OUTSIDE CONTRACTORS AGREEMENT

DECEMBER 18, 2022

Date of Event: __________________________________________________________________________
WEDDING
Name of Event: _________________________________________________________________________
GRAND BALLROOM 3
Venue/s: ______________________________________________________________________________
1PM
Ingress: ______________________________________________________________________________

The following rules and regulations apply to companies directly or indirectly involved with Okada Manila in the execution of any
contractual agreement within its premises. The Hotel shall agree to allow the client’s contractor(s) access to the Hotel subject
to the terms, conditions and regulations specified below:

1. Orientation

a. All suppliers / contractors are required to attend (minimum 1 representative per company) the Security and Safety
Orientation conducted by Okada Manila on an agreed schedule at least a week prior to their respective booked events.

b. An agreement form shall be signed by the representative stating that he / she understood and
completely agrees to adhere to the new guidelines imposed by Okada Manila.

2. Conduct of Contractors

a. Company representative who attended the Security and Safety Orientation shall cascade the protocols of Okada Manila to
their team members prior the ingress schedule to ensure that all guidelines will be strictly followed.

b. All contractors and/or their representatives shall surrender a valid government or company ID in exchange for a hotel
issued ID, which they shall always wear within the hotel premises. A "no hotel issued ID, no entry" policy will be strictly
imposed.

c. The organizer agrees to assign an on-site supervisor/representative present from ingress to egress. He / she shall be
authorized to make decisions and shall ensure that their contractor/suppliers comply with the provisions stated in this
agreement form. The on-site supervisor/representative shall also coordinate with the hotel Banquet Supervisor, Shift
Engineer, Security Officer and / or Duty Manager on matters relative to their ingress, setup, and egress.

d. Smoking is strictly prohibited in all areas of the hotel in compliance with Executive Order.

e. Contractors are prohibited from bringing-in outside food and drinks. Only crew meals purchased at Okada Manila F&B
concessionaires will be allowed and shall be covered by a signed indemnity form with complete details, which shall be
presented together with the OCA.

f. As an alternative, it is highly encouraged to purchase crew meals in Okada Manila to avoid less contact with outside
entities, and to ensure the quality and freshness of food items.

g. Contractor is required to bring in their own trash bin and trash bags and is responsible for its proper
disposal right after the event.

h. Contractor’s representatives and employees are prohibited from entering other function rooms and guest facilities.
Loitering is not allowed at all times. Non-compliance will be considered as a trespassing violation. The hotel reserves the
right to apprehend and ask the violators to leave the hotel premises.
i. All personnel involved in ingress, setup, and egress, should be in proper working attire including face mask to be worn all
throughout ingress, event proper and egress. Wearing of face shield is optional. Personnel who come in shorts, sandals,
slippers, and sleeveless shirts will not be allowed to enter the hotel premises.

j. Contractors shall bring a sufficient supply 70% solution alcohol for their staff's use and is required to have at least 3
sanitation areas inside the ballroom and their holding area.

k. Gambling is not allowed in all the function rooms during ingress and egress.

l. Sleeping in function spaces is not allowed.

m. Proper social distancing shall always be observed.

3. Access & Access request

a. Access Request
- Signed copy of the Outside Contractors Agreement
- Complete manpower list, including full names, contact numbers and current residential address
- Copy of valid Government ID
- Copy of Vaccination Card with complete vaccination details visible – MUST BE FULLY VACCINATED
- Detailed equipment list

b. Arrival of suppliers shall be by batches in order to observe social distancing. Advance schedule shall be provided prior to
ingress date

c. Copies of Vaccination Cards shall be sent together with the access request to Security and SES for verification, at least
24 hours prior to their ingress/access to Okada.

d. No guests’ elevators may be accessed and used to carry any item intended for banquet functions. Only 4 persons are
allowed to use the service lift and 6 persons for the freight elevator.

e. All delivered equipment’s or items needed for Events / Conferences / Meetings will be screened by security before ingress

f. Ingress/ Egress/ Movement of equipment/ items only along pre-approved routes and areas unless agreed upon in writing
with Okada Manila. Ingress will be denied for undeclared/unlisted items or deliveries ahead of agreed schedule

4. Setup and Teardown

a. All equipment, props and decorations shall be properly sanitized prior to set up by the respective suppliers. Upon signing
this OCA, contractor certifies that required sanitation of items such as but not limited to equipment, props and decorations
has been complied with.

b. Once the set-up is completed, all equipment, props and decorations shall again be properly sanitized by the respective
suppliers in the presence of Security in the area to ensure compliance of house rules and guidelines

c. The hotel shall not supply any goods, equipment, props or decorations free of charge to clients, contractors, suppliers and
/ or agents. Only previously agreed arrangements with function organizers shall be honored.

d. The use of nails, screws, pins, paints or any other material that may cause damage or alterations to hotel property is
strictly prohibited. The hotel reserves the right to charge the agencies for damages caused using any of the
aforementioned.

e. Clients bringing in their own stage, AV set-up, lights and sound system shall bring their carpet protective covers. Prior
coordination with Facility Management is required to prevent damages and breakages.

f. Contractors shall bring their own protective covers and trolley with rubberized wheels to transport all items moved into the
venue or pulled out from the function venue to prevent damage to pillars, door frames and carpet/flooring.
g. All booths, banners, props, backdrops and decorations shall be prefabricated and freestanding. Protective matting for
materials shall be provided by the contractors during ingress and set-up.

h. Contractors intent of bringing in any form of vehicle inside the hotel premises / function venue shall be submitted in
advanced the measurement and gross weight of the vehicle. Once approved, a protective matting from point of entry until
the area where the vehicle shall be placed to avoid any damage to the hotel floor and carpet. The vehicle’s fuel tank shall
not exceed ¼ of its capacity.

i. Detailed Layout/ Plans with actual measurements and proper clearance shall be submitted to the Hotel Security-SES and
Facility Management for approval at least seven (7) days prior to the ingress date. SES Team to review and provide
feedback within 2 working days upon receipt of the proposed layout from the Event Manager. This is to provide clients
with ample time for adjustments or revisions if necessary.

j. Only approved layout will be allowed. Contractors shall follow the stated dimensions on the plan. No additional
structure will be set-up without prior approval from Security and Surveillance. Structure shall not exceed the boundary
over the post. Set-up along the corridor is only allowed on one side.

k. Maximum of 100 lbs. per square foot is the allowable floor load at the ballroom and prefunction area.

l. All fixtures inside the ballroom including function rooms shall be 2 meters away from the wall. All goods, equipment, props
and decorations installed shall be pulled out immediately after the event and before leaving the hotel premises. Any
materials left behind and unclaimed after the event shall be disposed by the Hotel. Contractors and Organizers shall keep
the area clean at all times and are responsible for disposing any leftover materials.

m. Trusses shall have a protective matting to avoid any damage to the hotel floor and carpet. The outrigger or foot of
trusses shall be covered with protective matting / cardboard box as well to avoid people from trip and fall.

5. Fire & Safety Regulations

a. All materials used, all methods of installation and the structural fitness thereof shall comply with all local fire and safety
codes. No temporary structure will be installed that will hinder or obstruct the Hotel’s fire and life safety routes
and equipment.

b. Any wiring running on floors shall be secured with rubber covers. Wiring on floors shall be avoided in high traffic areas
such as aisles and door access. All electrical installations shall be closely coordinated with Facilities Management.

c. No explosives, petrol, gas, or inflammable substances are to be used.

d. All highly combustible and flammable materials such as but not limited to wood, fabric, artificial flowers, and other styling
materials especially those which are made from light materials shall be coated / sprayed with fire retardant prior set-up.
Artificial decors not sprayed with fire retardant will not be allowed to set-up. Testing of the items will be done prior
installation / set-up. Okada Manila’s Safety Team will be testing some of the items to ensure that proper application of the
fire retardant has been done.

e. The use of confetti is subject to approval. The details of the confetti to be used shall be submitted for review and
approval of Okada Manila's Security Team.

f. For the use, testing of equipment and rehearsal, the request for a scheduled smoke detector impairment and/or relevant
impairment permit shall be submitted 3 days prior the event date.

g. Food carts / food stations that involve cooking are not allowed in any venue.

h. All installation of platform / structure / trusses with the height of 6 feet and above shall require the use of safety
harness from the contractor.

i. The use of fire-lighted candle/s is strictly prohibited. Exception: Only the birthday cake candles and wedding
ceremonial candles on stationary stand with appropriately sized candle dripping holders are allowed. The stand should be
placed on top of a non-flammable protective cover.
6. Electrical Supply

The contractor/s shall comply with the following requirements:

a. Coordination meeting is required at least five (5) days prior to the event relevant to the safety protection mechanisms, lay-
out of load wirings and maximum load requirement (maximum provision of 100 amps). Change in electrical layout shall be
coordinated to Facility Management, at least one (1) day prior to the event and will be subject to approval.

b. Supply all the materials, fixtures and manpower to install electrical wirings for the various points and fixtures.

c. Ensure that all wiring plans comply with the Hotel’s standard requirements and local fire and safety codes in coordination
with Okada Manila Facilities Management.

d. Provide cabling and wiring from the nearest electrical riser(s) and terminals at designated points according to drawings
and diagrams approved by the Hotel.

e. Provide adequate certified electrician / technician(s) full-time for stand-by service.

f. Client’s contractor to coordinate first with the Hotel Shift’s Engineer / Electrician regarding the load capacity. Power
sources should not be overloaded above normal capacities.

g. Contractor shall provide their own generator set for power supply especially for events with:
• Above 100 amperes electrical load requirement
• Audio visual equipment which are sensitive to power supply fluctuation

h. Power Supply - the hotel’s power supply is coming from our utility provider, Meralco, which is subject to power fluctuation
beyond the control of the hotel.

h.1. In the event that the organizer/contractor wishes to tap power from the hotel’s power supply, the organizer/contractor
is required to secure electrical tapping permit from Facilities Management prior to the event.

h.2. The following guidelines shall be followed prior to tapping:

h.2.a. Contractor shall coordinate with the Shift Engineer the lay-out of load wirings prior to tapping of power and shall be
subject to inspection.

h.2.b From the hotel’s electrical panel (tapping point), organizer/ contractor shall provide their own disconnecting circuit
breakers. Only royal cord with appropriate size to the main power line shall be used.

g. Requests for convenience outlet will be charged Php500/pc. This includes electrical layout of cables.

h. No octopus wiring connection, dangling, damaged or loose wires. Wires shall not be laid on water.

7. Manning Booths

a. Exhibitor / Sponsor booths shall always be manned at all times throughout the duration of the event.

b. All exhibitors / sponsors manning the booth shall wear the hotel-issued ID or convention ID.

8. Security, Insurance and Liability

a. The client and its contractor/s acknowledge and agree that the Hotel will not be responsible for the safety of articles of any
kind brought into the Hotel premises by the contractor, agents, employees and independent contractors engaged by the
Contractor, or Exhibitors, members of the public or any person whatsoever.
b. The client and its contractor assume the entire responsibility and liability for any losses, damages and claims derived out
of injury to exhibitors, agents or groups, members of the public or any persons’ displays by reason of the works or other
acts committed or omitted in this regard by the contractor, agents, employees and independent contractor (including but
not limited to electrical and construction services described above).

c. The client and its contractor shall protect, indemnify, defend, pay on behalf of, save and hold harmless the Hotel and its
affiliated companies and employees from and against all claims, damages, losses and expenses caused by reason of any
suits, claims, demand, judgment or cause of action initiated by any person arising or alleged to have arisen directly or
indirectly out of the performance of the work by the contractor, agents, employees and independent contractors, or other
acts committed or omitted in this regard.

d. Upon signing of this contract, the contractor agrees to put up a security bond of Php 20,000.00 (for stylists /lights and
sounds suppliers) to the Hotel, which shall serve as partial payment to the hotel to cover any damages incurred during
ingress and / or egress. Five (5) working days clearing shall be considered for check payments of security bond.

e. Right after dismantling the set-up, a thorough check of the function space will be done by the Banquet Supervisor in-
charge together with the Security Supervisor, Facility Management Supervisor and the organizer or their representative.
Client shall be informed of any additional charges based on the extent of damage - if any.

f. Contractors would be able to claim the security bond once they have submitted the accomplished clearance form (duly
signed by Banquet Supervisor, Security Supervisor and Facility Management Supervisor) to the Front Office.

g. No security bond. No ingress.

-----------------------------------------------------------------------------------------------------------------------------------------------

CONFORME:
BENEDICT TABORA OCTOBER 5, 2022
_______________________________________________ __________________
PRINTED NAME AND SIGNATURE OF CONTRACTOR DATE

_______________________________________________ __________________
PRINTED NAME AND SIGNATURE OF CLIENT DATE