San Antonio Meeting Planner 2007 - (Page 46) HENRY B. GONZALEZ CONVENTION FACILITY POLICIES 200 E. Market St., San Antonio, TX 78205 ◆ (210) 207-8500 ◆ (877) 504-8895 ◆ FAX (210) 223-1495 ◆ www.sanantonio.gov/convfac RENTAL POLICIES A “rental day” is defined by the San Antonio Convention Facilities as beginning at 6 a.m. and ending at 11:59 p.m. 1. One free move-in or move-out day will be provided for every two days of show in the Exhibit Halls with a maximum of three free days. Additional move-in/move-out days will be charged at 1/2 daily rental rate. When Exhibit Halls are contracted for General Session usage, rental rate includes theater seating with 3,500 orange vinyl chairs. Additional equipment is available at current listed rates. Move-in, move-out, or rehearsal will be at 1/2 daily rental rate. 2. When Exhibit Hall A is contracted, rooms #001-003 and 101-103 will be provided at no additional cost, if available. Gallery is an additional cost, if available. 3. When 1/2 of Exhibit Hall A is contracted, rooms #002-003 and 101 will be provided at no additional cost; rooms #001, 102-103 will be provided at full daily rental rate, if available. 4. When Ballroom A is contracted, rooms #002-003 and 101 will be provided at 1/2 daily rental rate; rooms #001, 002-103 will be provided at full daily rental rate, if available. 5. When Exhibit Hall B is contracted, rooms #201-204 will be provided at no additional cost, if available. 6. When 1/2 Exhibit Hall B is contracted, rooms #201-203 will be provided at no additional cost; room #204 will be charged at full daily rental rate, if available. 7. When Ballroom B is contracted, rooms #201-203 will be provided at 1/2 daily rental rate; room #204 will be charged at full daily rental rate, if available. 8. When Exhibit Hall C is contracted, rooms #205-215 will be provided at no additional cost, if available. 9. When 1/2 Exhibit Hall C is contracted, rooms #205-209 & 211 will be provided at no cost, upon availability. Rooms #210, 212, 213, 214, 215 will be provided at full daily rental rate, if available. 10. When entire Ballroom C 1-3 is contracted, rooms #205-209, 211 will be provided at 1/2 daily rental rate, upon availability. Rooms #210, 212, 213, 214, 215 will be provided at full daily rental rate, if available. 11. When Exhibit Hall D is contracted, rooms #216-218 will be provided at no additional cost, if available. 12. When 1/2 Exhibit Hall D is contracted, rooms #216-218 will be provided at no additional cost; room #217 will be provided at full daily rental rate, if available. 13. Supplemental meeting rooms #004-008, will be provided at 1/2 daily rental rate with any of the above outlined “packages”, #2, 3, 5, 6, 8, 9, 11 and 12, if available. 14. When the Lila Cockrell Theatre is contracted, rooms #004-#005 will be provided if available at 1/2 daily rental rate. If Theatre is contracted, rooms #006, 007, and 008 will be provided at full daily rental rate. 15. When major space, such as the Exhibit Hall(s), is contracted, meeting rooms within the package will be provided at no additional cost, if available. Ballrooms, when utilized exclusively for a meal function, will be provided at no cost, if available and if an exhibit hall is contracted on the same day. 16. Bridge Hall does not qualify as major space, and may only be leased with Exhibit Halls B and/or C. 17. Unless otherwise specified, rooms used for meetings come with one free set-up per day. Set-up includes: tables, chairs, lectern, head table, one wired microphone, and ice water on head table. Exhibit Halls are provided with one paging microphone. Additional set-ups or change-overs will be charged at current rates. 18. Additional overtime charges of $300 per hour or any portion of an hour will be charged for events 12:01-5:59 a.m. 19. Complimentary labor is provided by Convention Facilities audio technicians MondayFriday, 7 a.m. - 6 p.m., excluding city holidays. An additional charge of $20 per hour or any portion of an hour will be assessed for audio technicians outside of these stan-dard operating hours. 20. Limited 110 volt electrical service is available in meeting rooms and ballrooms. All other electrical service must be arranged through approved exclusive electrical contractors. Electricity, water and compressed air are available in the Exhibit Halls, and Licensee must utilize exclusive electrical contractors to install services. 21. Rental includes normal heating or air conditioning during meeting days and show days, excluding move-in or move-out. 22. Licensor does not furnish stagehands, ushers, ticket takers, or security personnel. Contact your Event Coordinator for assistance. 3. Telecommunications/ Internet Connections: SmartCity 200 E. Market St., San Antonio, TX 78205 (210) 258-8900 FAX (210) 258-8901 www.smartcity.com 4. Business Center: UPS Store 200 E. Market St., San Antonio, TX 78205 (210) 258-8950 FAX (210) 258-8951 www.ups.com Ad page 71 5. Event Related Security: San Antonio Police Department Off-Duty Unit 200 E. Market St., San Antonio, TX 78205 (210) 207-7020 FAX (210) 207-3314 sapdodeu@sananatonio.gov SECURITY 1. Security is at the expense of the Licensee and the San Antonio Police Department (SAPD) OffDuty Employment Unit (ODEU) is the exclusive provider of all event related security, including move-in and move-out monitoring; overnight customer required security within the facility; events serving alcohol; and vehicular traffic related services, i.e., shuttle service. 2. The SAPD ODEU coordinator will determine the required security staffing level for each event. 3. House security consists of San Antonio Convention Facilities Department employees and contract security. House security controls access to the facility. 4. Customers may hire an event staffing company to perform non-security related functions, i.e. badge checkers, ticket takers, door monitoring. 5. Security locks and keys are available through your event coordinator. Lost key fee is $100 per key. DECORATIONS/BANNERS All decorations, banners and methods of installation must be approved prior to installation. Please contact your Event Coordinator for assistance. Decorations must be fire resistant and helium balloons and other self-rising items are prohibited in the facility. DEPOSITS Rental deposit is due upon execution of contract. Balance of 50% is due 60 days prior to move in. EXCLUSIVE SERVICES 1. Catering/Concessions: The RK Group 1220 E. Commerce St., San Antonio, TX 78295 (210) 223-2680 FAX (210) 223-9950 www.therkgroup.com Ad pages 58, 69, Pocket Folder, Transportation Tab MISCELLANEOUS 1. Facility will provide an experienced Event Coordinator to help plan and implement the event at no charge to the Licensee. 2. A facility guide detailing “Rules and Regulations” and “Frequently Asked Questions” is printed on our website at www.sanantonio.gov/convfac 2. Electric: Edlen Electric 5811 La Colonia, San Antonio, TX 78218 (210) 223-2495 FAX (210) 662-9640 www.edlen.com Harper Wood Electric 621 Chestnut St., San Antonio, TX 78202 (210) 223-2495 FAX (210) 224-0005 www.hwe.com NOTE All package space is based upon request and availability. Rates are subject to change. 46 http://www.sanantonio.gov/convfac http://www.smartcity.com http://www.ups.com http://www.therkgroup.com http://www.sanantonio.gov/convfac http://www.edlen.com http://www.hwe.com http://visitsanantonio.com
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