PRIVATE SUITE GUIDE TABLE OF CONTENTS
Welcome address p.3
Logistics p.4-6
Contact person Tickets Parking Access to the Private Suite and V.I.P. Access Private Suite identification Staffing Early access
Tournament Schedule p.7
Your Private Suite p.8-11
Private Suite settings Insurance Catering Florist Dimensions of a Private Suite
Souvenirs p.12
Rain policy p.13
Frequently asked questions p.14
Checklist p.15
Green Plan p.16
Appendix p.17 TENNIS CANADA WELCOMES YOU !
We are honored to welcome you to the 2019 Rogers Cup presented by National Bank. We have created a Private Suite guide to help you organize your corporate event.
You will be able to find different information, including the needed instructions on your Private Suite, your tickets, the tournament schedule, as well as the contact of the caterer and even more.
You will also find general information about the tournament to help you in your organization.
Of course, your contact person at Tennis Canada is always available to answer your questions.
We look forward to a memorable Rogers Cup with you!
Thank you for contributing to the development of tennis in the country!
3 LOGISTICS Contact person
If you are a sponsor : If you are not a sponsor :
Carl Tremblay Assistant, Private Suites and Retail Your Account Manager (514) 273-1515, extension 6279 [email protected]
Tickets
Private Suite : Tennis Canada will provide you with tickets. Please make sure these tickets are sent out to each of your guests for access to the grounds and the Private Suite area. This is most important as your guests will not be allowed onto the grounds without this ticket. It is important that your guests keep their ticket on them at all times in order for them to be able to return to their Suite if they leave the Private Suite area.
You will receive one extra ticket for your hosting staff, for example : if you have a 20-person Suite, you will receive 21 tickets per session (20 for your guests and 1 for your hosting staff). But please note that we can’t add an extra chair in the Suite.
We have created a Private Suite Invitation template to assist you with inviting your guests. Please view below to edit and create your own invitation :
• English : https://rogerscupportal.com/wp- content/uploads/2019/05/INVITATION-TEMPLATE-2019.pptx • French : https://rogerscupportal.com/wp- content/uploads/2019/05/MODÈLE-DINVITATION-2019.pptx
Parking : You also have 1 reserved parking space for every 2 Private Suite tickets (quantity as stated in your contract). You will receive the parking passes at the same time as the Suite tickets. Therefore, the distribution is your own responsibility. 4 Access to the Private Suite
Guests who have a ticket for the day session only must leave the Private Suite by 4:30 p.m. If the day session is not over at 4:30 p.m. we will ask the day session Private Suite holder to have access to their seats only to leave the access to the evening session Private Suite holder.
The site will be open to all ticket holders at 11 a.m. from Monday to Sunday. Your Private Suite guests for the evening session will be able to arrive early and enjoy matches on other courts, participate in activities or discover the many features of the site. However, your guests will have access to the Suite and parking only according to the schedule on page 7.
Please note that if a session is delayed due to rain or any other reason beyond our control, the previous measures also apply.
V.I.P. Access
Private Suite guests have access to the site via the “Prestige” entrance located at the Gary-Carter gate (see map on page 6).
Private Suite identification
Tennis Canada will produce a sign identifying your Suite and will post it at its entrance based on the identification you will have given us on the form provided (name only, no logo, maximum 50 characters, capital letters only).
5 Staffing
To run any successful outing, it is imperative that one representative from your company be assigned to look over your Suite. This representative should stay in the Suite to greet guests when they arrive and be present at the end of each session.
If you require any assistance during your event, Tennis Canada’s Suites Manager will be on the Private Suite level to answer any questions. The Suites Manager contact details will be available on your Private Suite welcoming table.
Early access
Please note that if required, the person in charge of coordinating your Private Suite is allowed to access it earlier to prepare for the arrival of your guests. Communicate in advance with your contact person at Tennis Canada to make the necessary arrangements. If the name of the person is not added to the privilege access list, access to the site might be denied.
If you arrive before the gates open, note that you have to enter by the South Entrance, as shown on the map below :
SOUTH ENTRANCE
6 TOURNAMENT SCHEDULE Please consult the schedule below in order to prepare the arrival of your guests.
MATCH SUITE SITE ACCESS PARKING DAY SESSION START CLOSING OPENING TO SUITE VALID FROM: TIME TIME 4:30 p.m. Monday, Afternoon (3) 11 a.m. 11 a.m. 12 p.m. 10 a.m. - 4:30 p.m. End of August 5 Evening (4) 11 a.m. 5:30 p.m. 6:30 p.m. 5:30 p.m. - Closing matches 4:30 p.m. Tuesday, Afternoon (5) 11 a.m. 11 a.m. 12 p.m. 10 a.m. - 4:30 p.m. End of August 6 Evening (6) 11 a.m. 5:30 p.m. 6:30 p.m. 5:30 p.m. - Closing matches 4:30 p.m. Wednesday, Afternoon (7) 11 a.m. 11 a.m. 12 p.m. 10 a.m. - 4:30 p.m. End of August 7 Evening (8) 11 a.m. 5:30 p.m. 6:30 p.m. 5:30 p.m. - Closing matches 4:30 p.m. Thursday, Afternoon (9) 11 a.m. 11 a.m. 12 p.m. 10 a.m. - 4:30 p.m. End of August 8 Evening (10) 11 a.m. 5:30 p.m. 6:30 p.m. 5:30 p.m. - Closing matches Friday, 4:30 p.m. Afternoon (11) 11 a.m. 11 a.m. 12 p.m. 10 a.m. - 4:30 p.m. August 9 End of Evening (12) 11 a.m. 5:30 p.m. 6:30 p.m. 5:30 p.m. - Closing (Quarter-finals) matches Saturday, 4:30 p.m. Afternoon (13) 11 a.m. 11 a.m. 12 p.m. 10 a.m. - 4:30 p.m. August 10 End of Evening (14) 11 a.m. 5:30 p.m. 6 p.m. 5:30 p.m. - Closing (Semi-finals) matches Sunday, End of August 11 Afternoon (15) 11 a.m. 11 a.m. 1:30 p.m. 10 a.m. - Closing matches (Finals)
*Schedule and programming subject to change without warning.
7 YOUR PRIVATE SUITE
Private Suite settings
The Suites are furnished with (see picture at page 5) :
• Chairs and tables for your guests ; • Buffet tables, bar and welcoming table (see Private Suite setting at page 11) ; • Tournament daily draw sheets for your guests ; • Television connected to a closed circuit system providing live broadcasts of the event.
You may decorate the interior of your Suite with posters or promotional items. It is forbidden to put anything on the windows of your Suite or to place anything outside of your Suite.
For all other decorative items brought into the Private Suite, here are some rules to follow :
Ø Any decorative elements (ex: fabrics, cardboard, carpets, plastic plants, synthetic grass carpet, etc.) have to be fireproof.
Ø Visuals and the list of decorative elements must be sent to your contact person at Tennis Canada.
For more details about the security guidelines to which you must adhere, please refer to the Appendix.
N.B. Please note that plastic plants and synthetic grass carpet are NOT RECOMMENDED by Tennis Canada.
The list of all decorative elements must be sent BEFORE JUNE 21, 2019 to :
Carl Tremblay Assistant, Private Suites and Retail (514) 273-1515, extension 6279 [email protected]
8 It is very important to send by email the list of all your decorative elements to your contact person at Tennis Canada. The Montreal Fire Department will conduct an inspection during the tournament and could require to remove some decorative elements.
Please click on the following link to fill out the Waiver of Liability : https://rogerscupportal.com/wp- content/uploads/2019/05/MTL_2019_WAIVER-OF-LIABILITY.pdf
*send it back to your contact person of Tennis Canada by June 21.
Insurance
This section applies only to clients who have a Suite of more than one day.
Any client with a Private Suite for more than one day must carry a liability insurance of not less than $5 million. In addition, Tennis Canada must be added as an “additional insured” to this policy for the Private Suite rental dates. The Private Suite holder must provide Tennis Canada with a copy of the insurance certificate no later than 30 days prior to the first day of the Private Suite rental. Please send it to your contact person at Tennis Canada BEFORE JULY 5th, 2019.
Here is the information you need to provide to your insurance company :
Additional insured : Canadian Tennis Association 285, Gary-Carter Street Montreal (Quebec) H2R 2W1 Coverage dates: Private Suite rental dates
9 Catering
We are very pleased for a third year in a row to welcome Fairmont The Queen Elizabeth as the official caterer. A culinary reference in Montreal for major gourmet events, the catering team at Fairmont The Queen Elizabeth is recognized for the expertise of its kitchen staff and the particular attention paid to every last detail of its preparations - marks of excellence that make every event a memorable one. The catering service has garnered several national and international awards for its social events and highly creative dishes.
For all food and beverage needs, you must use the services of our official caterer. They will contact you to make arrangements.
FAIRMONT THE QUEEN ELIZABETH Felix Contant (514) 809-2422 [email protected]
The amount of food ordered per person can not be less than the capacity of your Private Suite. *You can add an extra meal for your host or hostess.
Please note that the caterer will take your order FROM JUNE 17. No other food and beverage is accepted in the Suite area other than the food of the official caterer. Florist
Amaranthe Floral design is Tennis Canada’s recommended floral designer. If you wish to decorate your suite with plants or flowers (at your own expense), you can contact Amaranthe Floral design for orders :
AMARANTHE Floral design Nathalie Désilets P: (450) 531-3374 E: [email protected] www.amaranthe.ca
Personalized arrangements are also offered starting at $40.
To guarantee the success of your corporate event, we strongly recommend placing your order BEFORE JUNE 21, 2019. 10 Dimensions – Private Suite Centre court
Private Suite 20-person 30-person 40-person Size 20’ x 18’ 20’ x 24’ 20’ x 36’ Number of tables 5 8 10 Number of chairs 20 32 40
WELCOME TABLE Centre court court Centre ENTRANCE 18’ side
Example: 20-person Suite
Size and setting may vary. Diagrams shown as an example only.
Plans for other Suites are also available upon request.
11 SOUVENIRS Tennis Canada sells its own Rogers Cup designed sportswear and promotional items (see below for a few examples). If you are interested in purchasing some of these items for your guests, please contact our official retailer : TENNISZON Pierre-Alain Dubois & Mathieu Lavallée P : (514) 331-8661 E : [email protected] Opening hours : Monday to Wednesday : 9:30 a.m. to 6 p.m. Thursday and Friday : 9:30 a.m. to 9 p.m. Saturday : 9 a.m. to 5 p.m. Sunday : 10 a.m. to 5 p.m. We strongly recommend placing your order as soon as possible. A discount (to be determined) may apply based on the volume of your order. T-shirt Cap Lanyard
Towel Tennis ball Key chain
Please note that only official sponsors of the Rogers Cup may use their logo in association with the tournament logo. The Rogers Cup logo can only be added on no name clothing or Fila clothing. Prior to production, you must submit any visual using the Rogers Cup logo to Tennis Canada for approval.
Rogers Cup promotional items must be for your guests only and cannot be sold.
12 RAIN POLICY
A session is completed when:
One match is completed or there has been 90 minutes of continuous play.
Under the above conditions, there will be no exchanges, credits or refunds issued.
In the event where less than one match is completed, or if there has been less than 90 minutes of continuous play, the following conditions apply :
CENTRE COURT
A. Private Suites on Centre Court – sessions 3 to 14 inclusively • There are NO EXCHANGES OR REFUNDS. • Private Suites won’t be closed due to rain. Private Suites will stay open and you will be able to welcome your guests even if it rains. • Only the value of the ticket portion of the Private Suite will be credited to the original purchaser for the following year’s event (Montreal only). • The original purchaser will be contacted after the tournament by a Tennis Canada Account Representative.
B. Private Suites on Centre Court – session 15 • There are NO EXCHANGES, CREDITS OR REFUNDS. • Private Suites won’t be closed due to rain. Private Suites will stay open and you will be able to welcome your guests even if it rains. • The tickets for session 15 will be valid to access the Suite’s seats for the rescheduled match ONLY. However, parking passes won’t be valid for the rescheduled session.
Complimentary Private Suite: no exchanges, credits or refunds issued.
Complete policy available at www.rogerscup.com.
13 FREQUENTLY ASKED QUESTIONS
Q: Are there bathrooms in the Suites? A: No, but there are bathrooms on Level 200 (suites level), at each corner of the Stadium.
Q: Can I get extra passes for the Suite? A: No. The maximum capacity of your Suite is indicated in your contract. For example, for a 20-person Suite, you will receive 20 passes + 1 additional pass for the company host, per session.
Q: When will I receive the tickets? A: Tickets will be sent in mid-June. However, the tickets will not be sent until full payment is received.
Q: Can our company co-brand Rogers Cup merchandise with our company logo to provide gifts for our guests? A: Only sponsors have the right to co-brand any items for gifting, however all companies may purchase Rogers Cup products through our official merchandiser for their guests.
Q: Can I bring a camera? A: While we do allow cameras to be brought on site, no flash photography is allowed while play is in session. Tripods are not allowed. If found at the gate, you will be asked to return it to your vehicle before entry is permitted. We ask that pictures at Centre Court only be taken from your seat or behind the railing, and that it doesn’t interfere with any other guest’s enjoyment of the match.
Q: Are the Private Suites wheelchair accessible? A: Yes. An adapted elevator is located at the North-East corner of Centre Court. If you need assistance, do not hesitate to ask one of our Customer Service volunteers.
Q: How do I get to IGA STADIUM? A: For directions, visit: http://www.couperogers.com/en/tournament- info/directions-transportation-accomodations/
14 CHECKLIST
In order to facilitate your preparation for the Rogers Cup presented by National Bank, here is a checklist that will help you remember procedures to follow leading up to the event.
CONTACT PERSON DEADLINE
TICKETS AND Suite and parking passes Your contact person at PARKING have been sent to your Tennis Canada PASSES guests.
IDENTIFICATION Fill out and return the Your contact person at June 21 FORM “Identification Form”. Tennis Canada
Early arrival requests have been made to your EARLY ACCESS contact person at Tennis Canada (if applicable). TENNIS CANADA Carl Tremblay Any decorative element Assistant, Privates Suites and DECORATIVE added to your Private Suite June 21 Retail ELEMENT must be sent to (514) 273-1515, extension 6279 Tennis Canada. [email protected] You must provide a signed WAIVER OF copy of the Waiver of LIABILITY Liability.
You must provide a copy of the insurance certificate (for Your contact person at INSURANCE any client with a Private July 5 Tennis Canada Suite for more than one day). FAIRMONT THE QUEEN For food and beverage, you ELIZABETH must order from our official To come MENU Felix Contant caterer, Fairmont The Queen up (514) 809-2422 Elizabeth. [email protected] If you wish to decorate your AMARANTHE Suite with plants or flowers, FLORIST Nathalie Désilets you can order through our June 21 (OPTIONAL) (450) 531-3374 recommended floral [email protected] designer.
15 Since 2007, Tennis Canada has been taking resolute steps towards sustainable development and has been promoting sound environmental practices.
In 2018, the concerted efforts of all stakeholders have made it possible to recover 80% of 90 tons of the waste generated by Rogers Cup.
Once again, this year, we would like to invite our business partners, our sponsors and suppliers to take action and encourage responsible initiatives at a social and environmental level in order to support our efforts towards continuous improvement of the Rogers Cup presented by National Bank.
RECYCLING PROMOTIONAL MATERIAL Favoring reusable materials (plastic with number 1 Printing all Rogers Cup promotional material on to 5) and use the on-site bins for this purpose. Plastic FSC-certified paper or 100% recycled paper. waste with number 6 is forbidden.
SUPPLIERS COMPOSTING Supporting as much as possible green procurement If you offer drinks or food, please use compostable (choosing Quebec suppliers with ethical and sustai- utensils, containers and glasses, and deposit them in nable practices) the bins provided for this purpose
SAMPLING REUSABLE BAGS Offer samples of products that have a long shelf life Fostering the use of reusable bags and avoid the and / or contain the least amount of packaging possible use of plastic bags on-site. to reduce waste generation. For liquid sampling, compostable glasses should be used.
STAFF Raising the awareness of employees and the on-site TRANSPORTATION staff on how they can contribute towards making the Using Tennis Canada’s shuttle between the Fairmont tournament “greener”. Please inform all staff proce- The Queen Elizabeth and IGA Stadium, public transit, dures related to the sustainable development plan. carpooling or any other “green” option such as walking or biking.
Your involvement and participation are essential in achieving our sustainability objectives. Do not hesitate to show-off your “green” initiatives! 16 APPENDIX
For additional information, consult the Temporary occupation of a building section on the SIM website: http://ville.montreal.qc.ca/sim/en/temporary- occupancy-building-exhibitions.
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