2016 2 0 1 3 EVENT TECHNOLOGY SERVICE GUIDE The JW Marriott Chicago has selected Encore Event Technologies, a Freeman company, as the preferred in-house production company for guests using the hotel s meeting facilities. Encore maintains an office inside the hotel that is complete with equipment, management staff, and technicians who work closely with the hotel staff to ensure that each event exceeds the expectations of our valued clientele. From a large General Session to an intimate board meeting, our unique resources pool together the top professionals in the industry with sleek technology to produce memorable and exciting meetings and events. This Service Guide serves as a quick reference guide for the most frequently requested Audiovisual and Business Center services. Please contact William directly at 312.660.8204 for a detailed proposal or to inquire about larger production needs. William Woods Director of Sales, Event Technologies William.Woods@encore-us.com 312.660.8204
William Woods Director of Sales, Event Technologies Ballroom Packages Standard Grand Ballroom Production Dual 10,000 Lumen DLP Projection Package with 10 x 17 screens (Widescreen 16:9 format) Standard Line Array Sound System Wireless Microphones Stage-Wash Lighting; Uplight Accents All necessary Pipe and Drape, Power and Cabling Set and Strike Labor Starting at $10,350.00 Standard Burnham Ballroom Production 10,000 Lumen DLP Projection Package w with an 11 x 19 screen (Widescreen 16:9 format) Standard Line Array Sound System Wireless Microphones Stage-Wash Lighting; Uplight Accents All necessary Pipe and Drape, Power and Cabling Set and Strike Labor Starting at $9,350.00
William Woods Director of Sales, Event Technologies Conference Room Packages Executive Boardroom Package 55 LCD Monitor with Audio All necessary Power and Cabling Starting at $350.00 Conference Room LCD Package 4,000 Lumen LCD Projector Appropriately sized Executive Screen (Widescreen 16:9 format) Accent Lighting All necessary Power and Cabling Starting at $995.00
William Woods Director of Sales, Event Technologies Half Screen Graphic 16:9 Aspect Ratio Example: Meeting Room Graphic sequencing with hotel graphics Digital Signage Full Screen Graphic 16:9V Aspect Ratio In-Room TV (Dark) Channel $1000/day; $2000 for buyout Large Digital Signage Boards Full Screen Graphic $250/day (will sequence with hotel schedules) Half Screen Graphic $250/day (stays on screen permanently) Meeting Room Digital Signage Complimentary (regularly $150/room) (can either sequence with hotel graphics or use entire screen) Highlights 56 Meeting Space Monitors 8 Large Boards in Public Space Special rates extended for multiple boards/days or in conjunction with a larger Encore order
William Woods Director of Sales, Event Technologies Labor Rates Minimum Call Times: In any room with four or more audio sources, three or more video sources, and/or recording of any sort: 5-hour minimum including setup and strike time; 8-hour minimum if the operator s time worked exceeds 5 hours. One service technician is required for every 5 meeting rooms per event. Hourly Rates: (ST) $99.00 (OT) $148.50 (DT) $199.00 Work Hours: Straight-Time (ST) 8:00am - 12:00mid, Monday - Friday Overtime (OT) After initial 8 hours worked Monday - Friday 8:00am - 12:00mid, Saturday Double-Time (DT) 12:00mid - 8:00am, Daily After initial 8 hours worked on Saturday All day on Sunday If work begins prior to 6:00am, all hours until an 8-hour break is given. If an 8-hour break is not given from the end of a previous call. Holidays* Rigging: Riggers have a minimum 8-hour call for both the in and out. There is a two technician requirement for safety purposes. All rigging plots must be approved by Encore a minimum of 72 hours prior to show date, and all rigging labor must be obtained through Encore. Hourly Rates: (ST) $130.00 (OT) $195.00 (DT) $260.00 Work Hours: Straight-Time (ST) 8:00am - 12:00mid, Monday - Friday Overtime (OT) After initial 8 hours worked Monday - Friday 8:00am - 12:00mid, Saturday Double-Time (DT) 12:00mid - 6:00am, Daily After initial 8 hours worked, Saturday All Day Sunday If work begins prior to 6:00am, all hours until an 8 hour break is given If an 8 hour break is not given from the end of the previous call Holidays* *Holidays: New Years Day, Presidents Day, Memorial Day, Independence Day (4 th of July), Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and Presidential Election Day (every 4 years, unless special circumstances). Additional Technical Services Specialty Labor Call for details Audio (Microphones and Amplification Systems) Wireless Microphone $195.00 Podium Microphone $75.00 Please call for pricing options on amplification Presentations & Video Show Laptop $250.00 Blu-Ray Player $195.00 DVD Player $135.00 Miscellaneous Presentation Aids Flipchart (StickEZ) with Markers $95.00 Wireless Remote for Presenter $55.00 Laser Pointer $55.00 Lighting Podium/Stage-Wash Lighting Package (6 fixtures) $895.00 Additional Stage-Wash Fixtures $65.00/each LED Uplight Package (8 fixtures) $595.00 Please call for pricing options on additional lighting Telecommunications DID Line (includes standard handset) $175.00 Polycom Speakerphone (includes DID charge) $335.00 House Phone $50.00
William Woods Director of Sales, Event Technologies High Speed Internet Access The JW Marriott Chicago has a robust 100MB internet circuit allocated completely to the Conference space at the hotel. This allows us to provide seamless HSIA for simultaneous groups on property and/or service your most complex meeting requirements with exceptional results. Internet pricing is offered at a per-user rate at either basic (email and simple web browsing) or premium (media streaming, mobile apps) speeds. Please contact your Encore representative for pricing. Services include: Webcasting Standard Webcasting (graphics) Webcasting (graphics and imag) Web Hosting for On-Demand Viewing Call for details and pricing While onsite, you can connect through the Marriott-CONFERENCE Network for Internet access throughout the meeting space. NOTE: The Guestroom Network is separate from the Conference Network, so your guestroom internet access code will not work in the meeting space. Customer provided wireless access points or other network infrastructure devices are prohibited to ensure uninterrupted operation of existing hotel wireless infrastructure. Customer provided routers, switches, and other networking infrastructure devices are prohibited as to ensure uninterrupted and unimpaired operation of existing hotel network services. Note: Custom installations or dedicated Internet service beyond the scope of existing facilities will be individually quoted upon request. Ask us about our complimentary* customizable app, CUMULUS! *App is complimentary when Encore is utilized as the exclusive audiovisual provider for your event.
Mike Fleming Business Center Manager mike.fleming@encore-us.com 312.660.8861 Business Center Office Equipment Rentals Computers Dual Core Laptop with MS Office $250.00 Dual Core Desktop with 17 Monitor and MS Office $250.00 Additional Software Packages available Call for details Data Displays / Monitors Business Center Hours 7:00am 7:00pm Monday Friday 7:00am 1:00pm Saturday Closed Sunday* Conveniently located on the first floor in the Retail Hallway 20 LCD Flat Panel $175.00 Larger Displays available Call for details Printers & Fax Machines B&W Printer: HP LaserJet P3015 (includes one ream of paper) $295.00 Color Printer: HP LaserJet CP 4025 (includes one ream of paper) $395.00 Low / Mid Volume Plain Paper Fax $225.00 Copiers Mid Volume (20-30 cpm) Doc Feed / Sort 3,000 Copies Included Call for details High Volume (40-75 cpm) Doc Feed / Sort 5,000 Copies Included Call for details *Mid and High Level Copiers available only at the Weekly rate. Additional days will be charged accordingly. *All copies over the included amount will be assessed an overage price per impression fee. Miscellaneous Office Equipment & Services Shredder, office capable $125.00 Shredding Services Call for details *Special accommodations can be made for service beyond the normal business hours at $95.00 per hour per person with advance notice.
Mike Fleming Business Center Manager mike.fleming@encore-us.com 312.660.8861 Shipping/Receiving & Package Handling Full-Service Business Center Services include: Prior to your event, you may arrange to have your packages delivered and stored in our Package Room for safekeeping. Materials arriving five calendar days prior to your arrival will incur a storage fee of $25 for each 100lbs. Onsite, simply dial x8861 to arrange the delivery of your materials to your guest room or meeting space, allowing 45-60 minutes for delivery. NOTE: Pallets may require longer delivery time. A representative from your group must be present to sign for all deliveries. Following your event, the Package Room can provide pick-up service from your guest room or meeting space. Please contact Mike Fleming, Business Center Manager, for shipping details. Current Shipping Rates Internet usage on a Business Center Computer $7.00/hour Copies $0.20 B&W $1.50 Color *Call for specialty options Printing $0.50 B&W $1.50 Color *Call for specialty options Faxing (Local, Long Distance and International) *Call for details Scanning $3.00 per page or object Specialty Services include: Spiral Binding, Laminating, Color Transparencies; Finishing (sizing, stapling, folding, cutting); Word Processing Notary Public services FedEx and UPS Letter size... Complimentary Packages up to 5 lbs. $10.00 Large Format Banner & Poster Printing Packages between 6-20 lbs. $15.00 Standard Banner Laminate With Retractable Base Packages between 21-50 lbs..$25.00 3x5 $120.00 $130.00 $240.00 Packages 51 lbs and over..$60.00 3x6 $130.00 $140.00 $250.00 Skids/Pallets..$250.00 3x8 $140.00 $150.00 *Shipping for International Packages: add $15.00 to the prices listed above Flat Rate Shipping Charge per package..$15.00 Please follow these guidelines when shipping packages in and out of the JW Marriott Chicago. The labeling on each parcel should include: YOUR NAME (or person claiming package) ORGANIZATION NAME(S) AND DATES OF FUNCTION JW EVENT MANAGER S NAME 151 WEST ADAMS STREET JW MARRIOTT CHICAGO CHICAGO, IL 60603 4x8 $150.00 Poster 18x24 $35.00 22x28 $65.00 24x36 $85.00 36x48 $105.00 $160.00