Event Set Up. The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 PM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor.
Event Set Up. At least seven (7) days prior to the rental date, the parties must mutually agree to the set-up, which includes such matters as the exact amount of people, number of tables and chairs, head table arrangements, cake/gift/buffet/DJ table placements or any other requirements needed for the event.
Event Set Up. 1. Equipment, supplies or other products belonging to private groups may not be stored in the facility or on the grounds prior to the applicant’s function/event.
Event Set Up. Clean-Up. Caterers will be required to set up rooms and function spaces with the tables and chairs provided, will be required to provide any necessary service items (cloths, dishes, glassware and cooking equipment) and must leave the room “broom clean” before departure. It is expected that the Caterer will confirm that all equipment and supplies that are to be provided by the College will be available for use in that venue. Any equipment for the event that is not related to catering (e.g., podium, technology, easels, etc.) will be arranged in advance by the Event Planner coordinating with the College representative assigned to the event. Requests for equipment less than seven (7) days in advance of the event may not be honored.
Event Set Up. The Applicant shall be responsible for set up and clean up for its use of the facility. All items brought in shall be free standing, and no items should be leaned against walls/doors. Any tape used on walls/doors shall not cause damage to the paint or finishing of the wall/door. Event setup and cleanup is allowed only during the time of the event reservation. If additional time is required, arrangements must be requested with the Town Clerk one week prior to the event. The Town will attempt to accommodate such requests, if Town business permits.
Event Set Up. The organizer and the lessor have to agree on detailed times for the event set-up, the execution and the dismantling. The organizer is solely responsible for the planning and execution of the event. The organizer needs to provide the lessor a detailed program schedule including technical details, room set-up and personnel needs (see attached event registration form). The entrance to the Institute of Advanced Studies and parking space are only to be used for loading and unloading of equipment. The organizer needs to inform the lessor of the specific needs two weeks before the event so that enough space can be reserved. The lessor will provide technical equipment and furniture as defined in the enclosed event registration form. The building of the institute is heritage-protected. This means that any structural measures at or in the building are forbidden. Installations of any kind and decorations need to be approved by the lessor. The set-up of any installation in front or in the building without approval of the lessor is forbidden. The cleaning of the rental premises is done by the lessor’s cleaning company. The costs are covered by the rental fees. Upon termination of the lease the organizer is obliged to return the rental premises in its original state (except cleaning). Smoking is forbidden in the entire building. There are two smoking areas accessible as an exception to the smoking ban, one in front of the building and one in the inner courtyard.
Event Set Up. The FIC can provide a limited number of 60” round or 6 foot rectangular tables and chairs. The type of table that should be utilized depends on the Licensee total guests count and the max the space can accommodate according to the floor plan. The Licensee or Licensee’s representative/vendor is responsible for setup and breakdown of all rented equipment. Any and all equipment, food, flowers, etc. must be removed from the building immediately following the event. The FIC is not responsible or liable for any equipment left at the facility, or its disposal, after the end of the event. The FIC’s agents will setup and break down all FIC-supplied or -owned equipment. The Licensee must inform the FIC of a recommended room set-up at least two weeks prior to the event date to make sure that the City of Chicago’s building; fire and electrical codes are met. The Event Executive Administrative Assistant will determine the location of all equipment to meet required fire lanes/exit paths for the event and will revise the event setup, if necessary, to comply with these requirements with or without the Licensee’s approval.
Event Set Up. The Contractor shall provide a large area for Conference registration purposes. Registration begins the day before the Conference from 5:00 p.m. to 7:00 p.m. The Registration Area must be set up and available approximately noon the day prior to the Conference through two hours after the close of the Conference; exact times to be better defined upon contract award. This should be at no additional cost. The registration area must be central, in proximity to the meeting rooms, and in a place that is easily accessible to the Conference attendees. This area shall have ample storage room for Conference materials. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor.
Event Set Up. The Contractor must make the conference space available to the conference organizers to set up for the conference, beginning at 5:00 PM Central Time on the day before the start of the conference. The conference organizers must have full access to the general session and breakout rooms, and access to audio visual equipment provided by the State or the Contractor. Green Meeting Contractor shall note that the “Green Meeting” means that the Contractor must recycle and use glass dishes and linens for the Conference. The Contractor must provide recycling containers in visible areas for conference attendees to dispose of cans, juice containers, and paper. The Contractor must provide alternatives to disposable products, such as linen napkins, glass drinking glasses, and coffee cups to minimize waste from food and beverage consumption. The Contractor must work with the State to ensure the green meeting criteria are met.
Event Set Up. Setting-up for decorations, equipment, and arrangements shall not commence any earlier than the specified date and time of the reserved event. Furniture and equipment must remain in its designated space unless prior written consent has been obtained from the Association.
