CLIENT & SUPPLIER’S GUIDELINES

SUPPLIERS SIGNAGES, PROPS, DECOR & EQUIPMENT

1. Paper luminaries, while attractive, will not be allowed at all times due to the risk of fire. Alternative
and safer luminaries are recommended.

2. NAILING IS STRICTLY PROHIBITED. It is prohibited to attach decorations, props or gadgets to the

walls, posts and ceilings unless written consent has been given by Virgin Beach Resort.

3. The Client & Supplier should ensure that tiled & wooden floor would not be damaged as a result of the
movement of furniture and equipments. Suppliers must provide proper matting to protect the
flooring at the Pavilion & the Chapel. Tiffany chairs in particular must have rubber footings. The
Caterer and Supplier will be liable for any damages resulting from negligence.

4. The Client shall provide Virgin Beach Resort the proposed layout at least one (1) month before the
event for approval

5. The Client & Suppliers are responsible for the setup and breakdown of all of their equipment as well as,
provide any and all staffing to facilitate the setup, function time, and breakdown and clean up of their
scheduled event. VBR personnel may assist in the set-up for Two Thousand Five Hundred Pesos
(P2,500.00).

6. The Supplier is responsible for clean up and trash removal immediately following the conclusion of
an event. Caterer must supply its own trash bags and collect all trash and remove the same from
the premises of Virgin Beach Resort, including but not limited to leftover food, drinks and other
garbage.

SOUND SYSTEM / STAGE AND SPECIAL EFFECTS

1. Total power output must be limited to 60 amperes to avoid shortages during the event.

2. The SOUND SYSTEM and SPECIAL EFFECTS group shall provide Virgin Beach Resort the proposed
layout and list of equipments with wattage at least one (1) month prior to event.

3. The Supplier is required to provide, heavy-duty electrical cables of at least 20 meters in length. Supplier
will coordinate with the resort’s electrician and must adhere to our regulations regarding electrical
connections, power consumption and other arrangements to avoid short circuits and ensure the safety
of the guests during the event.

4. A Municipal ordinance has been issued stating music and noise levels must be turned down after 10:00
P.M. The volume and particularly, the bass must be kept down to a reasonable level and speakers
should be oriented seaward to reduce baffle effect.

SUPPLIER’S CODE OF CONDUCT

1. Suppliers must see to it that all its personnel and authorized representatives comply with Virgin Beach
Resort’s rules and regulations.

2. Proper attire must be worn at all times during Ingress. Staff or personnel of suppliers should be
properly dressed during ingress, actual event and egress. Wearing of sleeveless shirts or sando for
men shall not be allowed at all times.
3. Suppliers, their employees, agents & subcontractors must observe cleanliness and order at all times.
Their equipment & supplies must be organized in the designated service area. Their trash must be
contained and cigarette butts properly disposed.

4. Staff and Crew of Suppliers are not allowed to loiter beyond the designated set-up/service and function
area. Once inside the resort, staff & crew may not leave the premises without proper clearance from
their supervisor.

5. Waiters and other staff may only use designated comfort rooms for their dressing and toilet needs.

6. Consumption of alcoholic beverages by Suppliers, their employees, agents or subcontractors is strictly

prohibited.

7. VBR reserves the right to refuse entry to any staff/crew of suppliers who is drunk or intoxicated or under
the influence of illegal drugs. VBR likewise reserves the right to inspect the belongings or conduct
bodily search on all staff/crew of suppliers before and after the event.

8. Any videos or photograph taken from the venue shall not be used for commercial purposes without the
written approval of VBR.

9. All personal belongings of staff/crew of SUPPLIERS should be in their respective service facilities or
vehicles only. VBR will not allow entry of personal belongings for the protection of both parties.

10. The Suppliers should look after the behavior of their staff/crew. Any damages caused by their
employees to the venue shall be shouldered by the suppliers.
11. Virgin Beach Resort shall not be responsible for any untoward incidents that may arise caused by the
supplier’s staff/crew’s negligence or misbehavior.

SUPPLIER’S INGRESS POLICIES

1. Fully accomplished Gate & Property Pass form must be presented to security upon entry to the resort.
The same form must be presented to the guard at the exit gate.

2. Suppliers must adhere to the approved lay out submitted to Virgin Beach Resort.

3. Delivering and hauling of supplier’s food, supplies, materials, equipments, etc should be made through
designated areas only.

4. Ingress times may only be scheduled after 7:00 A.M. Additional charges will be imposed for early
ingress requests.

5. The agreed time between VBR and the CLIENT shall be strictly followed. The Virgin Beach Resort
Security shall not allow ingress before and beyond the time allotted. Allotted time includes the delivery
of tables and chairs, set-up of the presidential/buffet table, flower arrangements and all necessary tasks
to be accomplished before the event.

6. If any changes or any other agreement are made between the SUPPLIER and the CLIENT, VBR must
be duly informed prior to the event for proper coordination and adjustment of schedule.

7. VBR shall not be held liable for any delay or interruption in schedule due to the failure of the SUPPLIER
and the CLIENT to inform its staff/personnel of any changes.
NOTE

1. Suppliers are given ample time for the egress after the event. Time may be changed by management if
necessary.

000 – 400 guests 2 hours

401 – above guests 3 hours

2. A penalty of P2,500.00 per hour shall be imposed for exceeding the allotted time for egress.

3. Trash must be brought out of the premises by the caterer & suppliers immediately after the event.
Caterer must supply their own trash bags and collect all trash and grease and remove the same from
the premises of Virgin Beach Resort, including but not limited to leftover food, drinks and other
garbage.

4. All Suppliers’ equipment must be removed from resort immediately following the conclusion of an event.
Designers and Suppliers are responsible for garbage disposal of any decorative and/or floral
arrangements made at the resort. Designers and suppliers are to provide their own garbage bags
, which should be brought out with them for proper disposal.

5. All areas utilized by the Caterer and Suppliers before, during and after the event must be restored to its
original state.

PENALTIES

The supplier shall shoulder all penalties and be responsible for all acts/offenses committed by its staff or
personnel.

Littering – Cigarette Butts & other garbage Php. 200.00 / stick

Leaving leftover and garbage Php. 2,000.00/per day
Improper Attire Banned from entry

The Supplier is responsible for ensuring that their employees and subcontractors understand
and adhere to the Supplier Code of Conduct. Virgin Beach Resort reserves the right to
request immediate removal/termination of any Supplier (or Supplier’s employee, agent or
subcontractor) who has behaved in a manner that is unlawful or in breach of the obligations
imposed by the Supplier Code of Conduct.

VBR shall not be liable for any suit or legal obligations with regards to the services rendered by
the CATERER & SUPPLIERS, their employees, agents or subcontractors.

Virgin Beach Resort will not be liable for any loss or damage to the items or property brought in
by the Caterer, Supplier, their employees, agents or subcontractors.

Conforme:

________________________________ ________________________________
Supplier’s Signature over printed name Date

NOTE: FOR YOUR STRICT COMPLIANCE.