WES TERN
EVEN T SERVICE
1970 Williams Street ~ San Leandro, CA 94577 Phone (510) 430-0510 FAX (510) 430-0511
CONVENTION SERVICE · SPECIAL EVENT DECOR · SET DESIGN · PRODUCTION
CWEA 2009 Annual Conference
Exhibits
Palm Springs Convention Center
April 29 - 30, 2009
MEMO TO ALL EXHIBITORS:
Western Event Service is pleased to have been selected to serve as your Official Service
Contractor for this show. In this capacity we will assist you in every way possible to promote
a successful and effective marketing presentation.
This Exhibitor Service Kit contains information and order forms for your use. Please
examine them carefully and select the proper forms for your needs. To avoid 30% or higher
late charges, all orders must be received at least 2 weeks prior to the shows installation
date. Full payment must be included with the order to take advantage of pre-order prices.
The standard booth for this show will be 10' wide by 10' deep, with burgundy & white drape
and the floor of the exhibit hall is carpeted with a multicolored carpet. Each booth will
include the following basic equipment:
1 - Exhibitor ID Sign 1 - 6' Draped Table
2 - Chairs 1 - Wastebasket
1 - 500 Watt Electrical Outlet
SHOW HOURS:
Exhibitor move-in:3:00 PM – 8:00 PM Tuesday, April 28th
8:00 AM – 12:00 PM Wednesday, April 29th
Show open: 2:00 PM – 7:00 PM Wednesday, April 29th
12:00 PM – 6:30 PM Thursday, April 30th
Dismantle complete by: 10:00 PM Thursday, April 30th
EXHIBITORS - Please note the following important information:
All heavy freight, vehicles, and crated exhibit materials must be moved in on
Tuesday, April 28th. All other booth delivery, set-up, and assembly must be completed no
later than 12:00 PM, on Wednesday April 29th to allow for final exhibit hall cleaning prior to
the opening of the show. If you feel you will require more time than the schedule allows for
your booth setup, please contact us so that we can address your needs.
CWEA 2009 Annual Conference
Exhibitor Information Page 2.
DECORATOR UNION INFORMATION:
In order to conform with current union contract rules and regulations, it will be required that
all exhibitors utilize qualified union personnel for all display installation and dismantle labor
as well as all material handling during the show. The handling or setting out of merchandise
to be displayed does not require union labor and may be done by the exhibitor. In addition,
the installation or dismantle of an exhibit, which does not require the use of tools, or more
than one person and which can be accomplished in 30 minutes or less, may be performed
by the Exhibitor.
INSURANCE:
Neither Show Management, any Show Management Contractor or the facility assumes
responsibility for any merchandise or display material which may become lost, stolen or
damaged, under any circumstances. You must carry your own insurance to protect your
property from the time it leaves your facility until its return.
SHIPPING INFORMATION:
Yellow Freight Service will serve as the Official Freight Service Company for this show.
Western Event Service will be responsible for control of all freight in and out of the show
and will have priority at the loading dock at all times. Please see the attached rate sheet for
freight service options and charges. With the short time frame available for move-in, and
the limited loading facilities, we strongly suggest that all freight be sent to our warehouse, to
be included with our delivery to the show. Western Event Service and Yellow Freight
Service will have priority at, and control of the loading dock at all times.
Advance freight will be received and stored for up to 30 days prior to the show at no
additional charge. Please send all advance shipments as per the enclosed freight
forwarding information and mark all pieces as follows:
ADVANCE FREIGHT shipping address:
TO: CWEA Annual Conference
FOR: Exhibitor Name Booth #
C/o Yellow Freight Service
1500 West Rialto Avenue
San Bernardino, CA
Must Arrive No Later Than: Friday, April 24, 2009
The last date we can accept Advance Freight for this show is Friday, April
24th. Freight sent to the above address that arrives after Friday, April 17th,
will be accepted, but will be charged at the Late Freight handling rates.
CWEA 2009 Annual Conference
Exhibitor Information Page 3.
Please do not ship your Advance Freight directly to the Palm Springs Convention Center.
They are unable to accept and store Advance Exhibitor Freight and will refuse Exhibitor
freight unless delivered during the scheduled move-in times for the show.
Please use the following address for freight sent to arrive during the move-in hours of
the show:
SHOW-SITE FREIGHT shipping address:
TO: CWEA Annual Conference
FOR: Exhibitor Name Booth #
c/o Palm Springs Convention Center
Loading Dock
277 N. Avenida Caballeros
Palm Springs, CA 92262
TO ARRIVE NO EARLIER THAN: 4/28/2009
TEAMSTER UNION INFORMATION
Union regulations do not allow Exhibitors the use of hand trucks, dollies or push carts while
on the show floor without teamster assistance. Exhibitors may hand carry items on and off
of the show floor, limited to what one person can carry in one trip, per booth.
All orders, including labor, electrical and material handling must be paid prior to
close of the show. We will accept cash, check or credit card. Exhibitor must
advise our service desk immediately of any services not performed satisfactorily.
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW!
During the show, the staff at our Service Desk on the show floor will be happy to answer
any questions you may have and to help with any problems that may arise concerning
electrical, decorating services or freight. We will be on hand at the close of show to assist
with your outbound freight arrangements. If we can be of further help please feel free to call
us at (510) 430-0510.
Please visit us @ www.WesternEventService.com for additional Information.
Return Copy
WESTERN
CWEA 2009 1970 Williams Street Booth #
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE
(510) 430-0510 FAX (510) 430-0511
PAYMENT
THIS FORM, ALONG WITH YOUR PAYMENT (CHECK OR CREDIT CARD INFORMATION)
MUST BE RETURNED TO US TO ENSURE PROCESSING OF YOUR ORDER.
PAYMENT IN FULL of all rental, service and labor charges must accompany your orders to qualify for
ADVANCE ORDER rates. All orders must be received at least two weeks prior to move-in, including
payment, to qualify for Advance Order rates. All orders received without payment will be collected at the
show and will be charged at LATE ORDER rates. All orders placed at the show are due and payable at
the time the order is placed. Show site orders may be paid by cash, check or credit card.
PHONE ORDERS NOT ACCEPTED – PLEASE FAX ORDERS TO US AT (510) 430-0511
PLEASE TOTAL YOUR ORDER HERE:
FURNITURE $________ ELECTRIC $________ LABOR $________
CARPET $________ CLEANNG $________ PLANTS $________
FREIGHT $________ AV EQUIPMENT $________ ___________ $________
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW! TOTAL DUE $____________
THE LAST DATE WE WILL HONOR ADVANCE RATES FOR THIS SHOW IS TUESDAY, APRIL 14th!
Check Enclosed for Total Amount Due. Check #: ________________ Amount: $______________
IF PAYING BY CREDIT CARD, PLEASE COMPLETE THE FOLLOWING:
CHARGE TO: Am Express Discover Card Master Card Visa
Account Number Expiration Date
Security Numbers printed on rear of card
Please Print: Cardholder's Name: ______________________________________________ ____________
Cardholder’s Billing Address: ___________________________________________________
City: _____________________________________ State: ________ Zip: ______________
Phone: ___________________________________ Fax: ________________________________
Cardholder's Signature: _______________________________________________ Date: __________________
UNLESS ADVISED OTHERWISE, WE WILL USE THIS AUTHORIZATION TO BILL YOUR ACCOUNT FOR ADDITIONAL GOODS OR SERVICES
INCURRED DURING THIS SHOW. EXHIBITOR MUST ADVISE SERVICE DESK OF ANY DESCREPANCIES PRIOR TO THE CLOSE OF SHOW.
Please Check all of the Following Boxes that Apply:
Use this account for additional services at this show.
No additional people are allowed to sign on this account.
The Cardholder hereby authorizes the following people to sign on the above account for any additional charges
incurred at show site: ___________________________________ _ _________________________________.
Exhibitor Company: __________________________________________ Tel.: _____________________ Date: ___________
Address: _____________________________________________________________________________________________
By (Signature): _____________________________________ Print Name: ________________________________________
Return Copy
WESTERN 1970 Williams Street Booth #
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
EVEN T SER VICE
April 29-30, 2009 (510) 430-0510 FAX (510) 430-0511
VEHICLE DISPLAY FORM
All Vehicles that will be displayed on the Exhibit Hall floor must adhere to the following conditions:
1.) A copy of this form must be completed and returned to Western Event Service (WES) for
each vehicle. Upon receipt of this form WES assign a move-in time for each vehicle and will
confirm that time with the Exhibitor. If a vehicle misses its assigned move-in time, it may not
be possible to locate the vehicle on the Exhibit Hall floor. If a vehicle misses it assigned
move-in time, there may be additional charges incurred in addition to those listed below.
2.) All Vehicles will be charged a Vehicle Spotting fee, with a minimum of $105.00.
3.) All vehicles displayed on the Exhibit Hall floor must have under vehicle protection for the
entire vehicle, including tires, in order to protect the facility carpeting. This may be provided
by the Exhibitor or ordered below.
4.) Fire Marshall Regulations Regarding Vehicles on Display:
Vehicles (CFC 314.4): Liquid or gas fueled vehicles, boats or other motor craft shall not be
located indoors except as follows:
a) Batteries are disconnected once the vehicle is positioned in the booth.
b) Fuel in fuel tanks does not exceed one quarter tank or 5 gallons (19L)
(whichever is least).
c) Fuel tanks and fill openings are closed and sealed to prevent tampering.
d) Vehicles are not to be fueled or de-fueled while within the building.
e) No ignition source is allowed within 20 feet of the vehicles. Ignition sources
include, but are not limited to, candles, motors, space heaters.
f) Vehicles shall not block exit doors. All exit doors to be accessible with a
clearance of 44 inches. Exit doors to remain unlocked during public occupancy.
Description of vehicle to be displayed on the show floor, please include dimensions;
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
I will provide my own under vehicle protection to the decorator for install; please note that there
will be a minimum 1 hour labor charge for install and a ½ hour charge for dismantle.
I will require under vehicle protection to be provided by the decorator; please note that visqueen
will be installed, and dismantled, at the rate of $0.75 per square foot for this service.
Vehicles will be placed in booth numbers ___________________________________, please
diagram the planned layout of your booth(s) in the following space:
Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________
Address: _______________________________________________ City/St.: _________________________ Zip: ____________
By (Signature): ____________________________________ Print Name: ____________________________________________
Return Copy
WESTERN 1970 Williams Street Booth #
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
EVEN T SER VICE
April 29-30, 2009 (510) 430-0510 FAX (510) 430-0511
Booth Furnishings
QUANTITY DESCRIPTION RENTAL PRICE TOTAL DUE QUANTITY DESCRIPTION RENTAL PRICE TOTAL DUE
TABLES - 24" WIDE x 30" HIGH CHAIRS & STOOLS
ADVANCE SHOW
Tables are covered with white vinyl ORDER ORDER
top and draped on three sides. ADVANCE SHOW
ORDER ORDER _____ Stacking Side Chair (Gray) $ 22.00 $ 28.00 $______
______ 4' Long Draped Table $ 86.00 $116.00 $______ _____ Molded Side Chair $ 29.00 $ 38.00 $______
______ 4’ Long Undraped Table $ 43.00 $ 58.00 $______ Color: Charcoal or White
______ 6' Long Draped Table $ 96.00 $130.00 $______ _____ Molded Arm Chair $ 32.00 $ 42.00 $______
______ 6’ Long Undraped Table $ 48.00 $ 65.00 $______ Color: Charcoal or White
______ 8' Long Draped Table $106.00 $144.00 $______ _____ Deluxe Chrome Padded chair $ 34.00 $ 44.00 $______
______ 8’ Long Undraped Table $ 53.00 $ 74.00 $______ _____ Padded Stool with Back $ 60.00 $ 82.00 $______
th
______ Drape 4 side 4’ - 6’ - 8’ $ 35.00 $ 48.00 $______ _____ ________________ ______ $_____ $_____ $______
Colors (Circle One): Blue Gold Red Gray Black Plum _____ ________________ ______ $_____ $_____ $______
Forrest Green White Teal Burgundy Show Color
SPECIALTY ITEMS
ADVANCE SHOW
COUNTERS - 24" WIDE x 42" HIGH ORDER ORDER
Tables are covered with white vinyl
top and draped on three sides. ADVANCE SHOW _____ Chrome Easel $ 22.00 $ 28.00 $______
ORDER ORDER
_____ Waste Basket $ 9.00 $ 12.00 $______
______ 4' Long Draped Counter $106.00 $144.00 $______
_____ 36” Round Table w/Linen $ 48.00 $ 62.00 $______
______ 4’ Long Undraped Counter $ 58.00 $ 74.00 $______
_____ 36” Tall Round Table w/Linen $ 58.00 $ 76.00 $______
______ 6' Long Draped Counter $126.00 $162.00 $______
_____ 4' x 4' Tackboard $ 54.00 $ 70.00 $______
______ 6’ Long Undraped Counter $ 63.00 $ 81.00 $______
_____ 4' x 8' Tackboard $ 70.00 $ 90.00 $______
______ 8' Long Draped Counter $136.00 $184.00 $______
_____ 4' x 8' Pegboard $ 70.00 $ 90.00 $______
______ 8’ Long Undraped Counter $ 68.00 $ 92.00 $______
_____ Literature Stand $ 52.00 $ 70.00 $______
th
______ Drape 4 side 4’ - 6’ - 8’ $ 40.00 $ 54.00 $______
_____ Velcro 1m x 8’ Panels - Gray $110.00 $140.00 $______
Colors (Circle One): Blue Gold Red Gray Black Plum _____ Velcro Panels - with lights $130.00 $160.00 $______
Forrest Green White Teal Burgundy Show Color _____ Showcases (48’ Wide)
1/2 view Full view $355.00 $455.00 $______
SPECIAL BOOTH DRAPE ADVANCE SHOW _____ One tier Riser for:
ORDER ORDER 4' 6' 8’ Table $ 40.00 $ 52.00 $______
______ Special color backwall drape:
8' high - price per linear foot $10.00 $12.00 $______ _____ Two tier Riser for:
4' 6' 8’ Table $ 50.00 $ 65.00 $______
______ Special color side-rail drape:
3’ high - price per linear foot $ 8.00 $10.00 $______ _____ _____________________ $______ $______ $______
Colors (Circle One): Blue Gold Red Gray Black Plum
Forrest Green White Teal Burgundy Show Color Total Due: $ ___________
Late Order Rates Will Apply To All Orders Received
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW! Less Than Two Weeks Prior to Exhibitor Installation
Exhibitor Company: __________________________________________ Tel.: ______________________ Date: ___________
Address: _____________________________________________ City/St: _________________________ Zip: ____________
By (Signature): ___________________________________ Print Name: ___________________________________________
Return Copy
WES TERN 1970 Williams Street Booth #
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
EVEN T SER VICE
April 29-30, 2009 (510) 430-0510 FAX (510) 430-0511
CARPET
STANDARD CARPET DELUXE CARPET
QUANTITY DESCRIPTION RENTAL PRICE TOTAL DUE
STANDARD CARPET DELUXE CARPET – 30 oz. Plush, Heavy-cut Polyester Pile Carpet
Price includes complete installation and removal. Price includes installation, poly covering and removal.
ADVANCE LATE Deluxe Carpet is not available for order on site.
STANDARD SIZES ORDER ORDER
_____ 9' x 10' $150.00 $195.00 $________
Booth size = ________ X ________ = ___________ square feet.
_____ 9' x 20' $270.00 $350.00 $________
RENTAL PRICE: $4.00 sq.ft. x ________ sq.ft. = $_________
_____ 9' x 30' $390.00 $506.00 $________
_____ 9' x 40' $510.00 $662.00 $________
DELUXE CARPET COLOR
_____ For longer lengths, add $120 per 10' $________
Colors (Circle One): Blue Red Gray Black Berry Charcoal Peacock
Teal Burgundy Show Color Black Emerald Plum
Blue Mist French Beige Red
NOTE: Matching color shades cannot be guaranteed Burgundy Grey Pearl Silver Cloud
with multiple lengths of standard carpet sizes. Crème Navy White
Colony Blue
STANDARD CARPET - CUSTOM CUT TO FIT BOOTH SPACE
Price includes complete installation and removal.
Please Note: May not be available as floor order.
Booth size = ________ X ________ = ___________ square feet.
RENTAL PRICE: $2.00 sq.ft. x ________ sq.ft. = $__________
PAYMENT POLICY
CARPET PADDING
All Deluxe Carpet orders MUST be received no later
STANDARD SIZES ADVANC LATE than 30 DAYS prior to show opening date.
ORDER ORDER
_____ 9' x 10' $ 80.00 $118.00 $________
_____ 9' x 20' $180.00 $234.00 $________
Deluxe Carpet orders cancelled after 30 DAYS prior
to show opening date will be charged 100% of order.
_____ 9' x 30' $270.00 $350.00 $________
_____ 9 x 40’ $360.00 $468.00 $________
_____ For longer than 40', add $70 per 10' $________
CARPET PADDING – Custom Sizes
Booth size = ________ X ________ = ___________ square feet.
RENTAL PRICE: $1.50 sq.ft. X ________ sq.ft. = $___________ TOTAL CARPET ORDER $ ____________
VISQUEEN Carpet Covering/Protection NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW!
Booth size = ________ X ________ = ___________ square feet. LATE ORDER RATES APPLY FOR ALL ORDERS
NOT PAID IN FULL 2 WEEKS PRIOR TO SHOW!
RENTAL PRICE: $0.55 sq.ft. X ________ sq.ft. = $___________
Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________
Address: _______________________________________________ City/St.: _________________________ Zip: ____________
By (Signature): ____________________________________ Print Name: ____________________________________________
WESTERN
Return Copy Booth #
1970 Williams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
DISPLAY LABOR
SKILLED DISPLAY LABOR FOR INSTALLATION AND DISMANTLING OF EXHIBITS
LABOR RATES $ 82.00 per hour straight-time (One hour minimum per person)
$126.00 per hour overtime (One hour minimum per person)
$166.00 per hour double-time (One hour minimum per person)
Straight-time = All hours between 8:00 AM and 5:00 p.m. weekdays
Overtime = All hours between 5:00 PM and 10:00 PM weekdays and 8:00 AM - 12:00 PM Saturday
Double-time = All other hours
O.K. TO PROCEED – Exhibitor need not be present, please begin as soon as possible.
Western Event Service will proceed with your display set up unless instructed otherwise.
Every effort will be made to set your display on straight time hours, unless show schedule does not permit.
Plans included with this order, proceed without exhibitor.
Plans with exhibit, proceed without exhibitor. Plans in case / crate # ____________.
Executive supervision is available on request for an additional charge of 25% of the total labor charges.
DO NOT PROCEED – Exhibitor will call for labor and supervise workers.
All work is to be performed ONLY under the supervision of the exhibitor representative:
Exhibitor will check in at the service desk to pick up labor on: Date: _______________ At: ___________ AM - PM
PLEASE NOTE: A minimum charge of one hour per person will apply; time will commence in accordance with exhibitors’ request.
Representative's name: _____________________________________ Local Phone # _________________________
_______________________________________________________________________________________________
LABOR RECAP
Number of laborers to install on straight-time: _____ x Estimated hours: ________ = _________ hours @ ST
Number of laborers to install on overtime: _____ x Estimated hours: ________ = _________ hours @ OT
Number of laborers to install on double-time: _____ x Estimated hours: ________ = _________ hours @ DT
Number of laborers to dismantle on straight-time: _____ x Estimated hours: ________ = _________ hours @ ST
Number of laborers to dismantle on overtime: _____ x Estimated hours: _ ______ = _________ hours @ OT
Number of laborers to dismantle on double-time: _____ x Estimated hours: ________ = _________ hours @ DT
Total ST Hours ______ x $ 82.00 = $ _________ + 25% supervision (if applicable) $__________ = $ ___________
Total OT Hours ______ x $126.00 = $ _________ + 25% supervision (if applicable) $__________ = $ ___________
Total DT Hours ______ x $166.00 = $ _________ + 25% supervision (if applicable) $__________ = $ ___________
Your final bill will be for the total hours actually provided.
Hours will be billed in ¼ hour increments after the 1st hour.
Total Due for Labor $ _______________
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW!
Exhibitor Company: ________________________________________ Tel.: ___________________ Date: ___________
Address: __________________________________________ City/St.: _______________________ Zip: ___________
By (Signature): __________________________________ Print Name: _______________________________________
WESTERN
Return Copy Booth #
CWEA 2009 1970 Williams Street
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
ELECTRICAL
ELECTRICAL SERVICE – Basic lighting or power outlets, includes labor.
QUANTITY ADVANCE ORDER LATE ORDER
_____ Single Outlet 500 watts or less $ 88.00 $124.00 $ ___________
_____ Single Outlet 1000 watts or less $150.00 $210.00 $ ___________
_____ Single Outlet 1500 watts or less $194.00 $272.00 $ ___________
_____ Single Outlet 2000 watts or less $238.00 $333.00 $ ___________
_____ 150 watt Floodlight on 8’ upright $ 45.00 $ 58.00 $ ___________
_____ Double 150 watt floodlight on 8’ upright $ 60.00 $ 80.00 $ ___________
_____ 3 – wire x 25’ Extension cord $ 16.00 $ 20.00 $ ___________
_____ Multi-outlet power strip $ 16.00 $ 20.00 $ ___________
POWER & MOTOR OUTLETS
120 volt 208 volt Single Phase 208 volt 3 Phase
Description Quantity Advance Late Quantity Advance Late Quantity Advance Late Total
Up to 10 Amp Service $160 $224 $180 $234 $234 $304
15 Amp Service $204 $286 $254 $330 $330 $429
20 Amp Service $248 $348 $308 $400 $400 $520
30 Amp Service NA NA NA $355 $460 $460 $598
40 Amp Service NA NA NA $405 $526 $526 $683
______ Amp Service NA NA NA
Motor Connection Cord – Exhibitor Must Provide Female Plug if Required $30 $40 $30 $40
For above 40 Amps, add $10 per amp for 208v single phase and $30 per amp for 208volt three phase.
For outlets that require
24 hour service, add
LATE ORDER RATES WILL APPLY FOR ALL ORDERS NOT 100 % of standard rate: $ ______________
RECEIVED AND PAID IN FULL 2 WEEKS PRIOR TO SHOW!
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW! Total Electrical $ __________
Connections requiring additional labor for installation and dismantle; equipment connections, cords run under carpet or
to specific locations within the booth, repairs to exhibitor equipment, etc., will require additional labor and is charged on a
time and materials basis. Please use the ELECTRICAL LABOR order form for your additional labor needs.
OUTLET LOCATION AND DISTRIBUTION – You will need to designate a location for each outlet ordered. All distribution will be done
on a time and materials basis. If you fail to provide us with a location or floor plan, installation will be done at our discretion and any
changes will be billed at time and materials. Designate your outlet locations on our ELECTRICAL LABOR order form.
All inline booth outlets will be installed on the floor, at the rear of booth along the booth backwall drape line, unless you direct us
otherwise. Any location within the booth, other than along the backwall line, will require additional Labor
Island Booths will be provided one drop when power is in the ceiling or one perimeter location when power source is from the floor.
Outlets requiring 24-hour service will be billed at double the above rates. All motors over 1 hp shall have a magnetic starter and
manual disconnect switch furnished by exhibitor. All wiring and other electrical equipment must meet all applicable codes. Local codes
allow no more than two connections per outlet box for lighting service and one connection for power outlets. No credits will be issued
for any electrical service installed as ordered and not used. WES is not responsible for voltage fluctuation or power failure due to
temporary conditions. For your protection you should install a surge protector on your equipment. Electrical service will be turned on
during show installation and 30 minutes prior to show opening each day and approximately 30 minutes after show close each day.
Exhibitor Company: _________________________________________ Tel.: ______________________ Date: ___________
Address: ___________________________________________ City/St.: _________________________ Zip: _____________
By (Signature): _________________________________ Print Name: ____________________________________________
WESTERN
Return Copy Booth #
CWEA 2009 1970 Williams Street
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
ELECTRICAL LABOR
NO Labor Needed – Place Electrical Along Booth Backwall Line.
Exhibitor Will Supervise Electrical Installation (Do Not Proceed)
Exhibitor will call of labor at: Date: __________ Time: __________
All electrical labor ordered for 8:00 a.m. will be dispatched directly to booth space. For all other starting
times, call for labor ½ hour prior to requested time. Labor cancelled without 24-hour notice will be charged
a one (1) hour minimum per man. The minimum charge for labor is one hour per electrician. Thereafter,
labor will be billed in one-half (½) hour increments.
OK to Proceed – Complete No Later Than: Date: __________ Time: __________
All labor performed under the supervision of Western Event Service. In order to perform labor without
Exhibitor present, please provide us with detailed booth layouts showing outlet location and quantity.
Carpet has been ordered from WES.
Carpet is arriving with Exhibit Freight.
Please note adjacent booth numbers and or aisle
locations along with any display materials to be
included in your booth space.
Please attach a full set of booth plans for multiple
booth or island booth configurations.
Please indicate the location of all outlets along
with any 24-hour service locations.
Notes: _________________________________
_______________________________________
_______________________________________
_______________________________________
HOURLY RATES
• Straight-Time: $86.00 per hour = 8:00 a.m. – 4:30 p.m. Monday through Friday.
• Overtime: $144.00 per hour = All other times, including observed union holidays.
LABOR CALCULATOR
INSTALLATION: ________ X ________ X ________ = $ ___________
# of Men # of Hours Hourly Rate
DISMANTLE: ________ X ________ X ________ = $ ___________
# of Men # of Hours Hourly Rate
TOTAL ESTIMATED LABOR COST = $ _______________
Exhibitor Company: __________________________________________ Tel.: ______________________ Date: ___________
Address: ____________________________________________ City/St.: _________________________ Zip: _____________
By (Signature): __________________________________ Print Name: ____________________________________________
WESTERN
Return Copy Booth #
1970 Williams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
Water & Utility Service
Compressed Air - 90 – 100 Lbs. PSI Pre-Order On Site Order
______ Service Charge for first outlet a rear of booth $300.00 $390.00 $________
______ Each additional outlet $175.00 $230.00 $________
______ Number of connections: SIZE __________ $ 80.00 $104.00 $________
Plumbing Contractor not responsible for moisture, oil or water in lines, or loss of flow or drop in
pressure. Exhibitor must supply filters, driers or other required equipment.
Water – ½” & ¾” Connections
______ Service Charge for first outlet a rear of booth $270.00 $355.00 $________
______ Each additional outlet $170.00 $220.00 $________
______ Number of connections: SIZE __________ $ 80.00 $104.00 $________
PSI Require _________ GPM Required ___________
Pressure may vary. No Guarantees can be made of minimum or maximum pressures. Exhibitor must
Provide regulator valve or pressure pump if critical. Plumbing contractor not responsible for sediment.
Fill & Drain
______ Fill & Drain 0 – 199 Gallons $150.00 $195.00 $________
______ Fill & Drain 200 – 399 Gallons $200.00 $260.00 $________
______ Fill & Drain 400 – Gallons and over $300.00 $390.00 $________
Labor – Charged in 1-hour increments, with a 1-hour minimum.
Labor as needed for connections, repairs to customers’ equipment.
______ Monday to Friday, 8:00 am – 4:00 pm (except Holidays) @ $68.00 per hour $________
______ All other hours, Saturday, Sunday & Holidays @ $112.00 per hour $________
TOTAL Order $ _____________
For orders received less than 2 weeks prior to show move-in add 30% $ _____________
TOTAL DUE $ _____________
SPECIAL INSTRUCTIONS:_____________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
Exhibitor Company: ________________________________________ Tel.: ___________________ Date: ___________
Address: __________________________________________ City/St.: _______________________ Zip: ___________
By (Signature): __________________________________ Print Name: _______________________________________
WESTERN
Return Copy Booth #
1970 Willams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
PLANT & FLORAL
Standing Plants in Quality Baskets:
____ Ficus ____ Philodendron ____ Palm ____ Dracaena
QUANTITY HEIGHT PRICE TOTAL AMOUNT
2' - 3' $50.00
Weeping Fig Braided 4' - 5' $70.00
Ficus benjamina
6' - 7' $90.00
Hedging and Topiary
QUANTITY ITEM & HEIGHT PRICE TOTAL AMOUNT
Wax leaf hedge 36" tall $10. Per foot
Ficus Topiary 3 Globe 6' $75.00
Table Plants
Split-leaf Philodendron
Monstera deliciosa QUANTITY ITEM PRICE TOTAL
AMOUNT
Seasonal Potted Flowers $28.00
Chrysanthemum $25.00
Boston Fern 6"-16" spread $25.00
Boston Fern 8"-24" spread $30.00
FLORAL
Kentia Palm QUANTITY ITEM PRICE TOTAL AMOUNT
Howeia forsteriana
Designer Floral Arrangement $50-$200
Carnation Boutonniere (6 min) $10.00
Rose Corsage (6 min) $15.00
Sub-total = $ _____________
Add 30% for orders received less that 2 weeks prior to show = $ _____________
TOTAL DUE = $ _____________
Dragon Tree
Dracaena marginata NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW!
Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________
Address: _______________________________________________ City/St.: _________________________ Zip: ____________
By (Signature): ____________________________________ Print Name: ____________________________________________
WESTERN
Return Copy Booth #
CWEA 2009 1970 Williams Street
Palm Springs Conv Ctr
EVEN T SER VICE
San Leandro, CA 94577
April 29-30, 2009 (510) 430-0510 FAX (510) 430-0511
Exhibit Rental Packages
BOOTH PACKAGES
QTY DESCRIPTION PRICE COLOR 4 Color Graphic 1 Color Graphic TOTAL
Table Top Package # 1 $ 475 $ 175 $ 160 $
Table Top Package # 2 $ 475 $ 125 $ 120 $
10’ Backwall Package # 1 $1,350 $ 250 $ 220 $
10’ Backwall Package # 2 $1,550 $ 195 $ 155 $
10’ Backwall Package # 3 $1,550 $ 265 $ 210 $
10’ Backwall Package # 4 $1,550 $ 125 $ 100 $
20’ Backwall Package # 1 $1,900 $ 595 $ 425 $
20’ Backwall Package # 2 $2,800 $ 240 $ 210 $
20’ Backwall Package # 3 $3,250 $ 335 $ 265 $
20’ Backwall Package # 4 $2,950 $ 525 $ 425 $
20’ X 20’ Island Booth # 1 $5,850 $1,400 $1,100 $
20’ x 20’ Island Booth # 2 $5,850 $1,400 $1,400 $
ACCESSORIES
QTY ITEM PRICE COLOR DESCRIPTION TOTAL
Single Wide Counter
$ 300 White Black Gray 40”Tall $
(1m wide x 19” deep)
Double Wide Counter
$ 385 White Black Gray 40”Tall $
(1m wide x 19” deep)
40” Tall Monitor Pedestal $ 155 White Black Gray Internal shelf for CPU $
40” Tall Monitor Pedestal $
$ 175 White Black Gray Internal shelf for CPU
with Keyboard Shelf
Square Table – 40”x 40” $ 235 White Black Gray 20” Tall 40” Tall $
Square Table – 20”x 20” $ 85 White Black Gray 20” Tall $
Tower Package #1 $1,750 AV Screen (add’l $100) $
Tower Package # 2 $1,750 AV Screen (add’l $100) $
$
SUB TOTAL
Prices include delivery to show 30% Rush Charge
and setup and dismantle labor. Total Due $
NOTE: Prices do not include carpet, electrical, booth cleaning, and graphic design or art preparation. All orders must
be pre-paid to guarantee delivery. No COD orders accepted. Cancellations must be made 7 days prior to first day of
show setup, or 100% cancellation fee applies. All graphic orders are non-refundable after order is placed. Orders
received less than 14 days prior to show setup are subject to a 30% RUSH charge. Orders may not be accepted less
than 7 days prior to show. Customer assumes all responsibility for display and fixtures after delivery to booth.
Exhibitor Company: ___________________________________________ Tel.: ______________________ Date: ___________
Address: ______________________________________________ City/St.: ________________________ Zip: ____________
By (Signature): ____________________________________ Print Name: ___________________________________________
WESTERN
Return Copy Booth #
1970 Williams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
SIGN & BANNER HANGING
INCLUDES EQUIPMENT AND OPERATOR AND ONE ADDITIONAL HELPER
FOR INSTALL AND DISMANTLING OF HANGING SIGNS OR BANNERS
HIGH LIFT LABOR RATES
$232.00 per hour straight-time (One hour minimum)
$286.00 per hour overtime (One hour minimum)
$340.00 per hour double-time (One hour minimum)
HELPER LABOR RATES – When additional personnel are required for large signs or difficult installations.
$ 72.00 per hour straight-time (One hour minimum)
$ 94.00 per hour overtime (One hour minimum)
$126.00 per hour double-time (One hour minimum)
Straight-time = All hours between 8:00 AM and 5:00 p.m. weekdays
Overtime = All hours between 5:00 PM and 10:00 PM weekdays and 8:00 AM - 12:00 PM Saturday
Double-time = All other hours
O.K. TO PROCEED – Signage sent to Advance Warehouse.
Western Event Service will proceed with your order.
Plans included with this order, proceed without exhibitor.
Plans with sign, proceed without exhibitor.
DO NOT PROCEED – Exhibitor will bring sign and supervise hanging.
Exhibitor will check in at the service desk to pick up labor on: Date: __________ At: __________ AM - PM
NOTE: A minimum charge of one hour per person will apply and will commence in accordance with exhibitors’ request.
Total High Lift ST Hours __________ X $232.00 per hour = $ _____________
Total High Lift OT Hours__________ X $286.00 per hour = $ _____________
Total High Lift DT Hours __________ X $340.00 per hour = $ _____________
Total Helper ST Hours __________ X $ 72.00 per hour = $ _____________
Total Helper OT Hours __________ X $ 94.00 per hour = $ _____________
Total Helper DT Hours __________ X $126.00 per hour = $ _____________ TOTAL $ _____________
HANGING INSTRUCTIONS: Please be sure to note any special equipment or materials required (an additional charge may apply).
Exhibitor Company: ________________________________________ Tel.: ___________________ Date: ___________
Address: __________________________________________ City/St.: _______________________ Zip: ___________
By (Signature): __________________________________ Print Name: _______________________________________
WESTERN
Return Copy Booth #
1970 Williams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
April 29-30, 2009
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
AUDIO VISUAL EQUIPMENT
No. EQUIPMENT 1 DAY 2 DAYS 3 DAYS 4 DAYS TOTAL
20” Video Monitor with internal DVD player $ 60.00 $170.00 $150.00 $180.00 $
20” Video Monitor with internal VHS player $85.00 $170.00 $210.00 $255.00 $
20” Video Monitor $ 60.00 $120.00 $150.00 $180.00 $
27” Video Monitor $100.00 $200.00 $250.00 $300.00 $
20” Flat Screen Video Monitor $225.00 $450.00 $560.00 $675.00 $
27”Flat Screen Video Monitor $325.00 $650.00 $812.00 $975.00
VHS/DVD Player with Auto Repeat Function $50.00 $100.00 $150.00 $200.00 $
17” Computer Monitor & cable (1024x768) $85.00 $170.00 $210.00 $255.00 $
20” Computer Monitor & cable (1280x1024) $160.00 $320.00 $400.00 $480.00 $
29” Computer Monitor & cable (1280x1024) $225.00 $450.00 $560.00 $675.00 $
37” Computer Monitor & cable (1280x1024) $425.00 $850.00 $1,060.00 $1,275.00 $
18” Flat Panel XGA LCD Monitor $225.00 $450.00 $562.00 $675.00 $
20” Flat Panel XGA LCD Monitor $325.00 $650.00 $812.00 $975.00 $
42” Plasma Display & Stand $650 $1,300.00 $1,55.00 $1,950.00 $
AV Cart & Skirt -
Height (circle one) - 34” 42” 48” 54”
$ 20.00 $ 40.00 $ 50.00 $ 60.00 $
EQUIPMENT TOTAL = $____________
FOR ORDERS PLACED LESS THAN TWO WEEKS PRIOR TO SHOW INSTALLATION
OR FOR ORDERS PLACED AT THE SHOW, ADD 30% LATE ORDER SURCHARGE + $____________
Orders or changes placed at show may be subject to additional labor! DELIVERY + $ 50.00
TOTAL DUE = $____________
"This order for goods/services constitutes a contract of rental (Contract) between Western Event Services and
customer designated below. The additional terms and conditions set-forth on the reverse side of this form are a
part of this contract. The acceptance of your order is subject to all of the terms and conditions included therein,
all of which are accepted by customer; it will supersede customer's order form or Purchase Order, if any."
PAYMENT POLICY: PAYMENT IN FULL IS REQUIRED ON ALL ADVANCE AND FLOOR ORDERS WHEN
THE ORDER IS PLACED.
IMPORTANT NOTE: IF ELECTRICITY IS NOT PROVIDED AS PART OF YOUR BOOTH PACKAGE, YOU
MUST ORDER ELECTRICAL SERVICE FOR YOUR AV EQUIPMENT.
Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________
Address: _______________________________________________ City/St.: _________________________ Zip: ____________
By (Signature): ____________________________________ Print Name: ____________________________________________
WESTERN
Return Copy Booth #
CWEA 2009 1970 Williams Street
Palm Springs Conv Ctr
EVEN T SER VICE
San Leandro, CA 94577
April 29-30, 2009 (510) 430-0510 ~ (510) 430-0511 FAX
BOOTH CLEANING SERVICE
Vacuuming of rugs, sweeping of booths and emptying of wastebaskets is not included in your space rental
for this convention. If you require cleaning service for your booth, please complete and return this form along
with a completed payment page. The square footage is based on the total amount of booth space occupied.
There is a minimum order of 100 square feet for any of the below listed services.
OPTION #1 – One-time General Cleaning prior to show opening:
__________ Square footage of booth (100 sq.ft. minimum) @ $.35 per square foot = $ __________
OPTION #2 – Daily Booth Cleaning
STEP 1. - CHOOSE THE CLEANING SERVICE REQUIRED
____ Vacuuming & general cleaning $.30 per square foot - ($30.00 minimum).
____ Damp mop and wax $.36 per square foot - ($36.00 minimum).
____ Damp mop only $.28 per square foot - ($28.00 minimum).
____ Shampoo carpet $.95 per square foot - ($95.00 minimum).
STEP 2. - DETERMINE DAILY CLEANING COST
__________ Square footage of booth (100 square foot minimum).
(x) $__________ Rate from part "A" above.
(=) $__________ Total Cost per day.
STEP 3. - INDICATE DAYS CLEANING IS REQUIRED
Please clean booth area prior to show opening on:
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Total number of days for cleaning service ___________.
STEP 4. - CALCULATE TOTAL CLEANING CHARGES
$ __________ (Cost per day) X _______ (Number of days) = $____________ TOTAL DUE
from STEP 2. from STEP 3.
PAYMENT IN FULL is required on all orders when the order is placed.
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW.
Exhibitor Company: ___________________________________________ Tel.: ______________________ Date: ___________
Address: ______________________________________________ City/St.: _________________________ Zip: ____________
By (Signature): ___________________________________ Print Name: ____________________________________________
WESTERN
Return Copy Booth #
CWEA 2009 1970 Williams Street
Palm Springs Conv Ctr
EVEN T SER VICE
San Leandro, CA 94577
April 29-30, 2009 (510) 430-0510 FAX (510) 430-0511
Application for Non-Official Contractor
We propose to use the following contractor to perform services (for installation and dismantle labor only) in connection
with our exhibit at the forthcoming show. We understand and agree that they will abide by all of the regulations required
by Show Management and the Official Service Contractor and those outlined below.
Rules and Regulations for other than Official Service Contractor
Persons or organizations, other than the designated Official Service Contractor for the show, who are proposed for the
performance of any services within the exhibit hall for an exhibitor will:
1. Abide by the same rules and regulations as an exhibitor, pertaining to exhibit rules and regulations.
2. Have all exhibits for which they are responsible dismantled and ready for shipping by the deadline set forth by the
show manager.
3. Furnish to the Official Service Contractor an insurance certificate for Commercial General Liability showing them as
additional insured, limits of liability of at least $2,000,000 and it must include waiver of subrogation clause, as well as
an insurance certificate for Workers Compensation and Employers’ Liability, accompanying this form.
4. Secure through official contractors all services required other than installation and dismantling.
5. Secure through official contractors any additional labor needed over and above those normally considered regular
employees.
6. Abide by all rules as listed under “Guidelines for Exhibitor Appointed Contractors” provided within this information.
I & D CONTRACTOR, EXHIBIT COMPANY OR ORGANIZATION
(Please print or type)
I & D Company: ___________________________________________________________________________
Address: _________________________________________________________________________________
City: _______________________________________________ State: ______ Zip: ______________________
Contact: ____________________________________________ Phone: ( _______ ) _____________________
Contact Number at Show Site (Mobil Phone) ( _______ ) _____________________
Exhibitor Company: ____________________________________________ Tel.: ______________________ Date: ___________
Address: _______________________________________________ City/St.: _________________________ Zip: ____________
By (Signature): ____________________________________ Print Name: ____________________________________________
California Water Environment Association
Guidelines for Exhibitor Appointed Contractors
Show Management, acting in behalf of all Exhibitors and in the best interest of the exposition, has selected
Western Event Service, as the Official Service Contractor to perform and provide necessary services and
equipment required for this exposition.
Official Service Contractors are appointed to:
1. Insure the orderly and efficient installation and dismantle of the overall exposition.
2. Assure the distribution of labor to all Exhibitors according to need.
3. Provide sufficient labor to satisfy the requirements of Exhibitors, and for the exposition itself.
4. See that the proper type and limits of insurance are in force.
5. Avoid any conflict with local union and/or exhibit hall regulations and requirements.
The Official Service Contractors will provide all usual trade show services, including labor. Exceptions are:
1. The Exhibitor may provide supervision.
2. The Exhibitor may appoint an exhibit installation contractor or display builder.
Exhibitor may employ the service of independent contractors to install and dismantle their display, providing the
Exhibitor and the installation and dismantling contractor comply with the following requirements:
1. The Exhibitor must notify Western Event Service of the intention to utilize an independent contractor no later than
30 days prior to the first move-in day, furnishing the name, address and telephone number of the firm.
2. The Exhibitor shall provide evidence that the Exhibitor Appointed Contractor has issued a proper certificate of
insurance with a minimum of $2,000,000 in liability coverage, including property damage, as well as a minimum of
$1,000,000 of Workers Compensation and Employers’ Liability insurance to Western Event Service at least 10
days before the show’s installation.
3. The Exhibitor agrees that he is ultimately responsible for all services in connection with his exhibit, including
freight, drayage, rentals and labor.
4. The Exhibitor Appointed Contractor must have all business licenses, permits and Workers’ Compensation
insurance required by the State and City governments and the convention facility management prior to
commencing work.
5. The Exhibitor Appointed Contractor will share with Western Event Service all reasonable costs related to its
operation, including overtime pay for stewards, restoration of exhibit space to its initial condition, etc.
6. The Exhibitor Appointed Contractor must furnish Western Event Service with the names of all on-site employees
who will be working on the exposition floor and see that they have and wear at all times necessary identification
badges.
7. The Exhibitor Appointed Contractor must confine its operations to the exhibit area of its clients. No service desks,
storage areas or other facilities will be located anywhere in the building. The show aisles and public space are
not part of the Exhibitor’s booth space.
8. The Exhibitor Appointed Contractor shall provide, if requested, evidence to Western Event Service that it
possesses applicable and current labor contracts and must comply with all labor agreements and practices. The
Exhibitor Appointed Contractor must not commit or allow to be committed by persons in its employment any acts
that could lead to work stoppages, strikes or labor problems.
9. The exposition floor, aisles, loading docks, service and storage areas will be under the control of the Official
Service Contractor, Western Event Service. The Exhibitor Appointed Contractor must coordinate all of its
activities with Western Event Service.
10. A signed copy of this page, indicating your understanding of the rules and regulations covering the use of
Exhibitor Appointed contractors, must be returned to us along with the additional required information.
Return Copy
WESTERN
Booth #
1970 Williams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
(510) 430-0511 FAX (510) 430-0511
EVEN T SER VICE
April 29-30, 2009
Order For Freight Handling Service
Please complete and return this form even if you will not be sending freight for the show!
Exhibitor: No freight will be sent.
Carrier: Ship Date:
Number of Pieces: Largest Piece:
Total Weight of Shipment: Tracking (Pro) Number:
Shipped From:
To arrive at: Advance Freight Whs. Show Site Expected arrival date: / /
Advance Freight Total Weight: lbs. @ $ 62.00 per CWT = $ due ($186 minimum).
Show Site Freight Total Weight: lbs. @ $ 66.00 per CWT = $ due ($198 minimum).
Additional services: = $ due.
NOTE: Advance or Show Site Freight received without complete
paperwork on file, will be charged an additional $12.00 per CWT. Total Freight Charges = $
Advance Freight Western Event Service Mark for: CWEA 2009
Shipping Address: c/o Yellow Transportation, Inc Company Name
1500 West Rialto Avenue Booth Number
San Bernardino, CA 92410
The last date we can receive Advance Freight for this show is: Friday, April 11th
Forwarding Instructions at Close of Show
Exhibitor must complete outbound bill of lading prior to the close of show. Exhibit material or freight left without proper
paperwork on file will be returned to the Official Freight Service warehouse at owners expense. Unless otherwise arranged,
all shipments will be sent directly from show site at the close of show via the freight service specified by the Exhibitor.
Exhibitors must make their own ship-out arrangements for any shipments being shipped out directly from show site by their
own designated carrier(s). Any shipments not picked up by the end of dismantle will be sent via the freight service specified
as the Official Freight Service for this show.
At the close of show, Exhibitor is responsible for making all freight ready for outbound shipment. Outbound shipment Bill of
Lading must specify type of service and specific carrier selected, or one will be assigned. Unless using the Official Freight
Service designated for this show, it is the Exhibitor’s responsibility to contact the carrier they have selected for their outbound
shipment(s) and schedule their pick-up at the close of show.
Please be aware that any material left on the show floor remains your responsibility, until picked up by your designated
carrier. Neither Show Management, Western Event Service or the Facility accepts any responsibility for any material left
unattended on the show floor. Freight left on the show floor without proper instructions, will be returned to our warehouse
and additional handling, transportation and storage charges will accrue.
Regardless of selected carrier, all outbound shipments must be written up on a Western Event Service Outbound Shipping
Instruction form and returned to the Service Desk, prior to outbound handling.
Please fill out and return a completed Payment form along with this Order for Freight Handling Service.
WESTERN 1970 Williams Street
San Leandro, CA 94577
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0511
California Water Environment Association
Palm Springs Convention Center
April 29 – 30, 2009
Per 100 Lbs.
Trade Show Freight Service Options & Rates
(cwt)
1. Shipments of common freight and crated exhibits will be received at warehouse and stored up to
30 days prior to set-up date, delivered to booth and returned to loading dock for forwarding via $62.00
common carrier at close of show. THERE IS A 300 POUND MINIMUM ($186.00)
2. Receipt of common freight and crated exhibits at exhibit hall (during installation period only),
unloading, delivery to booth, and return to loading dock for common shipment at close of show. $66.00
THERE IS A 300 POUND MINIMUM ($198.00)
3. Shipments consigned to our warehouse which arrive after our published advance freight cut off
date (April 17, 2009), or which arrive without proper identification or paperwork on file, will be $12.00
assessed a additional surcharge per CWT.
4. For handling of uncrated, padded van, or specialized equipment, additional per CWT. $18.00
5. For delivery of shipments, at close of show, back to Yellow Freight warehouse for loading to
outbound carriers, THERE IS A 500 POUND MINIMUM FOR THIS SERVICE ($90.00). $18.00
Special Services Straight Time Overtime
6. Material Handler. $82.00 $126.00
7. Vehicle spotting charge. $82.00 $126.00
8. 3,000 lb. Forklift with driver. $120.00 $166.00
9. Crate or pallet banding & shrink wrapping (per hr plus material). $82.00 $126.00
10. Valet service provides for one worker and a 3’ x 4’ flat cart and one round trip $75.00 per round trip
from loading dock to exhibitor’s booth and return to dock at close of show.
The above rates cover freight handling service for both incoming and outgoing freight. All charges are based on
incoming weight only. Where weight tickets or freight bills are not available, our estimated weights will be used.
For special services such as uncrating, unskidding, spotting in booth, local pick-up and delivery, special trips, late
freight handling or special handling of materials required because of excessive weight or size, the above rates will
apply. Rates are per hour, with a one-hour minimum.
Insurance: Neither show management, any show management contractor or the facility assumes responsibility
under any circumstances for any merchandise or display material which may become lost, stolen or damaged.
You must carry your own insurance to protect your property.
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW
WESTERN 1970 Williams Street
San Leandro, CA 94577
EVEN T SER VICE (510) 430-0510 FAX (510) 430-0516
California Water Environment Association
Palm Springs Convention Center
April 29 – 30, 2009
Per 100 Lbs.
Machinery and Heavy Equipment Rates
(cwt)
1.) Shipments of single pieces of machinery and heavy equipment received at the show site, on
skids or pallets or rigged with slings or bridals. Includes forklift and rigger for inbound and $38.00
outbound handling. THERE IS A 1000 POUND MINIMUM BILLING OF $380.00.
2.) Shipments of single pieces of machinery and heavy equipment received at the show site, on
skids or pallets or rigged with slings or bridals. Includes forklift and rigger for inbound and $34.00
outbound handling. 1,001 pounds – 2,000 pounds.
3.) Shipments of single pieces of machinery and heavy equipment received at the show site, on
skids or pallets or rigged with slings or bridals. Includes forklift and rigger for inbound and $30.00
outbound handling. 2,001 pounds – 3.000 pounds.
4.) Shipments of single pieces of machinery and heavy equipment received at the show site, on
skids or pallets or rigged with slings or bridals. Includes forklift and rigger for inbound and $26.00
outbound handling. 3,001 pounds – 5.000 pounds.
5.) Shipments of single pieces of machinery and heavy equipment received at the show site, on
skids or pallets or rigged with slings or bridals. Includes forklift and rigger for inbound and $22.00
outbound handling. 5,001 pounds and above.
Special Services Straight Time Overtime
6. ) Additional Material Handler. $78.00 hr. $124.00 hr.
7.) Slings, cables & rigging material required $10.00 ea. $10.00 ea.
The above rates do not apply to crated display materials
or multiple piece shipments received on pallets or skids.
Arrangements for this service must be made in advance of freight arriving at show site. A complete Order for
Service form must be completed and in our possession prior to show move-in date. Accurate size, weight and
descriptions must accompany your information. The above rates apply “Per-Piece” and are not cumulative.
The above rates cover freight handling service for both incoming and outgoing freight. All charges are based on
incoming weight only. Where weight tickets or freight bills are not available, our estimated weights will be used.
Insurance: Neither show management, any show management contractor or the facility assumes responsibility
under any circumstances for any merchandise or display material which may become lost, stolen or damaged.
You must carry your own insurance to protect your property.
NO CREDITS WILL BE ISSUED AFTER CLOSE OF SHOW
Return Copy
WESTERN
Booth #
1970 Williams Street
CWEA 2009
Palm Springs Conv Ctr San Leandro, CA 94577
EVEN T SER VICE
April 29-30, 2009 (510) 430-0510 FAX (510) 430-0511
Outbound Shipping Instructions
As an authorized representative of the company listed below, I have selected the following
outbound carrier or method for handling our freight at the close of this show.
Official Freight Service designated for this show (Yellow Freight).
Exhibitor will hand carry or Exhibitor vehicle will pick-up at loading dock.
Exhibitor selected carrier (Exhibitor must notify carrier of required pick-up):
_____________________________________________
(Name of Selected Carrier)
SHOULD THE EXHIBITOR CHOOSE TO USE ANY OUTBOUND CARRIER OTHER THAN
YELLOW FREIGHT, ONE OF THE FOLLOWING OPTIONS MUST BE SELECTED:
I have notified my carrier and requested a pick-up. In the event my selected carrier does not
arrive at show site prior to the deadline for show dismantle, or should they refuse to accept my
shipment, I hereby authorize Western Event Service, to:
RETURN MY SHIPMENT TO THEIR WAREHOUSE: The shipment(s) will be returned
to the warehouse where it will be picked up by your designated carrier. The charges for
returning the shipment to the warehouse are as follows:
$18.00 per CWT (hundred pounds) with a 500 pound minimum - $90.00 minimum.
Please note that your shipment must be accompanied by a complete Bill of Lading.
REASSIGNMENT of CARRIER: Load my shipment onto the designated Official Freight
Service carrier for this show. Freight charges to be marked COD.
Exhibiting Company ______________________________________________
Representative __________________________________________________
Address ________________________________________________________
City/State/Zip ____________________________________________________
Phone __________________________ FAX___________________________
Emergency Phone or Local Number __________________________________
PLEASE NOTE: It is the responsibility of the Exhibitor representative to fill out outbound
Bills of Lading at the close of show and present them to the Exhibitor Service Desk prior to
the end of dismantle. Freight left without proper paperwork on file will be returned to our
warehouse and stored, at Exhibitors’ cost until proper information is received.
WESTERN
Booth #
1970 Williams Street
San Leandro, CA 94577
EVEN T SER VICE
(510) 430-0510 FAX (510) 430-0511
Outbound Shipping Procedures
NECESSARY OUTBOUND PAPERWORK
An Outbound Bill of Lading must be prepared for each outbound shipment you have from the show and
it must be turned into our service desk prior to your leaving the exhibit area at the close of the show.
This is in addition to any Freight Bills provided to you by your shipper
DESIGNATED OUTBOUND CARRIER FOR THIS SHOW
Yellow Freight Service has been chosen as the designated freight carrier for this show and will be
available at the close of the show to pick-up any outbound freight you may have. All material handling,
return to warehouse, and/or storage charges must be settled before a shipment will be released to any
carrier. Labels and Bills of Lading will be available at the service desk for your use prior to the close of
show.
EXHIBITOR SELECTED CARRIERS
Should you prefer to use a carrier other than Yellow, you, the Exhibitor, are responsible to make the
necessary arrangements for them to pick-up your materials at the close of the show. In the event your
designated carrier fails to make the pick-up at show site during the designated break down time,
Western Event Service reserves the right to force any shipment onto Yellow Freight Service in order to
be able to clear the facility by the required deadline. As part of the material handling charges, we will
gladly load other carriers, but we are not able to make pick-up arrangements on your behalf with other
carriers. Carriers should arrive prepared with the company name, number of pieces, and destination for
any shipment they have been designated to pick-up. All material handling, return to warehouse, and/or
storage charges must be settled before a shipment will be released to any carrier.
FEDERAL EXPRESS – Special Information
Should you use Federal Express, Airborne or any other airfreight forwarder, it will be necessary for you
to provide the appropriate shipping documents, with your account number clearly visible, and schedule
the pick-up accordingly. If FedEx does not pick-up your materials at the close of the show, we offer a
$20.00 per destination service for delivering your materials to FedEx. Please note that no FedEx
Ground shipments will be accepted either for pickup from the show or our warehouse.
UPS – Special Information
Should you wish to use UPS, it is required for you to provide and affix any necessary UPS shipping
labels to each item being returned. UPS has very specific requirements for this type of service and it is
your responsibility to make sure they are met. We do not provide outbound UPS shipping services from
the Show Floor or from our Warehouse. After contacting UPS and confirming the pick-up, either at the
show site or at our warehouse, you must inform the service desk personnel of the scheduled
arrangements along with confirmation numbers and a completed Bill of Lading. There is a minimum
$90.00 additional charge for having us return your materials to our Warehouse for UPS pick-up.
MATERIALS LEFT ON EXHIBIT FLOOR AT CLOSE OF SHOW
Any materials abandoned without proper paperwork on file or for shipments not picked up at the show
site by your designated carrier, will either be forced on Yellow Freight Service or will be returned to our
warehouse (our choice). Materials returned to our warehouse will incur a return to warehouse fee
(minimum $90.00) along with storage charges when applicable.
ADVANCE FREIGHT ADVANCE FREIGHT
From:______________________________________ From:______________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
To: WESTERN EVENT SERVICE To: WESTERN EVENT SERVICE
c/o Yellow Transportation, Inc. c/o Yellow Transportation, Inc.
1500 West Rialto Ave 1500 West Rialto Ave
San Bernardino. CA 92410 San Bernardino. CA 92410
For: CWEA 2009 For: CWEA 2009
Exhibitor: ______________________ Exhibitor: ______________________
Booth No: ______________________ Booth No: ______________________
To Arrive No Later Than 4/24/2009 To Arrive No Later Than 4/24/2009
ADVANCE FREIGHT ADVANCE FREIGHT
From:______________________________________ From:______________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
___________________________________________ ___________________________________________
To: WESTERN EVENT SERVICE To: WESTERN EVENT SERVICE
c/o Yellow Transportation, Inc. c/o Yellow Transportation, Inc.
1500 West Rialto Ave 1500 West Rialto Ave
San Bernardino. CA 92410 San Bernardino. CA 92410
For: CWEA 2009 For: CWEA 2009
Exhibitor: ______________________ Exhibitor: ______________________
Booth No: ______________________ Booth No: ______________________
To Arrive No Later Than 4/24/2009 To Arrive No Later Than 4/24/2009
PALM SPRINGS CONVENTION CENTER
EXHIBITOR TELECOMMUNICATIONS CONTRACT
EVENT NAME EVENT DATES
COMPANY NAME BOOTH NUMBER
ADDRESS TELEPHONE FAX
CITY STATE ZIP CONTACT
EMAIL ADDRESS
Thank you for choosing Orders Received Less Than 21 Days Prior To Move-In Will Incur An Expedite Charge Per Line.
the Palm Springs Meeting If an order is received less than 10 days prior to event move-in installation of services can not be guaranteed.
Oasis as your relaxing and PREFERRED HIGH SPEED WIRED INTERNET SERVICE
rejuvenating meeting Secured dynamic assignment (Firewall/NAT/IDP). Recommended for general Internet access.
destination! Shared 3MB connection for One Preferred drop location / PSCC network connection.
PRICE QTY TOTAL
Connection of first computer for internet access $ 750.00
Make Payable/Send To Each additional computer connection $ 50.00
SMG c/o
Palm Springs PREFERRED HIGH SPEED WIRELESS INTERNET SERVICE
Secured dynamic assignment (Firewall/NAT/IDP). Recommended for general Internet access.
Convention Center
277 N. Avenida Caballeros
WIFI account with username and password including roaming capability.
Palm Springs, CA 92262 WIFI Account First WIFI device/computer $ 450.00
Each Additional device/computer $ 50.00
PRIORITY HIGH SPEED INTERNET SERVICE
Or Fax This Form To: Unsecured static public IP assignment. Recommended for inbound access and VPN tunnels.
(760) 778-4113 Shared 3MB connection for One Priority drop location / PSCC network connection.
Connection of first computer for internet access $ 950.00
Each additional IP address and computer connection $ 75.00
Technical Questions?
Please Contact Us At: OTHER SERVICES
(760) 325-6611 ext 8422 Internal VLAN connection (per drop / connection) $ 100.00
Analog Cable TV line (Limited Availability) $ 100.00
Labor / Computer Configuration per hour $ 75.00
Payment or Billing TELEPHONE SERVICE Deposit PRICE QTY TOTAL
Questions? Analog DID Telephone Line (Dial 9) $ 50.00 + $ 200.00
Please Contact Us At: Single Line Telephone Handset $ 25.00
(760) 322-8404 Add Toll Restrictions (local, 800, credit card only) $ 15.00
Add Voice Mail Box (includes security password) $ 25.00
Long distance and usage charges will be deducted from the original deposit.
Payment Is Required Internet access is not allowed on DID lines due to digital switch and trunking limitations.
Prior To Event Date PRICE QTY TOTAL
Floor order / Late charge (21 day policy) per line add $ 75.00
PAYMENT [ ] CHECK [ ] VISA [ ] MASTERCARD [ ] AMEX [ ] MONEY ORDER
All rates cover services
for the length of the event. Credit Card Number:
Expiration Date:
Name On Card:
Billing Address of Card AUTHORIZED
Authorized Signature: AMOUNT
(Acceptance of Terms and Conditions)
Designed for use with Word 2003 * Cardholder signature authorizes the Palm Springs Convention Center to charge any unpaid balance to the credit card shown
JS012306-TSC1 above and accepts responsibility for any and all long distance calls made on requested lines for the duration of the event.
Bottom section for PSCC use
Date Order Received__________________ Accepted By _________________________ Event Number __________________
Payment Processed Date ______________ Authorization Code ___________________ Customer ID ____________________
PALM SPRINGS CONVENTION CENTER
TELECOMUNICATIONS TERMS AND CONDITIONS
1. Palm Springs Convention Center is the exclusive provider of telecommunication services for
the Center. Outside vendors are not permitted to install equipment in the facility without prior
written authorization from the Technical Systems Manager.
2. Rates listed for all services include bringing the requested communication services to the
specified location or booth in the most convenient manner and does not include special wiring,
over-head drops or installation and configuration of computer equipment. Relocation of lines
will result in additional charges. Rates are for services operating the length of the event.
Palm Springs
3. Telecommunication services are only provided inside the Palm Springs Convention Center and
Convention Center
277 N. Avenida Caballeros outside exhibit areas. No services will be extended to other adjacent buildings such as hotels or
Palm Springs, CA 92262 business centers in the surrounding area.
Technical Systems: 4. Telephone, network and miscellaneous equipment not returned in the same condition as
(760) 325-6611 ext 8422 received will incur additional charges for remediation and or replacement.
Finance Department: 5. The Palm Springs Convention Center is not liable or held responsible for any damage
(760) 322-8404 occurring to any customer supplied equipment or computers brought into the Center whether
by physical damage or software such as viruses, worms or other attacks. Current anti-virus,
Fax: anti-spyware and operating system patches are strongly recommended.
(760) 778-4113
6. The choice of Internet Service Provider (ISP) is at the sole discretion of the Palm Springs
Orders must be received Convention Center. The Center does not guarantee the performance, routing, or throughput of
21 days prior to move in any data circuit(s) connectivity with regards to the Internet and/or Internet backbones beyond
date. Late orders will our gateway.
incur a $75.00 late
charge per line 7. Only Palm Springs Convention Center personnel or designated providers are authorized to
modify system wiring or cabling.
Please ensure all
computers have updated 8. Internet connections are not available on standard telephone lines (modems) due to trunking
anti-virus, anti-spyware, limitations. Failure to comply with this requirement may result in termination of service during
firewall, and system patch event hours.
protection
9. Any device which adversely impacts the Palm Springs Convention Center’s network whether
by virus activity or physical networking issues may be disconnected with or without prior
notice at the Center’s discretion. The device(s) in question will remain disconnected until all
issues are adequately resolved. Additional charges may apply for issue diagnosis and/or
problem resolution.
10. Each primary networking connection is a base charge of $750 or $950 at each new individual
location. This one location (drop / PSCC network connection) may service multiple devices in
the immediate vicinity (local room or area). Immediate vicinity determination is at the sole
discretion of the Palm Springs Convention Center’s engineering and technical staff.
11. The Palm Springs Convention Center offers two levels of Internet Connections. Preferred
which is the recommended package that includes DHCP, Firewall and Intrusion Protection
(IDP) and Priority which offers a direct connect using static public IP’s. It is recommended to
use the Preferred service unless you require a static IP, direct inbound connection, or VPN
support. The Center does not offer or guarantee any level of security.
12. Use of any non-PSCC or outside wireless equipment is not allowed unless pre-approved by the
Technical Systems Manager. Rogue access points will be disconnected immediately.
JS012306-TSC1
13. Long distance and telephone usage charges will be deducted from the single line deposit.
EXHIBITOR GUIDELINES
The following Exhibitor Guidelines are common areas of interest of exhibitors at the Palm Springs Convention
Center (PSCC). This is not a list of all general facility guidelines, policies, regulations, or laws. For more
details, please visit our website at www.palmspringscc.com. We hope this information will assist in the
planning process.
AMERICAN WITH DISABILITIES ACT
• The PSCC provides access for permanent access accommodations under the guidance of the American with
Disabilities Act (ADA). The PSCC emergency wheelchairs are for medical emergency use only.
• Guide, signal or service animals (as defined in State and Local law) are allowed on the premises. Other
animals and pets are not permitted.
AUDIO VISUAL/INTERNET
• Internet services and general audio visual services must be requested in advance. On site services may be
provided after arrival, but there is no guarantee of availability.
DECORATIONS/BALLOONS/BANNERS
• All decorative items; such as props, table coverings, drapes, must be flame retardant, meet fire code
regulations, be approved in advance as part of the floor plan and have any required fire certifications.
• Helium balloons, glitter and confetti are not permitted. Balloons may be used for display purposes with
prior approval. Any loose balloons will be subject to a per balloon retrieval fee.
• Adhesive backed decals and stickers may not be used or distributed within the facility.
• Decorations, banners and similar displays may not be fastened to ceilings, painted surfaces, columns or
wood doors. Decorations and banners may be fastened to fabric walls with velcro only.
• Display vehicles must be approved in advance and comply with Palm Springs Fire Code Regulations.
Battery cables must be disconnected; fuel tank must be locked and sealed and may not contain more than
one quarter tank, or five gallons of fuel, (whichever is less). The location of vehicles or equipment shall not
obstruct or block exits. Visqueen, at least 4ml thick, must be placed under each vehicle. All exhibit vehicle
keys must be in the possession of the PSCC in case of emergency.
FOOD & BEVERAGE/CATERING
• Outside food or beverages are not permitted within the facility. The PSCC's official in-house
concessionaire and catering company is the only firm permitted to serve or provide food and beverage of
any kind on the property.
• Consumables that are to be given to attendees free of charge must be pre-approved with the in-house
concessionaire.
EXHIBITOR GUIDELINES
LOAD IN/LOAD OUT
• Loading or unloading is allowed through the loading dock. Loading or unloading may not be performed
through public entrance areas.
• All basic safety rules and OSHA guidelines are to be followed during load in/load out including, but not
limited to, the safe operation of equipment and tools, no smoking except in designated areas, no drinking of
alcoholic beverages or use of illegal substances, no refueling or storing of gasoline, kerosene or other fuels
and liquids.
• Operation of equipment must be in a safe and courteous manner. Non PSCC equipment operators must have
operator certifications, such as forklift certification, and instruction in the proper use of equipment, as
required by PSCC. The PSCC does not provide lifts, carts, or other equipment for public use.
• Hallways and doors may not be blocked with freight, equipment, display material, etc. at any time.
PARKING
• The PSCC has a primary lot located to the north of the facility and a secondary lot southwest of the facility.
Other surrounding parking areas and vacant land are private property and therefore, vehicles parked on such
property are subject to removal at the owner's expense. Handicapped parking is availalbe in both parking
areas with drop off areas at the main entrance located on Alvarado Road.
• Parking in fire lanes, service roads, vacant exhibit halls, load dock areas or any other location posted as "No
Parking" may not be utilized. Unauthorized vehicles will be removed at owner's expense.
PERMITS & LICENSES
• The City of Palm Springs requires a temporary business license for the general sale of any merchandise at
the facility. Please contact the City of Palm Springs at least 14 days in advance for issuance at 760-323-
8256 or in person at 3200 East Tahquitz Canyon Way, Palm Springs, CA 92263.
SECURITY/SAFETY
• Safety of all occupants of the PSCC is of utmost concern. All PSCC safety procedures are to be followed at
all times. All fire codes and other related city, county, state and federal laws and regulations must be
followed at all times.
• During emergencies, power outages or other related safety concerns all occupants will be required to follow
the direction of the PSCC or Public Safety Official without recourse.
• All Users must enter and exit the building through designated entrances and have appropriate identification.
EXHIBITOR GUIDELINES
UTILITIES
• House lighting, ventilation, heat or air conditioning will be provided as required during show open times.
Energy conservation is of prime concern and minimal light and minimal light and comfort levels will be
maintained during load in and load out periods.
• Only authorized PSCC Staff may access electrical, water and telecommunications equipment. All uses of
utility services must be approved in advance by the PSCC.
Visit www/palmspringscc.com for complete information and related forms.
EXHIBITOR MENUS & RULES AND REGULATIONS
FOOD AND BEVERAGE POLICY
DUE TO CURRENT HEALTH DEPARTMENT REQUIREMENTS, LIQUOR ORDINANCES AND LIABILITY INSURANCE POLICIES IT IS REQUIRED THAT ALL FOOD AND
BEVERAGES BE PURCHASED THROUGH THE PALM SPRINGS CONVENTION CENTER’S (PSCC’S) CATERING DEPARTMENT. SAVOURY’S, INC. IS THE LICENSED
CATERER AND HAS THE EXCLUSIVE RIGHT TO PROVIDE ALL FOOD AND BEVERAGE FOR ALL EVENTS HELD AT THE PSCC.
GUESTS TO THE PSCC MAY BRING NO FOOD OR BEVERAGE ONTO THE FACILITY PREMISES, INCLUDING BUT NOT LIMITED TO
PROMOTIONAL LOGO WATER, CANDIES AND TABLE MINTS.
EXHIBITORS WITH BOOTHS IN THE TRADE SHOW MAY GIVE AWAY SAMPLE PORTIONS, BUT ONLY OF THE PRODUCTS THEY MANUFACTURE,
PRODUCE OR DISTRIBUTE. SAMPLE SIZE IS 4 OZ OF BEVERAGE AND 3 OZ OF FOOD.
ALL FOOD AND BEVERAGES THAT ARE PURCHASED FROM THE PSCC CATERING DEPARTMENT MUST BE CONSUMED ON THE PSCC
PROPERTY. AT NO TIME MAY FOOD OR BEVERAGE BE REMOVED FROM THE PREMISES.
TO COMPLY WITH HEALTH AND SAFETY REGULATIONS, ONLY EMPLOYEES OF SAVOURY’S AND THE PSCC ARE PERMITTED IN THE
KITCHEN AREA. ALL ORDERS WILL BE DELIVERED TO CLIENT’S BOOTH SPACE OR MEETING ROOM FIFTEEN (15) MINUTES PRIOR TO
REQUESTED STARTING TIME.
ALL MENU PACKAGES PRESENTED WITHIN INCLUDE HIGH GRADE DISPOSABLE SERVICEWARE. CHINA SERVICE MAY BE AVAILABLE FOR
AN ADDITIONAL FEE.
ORDERING DEADLINES
OUR PREPRINTED MENUS DO NOT INCLUDE ALL ITEMS THAT ARE AVAILABLE, THEY ARE OFFERED AS SUGGESTIONS. THE CATERING SALES DEPARTMENT WILL
BE HAPPY TO CUSTOMIZE MENUS TO FILL YOUR SPECIFIC NEEDS.
CATERING ORDERS SHOULD BE RECEIVED IN THE CATERING OFFICE FOUR (4) WEEKS PRIOR TO THE START OF SHOW
THERE WILL BE A 10% CHARGE ADDED TO ORDERS RECEIVED TWO (2) TO FOUR (4) WEEKS PRIOR TO THE START OF THE SHOW.
ANY ORDERS PLACED WITHIN TWO (2) WEEKS OFTHE START OF THE SHOW WILL BE SUBJECT TO A 25% SURCHARGE.
ANY NEW ORDERS PLACED ON SITE WILL BE SUBJECT TO A 50% SURCHARGE.
A $25.00 DELIVERY CHARGE WILL APPLY TO ALL ORDERS LESS THAN $75.00.
A TWENTY (20) PERCENT SERVICE CHARGE WILL BE ADDED TO ALL FOOD AND BEVERAGE ORDERS. TO THIS TOTAL, CALIFORNIA STATE
TAX, CURRENTLY AT SEVEN AND THREE-QUARTERS (7.75) PERCENT, WILL BE ADDED. IN ACCORDANCE WITH CALIFORNIA STATE LAWS,
TAX IS ADDED TO THE TOTAL COST OF THE FUNCTION, INCLUDING SERVICE CHARGE.
ALL PUBLISHED PRICES, SERVICE CHARGES, LABOR FEES AND TAXES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
CATERING PAYMENT POLICY
PAYMENT IN FULL IS REQUIRED ONE (1) WEEK PRIOR TO COMMENCEMENT OF SERVICES. PSCC CURRENTLY ACCEPTS COMPANY CHECKS MADE PAYABLE TO
PALM SPRINGS CONVENTION CENTER, VISA, MASTERCARD AND AMERICAN EXPRESS. A CREDIT CARD AUTHORIZATION FORM MUST BE SUBMITTED WITH
ALL ORDERS AND IT WILL REMAIN ON FILE TO COVER ANY ON-SITE INCIDENTALS. SINCE THE PSCC HAS A MAXIMUM CHARGE AMOUNT OF $5000.00, ANY
ORDER(S) THAT TOTAL MORE THAN $5000.00 MUST BE PAID WITH A COMPANY CHECK.
GUARANTEES
THE FINAL GUARANTEE IS REQUIRED ONE (1) WEEK PRIOR TO THE EVENT, ALONG WITH FULL PAYMENT. IF NO GUARANTEE IS RECEIVED AT THE APPROPRIATE
TIME, THE ESTIMATED AMOUNT AS SHOWN ON THE BANQUET EVENT ORDER WILL BE USED AND CHARGES WILL BE MADE ACCORDINGLY. THIS GUARANTEED
NUMBER IS NOT SUBJECT TO REDUCTION. THE PSCC CATERING DEPT. WILL BE PREPARED TO SERVE 5% OVER THE GUARANTEE.
CANCELLATION POLICY
CANCELLATIONS MADE WITHIN SEVEN (7) DAYS OF THE EVENT SHALL RESULT IN FORFEITURE OF ALL PAYMENTS AND CLIENT SHALL BE RESPONSIBLE FOR,
AND MAKE IMMEDIATE PAYMENT OF ANY OUTSTANDING BALANCE.
MENU SELECTIONS NEED TO BE SUBMITTED 4 WEEKS PRIOR TO EVENTS OR PENALTIES MAY APPLY. A $25.00 DELIVERY CHARGE WILL BE ADDED TO ALL
ORDERS AND REORDERS OF LESS THAN $75.00. ALL PRICES ARE SUBJECT TO 20% SERVICE CHARGE AND 7.75% SALES TAX.
ALL PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
SNACK BAR DISPLAYS & TRAYS
OH SO SWEET CHEESE BOARDS
RICE KRISPY BARS .......................... $2.50++/ EACH IMPORTED AND DOMESTIC CHEESE DISPLAY WITH COCKTAIL
CANDY BARS ................................... $2.00++ /EACH BREADS & CRACKERS, GARNISHED WITH GRAPE BUNCHES
AND SEASONAL FRESH FRUIT
GRANOLA BARS ............................... $2.00++/ EACH SERVES 25...............................................$150.00++
INDIVIDUAL YOGURT CUPS ................ $2.50++/ EACH CRUDITE PLATTER
LARGE HOT PRETZELS ..................... $3.00++/ EACH DISPLAY OF FRESH GARDEN VEGETABLES WITH A
MUFFINS ......................................... $35.00++/ DOZ PEPPERCORN RANCH DIP
SERVES 25...............................................$150.00++
DANISH PASTRIES ............................ $35.00++/ DOZ
FRUIT DISPLAY
FRESH DOUGHNUTS ......................... $32.00++/ DOZ
ELABORATE DISPLAY OF SLICED SEASONAL FRUITS,
BROWNIES ...................................... $36.00++/ DOZ MELONS & BERRIES WITH YOGURT DIP
COOKIES ......................................... $36.00++/ DOZ SERVES 25...............................................$160.00++
LEMON BARS ................................... $32.00++/ DOZ DELI DELIGHT
BLENDED DELUXE NUTS ..................... $23.00++/ LB THINLY SLICED ROAST BEEF, TURKEY AND HAM WITH
SLICES OF CHEDDAR, SWISS AND AMERICAN CHEESES,
MINTS & HARD CANDIES..................... $12.00++/ LB ALONG WITH PICKLE SPEARS, LETTUCE, TOMATOES AND
ONIONS AND SERVED WITH MUSTARD, MAYONNAISE AND OUR
BAKER’S SELECTION OF BREAD.
CHIPS & DIPS &….. SERVES 25...............................................$375.00++
POTATO CHIPS JUST FOR YOU
WITH ONION DIP ............................................ $110.00++ PERSONALIZED BOTTLED WATER
SERVES 50
YOUR COMPANY NAME / LOGO PRINTED ON THE LABEL. CALL
TORTILLA CHIPS FOR SPECIFIC ARTWORK SPECS.
WITH SALSA ........................................... $225.00++
SERVES 50 ONE TIME SET UP CHARGE ......................$250.00++
12 CASES (MINIMUM ORDER) ............$72.00++/CASE
TORTILLA CHIPS
WITH GUACAMOLE & SALSA ................... $350.00++ **ORDERS MUST BE PLACED 30 DAYS PRIOR TO SHOW**
SERVES 50
PERSONALIZED SHEET CAKE
TRAIL MIX
BOWLS OF DRIED FRUITS & NUTS .......$25.00++ / LB ONE TIME SET UP CHARGE ......................$100.00++
FULL SHEET (SERVES 80-100) ................$180.00++
PRETZELS HALF SHEET (SERVES 40–50).................$130.00++
BOWLS OF MINI TWISTS......................$10.00 ++/ LB **ORDERS MUST BE PLACED 30 DAYS PRIOR TO SHOW**
Yogurt Covered Pretzels ..................... $15.00++ / lb
MENU SELECTIONS NEED TO BE SUBMITTED 4 WEEKS PRIOR TO EVENTS OR PENALTIES MAY APPLY. A $25.00 DELIVERY CHARGE WILL BE ADDED TO ALL
ORDERS AND REORDERS OF LESS THAN $75.00. ALL PRICES ARE SUBJECT TO 20% SERVICE CHARGE AND 7.75% SALES TAX.
ALL PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
BEVERAGE CART BAR PACKAGES
HOT BEVERAGES ALL HOSTED BAR PACKAGES HAVE A SALES GUARANTEE OF
PREMIUM BREWED REGULAR COFFEE, DECAF $400.00 PER BAR. IF SALES FALL BELOW THIS AMOUNT THE
COFFEE & HOT TEA SERVICE CLIENT BECOMES RESPONSIBLE TO PAY THE DIFFERENCE. ALL
SERVED IN AN INSULATED URN WITH APPROPRIATE CONDIMENTS YIELDS HOSTED BAR PACKAGES REQUIRE ONE BARTENDER PER BAR,
16 CUPS PER GALLON CHARGED AT $26.00 / HR. WITH A FOUR HOUR MINIMUM.
10 GALLONS.......................................... $400.00++ HOSTED BARS – BILLED PER DRINK ON CONSUMPTION
5 GALLONS............................................ $200.00++ DELUXE DRINKS .........................................$8.00++
2.5 GALLONS....................................... $100.00++ PREMIUM DRINKS ......................................$7.00++
WELL DRINKS ............................................$6.00++
COLD DRINKS WINE (PER GLASS) .....................................$6.00++
BEVERAGES WILL BE DELIVERED IN A TUB OF ICE, WITH DISPOSABLE
IMPORTED BEER ........................................$6.00++
GLASSWARE AND BEVERAGE NAPKINS. DOMESTIC BEER ........................................$5.00++
SOFT DRINKS.............................................$2.75++
COCA COLA, DIET COKE AND SPRITE BOTTLED WATER .......................................$2.75++
24 - 12 OZ CANS ............................. $66.00++/CASE MINERAL WATERS ......................................$3.00++
ARROWHEAD WATER
HOSTED BARS – BILLED PER PERSON, PER HOUR
24 - 16 OZ. BOTTLES/CASE ................. $66.00++/CASE
PERRIER WATER FULL SERVICE – DELUXE DRINKS, WINE & BEER
11 OZ. BOTTLES .............................. $72.00++/CASE FIRST HOUR ............................................$15.00++
SPARKLING MINERAL WATER SECOND HOUR ..........................................$9.00++
ASSORTED FLAVORS 12 OZ. ................ $72.00++/CASE EACH ADD’L HOUR .....................................$7.00++
INDIVIDUAL BOTTLED JUICES
ASSORTED FLAVORS ........................ $75.00++/CASE FULL SERVICE – PREMIUM DRINKS, WINE & BEER
FRESH ICED TEA FIRST HOUR ............................................$13.00++
1 GALLON YEILDS 16 CUPS ................ $40.00++/GAL SECOND HOUR ..........................................$8.00++
LEMONADE/ TROPICAL PUNCH EACH ADD’L HOUR .....................................$6.00++
1 GALLON YEILDS 16 CUPS ................ $30.00++/GAL
FULL SERVICE – WELL DRINKS, WINE & BEER
COLD BEER FIRST HOUR ............................................$11.00++
SECOND HOUR ..........................................$6.00++
DOMESTIC BEER
EACH ADD’L HOUR .....................................$5.00++
12 OZ CANS ................................... $96.00++/CASE
IMPORTED BEER LIMITED SERVICE –WINE, BEER & SOFT DRINKS
12 OZ BOTTLES............................. $120.00++/CASE FIRST HOUR ............................................$10.00++
DOMESTIC BEER SECOND HOUR ..........................................$7.00++
KEG – YIELDS 110 CUPS ..................$250.00++/KEG EACH ADD’L HOUR .....................................$5.00++
IMPORTED BEER **AN ATTENDANT IS REQUIRED TO SERVE ALCOHOLIC BEVERAGES.
KEG – YIELDS 110 CUPS ..................$325.00++/KEG $26.00 / HR WITH A FOUR HOUR MINIMUM
**AN ATTENDANT IS REQUIRED TO SERVE ALCOHOLIC BEVERAGES.
$26.00 / HR WITH A FOUR HOUR MINIMUM
OFFSITE EVENTS
WITH GOLD MEDAL WINNING CUISINE AND PREFERRED CATERING STATUS AT VIRTUALLY ALL OF THE DESERT’S MOST POPULAR VENUES,
SAVOURY’S PRODUCES THE MOST OUTSTANDING SPECIAL EVENT EXPERIENCE. LET OUR EVENT PROFESSIONALS COORDINATE ALL ASPECTS
OF YOUR OFFSITE FUNCTION, IN ADDITION TO YOUR CONFERENCE NEEDS.
PLEASE CALL SAVOURY’S AT (760) 778-2740 FOR MORE INFORMATION
MENU SELECTIONS NEED TO BE SUBMITTED 4 WEEKS PRIOR TO EVENTS OR PENALTIES MAY APPLY. A $25.00 DELIVERY CHARGE WILL BE ADDED TO ALL
ORDERS AND REORDERS OF LESS THAN $75.00. ALL PRICES ARE SUBJECT TO 20% SERVICE CHARGE AND 7.75% SALES TAX.
ALL PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
SPECIALTY SHOW STOPPERS
Exhibitors are responsible to order all tables and electrical hook ups required for any rental equipment from the show decorator.
OTIS SPUNKMEYER FRESH BAKED COOKIES CAPPUCCINO CART
OTIS'S OVEN RENTAL - $100.00++ / DAY PRICING INCLUDES UP TO 4 HOURS OF SERVICE AND A MAXIMUM
PRE-PORTIONED COOKIE DOUGH - $250.00++ / CASE OF 300 CUPS OF COFFEE, CAPPUCCINOS, ESPRESSOS, MOCHAS
( 2 OZ SIZE - 160 PIECES /CASE @ $250.00++ / CASE ) AND LATTES. ALL CREAMERS, SWEETENERS, PAPER CUPS AND
3 CASE MINIMUM STIR STICKS WILL BE SUPPLIED, AS WELL AS AN ATTENDANT
$800.00 ++ /4 HR
CHOCOLATE FOUNTAIN
$1.75++ EACH ADD’L SERVING AFTER 300
FOUNTAIN RENTAL COST - $9.50 PP++ $125.00 / HR FOR EACH ADD’L HOUR
INCLUDES ATTENDANT & YOUR CHOICE OF MILK CHOCOLATE,
DARK CHOCOLATE OR WHITE CHOCOLATE SPACE / POWER REQUIREMENTS:
CHOICE OF 5 DIPPING ITEMS - $5.50 PP++ CLIENT IS RESPONSIBLE FOR PROVIDING TABLE SPACE OF AT
LEAST 4 FT X 3 FT AND STORAGE UNDER THE TABLE FOR WATER
MARSHMALLOWS, RICE KRISPY BARS, BROWNIE BITES, POUND
SUPPLY. CLIENT TO SUPPLY (1) 120, / 208 30 AMP OUTLET 3
CAKE, GRAHAM CRACKERS, PRETZELS, STRAWBERRIES, PHASE W/GROUND
APPLE SLICES, BANANA CHUNKS & COOKIES
* REQUIRES 110 VOLT, 20 AMP ELECTRICAL HOOK-UP
SMOOTHIE MAKER
INCLUDES UP TO 200 SERVINGS.................... $400.00/DAY
MARGARITA MACHINE RENTAL ADD’L SERVINGS IN 100 INCREMENTS...........$150.00 / 100
* REQUIRES 110 VOLT, 20 AMP ELECTRICAL HOOK-UP
MARGARITA SALT, STRAWS, BEVERAGE NAPKINS & 8 OZ.
PLASTIC CUPS ARE INCLUDED - NO ICE IS REQUIRED
MACHINE RENTAL - $300.00++ / DAY PRETZEL MACHINE
HEATED CASE RENTAL ...............................$100.00 / DAY
MARGARITA DRINK MIX PRETZELS (48 PER CASE).............................$96.00 / CASE
FLAVORS: LEMON-LIME MARGARITA, PINA COLADAS, RUM * REQUIRES 110 VOLT, 20 AMP ELECTRICAL HOOK-UP
RUNNERS, HURRICANES, BANANA, STRAWBERRY DAIQUIRIES
ONE BATCH = 70 DRINKS @ $140.00/BATCH POPCORN MACHINE
WITH TEQUILLA = 110 DRINKS @ $250.00/BATCH
INCLUDES UP TO 300 SERVINGS, SCOOP, BAGS & NAPKINS
MIXES ORDERED IN FULL BATCHS ONLY
$350.00++ / DAY
BARTENDER REQUIRED WHEN SERVING ALCOHOL * REQUIRES 110 VOLT, 20 AMP ELECTRICAL HOOK-UP
4 HOUR MINIMUM @ $26.00++ / HOUR = $104.00
BOOTH ATTENDANTS / SERVER
AN ATTENDANT IS REQUIRED TO SERVE ANY ALCOHOL IN YOUR BOOTH AND
THEY MAY BE HIRED TO OPERATE ANY OF THE RENTAL EQUIPMENT FOR YOU.
HOURLY RATE – (4 HOUR MINIMUM) - $26.00++/HR
MENU SELECTIONS NEED TO BE SUBMITTED 4 WEEKS PRIOR TO EVENTS OR PENALTIES MAY APPLY. A $25.00 DELIVERY CHARGE WILL BE ADDED TO ALL
ORDERS AND REORDERS OF LESS THAN $75.00. ALL PRICES ARE SUBJECT TO 20% SERVICE CHARGE AND 7.75% SALES TAX.
ALL PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
CONVENTION NAME:
COMPANY NAME: CATERING ORDER FORM
PERSON ORDERING:
ADDRESS:
CITY, STATE, ZIP: MEETING ROOM OR BOOTH #:
PHONE: ONSITE CONTACT:
FAX: CONTACT'S CELL NUMBER:
DELIVER DATE DELIVERY TIME QUANTITY ITEM DESCRIPTION ITEM PRICE TOTAL
Any tables or electrical hook ups needed for your food and beverage must be ordered from the show decorator
PAYMENT INFORMATION: ESTIMATED SUBTOTAL
□ CHECK □ MASTERCARD □ VISA □ AMEX TAXABLE SERVICE CHARGE OF 20%
NAME ON CARD SUBTOTAL
**STREET 7.75% SALES TAX
CITY, STATE, ZIP ESTIMATED TOTAL
**BILLING ADDRESS AS SHOWN ON CREDIT CARD STATEMENT
CARD NUMBER PLEASE FAX COMPLETED FORM TO 760-778-4103 ATTN: GLENN SCHMIDT
(PLEASE INCLUDE 3-4 DIGIT SECURITY CODE ON BACK OF CARD)
EXP. DATE: ► TO EXECUTE THIS ORDER A COPY OF THE FRONT & BACK OF THE CARD MUST ACCOMPANY THIS FORM
► THE MAXIMUM AMOUNT ALLOWED TO BE CHARGED TO YOUR CREDIT CARD IS $5000.00
SIGNATURE
(SIGNATURE MUST MATCH THE NAME ON THE CARD)
► THE ESTIMATED TOTAL AMOUNT CALCULATED ABOVE OR AS SHOWN ON BEO'S MUST BE PAID IN FULL PRIOR TO THE FIRST SHOW DATE OR SECURED WITH A CREDIT CARD PRE-
AUTHORIZATION. WE WILL PRE-AUTHORIZE FOR 20% MORE THAN THE ESTIMATED TOTAL ABOVE
► THE FINAL INVOICED AMOUNT MAY BE DIFFERENT THAN SHOWN ABOVE BASED ON ACTUAL CONSUMPTION TOTALS. YOU WILL RECEIVE AN INVOICE WORKSHEET WITH THE FINAL
TOTAL AT THE CONCLUSION OF YOUR LAST SCHEDULED CATERED EVENT. AT WHICH TIME WE WILL SETTLE YOUR CREDIT CARD FOR THE ACTUAL AMOUNT SPECIFIED BY SIGNED
INVOICE WORKSHEETS OR SIGNED BEO'S.
DRIVING DIRECTIONS
From Los Angeles, San Diego or Northern California
• Head eastbound on Interstate 10 past the cities of Banning and Cabazon
• From Cabazon, go 6 miles and take the Palm Springs/Highway 111 exit
• Go 11 miles into downtown Palm Springs to Amado Road*
• Turn left (east) on Amado Road and go 4 blocks to the Convention Center
• Our parking lot is located on Amado Road across from the Center. Our main entrance is on Alvarado Road.
From Arizona and Points East
• Take Interstate 10 westbound
• Go 12 miles past Indio and exit at Date Palm Drive
• Turn left (south) on Date Palm Drive and cross over the freeway
• Turn right (west) on Vista Chino at the end of the overpass
• Go 4 miles to Sunrise Way
• Turn left (south) on Sunrise and go one mile to Amado Road
• Turn right (west) on Amado Road and go 4 blocks to the Convention Center. Our parking lot is located on
Amado Road across from the Center. Our main entrance is on Alvarado Road.
From other Local Resort Cities
• Head west via Highway 111 & East Palm Canyon Drive into Palm Springs
• Turn right (north) on Sunrise Way
• Go 2 miles and turn left (west) on Amado Road
• Go 4 blocks to the Convention Center. Our parking lot is located on Amado Road, across from the Center.
Our main entrance is on Alvarado Road.
Alternate for semi-trucks with trailers
• Trucks with trailers may not travel through downtown Palm Springs. From Highway 111 go 6 ½ miles.
Turn left (east) on Vista Chino. Turn right on Avenida Caballeros and enter the loading dock on Avenida
Caballeros immediately past Amado Road.
For further information, please contact the Palm Springs Convention Center at 760-325-6611
PALM SPRINGS
FIRE DEPARTMENT REGULATIONS
FOR SHOWS, EXHIBITS AND MEETINGS
July 2008 1
Palm Springs Fire Regulations
A. Fire Department Safety and Evacuation Plans
1) An approved fire safety and evacuation plan shall be prepared and maintained for the
following occupancies and buildings. (CFC 404.2)
2) The Fire Marshal shall be notified, in writing, at least 10 days in advance of any
gathering with an attendance in excess of 300.
3) Floorplan (CFC 404.3.2) submittal of an 8 1/2" x 11" or larger diagram to include:
a) Dates and times of the event
b) Floorplan to include proposed locations of tables, chairs, stages and any other
portable objects specific to the event.
c) Aisle dimension widths
d) Exits
e) Primary evacuation routes
f) Secondary evacuation routes
g) Accessible egress routes
h) Areas of refuge
i) Manual fire alarm boxes
j) Portable fire extinguishers
k) Occupant-use hose stations
l) Fire alarm enunciators and controls
4) Seating plan: The fire safety and evacuation plans for assembly occupancies shall include
the information required by Section 404.3 and a detailed seating plan, occupant load, and
occupant load limit. Deviations from the approved plans shall be allowed provided the
occupant load limit for the occupancy is not exceeded and the aisles and exit access ways
remain unobstructed. (CFC 408.2.1)
5) Public safety standby personnel may be required in the opinion of the fire code official, it
is essential for public safety in a place of assembly or any other place where people
congregate, because of the number of persons for the event. (CFC 403.1)
6) Some, but not all, of the circumstances that may require standby personnel are, any
portion of the life safety/fire protection system being disabled, vehicles indoors, open
flame, pyrotechnic displays and groups over 2,500. (CFC 403.1)
B. Interior Finish, Decorative Materials and Furnishings
1) These provisions govern interior finish, interior trim furniture, furnishings, decorative
materials and decorative vegetation in buildings. (CFC 801.1)
2) In occupancies in Groups A, E, and I and R-1 dormitories in group R-2, curtains,
draperies, hangings and other decorative materials suspended from walls or ceilings shall
meet the flame propagation performance criteria of NFPA 701 in accordance with
Section 806.2 or be non-combustible.
July 2008 2
Palm Springs Fire Regulations
3) All of the following requirements shall apply to all Group A occupancies (CFC 807.4.1):
a) Explosive or highly flammable materials: Furnishings or decorative
materials of an explosive or highly flammable character shall not be used.
b) Fire-retardant coatings: Fire-retardant coatings in existing buildings shall
be maintained so as to retain the effectiveness of the treatment under
service conditions encountered in actual use.
c) Obstructions: Furnishings or other objects shall not be placed to obstruct exits, access
thereto, egress there from or visibility thereof.
d) All decorations, drapes, signs, banners, plastic displays, hay, moss, split bamboo and
other similar materials MUST BE FLAME RETARDANT to the satisfaction of the Fire
Department.
e) Table coverings must be inherently flame retardant unless they lay flat.
f) Oilcloth, tar paper, sisal paper, nylon, orlon and certain other plastic materials cannot be
made flame retardant and their use is prohibited.
g) A Certificate of Flame Resistance accompanied with an attached fabric sample shall be
available for review by the Fire Marshal at time of floor plan submittal.
h) Combustibles: Literature on display shall be limited to reasonable quantities. Reserve
supplies shall be kept in closed containers and stored in a neat and compact manner.
(CFC 315.2)
i) Cardboard boxes or any combustible materials may not be stored on top of or near any
electrical wiring in the spaces behind the back wall drapery (booth) or behind any
display.
4) Display Booths
a) Booths shall be constructed of non-flammable or fire retardant treated materials.
b) Aisles between booths shall be a minimum of 10 feet.
c) Booths shall be placed in such a manner that facility exit doors and fire protection
equipment are not concealed. (CFC 314.2)
5) Obstructions
a) Aisles designated on approved show floor plans shall be kept clean, clear and free of
obstructions. Booth construction shall be substantial and fixed into position in specified
areas for the duration of the show. Chairs, easels, signs and demonstration areas shall not
be placed beyond booth area into aisles. (CFC 1025.9.6)
b) All aisles must be maintained at a minimum of 10 feet in width, unless otherwise
approved on floor plan.
c) All fire prevention and fire fighting equipment in all public assembly areas shall have
easy and unobstructed accessibility. (CFC 901.6 AND 906.6)
d) Main corridors outside ballrooms must be at least 16-17 feet. (CFC1025.3)
July 2008 3
Palm Springs Fire Regulations
6) Seating/Aisles/Tables
a) Seating
i. When seating rows have 14 or less seats, the minimum clear width between rows shall
not be less than 12 inches measured as the clear horizontal distance from the back of
the row ahead and the nearest projection of the row behind. 9CFC 1025.10)
ii. Loose seats and folding chairs that are not fixed to the floor shall be bonded together in
groups of three or more. (CFC 1025.12) Bonding of chairs is not required when tables
are provided.
b) Aisles
i. Designated aisles with seating on both sides shall be not less than 42 inches wide of
clear unobstructed space. Aisles with seating on only one side may be 36 inches wide
of clear unobstructed space (CFC 1025.12)
ii. Aisles shall terminate in a cross aisle, foyer or exit. (CFC 1025.9.5)
c) Banquet Tables
i. Spacing of banquet tables shall be placed not less than 60 inches apart and not less
than 60 inches from walls. (Title 19 CCR Chapter 3.06)
ii. Tables shall be arranged so that no more than three (3) tables need be passed to reach
an aisle, cross aisle, foyer, and exit. (CFC 1014.4.3.3)
Exception: Spacing of banquet tables placed 72" apart or greater and not less than 60"
from walls will not require access to an aisle, cross aisle or foyer.
iii.For banquet table settings, aisles and cross aisles shall be not less than 60 inches wide
of clear unobstructed space. (CFC 1014.4.3.3)
d) Guards
i. Guards shall be located along open-sided walking surfaces, mezzanines, industrial
equipment platforms, stairways, ramps and landings that are located more than 30
inches (762 mm) above the floor. (CFC 1013.1)
ii. Height: Guards shall form a protective barrier not less than 42 inches (1067 mm) high,
measured vertically above the leading edge of the tread, adjacent walking surface or
adjacent seatboard. (CFC 1031.2)
Exceptions:
1) On the loading side of loading docks or piers
2) On the audience side of stages and raised platforms, including steps leading up to
the stage and raised platforms.
3) On raised stage and platform floor areas, such as runways, ramps and side stages
used for entertainment or presentations.
4) At vertical openings in the performance area of stages and platforms.
5) At elevated walking surfaces appurtenant to stages and platforms for access to and
utilization of special lighting or equipment.
July 2008 4
Palm Springs Fire Regulations
7) Exiting
a) Means of egress shall not be obstructed in any manner and shall remain free of any
material or matter where its presence would obstruct or render the means of egress
(CFC-1028.3)
b) All exit doors to be accessible with a clearance of 44 inches. (CFC 1025.6)
c) The number of people within the building or room(s) shall nt exceed the posted
occupancy capacity. (CFC1004.1.1)
8) Fire Protection Equipment
a) A 2A10BC fire extinguisher must be available within 75 feet of travel in any one
direction. (CFC 906.3)
C) Vehicles on Display
1) Vehicles (CFC 314.4): Liquid or gas fueled vehicles, boats or other motor craft shall not be
located indoors except as follows:
a) Batteries are disconnected
b) Fuel in fuel tanks does not exceed one quarter tank or 5 gallons (19L) (whichever is
least).
c) Fuel tanks and fill openings are closed and sealed to prevent tampering.
d) Vehicles, boats or other motorcraft equipment are not fueled or de-fueled within the
building.
e) No Ignition source is allowed within 20 feet of the vehicles. Ignition sources include, but
are not limited to, candles, motors, space heaters.
f) Vehicles shall not block exit doors. All exit doors to be accessible with a clearance of 44
inches. Exit doors to remain unlocked during public occupancy.
D) Electrical Extension Cords and Multi-Plug Adapters
1) Extension Cords
a) Extension cords and flexible cords shall not be a substitute for permanent wiring.
Extension cords and flexible cords shall not be affixed to structures, extended through
walls, ceilings or floors, or under doors or floor coverings, nor shall such cords be subject
to environmental damage or physical impact. Extension cords shall be used only with
portable appliances. (CFC 605.5.1)
b) Power Supply: Extension cords shall be plugged directly into an approved receptacle,
power tap or multi-plug adapter and, except for approved multi-plug extension cords,
shall serve only one portable appliance. (CFC 605.5.1)
c) Ampacity: The ampacity of the extension cords shall not be less than the rated capacity
of the portable appliance supplied by the cord. (CFC 605.5.2)
d) Maintenance: Extension cords shall be maintained in good condition without splices,
deterioration or damage. (CFC 605.5.3)
e) Grounding: Extension cords shall be grounded when serving grounded portable
appliances. (CFC 605.5.4)
f) Unapproved Conditions: Open junction boxes and open-wiring splices shall be
prohibited. (CFC 605.6)
July 2008 5
Palm Springs Fire Regulations
2) Multi-Plug Adapters
Multi-plug adapters, such as cube adapters, un-fused plug strips or any other device not
complying with the California Electrical Code shall be prohibited. (CFC 605.4) The following
power tap design is permitted:
a) Power Tap Design: Re-locatable power taps shall be of the polarized or grounded type,
equipped with over current protection, and shall be listed in accordance with UL 1363.
(CFC 605.4)
b) Power Supply: Re-locatable power taps shall be directly connected to a permanently
installed receptacle. (CFC 605.4.2)
c) Installation: Re-locatable power taps cords shall not extend through walls, ceilings,
floors, under doors or floor coverings, or be subject to environmental or physical damage.
(CFC 605.4.3)
E) Tents, Canopies and Membrane Structures
1) All tents or temporary membrane structures in excess of 200 square feet and canopies up to 400
square feet will require approval and a permit from the Fire Department. (CFC2403.2)
2) Definitions:
a) Tent: a temporary structure, enclosure or shelter constructed of fabric or pliable material
supported by any manner except by air or the contents it protects.
b) Canopy: Temporary structure, enclosure or shelter constructed of fabric or pliable
materials supported by any manner, except by aire or the contents it protects and is open
without sidewalls or drops on 75 percent or more of the perimeter. (EZ UP)
c) Air Supported Structure: A structure wherein the shape of the structure is attained by air
pressure and occupants of the structure are within the elevated pressure area.
3) Regardless of size, tents, temporary membrane structures, canopies and all decorative materials
used shall be treated with a fire retardant. (i.e., tent, floor covering, curtains, tablecloths,
banners, etc.) Provide certificates of flame retardant treatment to the Fire Department. (CFC
2404.2)
4) All temporary membrane structures, tents or canopies shall have a permanently affixed label
bearing the identification of size and fabric or material type. (CFC 2404.3)
5) Combustible Materials: Hay, straw, shavings or similar combustible materials shall not be
located within any tent, canopy or membrane structure containing an assembly occupancy,
except the materials necessary for the daily feeding and care of animals. Sawdust and shavings
utilized for a public performance or exhibit shall not be prohibited provided the sawdust and
shavings are kept damp. Combustible materials shall not be permitted under stands or seats at
any time. The areas within and adjacent to the tent or air-supported structure shall be maintained
clear of all combustible materials or vegetation that could create a fire hazard within 20
feet (6096 mm) of the structure. Combustible trash shall be removed at least once a day from the
structure during the period the structure is occupied by the public.
July 2008 6
Palm Springs Fire Regulations
F) Open Flames
1) Open-Flame Decorative Devices (CFC 308.3.2)
2) Class I and II flammable liquids and LP gas shall not be used
3) Liquid or solid fueled lighting devices containing more than 8 ounces must self-
extinguish and not leak fuel at a rate of more than 1/4 teaspoon per minute if tipped over.
(Sterno canisters)
4) The devices or holder shall be constructed to prevent the spillage of liquid fuel or wax at
the rate of more than 1/4 teaspoon per minute when the device or holder is not in an
upright position.
5) The device or holder shall be constructed to prevent the spillage of liquid fuel or wax at
the rate of more than 0.25 teaspoon per minute (1.26 ml per minute) when the device or
holder is not in an upright position.
6) The device or holder shall be designed so that it will return to the upright position after
being tilted to an angle of 45 degrees from vertical.
a) Exception: Devises that self extinguish when tipped over and don't spill fuel or
wax at the rate of more than 1/4 teaspoon per minute if tipped over.
7) The flame must be completely enclosed. Openings on the sides must not be more than
3/8 of an inch in diameter or where openings are on the top and distance to the top shall
be such that a piece of tissue paper placed on the top will not ignite in 10 seconds.
8) Fuel canisters shall be safely sealed for storage
9) Storage and handling of combustible liquids shall be in accordance with Chapter 34.
10) Shades, where used, shall be made of noncombustible materials and securely attached to
the open-flame device holder or chimney.
11) Candelabras with flame-lighted candles shall be securely fastened in place to prevent
overturning, and shall be located away from occupants using the area and away from
possible contact with drapes, curtains or other combustibles.
12) Location Near Combustibles: Open flames such as from candles, lanterns, kerosene
heaters, and gas-fired heaters shall not be located on or near decorative material or
similar combustible materials. (CFC 308.3.3)
13) Aisles and Exits: Candles shall be prohibited in areas where occupants stand, or in an
aisle or exit. (CFC 308.3.4)
July 2008 7
Palm Springs Fire Regulations
14) Religious Ceremonies: When, in the opinion of the fire code official, adequate safeguards
have been taken, participants in religious ceremonies are allowed to carry hand-held
candles. Hand-held candles shall not be passes from one person to another while lighted.
(CFC 308.3.5)
15) Theatrical Performances: Where approved, open-flame devices used in conjunction with
theatrical performances are allowed to be used when adequate safety precautions have
been taken in accordance with NFPA 160. (CFC 308.3.6)
16) Open Flame Devices in Group A Occupancies: Open-flame devices shall not be used in a
Group A occupancy. (CFC 308.3.7)
17) Exceptions
Open flame devices are allowed to be used in the following situations, provided
approved precautions are taken to prevent ignition of a combustible material or
injury to occupants:
a) Where necessary for ceremonial or religious purposes in accordance with Section
308.3.5.
b) On stages and platforms as a necessary part of a performance in accordance with
Section 308.3.6.
c) Where candles on tables are securely supported on substantial noncombustible
bases and the candle flames are protected.
d) Heat producing equipment complying with Chapter 6 and the California
Mechanical Code.
e) Gas lights are allowed to be used provided adequate precautions satisfactory to
the fire code official are taken to prevent ignition of combustible materials.
G) Flaming Food and Beverages
1) A permit must be obtained from the Fire Department prior to serving and flaming food or drink.
(CFC 1109.9.1)
2) Flaming Food & Beverage Preparation: The preparation of flaming foods or beverages in places
of assembly and drinking or dining establishments shall be in accordance with Sections 308.6.1
through 308.6.5. (CFC 308.6)
3) The preparation of flaming foods and drinks is restricted to the table being served. They shall
not be transported or carried through rooms or areas while burning.
4) The serving of flaming foods, drinks or desserts shall be done in a safe manner, which would not
create high flames. The pouring, ladling or spooning of liquids is restricted to a maximum height
of 8 inches above the receiving receptacle. (CFC 308.6.3)
5) Flaming foods or beverages shall be prepared only in the immediate vicinity of the table being
serviced. They shall not be transported or carried while burning. (CFC 308.6.4)
July 2008 8
Palm Springs Fire Regulations
6) The person preparing the flaming food or drink shall have a wet towel immediately available for
use in smothering the flames in the event of emergency. (CFC 308.6.5)
7) Flammable or combustible liquids used in the preparation of flaming foods or beverages shall be
dispensed from one of the following:
a) A one (1) ounce container or
b) A container not exceeding 1 quart (946.5 m.) capacity with a controlled pouring
device that will limit the flow to a 1 ounce (29.6 ml) serving.
c) All containers shall be secured to prevent spillage when not in use.
H) Liquefied Petroleum Gases
1) An operational permit shall be obtained for the use of Liquefied Petroleum Gas (LPG) from the
Fire Department prior to the event. (CFC 105.6.26)
2) Use of liquefied petroleum gas (LPG) within the building or room is for demonstration uses is
limited to a container not to exceed a 12 pound water capacity. When more than one such
container is present in the same room, each container shall be separated from other containers by
a distance of not less than 20 feet. (CFC 3803.2.1.5)
3) Provide 2A10BC fire extinguisher (CFC 3808.2)
I) Pyrotechnics and Special Effects
1) The display of fireworks, including proximate audience displays and pyrotechnic special effects
in theatrical, and group entertainment productions, shall comply with this chapter and Title 19
California Code of Regulations, Chapter 6 - Fireworks. (CFC 3308.1)
2) The pyro-technician is to contact the Fire Marshal prior to setup for specific requirements.
3) All pyrotechnics and special effects require a permit. (CFC 105.6.47)
a) To use pyrotechnic special effects, open flame, use of flammable or combustible
liquids and gases, welding, and the parking of motor vehicles in any building or
location used for the purpose of motion picture, television and commercial
production.
Questions regarding these requirements and regulations may be directed to the Palm Springs Fire Department
Fire Prevention Bureau at 760-323-8186.
Scott Ventura, Division Chief/Fire Marshal
Palm Springs Fire Department
July 2008 9