Hilton Showcase Contract Addendum
Rules of Conduct
Association of Performing Arts Presenters

These Rules of Conduct are an integral part of the contract between the showcase producer and the Hilton Hotel for the 2010 Annual Arts Presenters Members Conference. Each showcase producer is required to review and sign this Addendum that pledges the signatory to abide by all of the terms herein.

It is mutually agreed and understood that:

A. Membership and Registration

Only current Arts Presenters members who are registered conference delegates may rent showcasing space from the hotel during conference dates.

B. Allotment

Only one room per day per Showcase Producer will be assigned. Existing Showcase Producers will have first option to select and rent one room per day based on the pattern of days assigned and rented at the last conference. Any remaining unused rooms will be offered first to new Showcase Producers who can request one day of showcasing in one room in this round, in order of the date and time of request made by the new Showcase Producer to Carol Mancuso at the Hilton Hotel. After new requests have been fulfilled, and if there are any rooms remaining, new and returning Showcase Producers would be offered the option of renting one room on one or more additional days other than the one(s) they have already scheduled for showcasing. These rooms would be allocated in the order of the date and time of the request made by the new or returning Showcase Producer to Carol Mancuso at the Hilton Hotel. This new protocol limits all Showcase Producers to one room for showcasing each day. All requests for showcase space must be in writing via email.

C. Requirements

  1. Full disclosure of activities in the Showcase rooms, other than dancing or singing on a stage or dance floor, is required, (i.e., juggling, smoke and fog machines, roller skating, etc). Please note that smoke or fog machines are only permitted with written approval by the hotel. All necessary City of New York Fire Department permits must be arranged for and provided before event date. No combustible materials or liquids are permitted in the building. This includes, but is not limited to, gasoline, propane, oil products, and chemicals.
  2. Contact information (cell phones) must be provided for the main contact as well as the onsite production manager.
  3. All main contacts and/or production companies for Showcases must be on property to receive and sign for any equipment/deliveries. The Hotel will not sign for any deliveries and will not be responsible for said deliveries.
  4. The room must be completely vacated – clean and clear – at the contracted end time. Exceptions will be considered if the space is available. Approval must be given by the Hotel.
  5. Each day, you are responsible for leaving the room utilized in the same condition it was provided prior to your load-in. If you do not abide by this rule, the area will be assessed and a fee will be charged accordingly. Said fee will be determined by the Hotel. In addition, please note no products or materials of any kind can be affixed in any way to walls, ceilings, doors, columns, carpeted or marble surfaces (unless permission is given by a Hilton New York Manager). Any signs or banners that need to be hung or removed need to be handled by Hilton personnel only.
  6. Storage space is the sole responsibility of the Showcase Producer. The Hotel will make every effort to assist with your storage, but is under no obligation to provide such space. No equipment or cases are to remain in the "back of the house" areas at any time.
  7. All food and beverage must be purchased from the hotel and no outside F&B can be brought into the hotel under any circumstances.
  8. Equipment / instruments should not be abandoned in the rooms. All equipment / instruments (i.e., pianos) should be attended to. The Hotel is not responsible for missing items in your meeting space.

D. Green Rooms and Artist Accommodations

  1. Hilton will provide complimentary Green Room space on the 2nd and 3rd floors of the hotel for showcase artists. The Green Rooms must be shared by showcasing artists appearing during any 2-hour period of showcase operation.
  2. Showcase Producers will station a staff monitor in the Green Room to insure that artists are appropriately accommodated and that noise levels are kept to a level that respects the conference and showcase activities in the rooms adjacent to their own.
  3. Showcase Producers will instruct artists and staff not to use the hotel hallways, public restrooms, service corridors or other public spaces in the hotel as dressing rooms, rehearsal rooms, lounge areas or production storage facilities.
  4. Showcase Producers must book at least one Dressing Room facility within the hotel with running water and restroom facilities that can accommodate artists need to wash up or apply makeup or special costuming.
  5. Showcase Producers using the Green Rooms to store production equipment must remove all equipment from the Green Room within one hour after showcase ending.
  6. All participants/ performers must remain inside the Green Rooms. Sitting, stretching, rehearsing throughout hallways and lobby of the hotel is not permitted.
  7. Each day, you are responsible for leaving the room utilized in the same condition it was provided prior to your load-in. If you do not abide by this rule, the area will be assessed and a fee will be charged accordingly. Said fee will be determined by the Hotel.

E. Rhinelander Exhibit Hall Access

  1. Showcase Producers are prohibited from accessing any of the Exhibit Hall areas or from using any exhibit booth to store any showcase production or performance equipment any time during the conference without the written authorization by Arts Presenters.
  2. Showcase Producers seeking to load in or load out production equipment from the loading dock and walking through the Rhinelander must schedule an appointment with the Hilton New York. The Hilton New York must provide the load in/ load out schedule for Showcase Producers to Arts Presenters so that security can be arranged.

F. Space Access

  1. Please note the dates and times noted on the Hotel contract are the exact dates and times you have access to your designated areas. Early access into your designated meeting space cannot be guaranteed. The Hotel will work with Arts Presenters on early access requests. Upon approval of your request, sound check times and early access times will be provided by Arts Presenters in a confirmation letter.

G. Advertisement and Promotion in the Hotel

  1. Showcase Producers are restricted from placing any form of showcase advertisement or promotional object in the conference and hotel public spaces, including the promenade areas, lobbies, on walls of the hotel corridors, or on easels in conference registration or conversation public areas.
  2. Showcase Producers will be provided one easel from the Hilton that may be used to place display items immediately outside of the doors of the showcase room. Producers may also place a promotional table immediately outside the showcase room where promotional materials may be displayed.
  3. Showcase Producers using electronic equipment to promote their artists, including video, CD players, etc. must maintain mute sound levels on equipment. Earphones may be used for sound but amplification of promotional materials outside of the showcase room is strictly forbidden. This rule will be strictly enforced.
  4. Showcase Producers will refrain from advertising and/or promoting their showcase performances in the Hotel lobby or any other hotel area that is outside of the contracted showcase space, at conference workshops, forums, and other showcases taking place at the same time in the hotel.
  5. Use of banners, large display items or other promotional materials that do not fall into the categories of items listed above must get advance approval for use from Arts Presenters. Failure to obtain permission to use unique promotional items will result in a confiscation of these items by Arts Presenters and possible shutting down of the showcase if showcase producer attempts to work around these Rules of Conduct.

H. Sound Levels

  1. Showcase Producers will maintain showcase sound at a level that does not cause interference with other adjacent showcases or conference activities. When asked by Conference Showcase Monitors to lower the sound volume, the showcase producer and its staff will promptly comply.
  2. Showcase Producers may keep only one of the two double doors leading into the showcase room open during any showcase performance. The showcase producer will not be permitted to open both double doors during performance time to avoid the excessive sound bleed from the showcase.

I. Enforcement and Penalty

Showcase Rules of Conduct will be strictly enforced by Arts Presenters Staff Showcase Monitors assigned to enforce these Rules of Conduct during showcase times. Failure to observe the Rules of Conduct or heed the warning of Conference Showcase Monitors will result in closing down the offending showcase. When this occurs, the showcase producer will forfeit all fees associated with the showcase at the hotel and face possible suspension from future showcase production at the Hilton.

All of the Showcase Rules of Conduct will be strictly enforced by Arts Presenters Staff Showcase Monitors and by Hilton Security.

Agreed to and Accepted by:



Showcase Producer (Signature and date)