Please refer to the "guidelines for outside companies" packet for detailed information relating to, but not limited to: fire and safety regulations, freight elevator and dock usage, loading dock hours and security requirements.
All fire and safety regulations and procedures of the city of Houston must be followed without exception. These include scaled diagrams submitted for Fire Marshall approval, exhibit show permits. Fire watches for events involving hazing and permits for use of combustible materials in exhibits.
In the event that you do not notify your catering/convention services manager of your special needs for your event and the appropriate permits are not secured for your event, you may be unable to incorporate these special needs in your program. In addition to these permits, security may be required. Please see the "security" portion of this document for additional information.
In the event that a decorator is utilized for your exhibits, they are responsible to make sure that set-up and tear down of your exhibits adheres to hotel guidelines. The decorator is responsible for the general cleanliness of the exhibit area such as vacuuming and trash removal. All trash created by the decorator during the set-up and tear-down is to be removed by the decorator. The St. Regis Houston is responsible for cleaning any items related to food and beverage functions sponsored by the group or individual exhibitors provided by the hotel.
All crates, boxes and additional equipment must be removed from the exhibit area prior to the show. All freight must be transported on dollies and not pushed on the hotel carpet. Exhibits and displays must be contained within the contracted assigned function event space areas. Entrance units may be placed in public space without prior written approval from the hotel.
Materials such as screnery drapes and decor must be flame retardant. Hazardous demonstrations such as welding, cooking or heating will not be permitted without a permit from the Houston fire Marshall.
Exhibits in pre-function and foyer spaces may be limited in number due to strict city of Houston fire Marshall codes. Any items to be placed in these areas must be approved by the hotel prior to set-up.
Minimum aisle width requirements and occupancy limits must be adhered to at all times.
All motorized vehicles in event space such as cars, trucks, watercraft, and motorcycles must have the battery disconnected. The fuel supply in the vehicle must be registered at 1/8 of a tank or less. All vehicles tanks with fuel must have a locking gas cap or must be sealed with tape. Vehicles on display must sit on visquene or carpet designed to protect the hotel carpet from damage. Vehicles must be clean and runners must be placed for move-in and move-out that consist of visquene and plywood. A key to the vehicle msut be provided to the hotel security department.
Please note no food or beverage is not permitted to the brought from the outside and distributed at booths on the trade show floor. All food and beverage must be provided by the St. Regis Houston.