Plan

“Ready to bring your best ideas to life.”

Our full roster of superb event planning professionals will help you coordinate every part of your event from beginning to end.

• You are designated a personal event coordinator to assist you with all your event planning needs.
• Each event coordinator comes to your event with an average of 10 years of planning experience.
• Our coordinators pride themselves on working toward solutions.

• Event Planning

  General Planning & Building Information

  • The Austin Convention Center is a smoke-free facility.
  • Clients and employees are permitted access to the service yard.
  • Animals assisting disabled patrons are allowed in the facility.
  • Heating, ventilation, air conditioning and house lighting is provided only during show hours.
  • A licensed Emergency Medical Technician (EMT) is required to be on site when an event has a planned attendance of 5,000 persons or more (at any given time), regardless of whether the event is private or open to the public or when the Client leases the facility for the purpose of any type of sporting or athletic event regardless of attendance.
  • A preliminary agenda is required sixty (60) days before the first contract date.
  • A final agenda is due thirty-one (31) days before the first contract date.
  • Labor fees may apply to first room sets if room setup information (including times and equipment requirements) is not received within five (5) days of the first contract day.
  • Changes made within five (5) days of the first contract date are subject to reset fees (equipment and labor).
  • Contractor or an authorized representative must be on-site when exhibitors and/or attendees occupy leased space.
  • Contractor is required to pay the prevailing rate in effect at the time of the event for all services and equipment.
  • A request to add or delete equipment (a reset) or a request for a change (a changeover) to the first room set is subject to labor fees and/or the cost of the additional equipment requested. (See Equipment and Services Rate Information).
  • Helium balloons and special effect machines require prior written approval by the Department.
  • Use of tape or adhesive products, nails, tacks, pins, etc. on any surface in the facility is not allowed.
  • Contractor must return the facility to the condition in which it was received, with the exception of normal wear and tear. Additional fees are assessed for the disposal of excess refuse or display materials left on-site.
  • Costs for damages to the facility or for clean-up of the facility are billed to the Contractor.
  • Equipment inventory is maintained to accommodate simultaneous events and is assigned on a first-come first-serve basis. Equipment needs beyond the inventory of the Department are the responsibility of the Contractor to obtain and provide labor for set-up and tear-down.
  • The Department maintains an on-site business center when deemed necessary.

  Exhibits and Floor Plans

  • Contractors can only sell exhibit space once the Facility and Fire Marshal have approved the floor plan to avoid costly changes involving exhibitions.
  • A preliminary exhibit floor plan is required one (1) year prior to first contract day.
  • Exhibit floor plans must first be reviewed by the Event Coordinator, who then submits the plan to the Fire Marshal for approval.
  • Aisles in exhibit halls must be at least ten (10’) feet wide.
  • The exhibit hall utility boxes are located on thirty (30’) foot centers. Plan exhibit layout accordingly.
  • Exhibit Hall plans not aligned on thirty (30’) foot centers may be assessed additional charges and may not be accessible for utility services.
  • An exhibitor list, both in alphabetical and numerical order, is required so prompt service may be provided to exhibitors.
  • Exhibits in the ballroom require prior written approval. Utilities in the ballroom are limited and the cost for providing utility and technical services to exhibits is the responsibility of the Contractor.
  • Events for the show or sale of firearms require Department approval.
  • Contractor must provide any equipment or labor services for exhibit booths, i.e. tables, chairs, booth cleaning, aisle cleaning.

  Fire Requirements

  • All event floor plans require Department and Fire Marshal approval.
  • Fire hose cabinets, fire pull stations, aisle ways and exits may not be blocked or obstructed.
  • Covered displays exceeding 300 sq. feet or multilevel displays must meet specific regulations.
  • Please refrain from using open flames in the facility.
  • Toxic or hazardous materials are subjected to immediate removal if the required information is not received and Fire Marshal instructions are not followed. All costs associated with safe handling of materials, including insurance, are the responsibility of the Contractor. (See Exhibit Regulations for more details.)

  Catering and Concessions

  • Concessions, alcoholic beverages and catering services are exclusive to the in-house food and beverage management company.
  • Department concession space per exhibit hall is a thirty by thirty (30’ x 30’) area. Additional space is needed for seating.

  Audio Visual

  • Production requirements must be submitted sixty (60) days in advance.
  • Electrical outlets and audio patches are included with the use of the Department Preferred Audio Visual Company only (excludes exhibitors and sponsors).
  • Freeman Audio Visual is the Department’s exclusive rigging provider.

  Utilities

  • Utility Services (electrical, water/drainage, natural gas, compressed air, telephone and technical services) are exclusive services managed directly by the Austin Convention Center Department contract.
  • Exhibitors are expected to process utilities requests and payments directly with the Austin Convention Center Department (ACCD) without assistance from a third party. Please reference your ACCD contract.
  • Wall outlets in ACCD Meeting Rooms and Mezzanine Rooms are complimentary for basic audio visual equipment use. Outlets needed and ordered for computer labs, exhibits or events requiring special electrical configurations will be charged the prevailing rate in effect at the time of the event (excludes Ballrooms, Exhibit Halls and Pre-function Space).
  • Credit is unavailable for ordered services unused.
  • Production schedules and requirements must be submitted forty-five days in advance.

  Security

  • Security is an exclusive service to the Department.
  • During move-in and move-out, a minimum of three (3) Department security personnel and one (1) Licensed Peace Officer are required to manage the service yard and public street (Red River).
  • Final determination of the number and type of personnel required for an event is made by the Department.
  • A four (4) hour minimum for labor is charged unless otherwise specified.
  • Credit is unavailable for ordered security services unused. Department determines the number and type of personnel required for an event. Overtime fees may apply.

  Freight and Deliveries

  • The facility refrains from accepting, storing, or shipping packages for exhibitors, delegates, or the Contractor before, during or after an event.
  • Shipments should arrive on the first contract day at the earliest.
  • ACCD personnel are unable to sign for shipments.

  Emergency Medical Services

  • Emergency Medical Technician (EMT) services are exclusive to the Department and must be ordered through the Department’s Safety and Security Division.
  • The Department reserves the right to require medical services personnel for any size and type of event.
  • EMT services must be scheduled twenty-one (21) days prior to the first contract day with your Security Coordinator.
  • A licensed EMT is required to be on site when an event has a planned attendance of 5,000 persons or more (at any given time), regardless of whether the event is private or open to the public or when the Client leases the facility for the purpose of any type of sporting or athletic event regardless of attendance.
  • Wheelchairs are provided for emergency use only by the Department.
  • The Facility Contractor is responsible for providing wheelchairs for non-emergency or attendee use. However, there are motorized scooters available for rent to help attendees get around the facility.
  • The Department First Aid Room is located on the first level north of the Trinity North elevator.
• General Service Contractor Guidelines

  General Information

  • Safety First: All personnel operating a forklift, skyjack, or electrical pallet jack, must have a valid license to operate the equipment (license must be available for review).
  • The Austin Convention Center is designated a clean-air facility. Smoking is permitted in designate areas only.
  • General Service Contractor employees must be identifiable by a uniform, name tag or badge.
  • A General Service Contractor supervisor or foremen must be present before General Service Contractor employees may enter the facility.
  • General Service Contractor personnel, please refrain from using the Department employee break room.
  • Drapes, decorations, bunting and other decorative materials must be fire resistant and/or properly treated to meet the requirements for flame proofing.
  • The lobby areas, doors, escalators, and passenger elevators are only for pedestrian traffic.
  • Only Department employees are authorized to operate freight doors.
  • Exit, fire hose cabinets and fire pull station signs must be visible at all times.
  • Utility services (electrical, water/drainage, natural gas, compressed air, telephone and technical services) are exclusive services provided and managed directly by the Austin Convention Center Department. Exhibitors must process utilities requests and payments directly with the Austin Convention Center Department (ACCD). Current utility forms are available from the Department Utility Representatives.
  • Service orders for utilities requested by the client’s exhibitors must be placed and paid for directly with the Austin Convention Center Department.
  • A detailed and accurate production schedule is required thirty-on (31) days prior to the first move-in day.

  Registration Area(s) Requirements

  • A “to scale” diagram of the registration area(s), if separate from the exhibit hall floor, is required. The placement must be approved by the Department.
  • Registration space is provided in public areas. HVAC is provided on a complimentary basis. If registration is placed in the exhibit Hall(s), a fee may be assessed for HVAC on non-show days.
  • Installing registration areas, entrance units and other show-specific displays must occur at times different from the event activities already in progress.

  Exhibit Floor Plan Requirements

  • The Event Coordinator submits the floor plan to the Fire Marshal for approval. It is best to submit a plan for review before booths are sold in an effort to avoid costly changes involving exhibits.
  • Covered exhibits and multi-level exhibits require Department approval.
  • A “to scale” exhibit floor plan is required and must include the name, dates and location of the event, as well as, the initial draft and revision date(s) of the plan.
  • Four (4) 11” x 17” floor plans detailing the exhibit layout, show offices, the service counter(s) and the utility grid are required.
  • Allow access to all exits, fire house cabinets, fire alarm pull stations and rest rooms.
  • Minimum aisle space required is ten (10’) feet.
  • Cylinders of compressed gases require approval by the Fire Marshal. Cylinders must be secured in an upright position at all times.
  • Exit signs must be visible at all times.

  Concession Requirements

  • The Department requires a thirty by thirty (30’ x 30’) area for concession equipment in each exhibit hall used. When using more than one exhibit hall, total concession area required may be combined.
  • An area for concession seating is required in addition to the 30’ x 30’ area.

  Service Yard

  • The service yard is unavailable for vehicle parking.
  • A General Service Contractor representative is required at the entrance gate to assist with move-in of freight.
  • Docks 1 and 11 are for Department use only.
  • Docks 2 and 18 are for bobtail loading and unloading.
  • Docks 9 and 10 are equipped with lift platforms (gates).
  • A “clear zone” must be maintained for vehicles to maneuver.

  Move In

  • The Department refrains from accepting, storing, or shipping packages for exhibitors, delegates, or the Contractor before an event.
  • Requests to drop of equipment or mark the floors must be approved by the Department. Requests for early move-in are taken one (1) week prior to the first move-in day.
  • Automobiles require approval to be allowed in the facility. Additional security must be used to facilitate moving vehicles in and out of the building.
  • Motorized vehicles are not permitted in permanent carpeted areas.
  • Bicycles and carts are allowed only on the exhibit floor and in the service corridors.
  • Dock spaces are assigned by the Event Coordinator.

  Signage and Rigging

  • Freeman Audio Visual is the exclusive rigging provider for the Austin Convention Center Departments.
  • All rigging services are performed and supervised by Freeman Audio Visual.
  • Any material or equipment related to signs and/or rigging must be completely removed by the end of the last contract day.
  • Please prevent from attaching rigging to electrical lighting conduits, utility pipes or sprinkler systems.
  • All beam structures or other painted surfaces must be covered with protective material before wire, cable, or the like is attached to prevent damaging the painted surface.
  • The Department does not allow bridling; all rigging must be dead hung.

  Show

  • Department personnel will refrain from entering exhibit booths to clean.
  • The decorating company is responsible for servicing all of their equipment (i.e. booth carpet cleaning, emptying booth trash cans, etc.)
  • Removal of crates, cardboard and/or pallets from the exhibit hall is required.
  • Crate storage must take place in trailers or off premise.
  • Flammable liquids are prohibited from being brought into or used in the facility.
  • Display vehicles require inspection by the Department.
  • Exit signs must be visible at all times.
  • Permission from the Department is required to store general service contractor equipment, such as forklifts, truck trailers, etc. before or after the lease premises date(s).

  Move Out

  • The Department expects the facility to be returned in the condition in which it was received with the exception of normal wear and tear.
  • Excessive clean-up required by the Department will be invoiced to the Contractor.
  • Remove all form of waste throughout the facility coming from your event.
  • Any debris left on premises, tape or residue left on any surface, will be removed by the Department and the cost will be invoiced to the Clients.
  • The General Service Contractor is responsible for all damages resulting from their activities.
  • Any property not removed and that has not been claimed is considered abandoned by Clients, its contractors or exhibitors. The Department may take possession of and dispose of such property without liability. The Client will be invoiced for the cost associated with such disposal.
  • General Service Contractor equipment can only stay in the building or service yard with prior approval by the Department.

  Note: The information contained herein does not attempt to cover all ordinances and regulations of the City Of Austin

• Fire Regulations

  The information contained in this brief outline does not by any means thoroughly cover the criteria and standards contained in the Uniform Fire Code, as adopted by the City of Austin, but it does provide the fundamental rules governing exhibits in any building open to the public.

  The following entities are responsible for ensuring all regulations are followed: facility client, exhibitors, service contractors and the Austin Convention Center Department (ACCD). It is a requirement that ACCD reviews all event pre-planning documents and floor plans and is the only entity that can submit these documents to the Austin Fire Department for final review and approval.

  Remember, the fire codes for Austin may be different from other cities, and exhibitors will be responsible for complying with the Uniform Fire code. ACCD will take reasonable steps to ensure that you are allowed to display your products effectively, as long as it does not create a fire or life safety hazard to you, other exhibitors or people attending the exhibit.

  Floor plans for all shows are to be submitted to ACCD for review and approval. ACCD will submit the floor plans and event pre-planning documents to the Austin Fire Department’s Fire Marshal for approval. An approved copy will be provided to the event client. A copy of the approved plans must be available on-site.

  No display or exhibit shall be installed or operated as to interfere with access to or with the visibility of any required exit or exit sign, nor shall any display block access to fire equipment.

  Any exhibit containing a roofed area of 100 square feet or more requires a fire extinguisher to be displayed at such exhibit.

  All exhibit booths must maintain clear and appropriate exits from the booth. Any booth of 750 square feet or more must have a minimum of two exits as far from each other as possible.

  Displays with any type of cover, e.g., tents, buildings, awnings, etc. must be 300 square feet or less; if larger than 300 square feet they must meet the following regulations:

  • A single level or multi-level exhibit larger than 300 square feet with a covered ceiling requires protection from an automatic extinguishing system.
  • A booth with an open grate style ceiling does not have to meet this requirement. If there is any question, please forward a copy of the booth plans for ACCD and Fire Department review.
  • The upper deck of the multi-level exhibit must have a minimum of two exits as far from each other as possible. If only one (1) exit, the second level is limited to seven (7) people at a time.

  The storage of crates and combustible materials not on display (including packing materials) is not permitted inside the facility, on the dock or at dock bays. Limited empty crate storage is provided and confined to the area authorized by the Fire Marshal.

  All curtains, drapes, any merchandise or material attached to drapes or table skirts, decorations and decorative or construction materials are to be non-combustible or flame-retardant. Documentation affirming non-combustible or flame-retardant properties must be available on-site.

  Combustible waste is to be collected as it accumulates and should be stored in a non-combustible covered container which is emptied at least once a day.

  The use of open flames, burning or smoke-emitting materials (candles, incense, lanterns) are not permitted in the facility.

  Electrical equipment is to be installed, operated and maintained in a manner which does not create a hazard to life or property.

  Whenever, in the opinion of the Austin Fire Department, it is essential for public safety in any place of public assembly, the owner, agent or lessee shall employ one or more qualified persons to be on duty. These individuals shall be subject to the Austin Fire Department’s orders and shall be in uniform and remain on duty during the times such places are open to the public. Any fees are the responsibility of the client.

  The following items may not be used without prior written approval of the Fire Marshal’s Office:

  • Display or storage of LPG (liquid propane gas)
  • Flammable or combustible liquids
  • Flammable gas
  • Cotton, hay, paper, straw, moss, split bamboo, wood chips, etc. All items must be treated with fire-retardant materials. Documentation affirming non-combustible of flame-retardant properties must be available on-site.
  • Welding or cutting equipment for show set-up or for demonstration purposes
  • Gas-fired appliances for demonstration purposes
  • Salamander stoves
  • Compressed gas cylinders. If approved, cylinders are to be firmly secured in an upright position.
  • Any cooking or heat-producing devices

  The following are related to the display of automotive vehicles and equipment:

  • There is to be no more than five gallons of fuel or 1/4 the capacity of the fuel tank, whichever is less.
  • Fuel tanks are to be locked and all portable tanks removed. Locking the auto will be sufficient for cars in which the gas cap cover can only be unlatched from inside the vehicle.
  • Ignition keys are to be removed and placed in a central location on site.
  • The positioning of such vehicles shall be subject to approval of the Fire Marshal’s Office.
  • Vehicle operation will be limited to brief parade-type displays specifically approved by the Fire Marshal’s Office.
  • Vehicles, boats and similar exhibited products having over 100 square feet of roofed area are to have a smoke detector.

  The following related to food shows:

  • Deep fat fryers are not allowed in the facility.
  • Chafing dishes are to be designed with a shelf for the fuel or chafing dish is to be placed on a sheet pan.

  Public display of compressed flammable or toxic gases, hazardous materials, Class II, III or IV laser, blasting agents and explosives is only permitted after a review of the materials and/or devices is conducted and the proposed display has received approval of the Fire Marshal’s Office.

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