Conference Venue Operations Guidelines

Event Planning in Florida Guide

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ANIMALS

It is PROHIBITED to have live animals in the center without proper written permission. Contact the Event Coordinator for rules and regulations. Guide dogs may accompany a disabled or physically challenged person in the Broward Convention Center.

BUSINESS / HEALTH PERMITS / TAXES

It is the Licensee's responsibility to procure all necessary permits. The Center will assist in providing Center-related information necessary for submission, but the Center will not secure such permits on behalf of Licensee. Waynette Smith is the Occupational License Inspector with the City of Ft. Lauderdale. (954)759-6852 or fax (954) 828-6929.

DAMAGES

Prior to the first move-in day, the Engineering Department will schedule a facility inspection to verify the condition of the Center. At the conclusion of the event move-out, a final inspection will identify and specify any damages resulting from the event.

Notify the Event Coordinator of any damage that occurs throughout the course of the show. Show management will be informed of any damages with a damage report and a photograph when applicable. The cost of repair of damages is the Licensee's responsibility and the Center will make all repairs.

EVENT SERVICES ESTIMATE

An Event Services Estimate will be issued to the Licensee thirty (30) days prior to the event. One hundred percent (100%) of the event services fees are due and payable at least fourteen (14) days prior to the use of the facility.

EXHIBIT AND REGISTRATION FLOOR PLAN APPROVAL

The Center's exhibit and registration floor plan approval process incorporates policies mandated by the City of Fort Lauderdale Fire Department. The Fire Department, prior to the sale or lease of any exhibit space, must approve all floor plans.

The Event Coordinator can provide guidelines for floor plan layout. Six (6) copies of the proposed floor plan, drawn to scale, need to be submitted to the Event Coordinator. Copies of the proposed floor plan will be submitted to the Fire Department for approval. Non-approved floor plans will be returned to Licensee with explanations. Licensee must re-submit six (6) copies of floor plans for approval.

Note: ALL NFPA Life Safety Code guidelines are observed by the Center as well as all federal, state and local fire codes that apply to public assembly facilities. The decisions of the City of Fort Lauderdale Fire Department will be considered final.

EXHIBITS IN PERMANENTLY CARPETED AREAS

When using permanently carpeted areas as exhibit space, the service contractor is required to lay plastic or plywood over the permanent carpet before bringing freight or material-handling equipment into the area. In taking protective measures, it will prevent damage caused by direct contact with lifts, pallet jacks and/or such equipment. Any damages will be at the cost of the Licensee.

FREIGHT DELIVERIES

Due to limited storage space, the Center WILL NOT accept advance freight deliveries. All freight must be shipped to the service contractor and delivered to the Center during the designated move-in period. Any freight scheduled for delivery to the Center during move-in must be sent to the attention of the service contractor. The Center will not accept C.O.D. shipments nor responsibility for costs associated with freight delivery/pick-up during non-assigned periods. The Center will not be liable for the security of freight left following the conclusion of the move-out date(s), nor responsibility for the shipping of such freight. Freight left on the show floor will be disposed of at Licensee's expense.

INSURANCE

All Licensees and their sub-contractors are required to provide a Certificate of Insurance. Specific requirements are referenced in the license agreement. Certificate(s) must be furnished to the Center thirty (30) days prior to the first move-in day of the event. A sample copy of an acceptable insurance certificate is located in the Certificate of Insurance Information (pg 31).

General and Excess Liability coverage may be available to Licensees through the Center for some events. The Event Coordinator needs to be notified when utilizing this plan.

LABOR SERVICES

The Center has a collective bargaining agreement with IATSE Local Union 500. IATSE ) are the Center Technical Services personnel. The Technical Service personnel are required for the rigging in the Ballrooms and Exhibit Halls, excluding aisle signage for trade shows. All audio-visual load-in, set-up, event production, move-out, and load-out are to be employed by the Center Technical Services personnel. All contractors providing staging and production or audio-visual production may provide supervision only. Contact the Event Coordinator for further details. (For more information, see pages 47-49).

LIGHTING AND AIR CONDITIONING

Fifty percent (50%) "work lights" will be provided at no charge in exhibit halls during move-in and move-out. One hundred percent (100%) "show lights" will be provided one (1) hour prior to Show opening and meetings. Lighting requests outside these parameters will be charged at the prevailing hourly rate.

Air conditioning is provided complimentary during show hours - beginning one (1) hour prior to show opening. Air conditioning is not provided on move-in and move-out days. A licensee requesting air conditioning during non-show periods will be charged an hourly fee.

MOVEABLE AIRWALLS

The moveable airwalls in the exhibition halls, ballrooms, and meeting rooms are to be installed and removed by Center personnel only.

SHUTTLE DROP-OFF / PICK-UP

The primary drop-off/pick-up location for shuttle busses, taxis and special needs patrons is directly in front of the Center's main (north) lobby.

SPECIAL NEEDS FACILITIES

In accordance with ADA, the Center provides ramp access, restroom facilities, Braille elevator buttons, phone and fire alarms for the hearing impaired, patrons with disabilities, wheelchairs, and assisted listening devices.

ROOM SET-UPS

Suggested capacities for meeting facilities are provided in Section V, Facility Specifications. The chart reflects maximum amount of seating allowed with a standing podium in each room. Capacities will vary with the addition of staging, dance floors, or audio-visual requirements. Contact the Event Coordinator to confirm room capacities prior to preparing room specifications.

A. Meeting Rooms
One basic set-up is included in the rental of all meeting rooms: theater, classroom, conference, or banquet style; a podium and microphone if using the Center in-house sound; head table for two, and one registration table outside the room. Any additional equipment such as pads/pencils, skirting, tablecloths for classroom tables, staging, chairs, or tables can be provided at an additional charge. See the Equipment Inventory & Rate (pg. 25) for a listing of all equipment and current prices. Any additions/removals/turnovers in the set-up, i.e. classroom to theater style, during your event will result in an additional charge.

B. Ballroom/Exhibit Halls
All non-exhibit uses of the Ballroom and Exhibit Halls will be subject to equipment rental and/or set-up labor charges. Additional costs may also be incurred for additions/removals/turnovers.

PARKING

The Center is connected via glass-enclosed skywalks to the 2,500 space Port Everglades Parking Garage. The garage's private operator on behalf of the garage owner, the Port Everglades Authority, designates parking policies and rates. Contact the Event Coordinator for details.

SIGNAGE AND DECORATIONS

Signs, decorations and related materials may not be taped, tacked, stapled, nailed, etc. to painted surfaces, columns, fabrics, ceiling or decorative walls in the Center. Center permanent signs, banners, etc. may not be blocked in any manner. Temporary signs may not be attached in any manner to permanent Center signage.

Banners are allowed in the Center, although there are restrictions as to what, where, when and how the banners may be hung. No banner larger than 3' x 6' can be hung in the Center without prior written approval. Under no condition will signs or banners be taped, hung or otherwise attached to the Center's glass curtain wall. Center staff or union labor will be required to hang banners for a fee. NO EXTERIOR banners are permitted. City Ordinance restricts any signage to be hung outside of the Center. Consult the Event Coordinator with the details of every banner to be hung.

Adhesive backed decals and stickers may not be distributed in the Center. Any costs incurred by the Center for the removal of these items will be charged to Lessee.

The use of helium balloons is PROHIBITED. Costs associated with violation of this are the responsibility of the Licensee.

SMOKING POLICY

In accordance with the Florida Clean Air Act, the Center's smoking policy restricts smoking to designated smoking area. Smoking is prohibited at all times in the exhibition hall, ballrooms, restrooms and meeting rooms.

SUB-CONTRACTORS / SUB-CONTRACTOR EMPLOYEES

INSURANCE REQUIREMENTS

All sub-contractors are required to provide a Certificate of Insurance evidencing a minimum one million dollar general liability insurance as well as workman's comp coverage. The certificate must name SMG, Broward County, their Officers, Agents and Employees as additional insureds. The Broward County Convention Center, as well as SMG must be named as the certificate holder. The Certificate must also include a 30-day cancellation notice.

All sub-contractor operations and their employees must maintain generally accepted safe operating practices and follow all OSHA guidelines to insure a safe workplace. All sub-contractor employees must use the designated employee entrances/exits and must have proper identification badges for access to authorized areas.

TAPE

The Center requires the use of SURETAPE PC 628 GAFFERS tape or approved equal. Licensee and service contractors are responsible for the removal of all tape and residue marks from the exhibition hall(s), concourse and meeting room floors. The use of high residue tape is prohibited on terrazzo floors and carpeted areas. Tape or residue left on any SURFACE will be removed by the Center and the cost for the removal will be billed to Licensee.

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