Event Technology. Event Tech John Q. Hammons Dr. NW Concord, NC

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1 nology 5400 John Q. Hammons Dr. NW Concord, NC

2 nology nology Lead AV nology has partnered with the Embassy Suites Concord, and work closely to ensure that your event will be a success. We have an extensive inventory of equipment to meet the majority of needs, in the event we need additional equipment or services we have partnered with On Services for consultations on larger or more specific production needs. Outsides Services In the event you have chosen someone else to provide services, we will charge electrical and technology patch fees, as required, for equipment brought in or provided by any outside sources. In addition, we reserve the right to charge 0 per day for services and equipment rentals brought in or provided by any outside AV Company. All outside AV companies must back load any cases or have a room that the client provides to store any cases or equipment. Production attendant is required to monitor any outside audio visual companies during set up/strike or operation of scissor lift. 2

3 nology nology Packages *Client s display package $150 Your projector Projection table In room or tripod screen The client or AV company is responsible for all setup, operation and tear down of their equipment and must supply any adapters that might be needed. Microphone/podium package $250 Standing or tabletop podium Wired podium microphone House sound system patch Small meeting package $150 Registrationskirted/draped table & 2 chairs 1 standing or table podium and 1 draped exhibit/materials table 1 display easel and 1 flip chart easel w/stick EZ pad & 2 markers 3 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. DLP display package $ lm DLP projector Projection table In room or tripod screen Basic set-up assistance The client is responsible for supplying any adapters for their equipment. Ballroom DLP display package $ lm DLP projector HDMI input only Projection table In room or tripod screen Basic set-up assistance Wireless microphone package $300 Standing or tabletop podium Wireless handheld or lavaliere microphone House sound system patch Breakout package $135 1 standing or table podium and 1 draped exhibit/materials table 1 display easel and 1 flip chart easel w/stick EZ pad & 2 markers DVD/Blu-ray & TV package $275 DVD/Blu-ray player 32 flat panel LCD monitor Cart/stand and remote

4 nology nology Shared connections will be shared with ALL internet users within the entire convention center and will share 20 Mbps. Shared wireless device code 1-10 devices $25 ea devices $15 ea devices $10 ea Over 100 devices is recommended to use dedicated bandwidth Shared wired device code $125 per line You are connecting to a PUBLIC network and might have to adjust your security and privacy setting for your device. For company devices you might have to contact your IT department to make any changes. All device code pricing is based on per device. A device could be a laptop, a desktop computer, an IPod, an IPad, or a cell phone. Each device will NOT connect to the network automatically; you will need a User ID and Password. (The User ID and Password will be the same for the entire group for the duration of your event) Once a device has entered the User ID and Password that code is taken for the day. Even if that device logs off, a new device CAN NOT log on in its place. 4 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. Groups using wireless internet will connect to the Concord network. The User ID and Password may be used anywhere in the convention center. Each User ID and password will remain the same for the duration of the event. If it needs to be changed, then a fee of.00 will be charged for each time that it is changed.

5 nology nology Custom Internet Options Wired Internet Options Call for Pricing Custom VLAN (5 business days notice required) $350 one time charge 5 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. Each device added to VLAN $125 one time charge (5 business days notice required) Remove splash screen per device (2 business days notice required) If you remove the splash page, then you must have dedicated bandwidth assigned to your device Static IP address $150 per line (2 business days notice required) Static public IP address $2500 per line one-time charge Includes 40 Mbps of dedicated bandwidth (2 business days notice required) You will need to provide a list of MAC addresses for each device that requires a static IP, splash screen removal or custom VLAN 5 business days prior to the start of your event. Please plan on arriving 1 day prior to the start of your event to set up and test any custom internet. Dedicated Bandwidth Pricing for dedicated bandwidth is for every 1 Mbps up to 100 Mpbs 1 Mbps each per day 3 Mbps $150 each per day 7 Mbps $350 each per day 10 Mbps 0 each per day 15 Mbps 0 one-time charge* 20 Mbps $1000 one-time charge* 25 Mbps $1250 one-time charge* 30 Mbps $1500 onetime charge* 35 Mbps $1750 one-time charge* 40 Mbps $2000 one-time charge* 80 Mbps $4000 one-time charge* 100 Mbps 00 one-time charge* *one-time charge applies to events lasting up to 7 days

6 nology nology Audio 6 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. No company or client is permitted to patch any equipment into the house systems without permission from Lead AV. Patches All audio equipment requires a house sound patch or speakers. Outside company sound patch Client sound patch House sound patch Used for In House equipment only 3.5mm sound patch Laptop sound patch DVD sound patch CD sound patch XLR camera audio patch House background music Audio Mixers 2 or more audio inputs require a mixer 4 channel analog mixer $60 6/12 channel analog mixer $125 10/16 channel analog mixer $200 Speakers Bose l1 sound system 2-speaker sound system 4-speaker sound system PC-speakers $250 $150 $300 $300 $600 $25 Microphones Wired microphone Wired gooseneck microphone Wireless microphone (handheld or lavaliere) Microphone distribution System Catch Box with Wireless Lavaliere Microphone Stands Standing Tabletop Cables (RCA/XLR/1/4 Phono) $1 per foot 25 audio cable 50 audio cable 100 audio cable Misc. CD player Might require CD sound patch and house sound patch Portable CD Player XLR distribution 31 band equalizer $125 $125 $175 $250 $250 $10 $10 $25 $100 $40 $150 The in house sound system is designed for speaking ONLY. You may NOT sing, play a musical instrument or play loud music through the in house sound system. You may play low background music through the sound system. Lead AV reserves the right to control the volume of the sound system. If you need to sing, play a instrument or want louder music we have free standing sound systems for rent.

7 nology nology Audio Connections Below you will find typical audio connections. If you have a need for anything particular, please let us know. XLR Typical microphone connection RCA Typical CD/DVD audio connection 3.5 MM ¼ Phono Speakon Typical laptop, tablet or phone connection Possible microphone or Speaker connection Possible Speaker connection 7

8 nology nology Video Video Projector 3000-lm DLP Projector *Recommended for 2,400 square feet or smaller 5500-lm LCD Projector *Recommended for 4,800 square feet or smaller lm DLP Projector Includes in room screen *HDMI input only* *Recommended for 7,200 square feet or larger $400 $600 $1300 Screens In-room Tripod 6 x6 or 8 x8 Fast fold Screens 4:3 format-dressed 7.5 x 10 9 x x x 16 $300 $300 $350 $450 TV/Monitors ask for additional size pricing Video preview monitor 22 monitor 32" LCD TV 40" LED TV 50" LED TV 6 TV stand Confidence monitor floor stand $100 $200 $250 $375 $25 $25 16:9 format - Dressed 5.6' x 10' 6.25' x 12' 9' x 16' 11.25' x 20' $400 $ Players DVD/Blu-ray player Might require DVD sound patch and house sound patch Will Require TV or Projector 8 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. Patches DirecTV patch Only available in the Ballroom Will Require TV or Projector CALL FOR AVAILABLE CHANNELS $100

9 nology nology Video Switchers/Distribution Media switcher/scaler Multi-input switch/scaler SDI switcher/scaler Distribution amp (VGA/RGB/HDMI/SDI) $100 $250 $350 $150 Converters SDI conversion (for HDMI cables over 40 ) starts at HDMI to VGA converter VGA to HDMI converter SDI to HDMI Converter HDMI to SDI Converter $250 Cables (VGA/RGB/HDMI/SDI) $1 per foot 25 Video cable 50 Video cable 100 Video cable $25 $100 9 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. Cameras Digital HD camera Requires Stage Wash Fluid head camera tripod 4 X 4 Camera Riser Spider Pod for Camera SD card Laptop computer Wireless presentation remote $550 $100 $48 $250

10 nology nology Video Connections You will need to provide Lead AV with the type of video connection and what that device is (i.e. laptop, tablet, phone) that you need at least 5 business days prior to the start of your event. Listed below are the possible connections. If you are using a phone or tablet, you might need an HDMI converter. VGA HDMI 10 How they might appear on a laptop. If you have DisplayPort or Mini DisplayPort/Thunderbolt, then you will need an adapter. The client is responsible for supplying all adapters for their equipment and needs to advise Lead AV whether the opposite end of the adapter is VGA or HDMI or if your computer has VGA or HDMI 5 business days prior to the start of the event.

11 nology nology Accent Accent Lighting LED pin spot uplight $40 LED spot uplight $65 LED megabar uplight LED megabar downlight $100 DMX Controller $100 DMX Cable ($1 per foot) Stage Lighting 2 instrument podium wash 4 instrument stage wash 6 instrument stage wash 8 instrument stage wash $275 $475 $550 $625 Displays Display Boards Flip chart easel $65 w/stick EZ pad & 2 markers Flip chart easel $45 Stick EZ pad $20 ea Markers - Flip Chart/Dry Erase $2 ea Display easel $20 Whiteboard Corkboard w/display easel & pins $60 Speaker timer $ All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. GOBO/Room Boards Lobby GOBO GOBO Package *Steel GOBO (Created) High resolution JPEG or PDF required 3 weeks prior to the start of the event. *Lekolite Light hung from ceiling or on 8 stand Custom Image for meeting room digital signage per display board Drape Adjustable drape, black or white 9'-16' high, per 10 ft. section T Drape Lectern/Podium Standing $200 $150 $100

12 nology nology Power/Misc. Power Wall and floor outlets are not part of the rental space and will be charged accordingly Communication Direct dial phone line $200 Dial 9 phone line $100 Teleconference phone $250 w/dial 9 phone line Dual teleconference phone $350 w/dial 9 phone line Desk phone $25 Requires phone line Telephone audio interface box $150 Requires phone line and phone Wireless Intercom Headset $400 4 user system Outlet 120v service Nearby floor or wall Exhibit/Trade Show 1 Dedicated 120v 20 amp outlet One time Charge for Shows up to 4 days Outlet 208v service Single phase 30 amp NEMA L6-30 Electrical service - 60 amp with distribution spider box 6 dedicated 20 amp circuits Disconnect Panel- 100 amp 3 phase 5 wire cam locks Must be in a section of the ballroom Client must provides cables $100 $300 $ All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. Office Needs B/W laser printer $200 Color laser printer $300 Printers do not include paper Ream of Paper 8 ½ X 11 $5 Masking tape $4 ea Floor tape $25 ea Disconnect Panel amp 3 phase 5 wire cam locks Must be in a section of the ballroom Client must provides cables Power accessories Extension cord 25 Power strip Yellow Jack Cable Track $475 $20 $20 $25

13 nology nology Technicians/Operators Labor Standard Rates 6am-6pm Monday-Friday 4 hour minimum. per hour Technicians and Operators are scheduled 1 hour prior to the start of the event and 1 hour after the end of the event. Overtime Rates 6pm-6am Monday-Friday Saturday, Sunday and Holidays Anytime over 8 hours 4 hour minimum $150 per hour All labor is estimated. Final charges will be determined by actual hours worked beyond the required 4 hour minimum. Technicians and Operators require a 1 hour meal break not less than 3 hours and not more than 5 hours after the initial call time or meal penalties will apply. All technicians require a minimum of 2 business days notice Event Attendant Standard Rates 6am-6pm Monday-Friday 4 hour minimum. $25 per hour Overtime Rates 6pm-6am Monday-Friday Saturday, Sunday and Holidays Anytime Over 8 hours 4 hour minimum per hour Event attendant is required to monitor all outside AV companies during set up and strike and scissor lift operation. All attendants require a minimum of 2 business days notice 13

14 nology nology Rigging A representative of On Services Company must complete all connections to structural steel or hang points. Charges are applicable for this service and current rates are available through On Services Company. Charges will be placed on the master account of the in house group. On Services Company provides down to the hook. However, if you need more equipment we will be happy to assist. All rigging requests are to be submitted no later than (14) days in advance of the function The following information is required: Name of company handling show Description & weight of items being hung Rigging diagram (PDF or JPG please) 14 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. RIGGING POLICIES Maximum 500LBS per point!!! Maximum load per beam 1000 lbs. Points must be at minimum 30 ft. apart on any one beam. All rigging calls are a four hour minimum. One ground rigger and one lead rigger minimum per call. Additional technicians may be added at On Services Company s discretion. Only authorized On Services Company Rigger may make any adjustments to rig. Only Vertical Hang Points allowed. NO BRIDLES. On Services Company is not responsible for the hanging of banners, focusing lights, etc. Last minute changes to rig will result in additional charges. Only Rated Cancellation stage rigging of equipment hardware or may technicians be used. may result in a cancellation fee. Please see Service Terms and Agreement.

15 nology nology Rigging RIGGING RATES (per rigger, two rigger minimum) Daytime rigging call 8am-8pm - /hour Evening rigging call 8pm-8am - $100/hour Weekend rigging call - $100/hour National Holiday rigging call - $150/hour Extremely early morning or late night calls may necessitate additional hotel and accommodation charges to be added at On Services Company s discretion. $125 Per Point, per day $ 75 Per Dead hung point, per day 15 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice.

16 nology nology Rigging EQUIPMENT POLICIES On Services Company will provide all cabling, motor control and rigging accessories from the beam to the hook Incoming groups are responsible for all span sets, shackles etc. to attach the truss, scenery etc. to the motor hook. On Services Company will be responsible for making arrangements with Hotel for scissor lift and 100 amp three phase power tie in for the motor controller 16 All pricing is per room, per day. unless noted. A 24% taxable service charge and sales tax will be added to all prices. All pricing is subject to change without notice. Labor charges will be estimated on the amount of points in use. Scissor lift is hotel property and will be charged to client on the master bill. Charges for this equipment are negotiated by hotel directly. Contact Lead AV nology. Scissor Lift 4 hours of use $300 Addl. hours $100 per hour Event attendant is required to monitor all outside AV companies during set up and strike and scissor lift operation. Under no circumstances may anything be hung from sprinkler heads. Airwall track hangers are NOT ALLOWED to be used. Available Power: (whole ballroom) amp 3 phase service (1 on each side of ballroom) amp 3 phase service (1 on each side of ballroom) Cam Locks provided out of panels You will need to let Lead AV nology know how much power is needed, they will charge accordingly.

17 nology nology Rigging Structural Beams 17

18 nology nology Rigging Ceiling Height 18

19 nology nology Screen & Projector Placement 19

20 nology nology Service Terms & Policies Outside AV Equipment The client or AV company that the client hired is responsible for any equipment that is brought into the Embassy Suites Concord. All outside AV companies must back load any cases or have a room that the client provides to store any cases or equipment. In addition, the hotel reserves the right to charge 0 per day for services and equipment rentals brought in or provided by any outside AV company. The client or AV company is responsible for all setup, operation and tear down of their equipment. Due to liability reasons Lead AV cannot assist with any equipment Video Adapters The client is responsible for supplying all adapters for their equipment and needs to advise whether the opposite end is VGA or HDMI if connecting to Lead AV s equipment not less than 5 business days prior to the start of the event. Safety All outside AV Companies or clients that provide there own equipment must tape down all cords with Gaff tape to protect against accidents. Lead AV and the Embassy Suites Concord are not liable for any accidents that are caused from cords not being taped down. A fee of $20 per cord will be charged if Lead AV tapes down any cords. Equipment Lead AV maintains and services its equipment in accordance with the manufacturer s specifications. Lead AV does not, however, warrant or guarantee that the equipment or services being provided will be free of defect, malfunction or operator error. If the equipment malfunctions or does not operate properly during the event for any reason whatsoever, the client agrees to immediately notify a Lead AV representative. Lead AV will not be responsible for problems reported after termination of event. Lead AV will attempt to remedy the problem as soon as possible so that the event is not interrupted. The client agrees and acknowledges that Lead AV assumes no responsibility for any loss, cost, damage or injury to persons or property in connection or as a result of inoperable equipment or otherwise. Lead AV does not guarantee or assume any responsibility for the performance of equipment beyond being in working order. Equipment may not be moved, stored or serviced by the client or any other party. The client agrees that Lead AV shall have the right to enter the premises where the equipment is located and shall have access to the equipment at all times. 20

21 nology nology Service Terms & Policies Equipment Loss or Liability All equipment has been inspected upon set up and the client acknowledges and warrants that all equipment was received in good and working order. The client agrees to pay for any and all damages on account of loss, damaged or stolen equipment and/or loss caused by client s accident, misuse or neglect. On the termination of the event, the client shall return the equipment in good repair, condition and in working order, subject to only reasonable wear and tear. All equipment must be handled by Lead AV personnel only. Should the equipment listed on the BEO malfunction for any reason and at no fault of the client. The client WILL NOT be held responsible for any damages or loss caused as a result of the equipment malfunctioning. Cancellation Cancellation must be submitted in writing. Any equipment or labor cancelled with less than 48 hours notice, prior to the start of your event will be charged 100% of the rental price. Cancellation fees may also include any additional costs incurred by Lead AV in preparation to service your event. Outdoor Events All equipment that will be used outside is subject to cancellation due to weather or previous weather conditions. All equipment ordered for an outside event will be reviewed three (3) hours prior to the start of the event, a 50% or greater chance of rain or any chance of lighting will result in the equipment being moved inside. The placement of equipment must be approved by a Lead AV representative to ensure equipment safety and functionality. The client agrees to the equipment charges for outside equipment, whether the equipment is used or not. Reset Fee A reset fee will apply to any setup that has already been set and client decides to change the setup. The reset fee is based upon the amount of work needed to reset the equipment. The fee will start at $200 per set. Floor Order All equipment or services that are ordered the day of the event will be charged a floor order fee. 21

22 nology nology Service Terms & Policies In House Sound System The in house sound system is designed for speaking ONLY. You may NOT sing, play a musical instrument or play loud music through the in house sound system. You may play low background music through the sound system. Lead AV reserves the right to control the volume of the sound system. If you need to need to sing, play a instrument or want louder music we have free standing sound systems for rent. Smoke/Fog/Haze Due to the sensitive fire system within the hotel, the use of smoke, fog or haze is STRICTLY prohibited. You may use smoke, fog or haze ONLY after it is discussed with Lead AV and your Event Sales Manager. Our fire system will have to be turned off and the entire hotel will have to be put on fire watch. Additional charges will apply for a fire watch. Set up Day/Rehearsals A 50% charge will apply to all in house equipment and a 100% charge will apply to all rented equipment for set up/rehearsal day. Service charge and taxes will be charged on the full amount of rental. All charges will be discounted on the final bill. Labor will be charged full rate for setup/rehearsals. Batteries Lead AV is environmentally friendly and only uses rechargeable batteries that a designed to operate our equipment. All clients must provide any batteries that they will require or purchase them from the gift shop located within the hotel. 22