CHG Outside AV Services Policy

CHG’s AV services department consists of trained and professional staff, an expansive inventory of technically advanced equipment, and enterprise grade infrastructure. CHG reserves the right to supply all AV-related equipment and be the sole provider of any AV related services in the Meeting Rooms and Event spaces. Should you choose to utilize a company other than CHG AV Services (“Outside AV Services”) for your Event, CHG in its sole discretion reserves the right to approve any such vendor. All such arrangements with Outside AV Service vendors must be made in writing and in coordination with CHG AV Services and/or CHG, and all such approvals must be obtained in writing prior to commencement of work.

Below is a list of special considerations and fees which apply when engaging Outside AV Services:

Third-party AV/Production Services Fees and Inclusions: The use of third-party AV vendors to render services typically provided by the CHG AV Services Department is subject to additional fees. This AV Surcharge is applied to the expenses incurred by CHG for coordinating the load in/load out, set up, teardown, and logistics related to the Third-Party AV as well as ensuring proper technological integration into CHG’s existing infrastructure. This charge may vary based on the location selected and will vary based on the size and type of the Meeting Rooms selected. This charge will be paid to CHG in the same method as all other Services.

• For contracts that include Boardrooms, Collectives, Studios, Hubs and Forums, the fee includes one dedicated CHG technician. For contracts that include Halls, the fee includes two dedicated CHG technicians.
  • CHG technicians are included for a maximum duration of ten hours, including mandatory meal and break times. Additional technician hours will be billed at applicable rates, including overtime, after ten hours.
  • CHG technicians are not provided as supplementary staff for the selected third-party AV vendor - they are CHG AV Service’s liaison with both the client and the third-party AV vendor, ensuring seamless integration between our systems and any rented equipment, and protecting the safety and integrity of our infrastructure.
• Administrative Fees and applicable State and Local tax will be added to all Outside AV fees.

Third-party AV / Production Services Responsibilities: CHG reserves the right to approve any plans for setup and operation of third-party equipment. If applicable to the Event, any such plans must be submitted to CHG in writing no less than fourteen (14) business days prior to the Event. This includes, but is not limited to:

• Finalized Ground Plans
• Lighting Plots
• Power Diagrams
• Audio / Video Plots and Equipment Lists
• Rigging Diagrams

CHG Owned Equipment: Third-party AV vendors will be provided access to CHG AV Production’s infrastructure to execute the Event, which includes:

• Basic audio reinforcement (integrated microphones, speakers, and audio I/O)
• Basic display technology (Projection systems and/or LED displays with 16:9 / 16:10 aspect ratio and 1080P minimum resolution)
• Basic wifi access

Some CHG locations include advanced systems for audio processing and routing, video processing, large format display, and video conferencing. CHG will not provide access to advanced AV systems to third-party AV vendors. These include, but are not limited to:

• Digital audio mixers, digital audio workstations, digital signal processing, and advanced AV-over-IP routing
• Seamless presentation switchers
• Multi-screen presentation systems
• Edge blending for multi-screen projection
• Motorized rigging

Outside Equipment: Clients may provide basic presentation equipment (such as laptops, presentation remotes, cables, and display adapters) to third-party AV vendors for use in the location as part of the Event. All other equipment is subject to CHG AV Production Department approval prior to Client arrival to ensure seamless integration with CHG technology infrastructure.

Lighting Services: CHG reserves the right to approve lighting designs involving any truss or rigging above and beyond individual stands. Such designs must be submitted to CHG in writing no less than 14 days prior to the event. If additional electrical drops are required to support the lighting design, charges will apply per the Electrical Services policy.

Some CHG locations include advanced lighting and rigging systems, such as motorized lighting elements, full color LED elements, and ceiling mounted pipe or truss. CHG reserves the right to restrict access to our advanced lighting systems to our trained staff or preferred and/or exclusive vendors, where applicable. Rigging and mounting infrastructure will be accessed by CHG AV Services trained staff. CHG reserves the right to approve such designs, which must be submitted in writing no less than 14 days prior to the event.

Electrical Services: Most CHG locations have available tie-ins to the building’s 3-phase electrical supply, which can be used to support additional power requirements for an Event. If an Event design requires additional electrical services, CHG will engage a qualified electrician in cooperation with the location’s building management team to perform said service. The Client is responsible for any charges for additional electrical services, which will be paid to the location in the same method as all other Services. Administrative Fees and applicable State and Local tax will be added to all electrical services charges. CHG will not be responsible for any damage that results from the use of a vendor provided electrical distribution system, including but not limited to damage to equipment which is connected to such system. No CHG provided equipment will be connected to a vendor provided electrical distribution system.

Videography Services: No fees will be applied for Client-provided videographer vendors. Two audio feeds and two power drops will be provided at no additional cost for the vendor. Any other requirements are subject to additional fees. This charge will be paid to the location in the same method as all other Services.

CHG reserves the right to disconnect any outside equipment that interferes with the Building’s life-safety systems or shared Internet connection.