BANQUET GUIDELINES FOR VENDORS, SUPPLIERS & EVENT ORGANIZERS
1. A complete list of the venue lay-out, specifications,
materials and equipment, as well as electrical
requirement is to be submitted to the Hotel at least
one week prior to the event date, for review and
approval.
2. Any events and/or activity outside the hotel
perimeter must be covered with a written activity
clearance from Newport City Estates Association
(NCEA) one week before the event. This includes
installation of mobile generator sets, signboards,
temporary shades & stage. Please contact the
NCEA Administrator:
Tel. No.: (02) 854-1695 / (02) 519-6138
Mobile: 0917-874-0230
3. The Hotel’s security measures such as presenting of
valid identification, undergoing body frisk, vehicle
and bag inspection, use of the Main Lobby and
Loading Dock as entrance and exit points as well as
service elevators during Ingress and Egress should
be strictly followed. Minors are NOT allowed during
Ingress and Egress. PLEASE WEAR PROPER PPE AT
ALL TIMES (FACE MASK)
4. All suppliers must be in proper uniform. Sleeveless
shirts, sloppy shirts, short pants, slippers, and the likes,
are not allowed. Visitor’s ID should be worn at all
times.
5. Loitering and sleeping within the Hotel premises are
not allowed. Contractors are permitted within the
Hotel premises during the agreed set-up and set-
down time only.
6. Food and beverage items not supplied by the Hotel
are not allowed to be brought in and consumed
inside the Hotel premises. Eating crew meals
supplied by the Hotel during a specified time is
allowed in designated meal areas.
7. Pursuant to Pasay City Ordinance No. 2782 S-2003,
smoking and/or carrying a lighted cigarette in
public areas (including hallways, function rooms
and restaurants) is strictly prohibited.
8. Drinking alcoholic beverages during set-up and set-
down time is also prohibited.
9. Early set-up is subject to space availability.
Sufficient information on set-up and set-down must
be coordinated with the Hotel’s Event
Management for proper coordination with the
Hotel Engineering and Hotel Loss Prevention
Department.
10. Displays, exhibits, props and decorations should be
brought in pre-fabricated to avoid construction
work within the Hotel premises. Appropriate
protection for the carpet, flooring and walls during
set-up and set-down is also required.
11. The use of staplers, gun tuckers, thumb tacks, nails,
screws, pins, tapes, glue, staining materials and the
likes, are prohibited on any part of the
ballroom/function room. Ceiling decors should be
coordinated in advance and are subject to the
Hotel’s policy.
CONFORME:
_____________________________________
Signature over printed name
CLIENT
12. A clearance of at least one (1) meter should be
allotted from the set-up to the venue’s ceiling, walls
and service doors.
13. Candle decorations should come along with
protective underliners. Flammable materials like fire
torches, balloons with helium or hydrogen and
fireworks are strictly prohibited, unless approved by
the Hotel Management.
14. All electrical connections and wirings of lights,
sounds and audio-visual equipment should be
properly secured with provision of protective
moldings. Wattage and ampere requirement
should also be coordinated with Event
Management.
15. Equipment (e.g. amplifiers and audio speakers)
should not disrupt the Hotel’s service operations or
endanger the safety of guests.
16. All materials, decorations and equipment should be
removed within one (1) hour right after the function
or on the agreed time of dismantling. The Hotel
shall not provide a storage area for these.
Unclaimed items shall be disposed by the Hotel
within twenty four (24) hours.
17. Butterfly release inside the ballroom/function room
is strictly prohibited. Events requiring animals are
subject to the Hotel Management’s approval.
18. The client, exhibitors, vendors and contractors shall
be solely responsible for their belongings such as
gifts, prizes, displays, exhibit items, etc. The Hotel
shall not be held liable for any loss or damage to
these items.
19. The Hotel is equipped with Closed Circuit TV (CCTV)
that monitors public areas all around the hotel’s
property.
The Grand Ballroom has limited CCTV coverage.
Cameras are not actively monitored. Cameras are
in fixed positions aimed at the floor space and not
on walls where presentations are normally cast onto
screens. Please let us know if you wish those
cameras to be turned off during your event.
20. Bringing in of fog machine/s should be coordinated
with the Hotel. Smoke and fog activates the
detector installed inside the ballroom/function
rooms.
21. Jumbo-sized party poppers should never be
pointed to the Ballroom’s pear-shaped chandelier
to avoid damage.
22. Suppliers of car exhibits are required to provide
platform / carpet as floor protection. Lights and
stanchions shall also be provided by the supplier, if
needed. Ingress and egress for Lobby displays shall
between 12nn and 5am.
23. The Hotel shall bill (company name/ client’s name)
for cleaning or repair services should there be
damages in any area of their occupied venue.
Incident report will be provided by the Loss
Prevention Department.
OR _________________________________________
Signature over printed name
CONTRACTOR