JW Marriott San Antonio Hill Country Resort & Spa Production Company Information Guide
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JW Marriott San Antonio Hill Country Resort & Spa
Production Company Information Guide
PERSONNEL
All labor employed by the exhibit service contractor or production company will wear clothing that is neat
in appearance. Outside contractors, production companies, etc. and their employees must enter the
resort through the Resort associate entrance or the Resort’s loading docks. Upon entering the building
independent contractors will be issued a visitor’s badge from Resort Security and will need to sign in a
logbook indicating name and company. Upon leaving the Resort they will be required to turn in their
visitor pass, sign out and exit through the Resort’s associate exit or either loading dock.
Smoking, eating and drinking is permitted in designated areas only. The Resort’s Employee Cafeteria is
reserved for Resort Associates only and may not be used by outside personnel. Use of the public
bathrooms is also restricted. Outside personnel may use the associate bathrooms located near all
ballroom areas in the back aisles. Smoking is only permitted outside security.
Fighting, creating disturbance, horseplay, disorderly conduct or the use of abusive language is a violation
of resort policy and will result in immediate removal of the individual(s) from the premises. Theft,
attempted theft, misappropriation of property or aiding of such acts will also result in immediate removal
from the property with possible criminal prosecution.
FIRE ALARM SYSTEM
Our Resort is equipped with a laser beam system in all ballrooms that when broken will activate alarms.
Resort Personnel must be notified prior to using any lifts or raising any equipment higher than 15’.
Please contact the PSAV Audio Visual Department by dialing 210‐865‐4421 or by using any house phone
and dial O for the operator. The Event Technology Department will coordinate the sensors being
temporarily deactivated with our Engineering Department. They will need to know what room or rooms
will be used and the approximate times the sensors should be deactivated. Using Lifts and or raising
equipment over 15’ should not commence without express permission from Event Technology that the
sensors have been deactivated. Failure to follow this procedure inevitably will set off the alarms and
could cause a great disruption for anyone in the ballroom area. Once the work has been completed,
please again call the Event Technology Department to have the sensors reactivated. Please also note
that it is our practice to reactivate sensors on a regular basis unless specifically directed not to do so.
Never assume that the sensors have been deactivated because they were off yesterday. When in doubt,
please call and verify.
Foreign substance, not heat or smoke activates the fire alarm system in the Hotel. Programs in which
equipment such as fog machines, laser shows, special effects, etc., must have written and stamped
approval by the Bexar County Fire Marshall three (3) weeks prior to the event.
Submit all drawings to event manager who will submit to the Fire Marshal for approval.
Only water based fog/haze machines are to be used inside the resort. Oil based is not allowed. Any use of
a water based fog/haze machine requires a fire watch – this includes rehearsals.
If a diagram requires the blocking of Exit Doors, Fire sirens/strobes, etc. it must be indicated. Exact
requirements to meet approval for this are available through your event manager
.
Should the activity in the ballroom require the use of a "Fire Watch," additional charges will apply
Additional information is available upon request.
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Production Company Information Guide
FIREWORKS/PYROTECHNICS
Prior to requesting the use of outdoor pyrotechnics on resort property, please discuss with your event
manager. There may be additional requirements related to the Bexar County Fire Marshall.
Additionally approval by the Resort may be required prior to the event. The resort has one approved
vendor for fireworks and they must be used for all events.
Additional costs may be incurred with the production of fireworks. These costs include, but are not
limited to, security, clean‐up, labor costs for set up, etc.
FLAME‐PROOFING
All materials used in the Resort’s meeting space (liners, pipe and drape, backdrops, props, stage
coverings, etc.) must be approved by the Director of Engineering, Bexar County Fire Department and
meet Texas flame proofing standards.
EXTENSION CORDS
Extension cords used in the Resort's meeting space must be 12/3 gauge, per Bexar County Fire Marshall
regulations. NO EXCEPTIONS. Additionally, all cords or wires laying in the proximity of foot traffic must
be taped down and covered safely (12/3 gauge cord can be rented through the Resort's Audio Visual
Department ‐ PSAV).
NAILS & STAPLES
The use of nails or staples in the Resort's meeting space is not allowed in exposed molding or walls.
Damage charges will be assessed by the Resort's Chief Engineer prior to the departure of the production
company; therefore, questions regarding whether or not the use of nails or staples is necessary may be
directed to the event manager for the event.
The Resort must approve the affixing of all signage to resort walls, doors, air walls and resort equipment,
such as standing lecterns.
POWER
The Resort handles all power requirements exclusively through PSAV and charges will be placed on
the programs Master Account. Power requests are to be forwarded, in writing, to the PSAV Audio
Visual Department fourteen (14) days prior to arrival. Installation/labor charges and rental of
necessary equipment will be assessed. All equipment must be UL listed. Information outlining power
capabilities, as well as appropriate engineering charges, is available from PSAV.
PRODUCTION VEHICLE STORAGE
Overnight parking for production vehicles is available on Marriott Drive near the main resort entrance.
Please coordinate with your event manager prior to arrival for location. As soon as trucks are unloaded
they should be removed from the dock.
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Production Company Information Guide
SIGNAGE
No handwritten signs or posters are permitted anywhere on Resort property. Signage must be
professional and placement is restricted to the Ballroom Foyer and meeting room levels. No signage is
allowed in the main lobby area.
The Resort must approve the affixing of all signage to Resort walls, doors, air walls and Resort
equipment, such as standing lecterns.
DRAYAGE AND MATERIAL HANDLING
The JW Marriott San Antonio Hill Country Resort & Spa has no storage facilities for exhibit/event
materials. All freight must be consigned to the decorating company. Shipments that arrive prior to show
time may be refused and/or forwarded to the official decorator at the exhibitor’s expense.
The service contractor must handle all decorating and material handling of exhibits and related products.
All items belonging to the individual exhibitors must be brought to the back service entrance. There are
no storage facilities available for empty crates, skids, containers, cartons, or vehicles.
Overhead banners and signs must be coordinated by a rigging call to PSAV.
MOVE‐IN/MOVE‐OUT
No move‐in may begin prior to 5:00AM and no move‐out may occur after 12 MIDNIGHT anywhere on
Resort property, without the prior approval of your resort contact.
A Hold Harmless Agreement is required prior to setup. This document is to be signed by a representative
of the decorating or production company.
Load‐in and load‐out must be scheduled with the Event Manager and put onto the group resume.
Schedules will be subject to the current dock schedule on a first come basis. All load‐in and load‐out must
first check with Loss Prevention on the back dock to determine best location to unload or load.
It is recommended that the decorating/production company assign one crew member as dock master to
maintain the traffic flow of numerous show related vehicles. This person should also be responsible for
sending trucks to the off property marshalling yard if necessary. There is No overnight/extended truck
parking allowed on resort property. There is a lot nearby where parking is available. Inquire with your
Event Manager for location and map.
Regarding exhibit setup, all booth equipment, furniture, and carpeting must be confined to the measured
limits of the booth. No nails or bracing wires used in the exhibit display may be attached to the building.
No painting, mixing of chemicals or explosive materials are allowed in the Ballroom space of the Resort.
The Resort does not have ANY storage space available for production, exhibit or conference related
materials. Storage of cases/equipment, etc. in the back halls is prohibited. Items should be stored within
the back stage area of production or reloaded on trucks and removed.
Forklifts are permitted on the back dock area only.
In those rare instances when forklifts are required for movement of freight inside the Resort, the
decorator/production company must get prior approval from the Convention Service Manager.
Gas lifts are not permitted in the Resort at any time. Electric forklifts (with non‐marking tires) are
preferred. However if a propane lift is necessary it MUST be shut off when not in use AND removed
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Production Company Information Guide
from inside the resort as soon as the work is complete and stored outside. At no time should a propane
lift be sitting inside the resort not in use or at the end of day.
PLYWOOD IS NOT PERMITTED AS A RUNNER. The wheels of the forklifts must be non‐marking. All
carpet must be covered with a (non‐slip or self adhesive) visqueen plastic type of surface during move‐
in and move‐out and is the Outside Production Company's responsibility to purchase and install. Any
damages to the Resort will be charged to the master account.
The Catering Operations Floor Manager, in conjunction with the contractor, will make an inspection of
the Exhibit Hall or Ballroom prior to an activity. This will include access areas, elevators, corridors,
loading docks, and any other area pertaining to the move‐in and move‐out. It is the responsibility of the
contractor to contact the Catering Operations Floor Manager to set up a walk‐through prior to
conducting any activity to prevent any unnecessary charges.
Any property damaged/destroyed by the exhibitor or contractor must be replaced in its original condition
by the exhibitor or contractor at their expense.
Exhibits using food, beverage, ink, chemicals, or other liquids must install carpet over visqueen. The
exhibitor must cover the entire booth area with a carpet of their choice. Any installations that affect fire
codes must have prior approval of the Bexar County Fire Marshall.
CLEANING AND CUSTODIAL SERVICES
The JW Marriott San Antonio Hill Country Resort & Spa will provide a clean and clear function room for
exhibit move‐in/production company setup. For trade shows and exhibits, the exhibitor company will be
responsible for coordinating clean up of the exhibit hall during move‐in and cleaning of the aisles during
show dates. The Resort will be responsible for the removal of items related to catered events that occur
in the space (glassware, plates, etc.).
The hotel will not provide any additional cleaning services, equipment, etc. unless outlined in the Resort
sales contract. Trash removal from the exhibit hall/production area at the conclusion of the event is the
responsibility of the contractor. The contractor should provide trash containers. The Resort may assist
with additional trash cans/containers if possible based on availability. The contractor may utilize the
Resort's dumpsters with approval of the Convention Service Manager/hotel contact. There will be a
charge for any additional dumpster pick‐up and delivery to the contractor.
Your resort contact can arrange to have an additional open top dumpster available for production move‐
out needs. You will be responsible for the charges. Price will include pick‐up and delivery, and may be
used only for non‐hazardous, dry materials only. Final price will include a charge based on pounds of
trash removed.
At the conclusion of the exhibit or production, the area and loading dock must be presentable for the
next day's business prior to leaving the property for the day.
It is the responsibility of the decorating company to return exhibit space and Resort ballrooms to ready
condition at the conclusion or the dismantle of the show; and to remove any tape residue or any large
stains as a result of exhibit or production activity. This also includes vacuuming the room.
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Production Company Information Guide
PRE‐ AND POST‐EVENT WALK‐THROUGH
The JW Marriott San Antonio Hill Country Resort & Spa Convention Service Manager/resort contact will
be required to arrange both a pre‐ and post‐event walk‐through of the exhibits/production area. The
walk‐through will be completed by the Catering Operations Floor Manager on duty. This walk‐through
will consist of a thorough inspection of the function room, noting all pre‐ and post‐damages, and include
the service corridor, service doors and loading dock area.
The Resort requires this walk‐through and an exact time should be scheduled prior to arriving on the
property. Failure to meet at the pre‐arranged time will result in the delay of setup/move‐out. Damages
noted in the post‐event walk‐through not previously noted in the pre‐walk‐through will be charged to the
decorating/production company.
AUDIO VISUAL/PRODUCTION COMPANIES
JW Marriott San Antonio Hill Country Resort and Spa has selected PSAV Presentation Services as the
Hotel’s preferred audiovisual provider for our guests. PSAV Presentation Services provides outstanding
service for conventions, meetings and special events. They have an extensive on-site inventory of the
latest production equipment and have seasoned professional technicians to assist you with the set-up
and operation of your program.
PSAV Presentation Services may be contacted by dialing 210-483-6686
Policy on Client provided/owned equipment
Customers are welcome to bring in and use their own audio visual equipment, however please note the
rules that apply when using your own equipment:
The Audio Visual equipment must be set in such a way that it does not create an unacceptable
disturbance to adjacent meetings, create any unsafe conditions for other guests and or staff
members, and must meet all Marriott and Fire Marshall Rules. This includes taping down all
cables across a doorway or pathway of guests and associates.
Customers may not plug into or use the Marriott house sound system without prior permission
or patch fees.
Customers wireless equipment must be turned off or reprogrammed to other frequencies if the
wireless signals interfere with Marriott’s or other guest’s existing equipment. It is suggested
that a list of wireless frequencies intended to be used be submitted to Marriott’s Audio Visual
department prior to set up or arrival. In the event of a conflict, it is the Customer’s equipment
that must be modified to eliminate the crossover.
Customers bringing in their own AV equipment must make arrangements for power in each
individual room.
Customers are welcome to leave their equipment in the meeting rooms but by doing so they are
100% responsible for the safety and security of their own equipment.
Banquet Meeting rooms are often used for multiple events. It may be necessary for a Customer
to remove all of their Audio Visual equipment to allow another group to use a specific room. The
customer will be responsible for removing the equipment and securing it until it can be reset
again for their meeting. PSAV will not breakdown and reset the Customer’s equipment.
Should a Customer need assistance with setting up their equipment, prior arrangements can be
made to schedule a technician to assist them. Technician fees will apply and there is a 4 hour
minimum. By arranging for a Technician for assistance, it does not release the Customer from
the responsibility of the safety and security of their equipment.
Empty storage cases and or boxes must be stored in the Customer’s own space. Storing
cases or boxes in the back hallways or in sight of the general public is not allowed.
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Production Company Information Guide
For larger groups and or production companies the following may also apply:
A copy of the Certificate of Insurance with a minimum of $5,000,000 is required.
Named as additional insured (description box):
JW Marriott San Antonio Hill Country Resort and Spa
BREIT JWM San Antonio TRS LLC.
Marriott Hotel Services, Inc.
Certificate Holder:
JW Marriott San Antonio Hill Country Resort and Spa
23808 Resort Parkway, San Antonio, TX 78261
Attn: Rebecca Bates, Director of Finance
210/276‐2500
Stage sets covering back hallway emergency exit doors MUST have an access passage and
display a temporary “Exit” sign
If catered food functions will occur in the meeting space production will need to provide
exit/egress access to the back hall via both sides of the stage. This must be indicated on
diagrams prior to submission
All outside hired labor must act in a professional manner at all times, both in the front of the
house and back of the house. This includes but is not limited to proper etiquette, dress and
language. Smoking and eating in designated areas only as well as not using guest restrooms.
It is the responsibility of any production company or outside audio/visual company, to maintain a clean
and hazard free work area they are using. A walkthrough at the end of the show must be done by a
Catering Operations Floor Manager.
PSAV reserves the exclusive right to utilize the in‐house audio system. Arrangements can be made to
patch into the house sound system with the PSAV Audio Visual department.
The Fee for patching into the house sound system is $150 for small breakout rooms and $350.00 for
larger meeting rooms. PSAV has the right to deny anyone from patching into the house
sound system for any reason. Prior arrangements should be made directly with PSAV before set up.
RIGGING GUIDELINES AND POLICIES
The Following guidelines and polices are in place to ensure life safety and to maintain the structural and
aesthetic integrity of the Resorts ceiling and facilities. The following rules and polices are meant as
guidelines and may not be all inclusive. Additional policies, rules and regulations may apply. If any of the
following is unclear, please contact JW PSAV department directly.
PSAV is the exclusive Rigging Company for the JW Marriott San Antonio Hill Country
Resort and Spa. All rigging equipment will be supplied exclusively by PSAV’s Rigging Services. Rigging
equipment includes truss, motors, span sets, wire rope, shackles, skyjack, lifts, and any fasteners. All
rigging performed within the meeting space will be designed per specification, installed and removed
exclusively by PSAV Rigging teams. Under no circumstances will entry to any ceilings be granted to any
person.
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Production Company Information Guide
Rigging Contact ‐ PSAV
JW Marriott San Antonio Hill Country Resort & Spa
Teri Fleming
Sales Manager O: 210.483.6686
email:teri.fleming@marriott.com
Requirements
All rigging requests are to be submitted to the PSAV Sales Manager in writing thirty (30) days prior to
the event load‐in. Requests must be approved before any rigging work will be permitted. Requests
received less than 21 days prior to start date may incur additional labor charges.
The following information must be included in Request:
A) Scale Drawing of room and equipment to be hung
B) Description or photo of each item as well as the weight of each item
C) Hold Harmless Agreement on file
D) Contact information for the company who will be financially responsible for the rigging
E) Copy of Liability Insurance ($5,000,000 minimum) indicating the JW Marriott San Antonio Hill
Country Resort & Spa as "additionally insured"
• Any ground supported truss structures used for production elements are to be supplied
exclusively by PSAV’s Rigging Services. PSAV will not allow truss provided by outside
companies to be used in the meeting space with the exception of décor elements (non-load
bearing) with prior approval from PSAV Rigging Supervisor and/or Conference/Catering
Manager.
• A scaled rigging plot must be submitted 14 days prior to load in. If the form is received less than
14 days prior to load in, double time rates may be charged.
• Rigging plots must contain all flown equipment in addition to a reflective ceiling plan with hangpoints.
Please use our CAD file as your design template.
• If a rigging plot is received which does not adhere to the hotel’s rigging regulations, the client has the
option to either redesign their event or have PSAV redesign the event and incur a fee for the service.
• All drawings must be received via email in a .dwg or .dxf format. Hard copies will be accepted in
a scale of no smaller than 1/8":1’.
• A scissor lift is required for all rigging calls at the hotel. (see Electric Lifts below)
• All equipment and materials flown must pass American Test and Standards Measurement
guidelines and be approved. Hardware not acceptable in a weight bearing capacity includes:
carabiners (excluding Omega brand or other overhead approved locking steel "D" shape ½" or
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Production Company Information Guide
7/16" carabiners), open weave straps, quick links, dog clips, French clips, snap clips, brass fittings,
triangular truss with continuous cords or triangular truss with cords in diameter less than 7/16".
Also, structural documents may be required for trussing and or custom hardware. PSAV will
have final approval of any hardware utilized in the Hotel.
• Any dynamic (moving) element requires an arrester device.
• A steel "safety" is required on each individual item suspended.
• The per point load limit is 750lbs.
• Rigging is not permitted from the air‐wall tracks.
• Flown equipment may only be moved by a PSAV rigger
• Items suspended must be a minimum of eight (8) feet above the floor.
• Additional weight cannot be applied on flown equipment after riggers leave the room, unless
approved by PSAV.
• Under no circumstances may a person walk, climb, or be suspended by any point or supporting
structure attached to the ceiling.
• Use of Chemical Based hazers is strictly prohibited.
PSAV on‐site practices
• All rigging calls shall consist of one Rigging Supervisor and one Rigging Assistant. If there is a
need for additional riggers, PSAV will fulfill any and all needs. Any calls extending past four
hours will be billed hourly per the rate card. The number of Rigging Assistants required will be
decided by PSAV based on the size and production schedule of the event.
• PSAV staff will make all connections to the ceiling and assist your staff in attaching those
connections to your truss and equipment. Please contact the PSAV office for clarification of
what services and equipment we have to offer to assist you in a safe and cost effective event.
• PSAV will not "dead hang" items over 50lbs or 10' in length with a scissor lift. Chain hoists or
crank towers must be used.
• PSAV will coordinate with the Resort staff to ensure Fire Alarm System is turned off prior to the rigging
call as well as having the system turned back on afterwards.
• The Resort and or PSAV will not be liable for additional labor incurred should there be changes made on
site to the original plan. Additional charges will be applied to the groups master account or billed to the
production company directly.
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Production Company Information Guide
ELECTRIC LIFTS
• PSAV has lifts available for rental. Additionally, any outside equipment of this type (fork‐lifts, genie
lifts, etc.) which will be used in the Hotel meeting spaces and/or ballrooms, must be approved through
the JW Marriott.
• 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.
• PSAV has a scissor lift on property which can be made available for a rental fee pending availability.
• Electric Lifts with non‐marking tires are preferred. NO gas vehicles are allowed in the resort.
• Lifts may not be stored in the service corridors or hallways. Electric lifts can be stored behind stage if
not blocking any doors or outside on opposite side of loading dock.
• Please note the Resort cannot lend or rent ladders.
• Client assumes full responsibility for any damage caused by lifts operated by client or their production
company. This includes but is not limited to walls, doors, carpets, flooring, ceilings, moldings furniture
and other equipment
Final decisions about the safety limits of any item will reside solely with the Resort.
Motor Charge
PSAV will supply all motors needed for the show. Please obtain a quote from PSAV.
FOOD AND BEVERAGE
All food and beverage needs must be coordinated through the Resort’s Catering Department. The exhibit
contractor should notify the Catering Manager, in writing, of any exhibitors requesting to dispense food
and beverage from their booth sixty (60) days prior to the show as additional charges may apply for
handling fees, equipment, etc. Texas Liquor Laws are very strict in relation to the dispensing and
sampling of spirits at exhibit booths. Any cooking must have written permission from the Resort.
This is the responsibility of the decorating company.
It is the responsibility of the decorating company, not the Resort, to provide freezer and refrigerator
space during the trade show. This will be looked at on a case‐by‐case basis.
Kitchen space or use of the Resort equipment is not permitted. Exhibitors requiring items to be prepared
by the Resort Culinary Staff or delivered by the Event Staff can be arranged with the Resort on a case‐by‐
case basis. Additional charges will be applied for these services and a liability waiver may be required.
All requests for kitchen preparation or use of Resort personnel must be made in writing, thirty (30) days
prior to the show. These are only requests and will be honored with the approval of the Executive Chef.
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Production Company Information Guide
SECURITY
All security firms must have the approval of the Convention Service Manager/Resort contact and the
Director of Loss Prevention prior to the show's opening date. The Director of Loss Prevention can
arrange security for any event. Security needs should be submitted to your resort contact at least ten (10)
days prior to the event.
Displays covering back hallway emergency doors must have access and display a temporary “Exit” sign
approved by Director of Loss Prevention.
The JW Marriott San Antonio Hill Country Resort & Spa requires on file:
a) Certificate of Insurance (a minimum of $5,000,000 is required)
b) Hold harmless agreement
c) No firearms are permitted in the building
HOTEL STANDARDS OF CONDUCT
Our business is hospitality and our role is to make our guests feel at home during their stay with us. The
JW Marriott San Antonio Hill Country Resort & Spa has the following minimum standards of conduct that
it requires from all associates and vendors who work on our property:
a) All employees must be in uniform or appropriate attire and maintain acceptable grooming standards
b) Parking of personal vehicles is not permitted on or around loading dock area.
c) No smoking or eating during business hours except for scheduled breaks and in designated areas
d) No possession or consumption of alcoholic beverages or being under the influence of alcohol or drugs
while on the job and/or on resort property.
e) No unauthorized entrance to a guest room.
f) No theft, attempted theft, or removal from the premises without proper authorization of company
property or the property belonging to a customer or another associate.
g) No willful damage to resort or guest property.
h) No gambling while on the resort property.
I) No hitting, pushing, or otherwise striking another person or any other disorderly conduct while on the
job and/or on resort property.
j) The resort will not tolerate harassment of any type.
k) No sitting when visible in public space.
l) All meal breaks are to be taken in designated areas.
m) Music should be played at a moderate level and should not infringe on the comfort of anyone in the
vicinity.
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MOTORIZED VEHICLES
Definition: Motorized vehicles shall be defined as any vehicle which is propelled by an internal
combustion engine and using Class‐1 or Class‐2 fuel, such as but not limited to automobiles, trucks,
motorcycles, aircraft, and water crafts.
All motorized vehicles that are displayed shall have the batteries disconnected at the hot "lead." The lead
shall be safely secured.
Fuel supplies for the vehicle on display shall not exceed one‐eighth (1/8) of a tank.
All motor vehicle tanks containing fuel should be furnished with locking tight caps or sealed with tape to
prevent tampering.
Tractors, chain saws, generators, and other such fuel powered equipment shall be safe guarded in a
similar manner.
Prior to entering the building, the exhibit contractor/show management must contact the Catering
Operations Floor Manager on duty for visual inspection. At this time, the vehicle may be moved into the
Resort. All Vehicles must be pushed into the resort. Under no circumstances should it be driven into the
resort.
Upon entering, visqueen must be laid under the vehicle to prevent oil drip. Visqueen must remain under
the vehicle during the time it stays in the Resort.
(COMPANY LETTER HEAD)
As an authorized representative of , I have read and
understand the JW Marriott San Antonio Hill Country Resort & Spa Production Company Information
Guide. I will ensure that is in compliance with the terms listed therein.
Signature Date
Print
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INDEMNITY AND HOLD HARMLESS AGREEMENT
It is agreed that I, the undersigned, shall protect, defend, indemnify, and save harmless, Marriott Hotels,
Resorts and Suites, their affiliates, and employees, from all claims, damages, losses, and expenses,
including but not limited to attorney's fees and costs, by reason of any suites, claims, demands,
judgments or causes of action, initiated by any persons or organizations arising or alleged to have
arisen out of the utilization regardless of the hotel's participation.
The hotel does not own or have direct control over the operations of these services.
(Signature of Authorized Representatives) (Date)
(Signature of Authorized Representatives) (Date)
Page 12 of 12 (2020 Production Guide)USE AND OPERATION OF PSAV EQUIPMENT
RELEASE AND INDEMNIFICATION
THIS RELEASE AND INDEMNIFICATION is executed by the undersigned (the “Releasor’) and is given to release and indemnify
Audio Visual Services Group, Inc. dba PSAV Presentation Services (hereinafter referred to as “PSAV”) having an office
at 5100 N. River Rd., Suite 300, Schiller Park, IL 60176, its Parent, subsidiaries and affliates, agents, employees,
successors and assigns.
PLEASE READ CAREFULLY BEFORE SIGNING. THIS IS A RELEASE OF LIABILITY AND AGREEMENT TO INDEMNIFY
PSAV.
EVENT/PURPOSE:_______________________________________________________________________
COMPANY NAME:______________________________________________________________________
DATE:
By signing in the space provided below, the undersigned (“Releasor”) acknowledges and agrees to the following:
1. Releasor has requested that PSAV provide the following Equipment to Releasor:
(“Equipment”)
2. Releasor will use such Equipment for the purpose of setting up and/or taking down certain items during the Event described
above.
3. In consideration of and as a prerequisite to being permitted to use the Equipment, Releasor, to the fullest extent permitted by
law, agrees to release, indemnify, defend and hold harmless PSAV, its parent, subsidiaries, affiliates and their respective
officers, directors, agents, servants and employees of and from any and all liability, claims, liens, demands, actions and
causes of action whatsoever (including reasonable attorneys' fees and costs) arising out of or related to any loss, cost,
damage or injury, including death, caused by or arising from the use of such Equipment by Releasor or the misconduct or
acts, errors or omissions of Releasor, its employees, agents, independent contractors or subcontractors in connection with
the use of such Equipment.
4. PSAV is permitting use of such Equipment in reliance on Releasor’s ability to operate the equipment in a safe and
professional manner according to the manufacturers’ operating manuals and in accordance with all OSHA and/or ANSI
standards that may apply. Releasor hereby warrants that (i) it has all necessary training and any required certifications; (ii) it
has all governmental licenses and approvals to operate the equipment; (iii) it will utilize the highest professional and safety
standards in operating the Equipment; and (iv) it will comply with all applicable laws, ordinances, rules and regulations
(federal, state or local) affecting the operation of the Equipment. PSAV shall have the option, in its sole discretion, to remove
an operator from the Equipment if such Equipment is used in an unsafe or unprofessional manner. If PSAV personnel
replace such unsafe operator, all rental charges and indemnifications shall continue to apply plus hourly charges for such
PSAV replacement operator. The terms of this Release shall survive termination of the Rental or Use Agreement.
5. BY SIGNING BELOW, RELEASOR FURTHER AGREES THAT RELEASOR HAS CAREFULLY READ THE FOREGOING
DISCLAIMER AND RELEASE OF LIABILITY AND UNDERSTANDS ITS CONTENTS WITH FULL KNOWLEDGE OF ITS
SIGNIFICANCE. BY SIGNING BELOW, RELEASOR INDIVIDUALLY AND AS AN EMPLOYEE AND/OR AGENT ON
BEHALF OF RELEASOR’S EMPLOYER AND/OR PRINCIPAL, IF ANY, AS THE CASE MAY BE, REPRESENTS AND
WARRANTS THAT THEY HAVE THE AUTHORITY TO EXECUTE THIS DOCUMENT.
Date: ______________________
Releasor (Company Name)
By:
Releasor (Individually)
Name (Print): Name (Print):
It’s (Title):
Releasor’s Address (City, State Zip Code)
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