EVENT PLANNER'S GUIDE - denverconvention.com

1 EVENT PLANNER'S GUIDE700 14th StreetDenver, CO 80202(303) 228 8000(303) 578 7828 | Interactive MapWelcome4 Welcome to the Colorado Convention Center, an SMG managed facility. We are more than your nextevent venue, we are your next great the Team6 Get to know our staff and all the talent, experience and knowledge behind helping you plan yourevent. Our expertise is one of the many benefits to you when planning your EVENT at the ColoradoConvention and Vendors12 The Colorado Convention Center has a variety of services on site that help make your EVENT planningexperience seamless. Learn about our exclusive on site services and and Beverage18 Put the WOW factor in your EVENT by learning about our food and beverage options providedexclusively by Centerplate PLANNER'S Checklist22 Looking for all the information and steps to plan your successful EVENT at the Colorado ConventionCenter?

2 Take a look at our EVENT PLANNER'S "Ancillary" Charges24 Learn about the Colorado Convention Center s ancillary charges to help you in your budget and Reasons30 Take a moment with our Director of EVENT Management to learn the "reasons behind the rules" inplanning your additional resources and information that are referenced in this SMG has shown a level of dedication and commitment that is rare in thisbusiness. They are, in short, the reason we enjoy working in the facility andmake it easy for us to return again and again. Jason S. Miller Senior Vice President Live Nation New YorkWelcome to the ColoradoConvention CenterWe extend a warm, mile high welcome to theColorado Convention Center ( CCC ) and lookforwardtoservicingyour EVENT withutmostprofessionalism. It is our mission to assist in thesuccessful planningandproductionof yourconvention, trade show or special deliver the kind of successful meeting and todemonstrate services that your attendees andexhibitorsdeserve,asmoothandwell coordinated relationship between our staff andyours is essential.

3 In an effort to help establishthis kind of collaboration, we have assembledthis GUIDE which is designed to make your jobeasier. It is designed on the premise that wecan never provide too much information. It isour goal for this GUIDE to answer your questions,providetimelinesanddeadlines,a ndofferdefinitions to help us speak the same addition, it will introduce rules and policies toprotect us both, and it will offer helpful advicefor each step in the EVENT planning the space in our facility has been reservedthrough our Sales Department and you havesignedalicenseagreement ( contract ), ourEvent Management Department becomes yourprimarysourceof information. Youwill beassigned an EVENT Manager approximately twoyears prior to your EVENT or as soon as you areissued a contract.

4 Your EVENT Manager will workwithyouoneveryaspect of theplanningprocess. If youhave questions prior tothattime, weencourageyoutocall our EventManagement Department at (303) 228 8000,Monday through Friday, 8:00 am to 5:00 Colorado Convention Center, an SMG managed facility, is more than your nextevent venue, we are your next great e l c o m eColorado Convention Center | EVENT PLANNER'S Guide5 Meet The Team Uncompromising service and impeccable attention to detail is what clientsreceive when they work with the Colorado Convention Center staff. Ourstate and industry is fortunate to have such a dedicated group ofprofessionals running the center."Rob Venus General Manager FreemanrEVENT MANAGEMENTYour EVENT Manager is the number one playeronthe team. This individual is assignedtoworkwithyouandyour staff frominitialplanningthroughmove is as crucial to the success of yourconvention, trade showand/or EVENT as anymember of your own Managerastheprincipalsourceof will answer your questions, conveyinformation to our operations department andtakefullresponsibilityforthesmoothfun ctioning of your activities in our ,youwillfindanEventPlanner's Checklist, that lists an importanttimelinefor providingyour EVENT Managerwith essential thirtydaysprior toyour arrival, yourEventManagershouldreceive the entire EVENT , financial discountswill beappliedwhenyoumeet crucial EVENT Manager is thekey player at our facility andfunctions as the link to all ofour to know our staff and all the talent.

5 Experience and knowledge behind yoursuccessful EVENT . Our expertise is just one of the many benefits when planning yournext EVENT at the Colorado Convention The TeamM e e t T h e T e a mColorado Convention Center | EVENT PLANNER'S Guide7communicatesyourneedsandeventrequi rements tothefollowingdepartments:ExhibitorServi ces,Engineering,Electrical,Technology,Se curity,GuestServices,Housekeeping,Sustai nability,BuildingServices,TechnicalServi ces,FoodandBeverage/Catering, more about our EVENT Managementteam about us/meet our team/ EVENT management SERVICESThe Exhibitor Services staff coordinates yourutility needs with theElectrical, EngineeringandTelecommunicationsdepartme ntstoensure that your requirements are processedin a timely and cost efficient Services Department will also assistyouwithany special features of your EVENT utilityordersshouldbeincluded with the information to your EVENT Manager will workcloselywithourExhibitorServicesDepar tment in communicating your ,Engineeringor Telecommunications servicesbefore they arrive on site.

6 Either through theUtility Service Order Forms inthe at an moreinformation, pleasecallExhibitor Services at (303) 228 Exhibitor Services desk is staffed duringyoureventmove your Exhibitor Services desk hourswith your EVENT Manager to ensure e e t T h e T e a mColorado Convention Center | EVENT PLANNER'S Guide8 ENGINEERINGOur Engineering Department ensures that theheating, ventilating, air conditioning and othercritical building systems work correctly for thecomfort and the safety of your staff, attendeesand exhibitors. They also provide air and Electrical Department takes careof allfacilitylightingrequestsandpower for allclients and electricians workdirectly with the EVENT Manager and ExhibitorServices staff to ensure that your EVENT needsare met in a timely and efficient CityNetworks is theexclusiveeventtechnology provider for theCCCandoffershigh speed internet, turnkey data networkingservices includinglocal areanetworks.

7 Widearea networks and private networks using thelatest City has deployed arobust wireless network throughout the Centerthat offers internet access to exhibitors may place your order e e t T h e T e a mM e e t T h e T e a mColorado Convention Center | EVENT PLANNER'S Guide9 SECURITYYou will be selecting a security contractor toprovide EVENT security services for your lobby, meeting room and exhibit hall areas from move in through move out. Our primary responsibilityis to provide a secure building perimeter on atwenty four hour Security staff willalso work closely withyour contractedeventsecurity company to ensure that our securitystandards have to EventSecurity Staffing SERVICESIn order to welcome your attendees, our GuestServicesDepartmentwillscheduleacomp limentary greeter at either A or F Atriumentrance.

8 The greeter will not only GUIDE yourattendees totheappropriatespacefor yourevent, but they are trained on the logistics andamenities of the facility. If you choose to utilizethe people mover cart service during your EVENT ,a Guest Services representative will operate thecart. It is their goal to make your attendees feellike a special guest during their visit to to Guest Services , lobbies, corridors and other publicareas clean and presentable during your rooms will be monitored and at registration areas and individualexhibitorboothsareservicedthro ughyourgeneral service informyourEvent Manager about special cleaning Sustainability Department is committed tohelping our clients host conferences and eventsthatconsiderthetriplebottomlineofe conomics, environment, and various sustainable practices.

9 Wecan help you reduce the environmental impactof your EVENT and raise awareness with yourattendees and e e t T h e T e a mColorado Convention Center | EVENT PLANNER'S Guide1 0 AskyourEventManagerabouttheCCCsustainabi lity practices and howwe can andSustainabilityClient InfoandSustainable Events SERVICESOur Building Services Department sets all tables,chairs, risers and other equipment, within may involvealabor charge, please ask your EVENT water for your podiums and/or headtables at no additional charge however, hollowsquare and conference sets are watered for aminimal to Flat Rate SERVICESOurTechnical ServicesDepartmenthandlesstaging,houseli ghting, , someservicesmayinvolvealaborcharge, please ask your EVENT Manager aboutchangeover Technical Services staffworksinconjunctionwithyour reviewall rigging plans, operate houselifts/forkliftsandcanaccommodatemin ormaterial Sales Department has workedwithyousincetheinitial bookingof your EVENT andthrough the administering of your contract is our legal commitment to eachother.

10 Until it is signed by you and executed byus, the partnership is not complete. If you areless than eighteen months fromyour EVENT anddo not have anexecutedcontract, call yourSales Manager to discuss the status of yourcontractIn most cases your contract has already beenexecuted and you are nowworking with yourEvent Manager. However, it is very important tolet your Sales Manager know if you have madeany changes to your EVENT that will affect yourcontract. An amendment will then be preparedfor your Sales Department worksin partnership with Visit Denver in booking ourfacility. If you are interested in exploring dateswithin the next eighteen months at the CCC,please call us directly at (303) 228 8000. If yourplans are for the more distant future, or if youneed hotel roomaccommodations, please callVisit Denver at (303) 892 us/meet our team/sales e e t T h e T e a mM e e t T h e T e a mColorado Convention Center | EVENT PLANNER'S Guide11 Amenities and Vendors Pop Culture Classroom and Denver Comic Con have relied upon the SMGmanagement team at the Colorado Convention Center for nearly 8 years, duringwhich time we have forged trust and a solid working relationship that we deeplyvalue.