I.

FUNCTION SET-UP RULES & REGULATIONS

1. The ORGANIZERS, EXHIBITORS AND SUPPLIERS shall use the Hotels service entrance for any entry and exit of
equipment, materials and crew at a time mutually agreed.
NO ID NO Entry policy is strictly implemented
2. The ORGANIZERS, EXHIBITORS AND SUPPLIERS shall furnish the Security Officer a list of equipment and materials
brought inside the Hotel premises. Exhibitors list should reflect the same list given and noted by Security upon time
of entry/exit.

LIST OF AV EQUIPMENT AND LIGHTING. Together with their respective ratings should be submitted to the
engineering department prior the event for power/wattage calculation or power charging.
Only vehicles that will pass the vehicle height limit bar shall be allowed to enter the building
Maximum of 10 feet or 2.7M is the vertical clearance of our basement entrance
During Ingress, AV contractor shall secure first a work permit at Engineering department for briefing on the
rules to observe during the set up and the event proper
AV contractor shall be required to present their power pack capable of handling the current rating of Audio
Equipment and Lighting for inspection. Defective power pack with loose breakers, insufficient wire size,
defective devices and the like shall not be allowed to move in
Designated power tapping point shall be provided to the AV contractor as guide during the set up
AV contractor are not allowed to do the electrical tapping without the presence of Engineering
representative
It shall be the responsibility of the ORGANIZERS, EXHIBITORS AND SUPPLIERS to properly secure the wires of
their equipment using i.e. black fabric tape. Spaghetti and octopus connections will not be allowed.
Wires should always be a royal cord with a minimum size of No. 12 or 3.5mm copper wire.
Wires should be laid out and organized in such a way that it would not disturb or inconvenience the guest. If
it is unavoidable that wires must pass through passage ways or doors, rubber sheet covers and/or black
fabric tape should be provided by the supplier/contractor to conceal them. Duct tapes requested from the
hotel shall be charged accordingly.
There should be no flying connections. All wiring should be attached or supported appropriately.
All splicing should be properly taped; all exposed wiring should likewise be shielded.
All installations are subject to inspection and approval by the Chief/Asst. Engineer and /or Duty Engineer
prior to having it energized.
All wiring sizes and installation should conform to the provision of the Philippine Electrical Code.

Contractors shall observe extra care during their ingress and egress. Damages discovered inside the function areas,
hallways resulting from the improper ingress/egress, shall be charged accordingly.
Exhibitors/Contracted Suppliers and Crew may be subjected to routine searches and questioning by the Hotel
Security Staff while they are within the confines of the Hotel.
3. The ORGANIZERS, EXHIBITORS AND SUPPLIERS shall provide carpet protectors at all times during booth/display
set-up and car launches. These carpet protectors depending on the set-up requirements are as follows:
A. Scaffolding - provide 4 x 8x 1/2 thick plywood boards
B. Additional flower arrangement - plastic mats/covers to protect carpet
C. Carpentry Work - Industrial plastic covers to collect sawdust or any unwanted residue
D. Booth Set-up - 1/8 plywood with area carpet on top with duct tape edge
E. Fabricated Stage - 1/4 thick plywood board
4. Fire hazardous equipment and materials shall not be allowed inside the Hotel premises. EXHIBITOR to declare
such materials in their list prior to exhibition and entry to hotel.

No flying lanterns shall be allowed during the event

Indoor fireworks inside the function room must have an approval from security and engineering. Actual
testing of the firework is also a requirement
Balloons with helium and other flammable paraphernalias are not allowed inside the function room
Open fire or flame such as candles (without proper protector), torch and the likes are prohibited inside the
hotel.

5. Heat generating equipment such as stove, microwave, flat irons (for pressing) etc. unless used as displays with
prior approval (for product launch) shall not be allowed in the carpeted area of the Hotel.
Food Carts with any cooking device is strictly prohibited
Chopping of lechon inside the function room is not allowed
6. Bringing in of food shall not be allowed. Organizers are responsible for any meal arrangements of its suppliers and
contractors, which could be arranged with the hotel at a very minimal price or shall be consumed at the hotel
cafeteria. Please note that NO outside catering or outside food will be allowed inside the hotel for the Exhibitors or
Suppliers during the duration of the event from ingress or egress. Likewise, suppliers and set-up crews must bring
their own drinking cups, drinking water and coffee during set-up/ingress or egress but must ensure to maintain the
cleanliness and tidiness of the area. A corkage of P200 per person shall be charged as penalty to any violation of
this rule.
7. Smoking, drinking alcoholic beverages and sleeping by contractors/suppliers staff during set-up and during the
actual function shall be strictly prohibited. For safety reasons, eating during specified meal periods is only allowed in
designated areas provided the Exhibitors and Suppliers avail of the specially pre-arranged low-priced exhibitors
meal prepared by the hotel. This can be arranged and pre-ordered through Events Management office.
8. Proper Dress Code, IDs and Decorum shall be observed by the contractors/suppliers staff setting up the exhibit
booths, displays and production theme set-ups. Allowed dress code is any decent t-shirt and black Pants. Short
pants, Dirty and tattered Maong jeans, Sando and Rubber Slippers are not allowed
9. A Valid individual ID (ex: Govt Issued and Company IDs), is required at the designated Entry point in exchange for
the Hotel Issued ID. Hotel issued ID shall be worn at all times while inside the Hotel premises. Event Organizers shall
be held responsible for any and all actions of its contractors/suppliers. Exhibitors will provide Security a list of
assigned contractors/crew prior to entry so that proper ID cards can be issued. Loitering of set-up crews, contractors
& suppliers is NOT allowed while events/functions are on-going. Likewise, the set-up crews, contractors & suppliers
can only use the designated Comfort Rooms located at the Receiving Area of the hotel. Use of Guest Comfort Rooms
is strictly prohibited.
9. No major painting job, welding, loud and boisterous hammering and drilling on exhibit booths, set-up, or stages
will be allowed. All fabricated items, displays, stages, backdrops, etc. should be pre-painted, pre-constructed, prior
to set-up.
Swags and drapes on ceiling, pin attachment of posters to padded walls, hanging of decors on branches and
chandeliers are not allowed
Paraphernalias must be delivered fabricated
10. All ORGANIZERS, EXHIBITORS AND SUPPLIERS shall not POST, PUT UP or ATTACH in any manner, posters, props
and other materials to or on the walls, columns and floor of the function room. Hammering on floors, walls, ceilings
or banquet equipment and hotel property is strictly prohibited.
11. Posters and any form of signage are prohibited along any public areas. Posters and signages may only be
displayed by the entrance of the function venue.
12. All ORGANIZERS, EXHIBITORS AND SUPPLIERS shall solely be responsible for any damages (chargeable directly
and immediately to the Organizer) and/or injuries, whether personal or to property that the ORGANIZERS guests
and other persons attending the function and the Hotels staff and employees, may suffer by reason of or arising out
of the activities undertaken during the function or the materials and equipment brought in the by

EXHIBITOR/SUPPLIER. The ORGANIZERS, EXHIBITORS AND SUPPLIERS shall hold the Hotel free and harmless and shall
indemnify the latter from any and all claims and actions for the foregoing damages.
13. The ORGANIZERS AND EXHIBITORS shall be solely responsible for its and its guests personal belongings such as
cell phones, bags, cameras, laptops, projectors, gifts, prizes, exhibit items, props & costumes, displays and other
materials and personal effects. The Hotel, shall in no instance, be held liable for any loss or damage of such items.
14. All props, displays and such other materials and equipment used by the ORGANIZERS, EXHIBITORS AND
SUPPLIERS shall be cleared from the exhibit area and from the premises of the Hotel at a contracted time after the
end of the function. Otherwise, the HOTEL may on its own arrange for all the said props, displays and other materials
to be cleared and charge the ENGAGER a fee of Fifteen Thousand Pesos (P15,000.00). In such an event, however,
the Hotel will not be liable for any loss or damage to the EXHIBITORS AND SUPPLIERS props, displays and other
materials.
15. Organizers must submit, for approval of the Manager/EAM and to the Engineering Department, a lay-out of the
exhibit, stage set-up and other types of set-up including all lighting and technical specifications of equipment. All
contractors and suppliers must secure a restricted pass from Engineering Department at least 3 days before the
event. You are kindly requested to ensure that all set-ups shall not compromise the safety and security of the Hotel
and the guests. Set-up must not obstruct the fire zones, surveillance cameras, directional and exit signs at all times.
All lay-out specifications should also provide a convenient allowance of 2m x 3m per booth and a clearance of 2.5
meters for traffic flow. Speakers at the Foyer areas or outside the reserved function room/s will not be allowed.
16. All contractors and suppliers must ensure the SAFETY of their staff during set- up. The staff doing work at the
ceiling must always wear a SAFETY BELT /HARNESS.
The empty boxes of audio & lights equipment or other boxes must be pulled out immediately after set-up.
NO boxes or equipment must be stored along the back corridor of the function room and ballroom as this is
an emergency exit corridor/s. It is also encourage for the suppliers/contractors to bring their own First Aid
Kit.
17. It shall be the responsibility of the ORGANIZERS, EXHIBITORS AND SUPPLIERS to properly secure the wires of
their equipment using i.e. black fabric tape. Spaghetti and octopus connections will not be allowed.
18. Certain provisions in this Agreement are to be enforced during technical or dress rehearsals of any entertainers,
models. etc. prior to actual function. An authorized staff member of the Hotel can spot check dressing rooms of
entertainers/staff areas to ensure implementation of Nos. 4, 5, 6, and 7. Technical rehearsals involving sound check
must be done when there are no on-going functions in adjacent or nearby function rooms. Volume during sound
checks must be regulated. The hotel has the right to stop any rehearsal schedule that will disturb other on-going
events.
19. It shall be the responsibility of the ORGANIZER to communicate with the exhibitors, contractors and suppliers
involved in the set-up of the exhibit booth/display the aforementioned function set-up rules and regulations.
20. Open fire or flame such as candles (without proper protector), torch and the likes are prohibited inside the hotel.
II. POWER SUPPLY REQUIREMENTS
1. Organizer is required to secure tapping permit from the Engineering Office prior to the event.
2. The following guidelines shall be followed prior to tapping:
A. Secure and accomplish a Restricted Pass from Engineering Office
B. Submit to Duty Engineer lay-out of load wirings prior to tapping of power and shall be subject to
inspection.
C. From the Hotels Electrical Panel (tapping point), organizer must provide their own POWER PACK. Please find
below maximum allowable Circuit Breaker Amperage for tapping:

a. For 100 amperes - 20 kilowatts load requirement at 90% demand load. Organizer must have 100 amperes circuit
breaker with royal cord
mainline gauge # 6.
b. For 30 amperes - 6 kilowatts load requirement at 90% demand load. Organizer must have 30 amperes circuit
breaker with royal cord mainline gauge # 12. NOTE: Only royal cord with appropriate size to the main power line
shall be used.
D. Please find below maximum level of amperes allowed for the specified venues:
Function Room
Grand Ballroom
Grand Ballroom 1
Grand Ballroom 2
Grand Ballroom 3
Other
Smaller
Rooms

Amperes
100 Amperes, 3 phase, 220V
L-N

Function

3. For disconnection of power line, organizer must coordinate with Banquet Service and Engineering staff
immediately after the event to ensure proper disconnection of Power Panel.
4. Hanging of lights heavier than tracklights (ie. intelligent lights, cyberlights etc.) is strictly prohibited.

SIGNED FOR AND ON BEHALF OF

ACACIA HOTEL MANILA

SIGNED FOR AND ON BEHALF OF

Rosanna P. Chua
Event Sales Executive
Date:

Clients Name
Date: