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Audiovisual Service Standards for Third Party Vendors
The Complex maintains a full service, on-site audiovisual production company through Presentation Services. The Complex recognizes that certain Clients may elect to bring in a third party supplier of audiovisual services (“Third-Party Supplier”). The Complex and Presentation Services are able to meet any such request(s) provided the following guidelines are followed and a copy of these guidelines are signed by the guest/client and they are provided to the Complex at least 45 days prior to the event. These guidelines have been developed to ensure the utmost safety and care for all guests of the Complex and to uphold a level of service and quality that is necessary to ensure a successful event.
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All third party vendors planning to do audiovisual work within our Complex must:
1. INITIAL CONTACT: Contact the Complex no less than 45 days prior to their load in. The Complex will advise these companies of the provisions that must be met and assist in assuring that your function runs smoothly.
2. A-V ASSISTANCE: When a third-party vendor call for assistance and Presentation Services is dispatched a minimum labor charge will apply per call. The current per call minimum is $75 for the first hour and $40 each additional hour. Standard overtime rules apply. Charges will be billed to your master account. This charge is subject to change.
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3. INSURANCE: Place on file with the Complex (45 days prior to load-in) a certificate of insurance policy showing a minimum of $2,000,000.00. This certificate must name the Complex and its ownership as additional insured under the same policy. Such insurance shall be primary and not contributory with the Complex or ownership insurance.
4. HOLD HARMLESS AGREEMENT: Sign a Hold Harmless Agreement in order to protect the Complex against claims or damages caused as a result of their work performed in the Complex. (See the attachment entitled “Hold Harmless Agreement”)
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5. EQUIPMENT LOSS OR THEFT: The third party vendor assumes complete responsibility for equipment loss or theft. The Complex accepts no responsibility for vendors’ lost or stolen property.
6. PRESENTATION DRESSING: Properly dress (drape) all screens, carts and stands in accordance with the Complex’s standards.
7. IN HOUSE SYSTEMS: To maintain the integrity of our in-house audio systems, third-party vendors are not permitted to patch into these systems unless approved by a Complex audiovisual representative. For the protection of Clients, we recommend all quotes from third-party audiovisual providers include the provision of auxiliary PA systems or, at a minimum, include appropriate estimates for “patch fees”. The Complex has the right to refuse access to the in-house audio system.
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8. TECHNICIAN REQUIRED: When utilizing the built in systems in Medical Forum E and/or the Medical Forum Auditorium a Complex technician must be present. Technicians will be billed at the prevailing hourly rate.
9. STORAGE: Storage space for third party audiovisual vendors will be the sole responsibility of the audiovisual vendor. The Complex 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 client or group folio will be billed rack rate for such space. Space being “held” and/or reserved for your meetings must be utilized for meetings or group office space. It may not be utilized as storage for a third party vendor.
No equipment or cases are to remain in the “back of the house” areas at any time. Any empty cases are to be removed from the Complex between load in and load out.
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10. ELECTRICAL SERVICES: All electricity required to operate the third-party’s equipment in the Sheraton Birmingham Hotel meeting space must be addressed to Presentation Services no later than 14 days prior to the event. Presentation Services will bill charges for electrical service at prevailing rates. For exact electrical fees, please contact Presentation Services at 205.458.8578. Electrical requirements in the BJCC meeting space can be coordinated with your Service Manager.
11. To preserve the integrity of the Complex, no vendor shall be permitted to permanently or temporarily attach anything to the floors, ceilings or walls with nails, screws or the like without prior consent from a Complex representative.
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12. RIGGING/STAGEHANDS: All overhead rigging in the Birmingham Ballroom must be coordinated by Presentation Services. Presentation Services will schedule authorized riggers. Per point charges and rigging labor charges will apply.
In the other Halls, contact your Service Manager to arrange for these services.
13. DRESS Code: All third party audiovisual companies must meet the following dress code to work in the Complex: collared golf shirts, slacks and shineable shoes must be worn at all times. No t-shirts, jeans or sneakers are permitted. All employees must be clean-shaven or have neatly groomed, fully grown facial hair.
Please print, sign, date and return a copy of the A-V agreement to your Service Manager.
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