surfaces including doors and in-room woodwork. T-pins or any other stick pins
may not be used on any wall or surface. Any tape applied to walls, floors and furnishings must be pre-approved by the Hotel’s
event manager.
Reg.9.2 For all events, in which PSAV is not the primary event technology provider, that require podiums the rental of the
podiums will be charged at current published rate.
• Outside Vendors can bring in their own Podiums. PSAV/Marriott does not provide storage for this equipment. Any podium
deemed not to PSAV/Marriott standards will need to be removed from service.
Reg.9.3 PSAV is not permitted to handle or provide storage for any equipment not owned by PSAV/Marriott. Storage space for
outside vendors/contractors will be the sole responsibility of said vendor. The Harbor Beach Marriott will make every effort to
secure space, once notification is given, but is under no obligation to provide such space. If space is available, the vendor will be
charged rental for said space. No equipment or cases are to be stored in hallways or staircases. If storage space is not available
then any cases are to be removed from the hotel and brought back for load out.
Reg.9.4 Polytech – outside contractors are responsible for providing Polytech under all areas where large amounts of equipment
and lifts will be moved and driven. PSAV can provide Polytech at a cost of $250/IN and $250/OUT plus prevailing labor at a five
hour minimum.
Reg.9.5 The contracted company must adhere to the one foot rule for any setup or storage in the function space. There will be no
equipment within one foot of any wall, door or air wall surface. This would include such items as chairs, tables, equipment cases
and crates etc.
Any omissions from this document do not necessarily constitute permission or approval by the Hotel.
Contractor/Vendor understands and agrees that contractor/vendor is being employed by a Group/Organization and that the hotel
has no relationship with the contractor/vendor outside of the fact that some of the work contractor/vendor is providing to the
Group will be performed or utilized at the Hotel. Contractor/Vendor acknowledges and agrees that Contractor/Vendor has not
been promised, and will not claim, any payment or consideration from Hotel either for complying with the terms of this
agreement or for any other reason.
Please provide the following information:
Name of Contracted Production Company (Print) ____________________________
Address____________________________________________________________
Contact Name (Print) __________________________________________________
Title (Print) __________________________________________________________
Phone _________________________ Fax_______________________
ACCEPTANCE
Upon execution of this agreement, Hotel will furnish the above named Production Company with additional information
pertinent to their execution of the event at the Hotel. Hotel, Customer and Production Company have agreed to and have executed
this Agreement by their authorized representatives as of the dates indicated below:
SIGNATURES
I have read and understand these policies and regulations and agree to adhere to them at all times
while working in or on the Hotel. I understand that failure to adhere to and enforce them may
result in financial charges and/or termination of any event.
Approved and authorized by Customer:
Name: (Print)
Signature:
Title: (Print)
Date:
Approved and authorized by Hotel:
Signature:
Name:
Title:
Date:
Agreed to by Production Company:
Signature:
Name:
Title:
Date:
Addendum A
Band
Group
J4
J4
J4
J4
J4
J4
G5
G5
G5
G5
G5
G1
G1
G1
G1
G1
G1
G1
G1
G1
G1
G1
G1
G1
G1
G2
G3
4
4
4
4
4
4
6
6
6
6
6
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
Updated 05/13
Channel Frequency
8
9
10
11
12
13
1
2
3
4
5
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
561.500
562.500
563.000
564.200
564.825
565.675
512.275
513.375
514.775
516.575
517.750
482.350
482.850
483.575
484.500
485.625
486.450
487.075
487.475
512.125
512.650
513.675
515.025
515.750
516.150
516.975
517.600
Status
In Service
In Service
OPEN
In Service
In Service
In Service
In Service
In Service
In Service
OPEN
OPEN
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
In Service
OPEN