NORTHWEST ARKANSAS BRIDAL FAIR
Embassy Suites Northwest Arkansas September 27, 2009
Attn: Rachael Miller/479-845-3216
3303 Pinnacle Hills Parkway Rogers, AR 72758-8936 479-254-8400
Return directly by Fax- Do Not Fax to Arkansas Democrat Gazette
VENDOR INFORMATION Company Name Address Booth #
479-845-3216 fax
city
st
zip
Phone # Ordered By
Fax # Print Name RENTAL ORDER
**Prices quoted are for advance orders received by 9/14/09** **Floor Order pricing includes orders after 9/14/09** Electrical
Qty
Advance Price
Floor Order Price
Total
110- Volt Power, up to a 20 amp supply each (specify # of outlets needed $30.00 220- Volt Power (specify # of outlets needed) 3-Phase Power (requires electrician) Extension Cord Power Strip $100.00 call $15.00 $15.00 $10.00 $10.00 $5.00 $50.00 $50.00 $125.00
$100.00 $200.00 call $30.00 $30.00 $25.00 $25.00 $10.00 $75.00 $100.00 $200.00
prices above include 10% sales tax
Setup
Additional 8' table (booth inclds 1- 8' table) 30" Cocktail Round (circle TALL or SHORT) Additional Chairs (booth inclds 2 chairs)
Phone Internet Special Request
Local Phone Access Line ("dial 9 & 1-800") High Speed Internet Access: Wireless High Speed Internet Access: Wired
NOTE: All tables come clothed and/or skirted unless requested otherwise. METHOD OF PAYMENT CASH/CHECK Card Number Name as it appears on card AmEx Discover MC Expiration
Total
Visa
I hereby authorize the Embassy Suites Hotel to charge my credit card as described above for payment to cover the charges indicated above. SIGNATURE__________________________________________________________ PRINT NAME_________________________________________________________
Please contact Rachael Miller at 479-845-3228 if you have any questions on this sheet.
Embassy Suites NWA/John Q. Hammons Center
RENTAL ORDER FORM
NAME OF SHOW:
NORTHWEST ARKANSAS BRIDAL FAIR
EXHIBITORS DISPLAYING VEHICLES:
Any Exhibitor that will be using a vehicle in their display must contact Rachael Miller no later than 4 weeks prior to the show to make arrangements. Exhibitors are required to obey the following requirements by the Fire Marshall & Facility:
1.) Vehicles MUST NOT have more than 1/8 tank of gas inside building. 2.) Vehicles MUST have batteries disconnected inside building. 3.) Exhibitors are required to have Visqueen covering carpet under entire vehicle display. Visqueen available through Hammons Center for a charge of $100. Please contact Rachael Miller to arrange. 4.) Vehicles MUST be pushed (i.e. manpower) into display place. No vehicle is allowed to run inside building. Any questions on the above can be referred to Abby Hobbs at 479-845-3228.
EXHIBITORS WITH FOOD:
Any Exhibitor that will be displaying food in their booth must contact Rachael Miller no later than 2 weeks prior to the show to make arrangements. Exhibitors are required to obey the following requirements by the Facility: 1.) Booths will be required to have Viqueen covering carpet under entire booth setup. Visqueen available through Hammons Center for a charge of $50 per 10' x 10' area. Please contact Rachael Miller to arrange. 2.) Any Exhibitor offering product other than pre-packaged, sample sized items must sign acceptance of food safety liability form with facility. Any questions on the above can be referred to Rachael Miller at 479-845-3228.
PHONE 479-845-3228
FAX 479-845-3216
3303 PINNACLE HILLS PKWY, ROGERS, AR 72758
Shipping and Receiving Information
In - Bound Shipments
Please ensure the following information is placed visible on your in-bound package label:
Name of Group / Event Attn: Guest Name Embassy Suites NWA 3303 Pinnacle Hills Parkway Rogers, AR 72758
Arrangements must be made in advance for all pallets, and the receiving of more than (10) ten packages. The Embassy Suites is not responsible for any damaged packages and has the right to refuse any shipments. The Embassy Suites is not responsible for helping unload any delivery truck that may drop off shipments. (Hotel does not own a forklift.)
Hours For Receiving Freight:
The hours for receiving freight are as follow 7 AM to 4PM Monday through Friday at the back dock of the hotel Saturday and Sunday by the front desk
Because of our zip code, no packages are delivered before 10AM regardless of package being marked for early delivery. Please make proper arrangements to ensure your delivery by the time you need it.
Normal Drop Off Times:
Normal Drop off times are as follow but can change due to weather: DHL- 8 AM to 3 PM / UPS- 10:00 AM – 12:00 PM / Fed Ex- 11:00 AM to 12:00 PM
Note: Drop off times is subject to the weather change and holiday traffic.
In-coming packages
Envelopes and small Fed Ex / UPS carrier company boxes All packages (5) pounds to (10) pounds All packages (11) pounds to (20) pounds All packages (21) pounds to (35) pounds All packages (36) pounds to (50) pounds All packages over (51) pounds All packages held over (4) four days NO CHARGE $5.00 per package $10.00 per package $15.00 per package $20.00 per package $25.00 per package $2.00 per day/package
All packages not claimed over (30) days will be discarded
All over sized boxes All normal sized pallets All over sized pallets All pallets held more than 2 days $15.00 per box $75.00 per pallet $100.00 per pallet $50.00 per day
Menu Prices Subject to 21% Service Charge and Applicable Sales Tax • Prices are Subject to Change
Shipping and Receiving Information (part 2)
Out - Bound Shipments
If packages need to be shipped back to your organization, a Shipping Form must be completed. A form can be obtained from the Hotel Business Center / Gift Shop. Guests wishing to use their account numbers must provide preprinted carrier form with the account number. No Packages will be shipped out of the hotel without the proper completion of this form. The hotel address may not be used as a return address. If the package contains Hazardous Materials or any special shipping labels are needed to send the packages please make sure you have all labels required with you. We will not be responsible for providing Hazardous Material Labels. The Hotel will only direct bill shipping charges to a master account when credit is established in advance and the authorized signer has approved the charge. Rates will be given at the time services are rendered. The carrier will charge the credit card or account number provided. The hotel will not be charging you directly.
The hours for sending packages are as follows:
Please try to have all packages ready to send no later then 2:30 pm. This will insure your package will go out that day. Fed Ex – Between 2:45 pm and 3:00 pm UPS – Between 3:00 pm and 3:30 pm DHL – Have gift shop attendant call for a pick up Fed Ex Ground – Have gift shop attendant call for pick up for the next business day ( All labels need to be provided for Fed Ex Ground )
Receiving Rates/Handling Fees
In-coming packages
Envelopes and small Fed Ex / UPS carrier company boxes.............................................................................................................................. NO CHARGE Less than (5) five parcels under (20) pounds………………………………………………………………………………………………………………………………………… $5.00 per package (5) five or more packages under (20) pounds………………………………………………………………………………………………………………………………………… $10.00 per package All packages (21) pounds to (50) pounds……………………………………………………………………………………………………………………………………………….. $15.00 per package All packages over (50) pounds…………………………………………………………………………………………………………………………………………………………………… $20.00 per package All packages held over (4) four days…………………………………………………………………………………………………………………………………………………………. $2.00 per day/package
All packages not claimed over (30) days will be discarded
All over sized boxes……………………………………………………………………………………………………………………………………………………………………………………….. All normal sized pallets………………………………………………………………………………………………………………………………………………………………………………….. All over sized pallets………………………………………………………………………………………………………………………………………………………………………………………. All pallets held more than 2 days……………………………………………………………………………………………………………………………………………………………….. $15.00 per box $75.00 per pallet $100.00 per pallet $50.00 per day
Out-going packages
Envelopes and small Fed Ex / UPS carrier company boxes……………………………………………………………………………………………………………. NO CHARGE Self packaged parcels normal sized…………………………………………………………………………………………………………………………………………………………… $2.00 per package Self-packaged parcels oversized…………………………………………………………………………………………………………………………………………………………………. $4.00 per package Packages that need to be packed………………………………………………………………………………………………………………………………………………………………. $5.00 per package
Menu Prices Subject to 21% Service Charge and Applicable Sales Tax • Prices are Subject to Change