VENDOR WORKING POLICY

The Parties here to have signed

Contractor Name : Asian Development Bank
Person in Charge : Ms. Celeste Grace Saniel-Gois
Address : The Plaza Building, Lantai 11
Telephone No. : +62 21 2512721
Email :-
INSTALLATION
Event : Asian Development Bank
Meeting Room : Grand on Thamrin 1 at Lobby Level
Day, Date of Event : Tuesday, 4 October 2022
Time of Event : 08.00 – 17.00
Day, Date of Install : Monday, 3 October 2022
Time of Install : 21.00

UN-INSTALLATION
Day, Date of Un-install : Tuesday, 4 October 2022
Time of Un-install : 17.00 After Finish The Event

LIST OF MATERIALS
NO ITEM QUANTITY
1 Kamera, Tripod, dan Aksesoris 1 Set
2 Komputer, Monitor dan Aksesoris 1 Set -
3 TV LED, Bracket, dan Aksesoris 1 Set
4 Ekstensi Listrik SNI, UPS Power Backup 1 Set
5 Speaker, Tripod, Mixer Audio, Mikrofon dan Aksesoris 1 Set
6 Booth Intepreter, SIS Sistem 1 Set
7
8
9
10

CONTRACTOR LIST
NO NAME
1 PT. Digital Open House / digiOH / Hybrid Event Organizer
2 SDG Sistem Suara
3 PT. Cakrawala Muda Mandiri (CMM)
4
5
6
7
1

8
Page

9
10

Important Note:
To avoid the Corona Virus outbreak, all the vendor is mandatory to show or present their antigen test negative result
for Loading and unloading goods into hotel from loading dock. The Antigen test result should be in 1x24 hours.
 Now, therefore, in consideration of their mutual covenants, the Parties hereto agree with the following terms and
conditions:

Pullman Jakarta Indonesia

Ballroom/Meeting Rooms Contractor/Vendor Working Policies
Pullman Jakarta Indonesia implements the following policies and procedures to help ensure that all guests of the hotel’s
ballroom/meeting rooms shall receive uniform excellence of service and are provided a safe working environment.

A copy of these policies will be included with each client file, which will also contain all the contractual information
associated with the movement of the group. Once these policies are read, the attached Acknowledgment Form must
be completed and returned to the Pullman Jakarta Indonesia’s banquet sales representative.

1. The exit door located at the back of the Grand on Thamrin Ballroom Pre-function is the only designated entrance and
exit for contractor/vendor employees. Please refer to the outdoor signage.

2. Contractor/vendor companies are required to check in and provide identification cards or uniforms to all of their
working staff on Pullman Jakarta Indonesia’s property. The identification should be worn in all areas of the property
during the set-up, operation and tear-down of an event. Any staff that is not properly identified working with a vendor
may be escorted off the property by the hotel’s security personnel.

3. If uniforms are not provided, Pullman Jakarta Indonesia requires all workers dress in appropriate work attire. Wearing
sandals, slippers and short sleeves are not allowed.

4. Each contractor/vendor company will be responsible for providing a primary contact or supervisor. This person will be
the liaison for Pullman Jakarta Indonesia’s Security or management for all staff issues. The designated
contact/supervisor will also be responsible for informing and ensuring that all crew members involved either full time
or part time, are made aware of the conditions listed in this policy.

5. Trucks and containers may be temporarily parked at the Grand on Thamrin Ballroom loading dock and must be removed
as soon as they are emptied.

6. Vehicles used in delivery, transportation, or storage of equipment cannot be left parked in the porte cochere areas or
around the perimeter of the Grand on Thamrin loading area overnight unless approved by the Pullman Jakarta
Indonesia’s management. Arrangements for removal of vehicles, trucks, or forklifts will remain the responsibility of the
contractor/vendor.

7. Loading dock spaces are available to all contractor/vendor companies and will be equally shared when multiple groups
are in-house. All vehicles in this area must have company or personal identification that includes phone numbers.

8. Storage/staging of equipment for items such as, but not limited to, audio visual cases, carpet pigs, pallets, shipping
crates is not permitted inside the Ballroom/Meeting Rooms or in loading dock areas. If a bone yard area has been
approved on the show floor, then it should be for accessible storage only. Storage of equipment must not hinder
accessibility to service areas for Hotels employees at any time. It must also meet all safety standards and OSHA
requirements.

9. The job site is to remain a working environment at all times. Friends and family are not allowed to be on property with
staff unless they are working an event. Absolutely no children are allowed on the conference floors or docks during
load in and load out.
2

10. A pre and post show walk-through of the ballroom/meeting rooms is required. In order to schedule a walk-through,
Page

the Banquet Sales Representative or the Banquet Service Manager must be contacted a minimum of ten (10) working
days prior to move-in and set-up of the event.
At the time of the pre and post walk-through, an authorized representative from the contractor/vendor company and
Pullman Jakarta Indonesia’s Security Officer will inspect and note the condition of the facility based on the "Pre and
Post Inspection Form" attached. During the post walk-through, if any damage is sustained to the property, the
contractor/vendor will be liable for all repairs and costs incurred, if such damage is caused by the contractor/vendor.
 Estimated cost of repairs will be quoted by the Hotel’s Engineering Department in agreement with the said
contractor/vendor within 5 days post show. Full payment is required within thirty (30) days of billing date.

11. Fire exit doors may not be blocked, propped open or obstructed in any way.

12. Fire extinguishers, fire hose cabinets and sprinkler closets must be visible and accessible at all times. Fire extinguishers
may be blocked only if approved by Pullman Jakarta Indonesia’s Management and temporary extinguishers are
supplied in the same area and are clearly visible.

13. Aisles and exits as designated on approved show plans shall be kept clean, clear and free of obstructions. Booth
construction shall be substantial and fixed in position in specified areas for the duration of the show. Easels stands,
signs, etc.. shall not be placed beyond booth areas into the aisles.

14. All materials used in booth construction or decoration must be flame retardant.

15. All balloons should be approved by Pullman Jakarta Indonesia’s Management. Only two (2) types of air are allowed to
refill the balloons, compressed air and Helium gas if floating balloons is required. Helium balloons must be securely
anchored to an exhibit. Helium gas cylinders for refilling must be secured in an upright position on safety stands with
regulators and gauges protected from damage. Hydrogen Gas to fill up any balloons is highly prohibited since Hydrogen
Gas is highly flammable.

16. No overnight storage of gas cylinders is allowed in the building.

17. All vehicles displayed in Grand on Thamrin Ballroom must follow strict regulations and have the proper permits. These
regulations include: fuel caps locked or taped, fuel may not exceed 1/8 of the tank capacity, battery disconnected,
ignition keys removed and propane tank removed; there must be at least 30” clear access maintained around the
vehicle. Additionally, Pullman Jakarta Indonesia requires that each vehicle be equipped with its own fire extinguisher
and a protective floor covering be placed under the vehicle. Exhibitor/Show Management is responsible to obtain all
vehicle permits from the Local Police Department and have them on site. Exhibitor/Show Management or
Contractor/vendor will be able to provide a vehicle key contact name and phone number to Hotel Management or
Security in case of an emergency. At no time should vehicle tires have direct contact with the conference center
carpeting.

18. Request to use indoor/outdoor pyrotechnic displays or smoke/hazing must be submitted to Pullman Jakarta Indonesia’s
Management in writing thirty (30) days prior to their use. A government permit is required for the pyrotechnic displays
only. A copy of this permit should be given to the Chief Security, Banquet Service Manager and/or Banquet Sales
Manager prior to their use.

19. No Forklifts allowed.

20. Pullman Jakarta Indonesia does not loan or provide motorized genie lifts, genie booms, lifting devices, pallet jacks,
tools, or ladders for outside contractors. The contractor/vendor must supply their own transportation devices to move
equipment in and out. Carts and lifts should be manual or electrical. Gas/diesel propelled devices or vehicles will not
be allowed inside for safety reasons.

21. No scissor lifts, boom lifts, flatbed or motorized carts will be allowed in the carpeted areas without tire boots and one
of the following protective coverings:
a. Laminated Sack Plastic Covering safely secured over the carpeting with low residue tape
b. Overlay of carpet

22. All contractor/vendor employees must park in the Pullman Jakarta Indonesia’s allocated parking areas. No privately
owned vehicles, motorcycles, or bicycles may be parked in the loading dock area or on the porte cochere.
3
Page

23. The floor load limits on levels 2 and 3 are 200 kilogram-force per square meter, live load. The level 1 floor load limits
are 600 kilogram-force per square meter, live load. Loads shall not exceed the design live load per square meter.
Adequate shoring and/or bracing must be provided where structure has not attained design strength or where overload
may be anticipated. Any exhibit exceeding this limit will require special handling to distribute the load.
 24. Nothing is to be placed against or leaned against any wall in the Ballroom/Meting Rooms. All crates, exhibit panels, and
pallets must at all times be kept away from the walls. Nothing is to be attached to either the moveable wall or fix walls
at any time.

25. Consumption of alcoholic beverage on the job site is strictly prohibited and will result in removal of the individual from
the property.

26. The Ballroom/Meeting Rooms of Pullman Jakarta Indonesia are essentially non-smoking facilities. Smoking on job sites
including exhibit areas and ballrooms is prohibited. Smoking is allowed in the designated areas outside of the building.

27. Contractor/vendor staff is not permitted to eat, lounge or take breaks in the front of house space. Vendors may eat at
the food court if designated meal areas are not provided by the contractor/vendor.

28. TV digital signage are provided above all meeting rooms as well as in the Grand on Thamrin Ballroom. In the event
additional signage is required, contractor/vendor will need to submit a request in writing and include a sample of the
signage and planned location. Affixing any materials to the walls, floors, ceilings or furnishings is not permitted.

29. Contractors/vendors are required to have a material safety data sheet (MSDS) on any hazardous chemical that they
bring into the facility, so that appropriate action can be taken to inform and protect Pullman Jakarta Indonesia’s
employees.

30. Placing wooden pallets directly on the carpet is strictly prohibited as the splinters pull up through the nap. The carpet
should be protected with plywood or laminated sack plastic covering.

31. Cutting, building or painting works in the carpeted areas without a proper protection between the material and the
carpet is strictly prohibited.

32. Dragging any kind of material on the carpet is strictly prohibited. Any costs for damage will be the responsible of the
contractor.

33. Any mobilization of a heavy load should be mobilized using a proper trolley. Recommended trolley wheels made out
of plastic and not with rubbers since the latter will tend to leave black marks on the carpet.

34. Carpet on carpet will require low adhesive tape like fiber line tape can be used and attached to the carpet for carpet
on carpet install. Any costs for damage or special cleaning required will be the responsibility of the contractor.

35. If at the end of the function, any damage is found to have been done to the function room or any party of the Hotel,
the Hotel reserves the right to require the guest to provide a monetary deposit before the function for the purposes of
defraying the expense of the repair of such damage or the replacement of damage property , in this part require at IDR
10,000,000,- for a Grand on Thamrin Ballroom, IDR 5,000,000,- for Menteng Room and will be returned after function
finish and inspected by hotel’s representatives. Provide that where such deposit is insufficient the Hotel reserves the
right to recover the full expense of such repair or replacement from the Company/Organizer and all his/her contracted
supplier and employee(s).

IN WITNESS WHEREOF, the Parties hereto have signed this AGREEMENT, in duplicate and in the English Language, on
the day and year first above written.

Agreed by,
CONTRACTOR
4

(…………….………………………..)
Page

Acknowledged by,
Hotel Pullman Jakarta Indonesia

Banquet Sales, Banquet Operation, Engineering, Security,

(Send by email)

Merry Chandra Caendy Octa Nurcahyo