Conference Venue Event Planning Services

Corporate Event Planning Guide

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View entire Event Planning Guide, or select a specific section in the drop down menu provided.

EVENT MANAGEMENT AND COORDINATION

Following the execution of the license agreement, the Center will assign an Event Manager to work with the event planning and implementation. The Event Manager will be in contact and remain as the primary Center liaison through the conclusion of the event.

The major function of the Event Manager is to gather all event information and disseminate that information to the Operating Departments. These departments include engineering, event security staff, housekeeping, set-up, audio-visual, emergency medical services, electrical, telecommunications, food & beverage, technical, police, and fire services.

It is important to remember the Broward County Convention Center is a multi-purpose facility. The facility may have simultaneous events in the building. The Event Manager will rely on the information given to coordinate public areas for multiple events. By receiving this information in advance, the Event Manager will ensure the smooth operation of your event.

AUDIO VISUAL (Preferred)

Everlast Productions is the preferred supplier of AV equipment and service in the Center. Everlast Productions is one of the world's largest meeting planning services company with an inventory of over 100 million dollars in state of the art gear. The professional, on-site manager offers complete assistance in planning the presentation and designing a program to fit the budget.

If an outside AV supplier is contracted, the Event Manager will need to be notified. Additional charges for use of house sound, electricity, etc. will be incurred.

BUSINESS CENTER

The Business Center is conveniently located on the 1st Floor next to Exhibit Hall A. The hours of operation are from Monday through Friday, 9am-5pm and can be extended as needed. Services and products include: computer and typewriter rental, printing, secretarial service, copying, fax transmission and receipt, package shipping, office products, and other services.

BOX OFFICE (Exclusive)

The Center provides a box office for ticket sales to public events. See the Special Services Rate Sheet (pg. 27) for box office charges.

All tickets must be approved by the Center and ordered from a bonded ticket printing company. The box office will verify all tickets against the manifest to ensure accuracy. The Center's box office will maintain control of ticket distribution, box office operation, ticketing personnel and ticket sales revenue through the completion of final settlement. Minimum staffing for the box office consists of a ticket seller and a manager.

The Center's box office is only open during show days. The Center is affiliated with the Ticketmaster network for all advance ticket sales. Arrangements for the inclusion of the event on the system must be made through the Center. The Center may offer tickets for sale at all of its approved ticket outlets, thus providing multiple locations for the sale of the event's tickets. Licensee may request additional agencies subject to Center approval for ticket sales. Licensee will be held responsible for the collection of funds from any of the requested and approved agencies.

The issuing of complimentary tickets to events will be limited to five percent (5%) of capacity or as dictated by prudent business practice. Additionally, the Center will retain a minimum of thirty (30) tickets for each show day/performance.

ELECTRIC AND UTILITIES (Exclusive)

Electrical and utility services are offered exclusively through the Center. Edlen Electrical Exhibition Services, Inc., stands ready to provide show management and exhibitors the finest service and equipment available. Electrical and utility service order forms can be provided for exhibitors.

The main exhibit hall provides electric services in floor ports located on 30' x 30' centers. Water service is conveniently available through access points located in the exhibit hall column supports and conduit is available for sub-floor routing. Conduit is in place providing access to all floor ports for compressed air lines. Electrical service is available upon request in all meeting rooms and the ballrooms. Utilization of permanent wall or column electrical outlets requires prior written approval by Center management.

EMERGENCY MEDICAL SERVICES (Exclusive)

Based upon event type and attendance, a mandatory Emergency Medical Technician will be employed during show hours to administer emergency first aid treatment. All staffing, supplies and supplemental emergency medical equipment are supplied exclusively by the Center. An EMT will be scheduled as needed. The current hourly rate is listed in the Special Services Rate Sheet (pg. 26).

EQUIPMENT INVENTORY AND RENTAL

The prevailing rates for rental equipment are available on a separate rate schedule. All Center equipment will be setup and operated by authorized Center personnel. Equipment is available as inventory permits.

EVENT CLEANING

The Center will be provided to the Licensee in "clean" condition. During the event, the Center's Housekeeping Department will maintain all public common areas such as lobbies; hallways, restrooms and meeting rooms except when said areas are utilized as exhibition space.

Licensee is responsible for removal of bulk trash prior to opening of show. Center will charge Licensee for any additional trash hauls necessary due to event operations. Bulk trash is defined as any material that cannot be readily removed by a standard push broom. It is the responsibility of the Licensee to leave the facility "broom clean", making sure that all trash, including tape residue, be removed. Excess post event cleaning done by the Center will be billed to the Licensee. Licensee must abide by any and all Center labor rules and jurisdictions. Center will provide Licensee labor guidelines when applicable.

INFORMATION DESK

The Center provides information for restaurants, shopping areas, entertainment and attractions within the Broward County area. Our Guest Services Representative can make reservations for sightseeing tours, lunch/dinner, and other services. The Information Desk is staffed for room night producing conventions, conferences and trade shows, and can be conveniently located to accommodate any group.

FOOD AND BEVERAGE SERVICE (Exclusive)

The Center maintains an exclusive Food and Beverage Department operated by SAVOR. The Food and Beverage Department is prepared to offer the finest quality products and service for all functions.

Concession operations are available to provide C.O.D. food and beverage service for all events. Permanent stands and portable theme carts will enhance any event's program by featuring a variety of specialty food and beverage items. Special menus are available to show management and exhibitors that will provide for in-booth food service.

Sampling of products is allowed as follows: beverages are limited to a maximum 4 oz. Container; 3 oz. product; and food items are limited to "bite size". Advance written authorization is required if products are to be sampled. Contact Event Managers for details.

The Center offers complimentary water service for head table(s) only. FFor any special water station service, i.e. glasses and pitchers or water coolers, the Food & Beverage Department can accommodate the specialized service for an additional charge.

KEYS - ROOM SECURITY

The Center has the capability to change door locks to designated rooms. Requests for keys should be made through the Event Manager and all keys must be returned on the last day of the event. In compliance with NFPA Life Safety Code doors cannot be blocked, chained, or altered in any way. The Center reserves the right (at all times) to access any area if necessary.

TELECOMMUNICATIONS / INTERNET (Exclusive)

The Telecommunications Department provides exclusive services that can be tailored to meet specific show management and exhibitor needs. The facility can provide Internet connectivity at high speeds (T-1) through CCLD. All meeting rooms and ballrooms are equipped with Ethernet connection and capabilities. The Exhibit hall has the same capabilities through wireless technology. Show management telephones are installed and billed per order specifications. The Event Manager will provide order forms for inclusion in the exhibitor kits (see Service Order form pg. 37).

PERIMETER SECURITY

The Center is located at the northern end of Port Everglades, the world's second largest cruise port. To ensure safety for all in the surrounding area, Allied Barton Security has established checkpoints at all entrances into the Port. Photo identification is required. Contact your Event Manager for further details.

SECURITY (Exclusive)

The Center maintains exclusive in-house security. The Building Security Staff maintains 24-hour security coverage for the Center's perimeter areas, internal corridors and life safety alarm system. Building Security Staff will also secure exterior and interior access doors as well as monitor internal traffic flow.

All incidents of injury, vandalism, fire, theft, etc. should be reported to the Central Security Office immediately. Following notification of any incidents, Building Security Staff will initiate appropriate reports and investigations.

EVENT STAFF (Exclusive)

The Center Event Staff is provided exclusively by Accurate Event Services. Services include; show and overnight event staff, badge checkers, ticket takers, coat & luggage check, etc. Event Staff are required for all events during move-in, event, and move-out hours. These costs are in addition to the rental agreement. An Accurate Event Services representative will be in contact to develop a comprehensive, cost effective event personnel plan. Minimal staffing will be at the discretion of Center Management as deemed appropriate after carefully considering the nature and character of the event. All financial and contractual arrangements for event personnel will be directly with Accurate Event Services.

Event Staff services will be provided under the following guidelines:

1. A four (4) hour minimum per person per day.
2. One or more assigned fixed positions will require a supervisor.
3. On large calls of six or more, an additional rover/relief staff will be scheduled.
4. Additional positions including the loading docks and the service road will require coverage during event move-in and move-out hours. Additional coverage may be required based upon the needs of the event.
5. The Center Event Staff will man all ticket taking/badge checking positions and pass gate.
6. Any door utilized for ingress/egress during move-in, move-out and show hours are required to be staffed.
7. Event Staff/Security is required on all events that leave materials/supplies in the Center overnight.

LOADING DOCK & MARSHALLING YARD

To maintain safe and efficient operations, the Center will retain complete control over all loading dock and marshalling yard activities. Licensee is responsible for all associated labor and space costs. All staff utilized for dock and marshalling yard will be scheduled through the Event Manager.

The Broward County Convention Center does not maintain a marshaling yard on its premises. There are available sites in the area for leasing. All marshalling requirements should be reviewed with your Event Manager no later than 30 days prior to the show.

POLICE

Uniformed Broward Sheriff's Officers (BSO) are the ONLY ARMED security permitted in the facility. Any special security services regarding police must be arranged through the Event Manager.

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