1. PAYMENT INFORMATION
a. We can accept company checks, money orders, Visa, MasterCard and American Express for payment. Acceptance of checks and credit cards is subject to verification. A service charge of $25.00 will be administered for each returned check.
b. Advance service orders and payment IN FULL must be RECEIVED a minimum of fourteen (14) days prior to the first scheduled move-in date before a show. Orders submitted without full payment and orders received after the 14-day cut off date are subject to FLOOR PRICES.
c. Arrangements for payment of Labor & Services must be made before service is installed. Payment IN FULL must be rendered before start of show unless prior arrangements have been made with the Event Services Office.
2. RATES AND LABOR CHARGES
a. Rates quoted for all connections cover only the bringing of service to the booth in the most convenient manner, and DO NOT include connecting equipment to provided services.
b. Special placement or relocation of service will result in a labor charge. Payment IN FULL shall be rendered for such services before the start of the event.
c. Services ordered during exhibitor move-in may not be installed before the event opens. d. All prices are based on current wage rates and are subject to change without notice. 3. INSTALLATION OF SERVICES
a. Rates quoted for all connections cover only the bringing of service to the booth in the most convenient manner, and DO NOT include connecting equipment to provided services.
b. Orders will be processed and installations completed on a first-come, first-served basis, or as we determine most convenient. Earliest orders normally receive highest priority.
c. All materials and equipment furnished by the Greater Richmond Convention Center for any services ordered shall remain the Greater Richmond Convention Center’s property and shall be disconnected and removed ONLY by house staff at the close of the event.
d. Service will begin on the start date and end after the close of the event, unless special arrangements for early connect and/or late disconnect are made.
4. CANCELLATION POLICY
a. If cancellation occurs before installation and more than 6 days prior to the first scheduled move-in day: 90% REFUND. b. If cancellation occurs before installation but 6 days or less prior to the first scheduled move-in day: 75% REFUND. c. If cancellation occurs after installation or after the start of the first scheduled move-in day: NO REFUND.
5. SERVICE GUIDELINES a. Electrical
Special voltage and/or other specialized power requirements must be received at least thirty (30) days prior to exhibitor’s scheduled arrival and move-in. Electrical services available are: 120 volt AC – 1 phase 60 cycle, 208 volt AC – 1 phase and 3 phase 60 cycle, and 480 volt AC – 3 phase 60 cycle.
24-hour power will only be provided to those locations that have ordered and paid for 24-hour service. Otherwise, booth power will be turned on one (1) hour prior to each day’s event opening and turned off thirty (30) minutes after closing. Only GRCC house electricians are permitted to service connections and overload protection to equipment.
o Electrical Connections – Exhibitors or exhibitors’ agents may plug into purchased outlets and connect signal wiring (i.e. antenna, audio, video, speakers) within a booth or between the exhibitor’s equipment with one booth. Otherwise, under NO circumstances shall anyone other than house electricians make electrical connections. Power
requirements crossing aisles will not be installed unless approved by show management AND our Event Services department.
Obstructions blocking utility floor boxes are subject to relocation as necessary. House electricians are authorized to cut floor coverings to permit installation of service unless otherwise directed. Standard wall, column and permanent building electrical outlets are not a part of booth space and are not to be used by exhibitors unless authorized by event service department.
Prohibited Usage – Use of open clip sockets, latex or lamp cord wire, or unapproved duplex or triplex attachment plugs in exhibits are prohibited.
Equipment – All equipment must be properly tagged or marked with complete information as to the type and/or amount of current, voltage, phase, frequency, horsepower, etc. required. 120-volt cords must be of the three-wire grounded type. All exposed, non-current carrying metal parts of fixed equipment, which are liable to be energized, must be grounded. We reserve the right to refuse connection to any exhibitor whose equipment is deemed unsafe by our electrical supervisors. Special equipment requiring company engineers or technicians for assembly, servicing, preparatory work and operation may be executed without house electricians. However, all equipment, regardless of the source of power, must comply with all federal, state and local state safety codes.
NOTICE: We cannot accept responsibility for voltage fluctuation or power failure due to temporary conditions beyond our control. For your protection, we advise installing a surge protector on all your computers and other sensitive equipment. All electrical installations and connections to electrical service must be made by a house electrician. We will not be responsible for damage or loss to any equipment, components, computer hardware, software or data, or injury to any person caused by the unauthorized installation of any equipment, connection to service, or wiring of any equipment by persons other than Greater Richmond Convention Center house electricians.
b. Mechanical
Service Connection Guidelines: Under NO circumstances shall anyone other than house engineers make service connections. Service requirements crossing aisles will not be installed unless approved by show management AND our Event Services department. Obstructions blocking utility floor boxes or other service access points are subject to relocation as necessary. House engineers are authorized to cut floor coverings to permit installation of service unless otherwise directed.
Equipment: All equipment must comply with all federal, state and local safety codes. Where applications require critical regulation of pressure, flow or moisture content, the exhibitor is responsible for supplying the necessary regulator, conditioner, etc. All equipment must be properly tagged or marked with appropriate information about requirements or tolerances
regarding pressure, flow, capacity, rate of fill and/or other factors pertinent to safety. We reserve the right to refuse connection to any exhibitor whose equipment is deemed unsafe by an engineering supervisor. All materials and equipment furnished by Greater Richmond Convention Center for this service order shall remain Greater Richmond Convention Center property and shall be disconnected and removed only by house engineers at the close of the show. Tanks, drums, barrels and other containers requiring water fill and drain exceeding 30-gallon capacity must be filled and drained by house engineers and are subject to a service charge. We reserve the right to not fill any container that shows signs of leakage or is otherwise deemed inadequate by an engineering supervisor. Containers showing signs of leakage will be drained by a house engineer without prior notice.
NOTICE: Exhibitor assumes responsibility for any damage to Greater Richmond Convention Center facilities caused by faulty exhibitor equipment or negligent operation of exhibitor equipment. We cannot accept responsibility for pressure fluctuations due to temporary conditions beyond our control. For your protection, we advise installing appropriate regulators on any connection requiring critical control of pressure, moisture content, etc. All installations and connections to mechanical services must be made by house engineers. We will not be responsible for damage or loss to any equipment or components or injury to any person caused by the unauthorized installation of any equipment, connection to service or interconnection of any equipment by persons other than house engineers.
(rev. 130701)
* This form version no longer valid after 6/30/2014 Please Visit:http://www.richmondcenter.com/telecommunications.html
403 North 3rd Street Richmond, VA 23219
Today's Date:
Event Day Onsite Contact & Mobile Ph#:
Order Form Completed By: Your Email Address:
Zip: Contact Phone No:
Item Qty.
EXTENDED TOTALS
>How many lines will need Long Distance capability? *A credit card# must be provided (below) to receive LD capability >How many lines will need Telephone Handsets?
Item Qty. Duration of Svc. EXTENDED TOTALS $2,585 $2,795 $3,360 $3,635
1/2 Day1 Full Day21/2 Day1
*If Available Full Day2 *if Available $295 $795 $530 $1,060 Wireless (Day) Wireless (Week) Wireless (Day) Wireless (Week) $375 $995 $675 $1,325 Wired (Day) Wired (Week) Wired (Day) Wired (Week) (If Applicable)
(Must be signed in ink) My signature also authorizes any unpaid balance and/or long distance calls be charged to this credit card.
I- PPLEASE FAX TH IS COMPLETED FORM TO: 804-643-1690 >>> Then proceed to Note II below for PPAYMENT MAILING INSTRUCTIONS
*Alternately: YYou may also scan the completed form and submit it via email to [email protected]
II- PPayments by Check should be made payable to OpenBand and mailed with copy of order to: OpenBand, Attn: Billing Dept., 22461 Shaw Road, Dulles, VA 20166
III- Order forms and payments for all services ordered must be received no later than 3 business days prior to the requested installation date (As entered above) IV- Charges to credit cards may appear on your bill as either 'OpenBand' or 'M.C. Dean, Inc.'
V- IF TAX EXEMPT, please enter tax exemption certificate# above and include an actual copy with this order form
1
1/2 Day is defined as 5 hours or less each day 2 Full Day is defined as 5+ hours to a maximum of 11 hours for each day of service (Rates can not be intermixed)
3
5% Communications Sales Tax + 3% Federal Excise Tax 4 .75¢ E911 Fee per phone line + .97¢ Public Right of Way Fee per phone line (subject to change without notice)
*** IMPORTANT NOTES: Customers relocating services after installation has been completed will be charged $65 per end-connection that is moved.
†FLOOR RATE: The 'Floor Rate' (see above) will be applied to all orders not received aat least 3 business days prior to expected first use as indicated above.
> TELEPHONE SERVICE: Standard phone service includes: 1) The one-time installation and removal of a single line, 2) A handset if needed, 3) Up to a 25 foot cord.
> HIGH SPEED INTERNET: High speed internet access guarantees a minimum data rate of 128k and includes the one-time installation and removal of a single network connection and up to a 25 foot cord. > EQUIPMENT RETURN: All equipment and cabling that is damaged, or is not returned to the Greater Richmond Convention Center will be billed to the responsible party.
> RATE CHANGES: All rates are subject to change without notice.
N N O T E S
INDIVIDUAL PLACING ORDER: {{Required}
Company:
Wired (Per User, Per Event)
Wired (Per User, Per Event)
$195
(Per Line, Per Event)
$295 (Per Line, Per Event)
Address:
CHECK NUMBER State:
AUTHORIZED SIGNATURE City:
Additional IP Addressesare for all additional users of each HSIA 'base' connection. All guests must purchase one ip address for each node/user in order to share a 'base' connection. No proxy server, Network Address Translation (NAT), or any other type of gateway or IP sharing device may be used to provide access for multiple nodes through the purchase of a lesser number of IP addresses. In the event such a device is used, one IP address must be purchased for the gateway and one for each node using it. <Hub/Switch required>
$2,915
(Event)
$2,195
$135 $180
INTERNET / SPECIALTY SERVICES / EQUIPMENT †FLOOR RATES
Videoconferencing / Telepresence:Take your voice-only teleconferenced meetings to the next level! Our Videoconference packages include a videoconference unit, camera, video monitor, a microphone, a dedicated communications link, and a trained operator, all bundled together to make thisTurn-Key solution far more cost effective to our clients than when purchased individually. (Meeting space rental costs are separate).
ADVANCED RATES
Hub/Switch Rental:A Hub or Switch may be available for customers wishing to establish LANs at their location. These are typically 8 port, unmanaged 10/100BaseT devices. Guests may NOT utilize routers without prior consent. *Purchase of Additional IP Addresses is required for each connection to any hub/switch used.
$125 Wireless (Per User, Per Event)
$165 Wireless (Per User, Per Event)
TOTAL
$125 High Speed Internet Access (HSIA):(Shared) Internet includes one network port and one IP address. Our
enterprise-grade Cisco wireless internet is provided at a commited 512kbps unless otherwise arranged. ALL HSIA connections are for a single 'base' pc/client. If additional nodes will be connected, 'Additional IP Addresses' (below) must be purchased. Please note: *The 'Week' rate is best for service needs of 3 days or more. (HSIA counts as the Initial/'Base' client for each individual 25'-30' perimeter grouping)
(Week) (Week)
$100 (Event)
(Per Hour)
Dedicated 1.5Mbps: Dedicated bandwidth between exhibitor & GRCC Internet Service Provider. ***NEW>> Dedicated segments upto25Mbps also available. Please call for pricing and availability.
(Event)
$20
Services Provided by:
For service and order inquiries please contact Dan Allred
OPENBAND of Virginia, LLC - A Division of M.C. Dean, Inc.
TELEPHONE SERVICES
(Per Line, Per Event)
(PBX Switched 'Dial-9' phone line with public number. Best suited for standard incoming & outgoing Voice, Fax, Credit Card, Modem)
Dedicated 'CO' Telephone Line with unlimited incoming calls and local dialing
(Standard Direct-Dial phone line with public number. Best for Broadcast Services and higher-level demand)
Non-Dedicated Telephone Line with unlimited incoming calls and local dialing
$325
$225
*LD usage will be billed separately following event at $0.25/min. *Handsets are included as needed at no additional charge
(Per Line, Per Event)
Greater Richmond Convention Center - 2013/2014 - TELECOMMUNICATIONS SERVICE ORDER FORM
Tax Exemption Cert # Technical Support for issues not directly related to the physical connectivity of ordered services will be charged
at a rate of $65 per hour with minimum one hour charge.
$65
Patch Cables:Standard patch cables are available in lengths from 6 to 25 feet. These are Category-5 or better cables. Exhibitors may provide their own patch cables if so desired.
EXHIBIT Or COMPANY NAME:
at 804-400-0251 or [email protected] †FLOOR RATES ADVANCED RATES DATE/TIME SERVICES ARE FIRST REQUIRED:
Expected Setup Date:
Assigned Booth#(s) or Room#(s): EVENT / SHOW / MEETING NAME:
Special Instructions:
(Exactly as it appears on credit card)
EXPIRATION CREDIT CARD NUMBER
CVC Code
(from back of card)
PAYMENT AMOUNT ENCLOSED $
(Event)
8% Taxes/Line3
(Telephone Services Only)
0% Every effort will be made to have service(s) available for use at least 4 hours prior to the date and time indicated in the "... Services First
Required" block located in the top-right corner of this form. Lines will be installed using the most logical placement unless a detailed diagram is provided by the customer with this form. Disconnection will generally occur within 1 hour after published close of event.
NAME ON CREDIT CARD
$1.72 Fees/Line4
(Telephone Services Only)
Subtotal
>>> CHECK OR CREDIT CARD PAYMENT INFORMATION MUST ACCOMPANY ORDER <<<
Applicable Discounts
$15 -- PPlease discard all previous versions of this form --
.
For The Most Up-to-Date Order Form, Please Visit:
http://www.richmondcenter.com/telecommunications.html
Call Forwarding - $5(Per Line, Per Event)
Qty.
Call Waiting - $10(Per Line, Per Event)
Qty.
Voice Mail - $20(Per Line, Per Event)
Qty.
VISA
Visual Aids Electronics is proud to be the in-house audiovisual partner in major hotels, resorts, convention and conference centers nationwide. Our experienced convention services department travels with a variety of national conventions, trade shows, and high-level corporate events providing audiovisual rental and staging services. Our Conference Systems division (CS) offers push-to-talk microphones, wired & wireless computerized voting systems, and simultaneous interpretation services. VAE is uniquely qualified to equip and service your next event—either at the Greater Richmond Convention Center or at any other venue throughout the United States and in Canada.
These are our most popular packages, however, our on-site production team can create specific projection, audio, lighting, décor and effects packages uniquely designed to enhance your event. All package pricing is subject to a 19.5% Administrative Service Charge and applicable VA Sales Tax, along with an optional 5% Liability Damage Waiver. Additional labor fees will apply for larger, more involved sets and for all in-room equipment operators and designated event technicians.
VAE is recognized throughout the hospitality industry as a leader in providing the highest quality audiovisual services with an uncompromised passion for customer service. We are proud of our nationwide scope of service and our talented and motivated employees who are committed to our culture and hallmark customer service program which we have named “High-5”; based on Teamwork, Excellence and Commitment. Our goal is to earn a ‘5’ in every aspect of our customer service program. Let us show you how we can make your next event the best possible experience.
GRCC Office: 403 N. Third Street Richmond, VA 23219 Ph: (804) 783-7323 www.vaecorp.com
Greater Richmond Convention Center
Audiovisual Department 403 N. Third Street Richmond, VA 23219 Ph: (804) 783-7323
Audio Packages
Basic Wireless Microphone Package
Includes wireless hand or lapel microphone, audio mixer, use of house sound system, all cabling and power cords.
$250
Basic Lighting Package
Includes 2 pars or elliposoidal fixtures for podium or small head table illumination with simple dimming capabilities. Additional fixtures $50 each.
$250
Presentation Accessory Package
Includes skirted tripod screen, skirted projection stand, all cabling and power cords. Projector provided by client.
$150
Ballroom Lighting Package
Includes up to 4 flown lighting instruments for podium or small head table illumination with dimming capabilities. Additional fixtures $50 each.
$750 Basic Audio System Package
Includes 2 powered speakers with stands, audio mixer, wired microphone, all cabling and power cords.
$450 Podium Microphone Package
Includes a wired podium microphone, 4-channel mixer, use of house system, all cabling and power cords.
$100
Ballroom Audio System Package
Includes up to 6 powered speakers with stands, audio mixer, wireless hand or lapel microphone, all cabling and power cords.
$750
Enhanced Ballroom Audio Package
Includes line array speaker system with digital audio console, 2 wireless hand or lapel microphones, all cabling and power cords.
$2500
Lighting Packages
Enhanced Ballroom Lighting Package
Includes up to 40’ of flown truss with up to 10 fixtures with dimming capabilities for illuminating an expanded head table arrangement.
$1500
Projection Packages
Basic Video Projection Package
Includes 3000 lumen LCD projector, skirted tripod screen, skirted projection stand, all cabling, electrical power strip, and power cords.
$450
Deluxe Video Projection Package
Includes 3000 lumen LCD projector, up to 7.5’ x 10’ fast-fold screen with dress kit, skirted projection stand, all cabling, electrical power strip, and power cords.
$650
Enhanced Video Projection Package
Includes 7000 lumen LCD projector, up to 9’ x 12’ truss screen with dress kit, skirted projection stand, all cabling, electrical power strip, and power cords.
$1000
Ballroom Video Projection Package
Includes 7000 lumen LCD projector, up to 10.5’ x 14’ truss screen with dress kit, skirted projection stand, all cabling, electrical power strip, and power cords.
$1200
Video Display Packages
60” LCD Display Monitor with Rolling Stand 40” LCD Display Monitor with Rolling Stand 32” LCD Display Monitor with Table Stand
$600 $250 $400 Includes VGA or HDMI cable, electrical power strip, and power cords. Add DVD player for $75 to above display packages
*Full scale production requirements that involve custom high-end HD video & projection, I-MAG, sound, lighting & décor are quoted on a per event basis.
$50 $55 $60 $150 $50 $75 $175 $250 $100 $75 $150 $65 $200 $125 $175 $100 $250 $350 $500 $750 $1500 $150 $250 $400 $600 $275 $650 $350