PLANNINGAND PRODUCTIONGUIDELINES

JW Marriott Austin | 110 E. 2nd Street | Austin, Texas 78701 | Tel +1.512.474.4777 | Fax +1.512.474.2995

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MEETING AND FACILITIES GUIDELINES 3

AUDIO VISUAL 4

In House Audio-Visual

Outside Production Companies

Electrical Usage

BRANDING, RIGGING, BANNERS AND SIGNAGE 6

EXHIBITS AND TRADESHOWS 8

Pre & Post Show Facility Walkthrough

Waste Removal

Cleaning of Facilities

Shipment and Storage of Exhibit Materials

Food & Beverage Product Demonstration, Samples, and Sponsorship

SECURITY 10

Meeting Room Keys

DISTRIBUTION OF PRINTED MATERIALS 11

SHIPPING & RECEIVING 11

Shipping Address

Shipping & Receiving

TELECOMMUNICATION SERVICES 12

PREFERRED VENDORS / TRANSPORTATION 12

MEETING AND FACILITIES GUIDELINES 13

Forklifts and Scissor Lifts

Carpet Protection and Carpet Installation

Special Effects

American with Disabilities Act

Equipment Inventory

EXHIBIT / PRODUCTION FLOORPLANS 15

FIRE MARSHALL REGULATIONS 16

Automobiles

Fire Resistance

Smoke, Fog, Haze and / or Pyrotechnics are not allowed in the function rooms

General Compliance

CATERING POLICIES 18

Menu Selections

Guaranteed Numbers

Ratios / Minimums / Labor Charges

Meeting and Function Space

HOTEL SERVICES & POLICIES 20

Parking

Safe Deposit Boxes

Room Delivery

Marketing Opportunities

Food & Beverage

Package Handling Fees

Room Drops / Porterage

Event Concierge / Red Coat Program

Event Postings

ROOM RESERVATIONS PROCEDURES 22

MEDIA COVERAGE 23

CREDIT PROCEDURES AND MASTER ACCOUNT 24

INSURANCE REQUIREMENT & CONFIRMATION OF TERMS 24

ACKNOWLEDGMENT 25

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10-12 Months Prior:

• Determine number of rooms to be set aside for sub blocks such as staff, VIPs, etc. Also confirm number of suites needed and dates

• Submit a tentative program

6-9 Months Prior:

• Provide Event Manager with list of all outside vendors contract, including but not limited to: Exhibit/Drayage company, AV, security, housing, etc.

• Submit a fire-marshall approved copy of exhibit hall (if applicable)

• Release all event space not being utilized by group back to hotel

• Review any functions requiring more than 2 hours of set up or tear down time with your Event Manager

• Return a signed copy of this planning & production guidelines to your Event Manager

• Work with Event Manager on custom menus and any other special needs

• Discuss any outside vendor load in/out times

60 Days Prior:

• Confirm date/time of your pre and post-convention meetings with Event Manager

• Review credit with Event Manager/submit credit application – determine if line of credit request is sufficient to cover anticipated charges based on current items budgeted.

30-45 Days Prior:

• Submit all meeting room, food & beverage, AV, phone and other event details to Event Manager, including rehearsal times, extensive set up or teardown times needed

• Submit final production and/or decorator schedule

• Finalize any transportation that is needed

• Ensure all insurance documents have been provided to the hotel

• Submit VIP transportation information including cell phone number to Event Manager (as applicable)

• Provide amenity details and special request for staff & VIP’s

15 Days Prior:

• Return signed event paperwork with any necessary changes to Event Manager Finalize any diagrams needed with Event Manager

• Provide Arrival/Departure Manifest to Event Manager

• Review which group events should be posted on hotel electronic reader boards

Any changes related to event details including VIP information, set up, food and beverage, transportation or agenda should be communicated to Event Manager as soon as possible.

Final Guarantees for F&B functions are due by 11.00 am, 3 business days prior. If the group needs to increase after this time, it will be based on hotel food & staffing capabilities. If a decrease incurs after this time, the hotel will charge the group based on the number provided when final guarantee was due.

MEETING AND FACILITIES GUIDELINES

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AUDIO VISUAL

• The Hotel does not allow the use of pyrotechnics or fog machines within the hotel premises.

• Load-In and Load-Out dates and times must be pre-approved by the JW Marriott Austin Event Manager. Once approved, these times must be adhered to and your Event Manager must approve any changes.

• The JW Marriott Austin Loading dock is located on 3rd street between Congress & Brazos, Austin, TX 78701. All equipment and supplies being brought into or taken out of the building must pass through this area and will be subject to inspection by the JW Marriott Austin Loss Prevention staff. The JW Marriott Austin deliveries take priority and vendors are asked to avoid high demand times including 6.00 am – 10.00 am weekdays.

• Access to meeting space is via two freight elevators. The first elevator measures 9’ 2” wide x 22’ 11” x 10’ high with a load capacity of 18,000 lbs. The second elevator measures 8’ 2” wide x 22 ’11” x 10’ high with a load capacity of 16,000 lbs. The JW Marriott Austin staff and suppliers have first priority to the elevators. No equipment or supplies are permitted in the guest elevators. All equipment should be transported through service corridors where possible. The JW Marriott Austin reserves the right to assign a freight elevator for move-in and move-out.

• Vehicles will not be permitted to remain on the loading docks when not being actively loaded or offloaded. Please contact your event manager for Semi trailer and oversized vehicle parking locations.

• No equipment or cases are to remain in the “back of the house” areas at anytime. This includes public areas, service areas, hotel dock(s) and/or hotel parking lots. Storage space for outside audio-visual companies will be the sole responsibility of the audio-visual company. All freight, equipment and trailers must be taken off property for the duration of the show.

• For security reasons, it is required that outside Production Companies provide ID badges for all of their staff members. ID badges must note staff member’s name, group’s name and the Production Company’s name.

• The vendor, production or AV Company is responsible for the actions of any personnel attached or associated to their company. Only competent, experienced personnel should be utilized.

In House Audio-Visual:

The in-house audio-visual provider for the JW Marriott Austin is:

Markey’s AV / Rental & Staging markeysaustin@markeys.com 512.608.4821

Outside Production Companies:

Markey’s manages and oversees all Audio-Visual Vendors and Production companies providing services within the JW Marriott Austin. In an effort to ensure that our liability needs are protected and that quality standards are maintained, Markey’s oversees the proper operation and care of our facility and equipment by local and national vendors. We have established the following as conditions that must be substantiated and received prior to your event at the JW Marriott Austin.

• All Production companies must provide a detailed schedule of events to Markey’s and the JW Marriott Event Manager 30 days prior to the event. This document shall include accurate dates and times of the show load in and load out, rehearsal schedule, show schedule and electrical install and removal times. Contact your group’s Event Manager for details.

• Markey’s contract(s) must be signed and returned to Markey’s 14 days prior to show load-in. Contracts signed and returned less than 14 days will be revised with late electrical pricing and overtime/double time labor rates.

• A Technical Supervisor will be assigned to your Production Company during the load in, set-up, teardown and load out of your show. Your assigned TS will also do a walkthrough of the facility and note any existing damage in the room prior to load in. At the conclusion of load out, the TS will do a follow-up walk through and note any additional damage to the facility. The contracted group will be billed for all damages to the facility. Full payment is required thirty (30) Days of billing date. All vendors and groups are responsible to leave the hotel in the same condition it was found. Rates are available upon request.

• All production companies and trade shows will be subject to a $250 per load in and $250 per load out fee.

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• All outside employees and contractors are required to check in at the JW Marriott Austin security office each day upon arrival. They will receive a ‘guest pass’ which must be worn in plain sight at all times while on the property. This pass must be returned at the end of each day. Entry to and from the building is restricted to this area only.

• The Hotels’ convention area has an overhead sound system. To protect our property, Markey’s must provide any patches into the sound systems.

• Smoking is permitted in designated areas only. The JW Marriott Austin is a non-smoking hotel.

• An outside Audio Visual or Production Company may work within or on the JW Marriott Austin property provided all the following documents have been submitted and approved at least 5 (five) days prior to arrival:

Current certificate of insurance on file including a minimum of $1 million in general liability and $1 million in auto liability coverage and statutory limits for worker’s comp. The JW Marriott Austin named as an additional insured and noted in the description of operations/locations box, “The JW Marriott Austin dba Austin 18 Hotel, LLC, and White Lodging Services Corporation as additional insured.

Hold harmless agreement on file absolving the JW Marriott Austin/White Lodging from any claims of damages resulting from equipment used for labor provided by the outside company.

Any and all permits that may be required.

Signed copy of this production guideline document on file.

• Audio-Visual, Booth Lighting, Electrical, Banner/Sign Hanging & Plumbing Services are exclusive tradeshow services of the JW Marriott Austin and Markey’s. Outside Production Companies and/or Audio-Visual Service Providers are not permitted to provide any of the above listed services.

Electrical Usage:

• Electrical Services are an Exclusive Service of the JW Marriott Austin and services must be distributed and installed by Markey’s. Rates are available upon request.

• All electrical services must be coordinated through Markey’s. It is the responsibility of the outside company to provide a detailed listing in writing for all power requirements at least 30 (thirty) days prior to arrival. There is a charge for this electrical service. The use of generators must be pre-approved by the JW Marriott Austin Event Manager and Engineering Department.

• There will be no electrical connections allowed above the suspended ceiling. Current-carrying cables above the ceiling must be continuous with all connections being made below the suspended ceiling.

• Electrical needs in meeting rooms, breakouts and other areas of the hotel should be arranged through Markey’s AV.

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• Rigging is an Exclusive Service of the JW Marriott Austin/Markey’s. A minimum of two riggers, one high and one ground, are required for both load in and load out of all equipment that is to be hung in or attached to the ceiling. Rates are available upon Request.

• All rigging equipment (i.e. truss, chain motors, span sets, shackles, steel, deck chain, etc.) must be supplied by Markey’s for liability reasons. Rates are available from your Markey’s Sales Manager upon request.

• A Vendor, Production or A/V Company choosing to ground support any object must be approved and inspected by the Event Technology Department. The JW Marriott Austin will not be responsible for production delays or cost overruns resulting from rigging modifications required on site.

• All signage brought in must be professionally made and meet the requirements of Hotel Management. Signs or banners may not be taped, stapled, nailed, tacked or otherwise affixed to any hotel doors, walls, columns or other parts of the buildings or furnishings. The hotel is not responsible for signage or promotional materials left unattended or left behind at the conclusion of your event. Banners in excess of 6’ should include a rigid support for best results. Always include grommets when purchasing a banner.

• All signs and banners connected to the hotels’ walls or ceilings must be hung and removed by Markey’s only and is subject to size and weight limit. Arrangements should be made with your primary hotel contact at least 30 days in advance of your event and labor charges will be assessed. All hanging signs must be approved by Event Management. The hotel reserves the right to refuse signage that does not meet the minimum requirements as set forth in these policies.

• Banners may be hung on pipe and drape that is arranged through Markey’s.

• Signage and easels are permitted in the convention area at the discretion of the Event Management Department. Signage and easels for functions will be limited to one sign outside of each meeting room and are not permitted in the hotel lobby, sleeping room hallways or elevator banks.

BRANDING, RIGGING, BANNERS AND SIGNAGE

• Placement of any printed material intended to solicit products or services is not permitted without prior authorization from a JW Marriott Austin Event Manager.

• Signage placed on lecterns must be performed by the JW Marriott Austin. Removal of the hotel logo is prohibited. The company will be responsible for any damage to hotel lectern or hotel logo.

GROUP BRANDING PACKAGES

PACKAGE I - $5,000.00 per day

Designed for groups with a minimum of 800 rooms on peak night. Package I provides unlimited access to available branding opportunities throughout the hotel and meeting space outlined in this document. A 50% discount on Package I branding fees is extended to groups utilizing one of the hotel’s preferred providers.

PACKAGE II - $2,500 per day

Designed for groups between 500 and 799 rooms on peak night. Package II provides limited access to available branding opportunities throughout the hotel and meeting space. No branding will be allowed in the lobby A 50% discount on Package II branding fees is extended to groups utilizing one of the hotel’s preferred providers.

PACKAGE III - $500.00 per day

Designed for groups of all sizes. Package III provides access to available branding opportunities within your contiguous and self-contained meeting space. A 50% discount on Package III branding fees is extended to groups utilizing one of the hotel’s preferred providers.

A LA CARTE PRICING OPTION

Designed for groups of all sizes, a la carte pricing is available when branding is desired only in a specific area.

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GROUP BRANDING GUIDELINES

• Branding fees and package options exclude the cost of design and production

• A 50% discount on hotel branding fees is extended for groups using one of the hotel’s preferred providers.

• All content must be approved by the hotel prior to production and manufacturing.

• Packages I and II and a la carte options are available on peak nights only. Shoulder nights are based on availability and subject to approval.

• Branding opportunities are subject to approval and may be limited or impacted by potential conflicts with other groups or events.

• If branding is being sold to sponsors, all branding proposals must be reviewed and approved by the hotel prior to submitting to any prospective sponsors.

• If final group pick up falls below the parameters for each package, branding is subject to revision at the hotel’s discretion.

• Set up and tear down in public areas must occur during the hours of 1.00 am and 6.00 am the morning of the contracted branding start date and the morning following the contracted branding end date.

• Branding fees are subject to change until contracted.

• If one of the hotel’s preferred providers is not used:

• All branding materials and locations are subject to hotel approval a minimum of thirty days prior to installation.

• The third party is responsible for completing their own hotel survey and taking all measurements.

• Group is responsible for any damage caused to hotel property as a result of third-party provider materials or installation.

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EXHIBITS AND TRADESHOWSAudio-visual equipment, electrical services and internet are an exclusive service of Markey’s. Exhibitor Kits are available upon request.

Pre & Post Show Facility Walkthrough:

A pre and post convention walk through will be arranged with the Markey’s Technical Service Manager. At that time, any damages or alterations to the convention meeting space will be noted and appropriate actions taken. During the course of your event, if any damage is sustained to the property, your company will be liable and responsible for all repair costs incurred, which will be charged to your group master account. Full payment is required within thirty (30) days of billing date. All vendors / groups are responsible to leave the hotel in the same condition it was found. Rates are available upon request.

Waste Removal:

Decorating/Production companies are responsible for ordering and maintaining their own dumpsters during the exhibit / production for all exhibit shows with more than 25 booths. The dumpsters must be ordered through your Event Manager. Additionally, the Decorating /Production companies must provide portable trash bins to transport debris from the exhibit hall to the dumpsters. The hotel dumpsters may not be used under any circumstances. In addition, the loading dock areas used for move in and move out must be kept clean at all times, including move in, move out and during the show. In case no provisions have been made for the collection of debris, the JW Marriott Austin reserves the right to assess charges to the group master account, including but not limited to late fees and overtime fees. All dumpsters must be removed within 24 hours of final load out.

If any unusual cleanup is required, your organization will be billed on a cost basis of man-hours required to restore the Hotel’s property to the same condition in which it existed prior to your event. An example of this would be confetti shot from “confetti cannons” as a special effect.

Cost for additional dumpsters is $500.

Cleaning of Facilities:

The hotel will provide the exhibit/production space in a clean condition including exhibit floor and freight dock areas. It is the responsibility of the Decorating/ Production companies to return these facilities in the same clean condition as received. Daily janitorial service is not provided by the Hotel in any area that contains exhibits / trade shows, except those areas designated for coffee breaks, etc. Daily booth and aisle clean up must be arranged with your exhibit service company and at a minimum, tradeshow/exhibit floors need to be cleaned before opening and once a day for the duration of the show.

Shipment and Storage of Exhibit Materials:

Due to limited storage space, no freight will be accepted by hotel in advance of the show. The hotel cannot accept and store shipments of exhibit materials in advance of a show. Collect shipments and shipments that require a forklift to unload will not be accepted. Shipments that require special handling (refrigeration, etc) should be coordinated with the exhibit service company directly prior to shipping. Hotel reserves the right at its own discretion to accept and deliver any boxes, packages and shipments to attendees and clients of the JW Marriott Austin. Applicable charges will apply.

Due to the Austin Fire Department regulations, crates, boxes and such cannot be stored on the Hotels’ premises during a show. This includes public areas, service areas, hotel dock(s) and/or hotel parking lots. It will be necessary for you to make arrangements with your exhibitor service to receive and store exhibits for delivery to the Hotel on the move in date. These arrangements must also include the removal of empty crates, their storage during the show, and their subsequent return to the Hotels on the move out date. Any and all equipment found stored inside the Hotels will be moved and cost of labor will be charged to the outside contractor.

• Please see FedEx Office shipping and pricing guidelines for more information.

• Should any property not be removed by the designated move out date, the Hotel management may store, or cause to be stored, any such property that your organization or the exhibitor leaves and will be charged a reasonable fee for all incurred.

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• All exhibitor packing containers, wrapping materials and display materials must be removed from behind booths and placed in storage. All empty cartons must be removed for storage or they will be removed as trash. Literature which is on display shall be limited to reasonable quantities and reserved supplies shall be kept in closed containers and stored in a neat and compact manner.

Food & Beverage Product Demonstration, Samples, and Sponsorship:

In the event that your organization or any of your exhibitors wish to provide either food and/or non-alcoholic beverages for the purpose of demonstration and / or sponsorship, the following shall prevail in defining the procedure and schedule of associated charges as a condition precedent to the provision of such product:

• Samples are limited to products manufactured, processed or distributed by the exhibiting company

• Items used as “traffic promoters” must be purchased thru the JW Marriott Austin

• Food Samples are limited to (1) ounce and non-alcoholic beverages are limited to (2) ounces

• Your Event Manager must approve all samples prior to them being brought onsite

• If alcoholic beverages are needed, the booth must purchase the items from the JW Marriott Austin and item must be served by a JW Marriott Bartender (prevailing fees also apply)

• The hotel is not responsible for receiving, storing or moving of sample items, nor will be responsible for cleaning of equipment associated with the sample

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SECURITY

• The JW Marriott Austin is not responsible for loss of or damage to equipment or other items left in meeting rooms. If you plan to leave valuables of any kind in a meeting room, we suggest that you hire a security guard to be stationed in the room. This may apply, but is not limited to, exhibit halls, audio-visual/production set-ups, registration areas, etc. Remember that the majority of our meeting space is bordered by air walls and is easily accessible from adjoining space.

• Our in-house security services offer a wide range of protection of services. Please contact your Event Manager for any special requests. Security officers will be available at a rate of $45/hour (4 hour minimum).

• Armed guards must be arranged through the JW Marriott Austin

• The following parameters apply to any outside Security firms when you hire to provide services on JW Marriott Austin property:

The company selected must be an approved vendor with the JW Marriott Austin

The company must provide JW Marriott Austin with proof of insurance, as outlined in the Outside Contractors portion of this guide and naming JW Marriott Austin as additional insured

• A representative of the chosen company must check in with the Loss Prevention Office upon entry to the property and upon departure

• JW Marriott Austin Loss Prevention Department is to be copied on all incident reports created by the outside provider

• The security company must provide the Event Manager the contracted dates and times

Meeting Room Keys:

Keys to all meeting rooms (with the exception of JW Grand Ballroom, Lone Star Ballroom & Griffin Hall are available through your Event Manager

• Keys can be supplied at a cost of $175/per room

• If a room is re-keyed, the hotel assumes no liability for securing the room, and also cannot access the room for cleaning or refreshing without a member of the group’s staff present

• If you require JW Grand Ballroom, Lone Star Ballroom or Griffin Hall to be secured, the group must hire overnight security officer

• Keys not returned to the Event Manager or Event Concierge will result in lost key charges applied to group’s master account

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DISTRIBUTION OF PRINTED MATERIALS

SHIPPING & RECEIVING

• Authorized hotel personnel ONLY shall deliver all convention related brochures, magazines, flyers and similar printed materials to guest rooms in the hotel. All Convention Publications must be approved in advance by the association / event planner / company and by the hotel. Associated charges for these services can be discussed with your Event Manager.

• Distribution of gummed promotional stickers or labels is strictly prohibited. Any actions necessary for the protection and / or repair of the premises, equipment or furnishings will be at the expense of the exhibitor or association / event planner / company.

Shipping Address:

JW Marriott Austin 110 E. 2nd Street Austin, TX 78701

Hold For: YOUR NAME Company / Event Name Event Date Arrival Date

FedEx Office Business Center Phone: 512.391.1816 Fax: 512.499.0124 Email: usa5679@fedex.com

Shipping & Receiving:

The Business Center (FEDEX Office) is located on the fifth floor meeting space. Hours of operation are Monday – Friday from 7.00 am – 7.00 pm, Saturday and Sunday from 9.00 am – 5.00 pm. After hours assistance is available and can be reached by dialing “0” on any house phone. Shipments are not to be received more than 5 business days in advance of conference dates or storage fees may apply. All incoming and outgoing packages will incur handling charges. Please coordinate with your Event Manager if you are expecting a large volume of incoming or outgoing packages.

Please see FedEx Office pricing guidelines for more information.

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TELECOMMUNICATION SERVICES

TRANSPORTATION

PREFERRED VENDORS

Please review your telephone line requirements with your Event Manager at least 30 days prior to arrival to assure that we are able to provide the services you require.

In-House and DID Phone Lines are installed by the hotel communications department. Any speakerphones, videoconferencing or other similar needs will be handled by Markey’s.

In the event your group has contracted with a company to provide transportation for your guests (airport, offsite event, etc) please provide your Event Manager with the following information no later than 30 days prior to arrival

• Name of Transportation Company

• Key contact name, email and phone number with that company

JW Marriott Austin maintains a list of preferred vendors who can provide a variety of services such as décor, transportation, floral, security, exhibit services, transportation, etc. Charges from our preferred vendors can be applied directly to your master account at JW Marriott Austin. Please ask your Event Manager for more information and for our preferred vendor list.

It is recommended that groups use radios or Nextels for communications within the building. In the event that you arrange for radios or Nextels with an outside company, please include at least one for your Event Manager, one for Event Concierge, and one for the Banquet team.

• Number and size of busses or shuttles contracted

• Hours of service, including pre-staging time and departure from offsite location time

• Bus Staging information – including bagging of meters, will be available through your Event Manager

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Forklifts and Scissor Lifts:

• If forklifts are needed for set up or tear down, one forklift is required for the loading dock and service corridor. A separate forklift is required for usage inside the ballroom and exhibit hall areas.

• All forklifts and scissor lifts must come equipped with white tires or tire covers and a fire extinguisher. The hotel does not loan or provide motorized forklifts, genie booms, lifting devices, tools, ladders etc. to outside contractors. All equipment must be secured in advance. Contact Markey’s for rates. Forklifts, ramps, scissors lifts and any other equipment may not be stored on JW Marriott Austin Property. Any items placed in areas without approval will be removed at the cost of the client.

• Markey’s Technical Service Manager must inspect all machines entering the convention areas.

• Powered lifts may not be driven at any time through public lobby areas, including but not limited to areas with finished floors.

• Outside company assumes liability for any and all damages caused by the use of lift equipment with such equipment is in their possession.

Carpet Protection and Carpet Installation:

• Plastic, pads or blankets of 7mm thickness or greater must be placed on the carpets at any location where crates are disassembled.

• The Exposition or Production Company must place GymGuard or Visqueen (minimum 7 mm thickness) on top of carpet on the main thoroughfares or aisles. At a minimum of 4 main aisles of an exhibit floor, or in case of functions other than exhibits, the main aisles and main cross aisles. In addition, it must be placed under all truss while installing and striking rigging.

• Exposition or Production Company is required to cover the doorway entries and any areas driven on by heavy equipment by utilizing at least 30’ feet of protective carpeting at each drop point, including service hallways. This carpeting must cover 30’ into the banquet hallway and the remaining 30’ is laid into the ballroom on top of the carpet. Protective carpeting must be “thread up” and maintained to avoid any debris from riding into the carpet.

MEETING AND FACILITIES GUIDELINES

• Only a low adhesive tape is permitted on the hotels’ carpet. Two-way carpet tape is not permitted. Decorator carpet may be installed only as follows:

1. Visqueen is to be laid directly over hotel carpet and secured with a low adhesive tape.

2. Decorator carpet may then be laid over Visqueen with tape securing carpet to Visqueen.

• The use of chalk lines is not permitted in the JW Marriott Austin Hotel.

Special Effects:

Should a production company utilize a special effect during a meeting, such as confetti cannon, a onetime special cleanup fee of $2500 will be applied to your master account. This must be approved through your Event Manager.

American with Disabilities Act:

Pursuant to the American Disabilities Act (ADA) of January 26, 1992, Group agrees to provide proper ramp access to all elevated exhibit booths and/or non-permanent staging used for either exhibit or special event purposes. The ramp will meet ADA guidelines with regard to both seeing and mobility impaired persons. Group will comply with all other ADA and OSHA requirements. Please contact your Event Manager to facilitate special items that may be needed.

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Equipment Inventory:

Hotel inventory of tables and chairs for meeting-related events is supplied at no charge for meeting and/or food and beverage events only. However, if your requirements are larger than hotel supplies, the hotel will not be responsible for renting equipment or for any costs incurred. Please note that our entire inventory of equipment is not available for one single group, but is shared

with all other groups on property at the time of your meeting. Please see your Event Manager regarding equipment for your group’s specific use. Please note, extraordinary set ups or set delays caused by an exhibit decorator/production company may incur a labor charge.

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EXHIBIT / PRODUCTION FLOORPLANS

Fire Marshalll approved floor plans should be submitted to the Event Manager at least thirty days before the event date.

http://austintexas.gov/department/austin-fire-department-event-permits

All floor plans should be drawn to scale (1/16” preferred) and have the following clearly indicated.

Name of show, show dates, sponsoring organization and service contractor

Name and area in use indicated (i.e. JW Grand Ballroom 5, etc.)

Floor plan developer and date of initial drawing and revisions

Exits indicated and clearly labeled

Aisle widths

A brief description of the event, including products exhibited, equipment utilized and kinds of demonstrations and activities that will occur should accompany the floor plan.

Floor plans submitted should be drawn to maximize usage of the hall. Minimal guide- lines for acceptable floor plans are:

All points of entrance and egress should have a minimum of 6’ clear space on all sides

All aisles must be a minimum of 6’ wide

All fire hoses, extinguishers and standpipe cabinets must not be obstructed and must be clearly marked

No visual or physical obstructions to fire exit doors are permissible

All food functions must be clearly marked

The final floor plan, if different from the initially approved plan, must be resubmitted to verify that minimal physical changes have occurred.

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FIRE MARSHALL REGULATIONS

Automobiles:

Automobile or other fuel-powered vehicles of any nature must adhere to the following guidelines:

• Cars are not to exceed 5 gallons of fuel (or a quarter tank, whichever is less)

• Battery cables must be disconnected and the ends taped. Gas caps need to be taped.

• A properly tagged set of keys to each vehicle must be left with the JW Marriott Austin Loss Prevention office before display

• Tanks cannot be refueled or emptied inside the JW Marriott Austin

• No repairs or alterations shall be made on vehicles on hotel grounds

• During non-show hours, vehicles must be locked and a copy of key provided to hotel’s Loss Prevention department

• An approved pan must be placed under the vehicle

• A fire extinguisher is required and must be accessible while the vehicle is in the JW Marriott Austin

• The vehicle must be pushed into the ballroom areas and tires must be cleaned prior to entering

• Armor All (or similar) is not to be used on the tires

• Heavy plastic (visqueen) must be used to roll the car into the carpeted areas

• An approved mat is to be placed underneath the car on top of the heavy plastic. At no time may a vehicle be running when it is within the confines of the hotel. Discuss in detail accessing the freight elevator with your Event Manager

• Check with your Event Manager to confirm event space can accommodate vehicle

• Car Installation is $350 per car and Car Removal is $350 per car

Fire Resistance:

• Combustible materials must not be displayed in exhibit booths at any time

• All decorations, drapes, signs, banners, acoustical materials, hay, straw, moss, split bamboo plastic cloth, and similar decorative materials shall be flame retardant to the satisfaction of the Fire Department and State Fire Marshall. Canvas, cloth, cardboard, leaves, or similar combustible materials shall be completely flame retardant. All drapes, hangings, curtains, drops, exhibit booth construction materials and all other decorative material including Christmas trees shall be made from non-flammable material or treated and maintained in a flame-retardant condition. Oilcloth, tarpaper, sisal paper, nylon, orlon, and certain other plastic materials cannot be made flame retardant and their use is prohibited. ALL MATERIALS MUST BE ACCOMPANIED BY AN OFFICIAL FIRE RESISTANCE CERTIFICATE.

• If substitutions of original materials must be made, such labor and materials as required to bring the work up to code standard shall be provided by group at no additional expense to hotel. If group is unable to comply, said convention shall be canceled by hotel without liability to hotel.

Smoke, Fog, Haze and/or Pyrotechnics are not allowed in the function rooms.

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General Compliance:

• Compressed gas cylinders are prohibited unless prior approval is obtained from the Fire Marshall. Approved cylinders must be stored in an upright position. Helium canisters are permitted but must be stored in a secured upright position.

• Any use of two wire extension cords is prohibited. Multiple outlets and electrical cords must be grounded and must not be used to exceed their listed amp rating.

• Areas enclosed by solid wall and ceilings must be provided with approved smoke detectors and a “fire watch” during off hours. Any covered area exceeding 800 sq. ft. will require a temporary sprinkler system.

• Electrical panels must have thirty (30”) inch clearance in front. All other electrical (cords, plugs, etc) must be of the approved type and in accordance with the Uniform Fire Code and the National Electrical Code.

• Smoking is allowed in designated areas outside of the hotel. It is the responsibility of the exposition or production company to ensure their personnel follow this procedure.

Anyone found violating the above requirements will be subject to full prosecution of the law.

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CATERING POLICIES

All food and beverage items must be supplied and prepared by the JW Marriott Austin. Food items may not be removed from the premises or be transferred to guest rooms or hospitality suites as per the Health Department Regulations. No food or beverage may be brought into the JW Marriott Austin by a guest or attendee, including exhibitors. Please contact your Event Manager with questions or further clarification on this policy.

Menu Selections:

• Menu selections are due 30 days before your event and must be received in writing.

• All menus are subject to the prevailing (currently 25%) service charge and Texas state sales tax (currently 8.25%). Tax exempt organizations must present a valid certificate of exemption at least 30 days before arrival.

• Unless a specified menu with pricing is contracted, all standard menu prices are subject to change and can be confirmed no more than six months before the function date. Confirmation of the menu prices will be made by our Event and Sales Managers.

Guaranteed Numbers:

• All guaranteed numbers are due by 11.00 am, (3) business days before each event. This number will be considered a guarantee not subject to reduction.

• Should guaranteed numbers not be submitted by the deadline, the expected number indicated on your banquet event order will become the guarantee and will not be subject to reduction.

• Your master account will be charged for the guarantee at minimum, or for the actual number of guests in attendance, whichever is greater, for all packages priced per person.

• The JW Marriott Austin will be prepared to set the function room up to 3% over the guarantee, but food will be prepared based on final guarantee number provided.

Ratios / Minimums / Labor Charges:

• For hosted bars, 1 bartender per 75 guests will be scheduled.

• For cash bars, 1 bartender per 100 guests will be scheduled.

• Groups may request additional bartenders above this ratio at $200 per additional bartender.

• Bartender labor charges will be billed to your master account at $200 per bartender, plus applicable Texas State Sales Tax.

• Standard meal function seating is based on use of 6’ rounds with (10) seats per table. Should you require less than (10) seats per table, additional fees for staffing will apply.

Meeting and Function Space:

• Meeting room set up needs including AV, phone, internet and all other details are due to the hotel, in writing, no later than 30 days prior to group’s arrival.

• Standard meeting room amenities include water stations with candy, pads and pens set at back of room in bulk. Additional amenities are available upon request at an additional charge.

• If changes to a pre-arranged meeting room set-up are made less than 48 hours before a function or after the room has already been set, labor charges may be incurred.

• If extensive meeting room set-ups or tight-turns are required there may be a set- up charge to cover for the additional labor.

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• The JW Marriott Austin reserves the right to charge a rental fee for meeting, function or exhibit space utilized by suppliers, allied or affiliated groups who are conducting meetings or holding functions for their own use in conjunction with your group. Room rental will be incurred in all cases unless there is a substantial catered food and beverage purchase guaranteed. Coffee breaks and continental breakfasts are not considered substantial food and beverage.

• The JW Marriott Austin bears no responsibility for your equipment/belongings left in a meeting room or any other area of the hotel, before, during or after a function.

• Functions such as breakouts or hospitality events that take place within hotel suites or guestrooms are subject to a furniture removal fee.

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HOTEL SERVICES & POLICIES

Parking:

The availability of parking is not guaranteed and is based on the availability of spaces in the parking garage. In the event that spaces are not available, guests will be directed to the nearest public parking lot. Please contact your Event Manager for current pricing.

Safe Deposit Boxes:

In-room safes are available in every room. Limited safe deposit boxes are available at no charge through the Front Desk.

Room Delivery:

Any printed material or room gifts must be delivered by JW Marriott Austin guest services staff at the current prevailing rates.. The items must be delivered to the Bell Staff at least 48 hours in advance and must be pre-arranged at least 14 days prior to arrival. All deliveries must be approved by your Event Manager. Due to the volume of check-ins and check-outs, room deliveries cannot be handed out over the front desk and must be approved in advance by your Event Manager.

Marketing Opportunities:

• Dedicated closed circuit channel -$1,000.00 per day, per channel

• Custom Key Cards – must be ordered thru PLI and must be approved by hotel Event Manager

• Batch Voice Message Delivery - $2.00 per room

• Additional opportunities available please see your Event Manager

Food and Beverage:

• All food and beverage is subject to a 25% service charge and 8.25% sales tax

• Audio Visual and room rental charges are subject to a 25% service charge and 8.25% sales tax

• All guarantees are due by 11.00 am, (3) business days prior to the event Bartender(s) - $200.00 each, plus tax

• Chef(s)/Carver(s) - $200.00 each, plus tax

• Butler Passing - $75.00 per person, per hour, plus tax

• Buffet or plated food functions with less than 25 persons will be assessed an additional $10/per person, plus service charge and tax, as available

• If alcoholic beverages are to be served on the Hotel premises, the Hotel will require that only Hotel bartenders and / or servers dispense beverages. The Hotel’s alcoholic beverages license require the Hotel to (1) request proper identification (photo ID) of any person of questionable age and (2) refuse alcoholic beverage service to any person who, in the Hotel’s judgment appears intoxicated.

• To ensure safety of our guests, all food & beverage must be purchased from our facility. Any non-consumed food & beverage items may not be removed from the facility.

Package Handling Fees:

• Refer to FedEx Office Pricing Guidelines

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Room Drops / Porterage:

• Room drops will only be delivered after the guest has been checked in

• Additional charges apply for drops with less than 72 hours notice

• $3.00 generic outside or under door

• $5.00 generic inside room

• Prices listed is per delivery, not per room

• All food and beverage must be delivered through room service

• Round Trip Luggage Porterage is $8.00 per person

• One Way Luggage Porterage is $5.00 per room

• Please coordinate with your Event Manager regarding charges and distribution

• Based on the groups departure pattern, group luggage storage options may be necessary to ensure a smooth checkout experience. Please review details with your Event Manager.

Event Concierge / Red Coat Program:

• Dial “6565” from any house phone to access the on-duty Event Concierge

• For your convenience, our Event Concierge team members all carry cell phones. For any event need, from additional F&B, adjusted temperatures, more chairs, etc., call or text 512.645.4721

• The Event Concierge team is an extension of your Event Manager while your group is in house. They are easily accessible and available to ensure your events are set correctly, and that any last minute changes are communicated to the appropriate hotel departments.

Event Postings:

• The JW Marriott will provide complimentary posting of meeting room information on our Event Directory Boards located throughout the event space as well as individual monitors outside of breakout rooms.

• The Event information is also displayed on a channel in the guest rooms

• Please work with your Event Manager to confirm which information you would like posted pertaining to your groups events

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ROOM RESERVATIONS PROCEDURES

Your group will be assigned a designated Group Housing Coordinator who will be your main contact regarding pick-up reports, delegate lists, room block changes, etc.

• Housing information distributed to your attendees must be approved by your Event Manager before distribution

• Rooming lists must be in Excel format using template provided by JW Marriott. Handwritten or pdf lists will not be accepted

• The following information is required for each reservation on your list: Last name, first name

Last name, first name of anyone sharing the room

Company name (if applicable) and address

Guest phone number and email address

Arrival date

Departure date

Preferred accommodation type (single, double, one bedroom suite, etc.) and special room requests (king bed, non-smoking, high floor, etc.)

Room rate

Guarantee Method (IPO, Master account, other)

• All personal guest information including credit card information should be shared following all PCI compliant standards

• Housing agencies must provide a copy of the intended housing procedures for approval prior to print, publishing or distribution to group attendees

• Confirmations for individual call-ins will be given at the time the reservation is made. The Meeting Planner may request a rooming list with confirmation numbers for reference. Please speak with your Group Housing Coordinator.

• Changes to reservations after the cut-off date will only be made based on availability at the group rate. Please send all changes in writing electronically to your Event Manager and Group Housing Coordinator.

• Standard no-show billing is one night’s room and tax

• A sub-block will be required for staff / VIP rooms in the event that a group has an individual call-in reservation method. This block is inclusive of your main block and not in addition to it. This sub-block will be held for you until your cut-off date, at which time you will need to submit a rooming list to your Group Housing Coordinator with all information stated above for reservation submission.

• In order to better protect your interests, your Event Manager and Group Housing Coordinator will want to know if you will approve the release of sub-blocks from your main group block for affiliated or exhibiting companies attending your convention. Please be sure to provide this information when requested. Should you wish to control the sale of guest room suites from your room block, please see your Event Manager to review procedures.

• Please provide the name of the person within your organization with whom we will coordinate all housing issues. In order to alleviate conflicts in information received, we ask that a dedicated person on your staff be allowed to work with us, and that this person is available throughout the check-in process.

• Hotel check-in is 3.00 pm

• Hotel check-out time is 11.00 am

• Reservations must be cancelled 48 hours in advance of check-in to avoid 1 night charge.

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MEDIA COVERAGE

If you are expecting print or news coverage at any of your events in the JW Marriott Austin, please contact your Event Manager to gain approval. Loss Prevention will prohibit access to any media unless prior arrangements have been made. Please provide an outline of media coverage to include:

Type of media attending

Names of local stations

Date, time and location of event to be covered

Name and phone number of your organization’s Public Relations Manager

Names of celebrities or speakers that may draw media attention

Outline of any event or circumstances surrounding your group that may draw media attention, such as picketing

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CREDIT PROCEDURES AND MASTER ACCOUNTS

INSURANCE REQUIREMENT& CONFIRMATION OF TERMS

• Hotel credit is a privilege. In order to establish credit for billing, it is necessary that a credit application be completed and returned to your Event Manager no less than 60 days before arrival. The hotel’s accounts receivable department will process the application and advise your Event Manager of any additional required deposits in order to approve your direct bill account. Credit will not be established for a group with master account expenditures less than $5000. Should hotel credit not be approved, estimated charges are due payable 30 days prior to arrival.

• Pre-payment of 120% of estimated charges is necessary for groups with master account expenditures less than $5000, those not wishing to apply for hotel credit, or those not approved for hotel credit. We accept all major credit cards and / or personal or company checks. Checks will be accepted no less than 30 days prior to arrival.

• A list of authorized signers to the master account will be required 14 days prior to arrival, in writing, to your Event Manager. Only these individuals will be permitted to charge to the group’s master account.

• Banquet checks will require signature daily, and will be delivered to your onsite contact daily by our Banquet Management Team.

All policies and procedures, inclusive of pricing information, are subject to change without notice.

• Wire Transfer Information:

Account Name: Austin 18 Hotel LLC Routing Number for ACHs: 071000039 Routing Number for Wires: 026009593 Account Number: 8666486041 Bank of America, 135 S LaSalle St, Chicago, IL

• Cash Paid Out Policy – all cash paid out requests must be submitted 3 business days in advance. Hotel Director of Finance will review and approve on a case by case basis. Note: large paid outs will require a wire transfer or a company check provided to the hotel prior to the group’s arrival.

• Master Account Review – this can be scheduled daily or prior to departure with your Event Manager.

Credit Applications and Credit Card Authorization forms may be obtained from your Event Manager.

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ACKNOWLEDGMENT

I have read the JW Marriott Austin Hotel Catering and Convention Service Guidelines for General Contractors, Show Management, Production and Audio Visual Companies and will enforce them when working at the JW Marriott Austin. I understand that failure to enforce the regulations may result in financial penalties, as well as failure to comply with the Guidelines will delay the event opening until compliance is obtained.

PRINTED NAME:

SIGNATURE:

TITLE:

COMPANY NAME:

PHONE:

FAX:

ADDRESS:

SHOW NAME:

DATE:

General Contractor, Show Management, Production, Audio Visual Company

RETURN A SCANNED SIGNED COPY OF THIS PAGE VIA EMAIL TO YOUR EVENT MANAGER.