We recognize that there may be times when you utilize the services of an outside company to assist you with the “production” of your program, whether for audio visual needs or décor. Given those circumstances and the need to help us maintain our facility, we expect you to share the following information with your sub-contractor:
•The Production Company needs to provide the hotel with a Certificate of Insurance for a minimum of $1,000,000.00.
•There will be a facility walk-through of the contracted event space with you, the Event Services Manager, PSAV, and the Production Company.
•Nothing can be stored in the back of the house, service corridor or air wall closets. See your Event Manager for storage space rental.
•It is the responsibility of the Production Company to adhere to rules and regulations as set forth by Hilton Palacio del Rio and Hilton properties.
•In compliance with the City of San Antonio Fire Code, the ballroom doors do not lock. The Hotel is not responsible for anything that is left in a meeting room.
•Due to multiple-group usage of our function space, the Production Company needs to submit a timeline for set-up, rehearsals and teardown times to your Event Manager 30 days in advance of arrival.
•The Production Company must cover all cabling on the floor. Tape is not permitted. A walk-through with your Event Manager and PSAV will be scheduled to ensure this requirement is met.
•It is the responsibility of the Production Company to protect all hotel floor,wall and ceiling areas during set-up and teardown.
•A fire chief will be required in the event your production necessitates deactivating our fire safety system. Costs associated will be billed to Production Company.
•While on site, any additional needs/requests should be directed to the Event Services Manager.
• Production Company will adhere to all rules and regulations for hotel Loading Dock usage.
Should PSAV technical support or assistance be requested or required, appropriate fees and charges will be billed to Production Company or Group. Payment arrangements will be made in advance.
The Hilton Palacio del Rio does not provide custodial services for production or decorating companies. Trash removal from the production/decorated area is the sole responsibility of the contractor. All trash must be placed into its appropriate container, any excess of trash which results in an additional dumpster pick-up or delivery will be billed directly to Group. At the conclusion of the exhibit or production, the function room and loading dock must be left clean, cleared, and presentable for the next day's business prior to leaving the property.
It is the responsibility of Production Company and/or decorators to clean and pick up trash or debris in the function space prior to event start date/time.
It is the responsibility of the decorators to return immediately after the contracted event has finished, to remove any materials used to decorate the function space. The decorators must ensure that the space is left in a presentable manner, which means removal of all trash and debris, etc. Any damage caused to hotel property will be directly billed to the Group.