Before load-in begins, a visual inspection with a subcontractor will be made of the group check-in area and ballroom. Engineering needs must approve a diagram of equipment, electrical and staging. A liability form must be signed before load-in begins. A member of the hotel staff will monitor all load-in activity with a daily report submitted. Set-up must be within hotel guidelines as to location of equipment and in accordance with local fire codes.
Once a load-in/load-out schedule has been established and approved, it must be followed to avoid inconveniencing your conference attendees and our other guests.
Large crates, truss and flats may be loaded into the ballroom from the Haleakala 3 access doors, utilizing the group entrance. All load-in and out schedules must be approved in writing by the Director of Catering and Conference Services of the hotel.
Protective covering must be laid down on all floor surfaces, both indoor and out. Outdoors, the following may be used: Visqueen and plywood combination; or Marley, or indoor/outdoor carpeting (min. 1/4" thick). The covering will need to be double width at all corners so that cart wheels do not touch the floor surfaces. Indoors there must be covering underneath all equipment, whether permanent or staged. Visqueen and plywood may be used for temporary areas, but the plywood needs to be flame retardant and the Visqueen cannot be used where there are electrical cords running around or underneath.
The terra cotta tiles can handle 900 p.s.i. Bubble tires and a load-in path into the ballroom with the least amount of transport across the carpet are recommended. Prior approval and proper ramps must be arranged for any load-in/out to go over steps. It is up to the production company to provide these materials. Presentation Services, our in-house audio-visual company, has limited supplies on hand.
Trucks and containers may only be parked temporarily in the group entrance area and must be removed as soon as they are emptied. They cannot be left on property overnight, or staged in the adjacent fire lane. Carts and/or lifts should be electric, not gas or propane-powered. Group entrance is to be kept as neat and orderly as possible at all times as this is a guest area. At no time will any equipment be stored in any unauthorized area (i.e., back hallways, ballroom alcoves, parking lot structure) without approval from the Catering and Conference Services Manager.
Smaller items, audio-visual cases, etc. must be loaded in at the loading dock, utilizing the back hallway access to the ballroom and service elevators.
Equipment cannot be stored in the service corridor adjacent to the ballroom, in the dressing rooms or hallway alcoves under any circumstances. Storage needs are to be addressed prior to the load-in with your Catering and Conference Services Manager.
Please note the following requirements inside the ballroom:• No tables, staging or A/V equipment is to be within 3' of the walls.
• No tables, staging or A/V equipment is to be within 6' of the murals.
• No wires or cables are to be taped to the carpet; fire codes require most cables to be suspended from the ceiling; and all must be flown over all doorways, including service doors.
Please refer to our Production Guidelines for specific details and crew information.