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Private Suite Guide Table of Contents 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.
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