VBCC Event Specification List

Name of Event ______

Date of Event ______

Event Coordinator ______

 General Event Information

Decorator / Booth/Carpet cleaning policy
Schedule of Events / Detailed to times, locations and desired setup
Signed Contract
Number of Attendees
Signed EOC
Insurance / Seven business days prior to event load-in
Exhibitor List / Prefer divided local and out of state
EOC 21 Day Rule
Fire Marshal Approval
  • Trade Show Floor Plan

  • Indoor or Outdoor Pyrotechnic

  • Covered Structures

Trade Show “broom clean” / Cleaning Fee
Damages / Pre-event & post-event walk-through with event team
Settlement Schedule
Trade Show Freight Delivery
Trade Show Freight Load out
Convention Material Delivery
Helium Balloons Policy
Outdoor Exhibit Space
Convention Material Storage
Candles/Open Flames policy
Fog/Smoke Machine Policy
Signage
Exhibit Halls Load Level
Green Building (Recycling)
Confetti/Glitter Policy
Transportation
  • CVB Shuttle Service

  • VBCC Shuttle Bus

  • Taxi Requirements

  • Valet

Contracted Entertainment
  • Name/Phone

  • Special Needs

Exhibit Hall Aisle Spacing/Grid / Aisles must be kept a minimum of 10’.
Other Events In Building
Permits/License Required for:
  • Vehicles
/ Battery cables disconnected, ¼ tank gas, sealed gas tank
  • Large Structures

  • Vendor License

  • Some Outdoor Events

 Set up Requirements

Registration
Rooms Set-ups and Resets
  • Rooms with Theater Set

  • Rooms with Banquet Set

  • Rooms with Classroom Set

  • Other Set

Podium with or without Riser
Head Table
Stage (Carpet/Hard Surface)
Other Equipment
  • Easels

  • Flip Charts

  • Keys

  • Coat Racks

  • Flags

  • White Board

Same Day reset/changeover / MR’s come with one free set-up per day.
Permanent Pre-function Furniture
Meeting Room/Ballroom Floor Plan

 Personnel

Coat Check
Concierge
Ticket Sellers
Ticket Takers
Greeters
Shuttle Van
Stagehands
EMT / Required with 1,000 or more attendees
Police / Paid separately by client
Security (Show/After Show Hours) / Facility/Event Security
Riggers
Registration Assistance

 Retail Services

Internet Service (Form)
  • Wired

  • Wireless

Phones (Form)
  • Local

  • Long Distance

Exhibit Booth Water
Utility Carts
Electricity (Form)

 Technical Services

A/V- Contracted/In-house
  • Name/Phone

  • Special Needs

A/V Requirements
  • Projectors

  • Microphones

  • Video Wall

  • Paging Mic

  • Screens

  • Sound Systems

  • DVD/TV/CD

  • Music

Lighting-Contracted/In-house
  • Name/Phone

  • Special Needs

  • Head Table

  • LED’s

  • Mirror Ball

  • Lift

  • Follow Spot

  • Gobo’s

A/V Installation Charge
Banner Rigging
Piano/Tuning
Drapes/Height
Band or DJ
  • Name/Phone

  • Special Needs

 Catering

Break Areas
Food Buffet/Plated
Concessions
Water Service
Head Table Water
Outside Food Prohibited
Food Sampling

 Additional Spaces

Parking Lot
Coat Room
Box Office
Show Management
VIP Lounge
VIP Boardroom
Dressing Rooms

 Miscellaneous Items

Equipment in Pre-function
Equipment Left Behind
Handicap Requirements
Ice Art
No staples, nails, tacks or tape / Prohibited on any surface (walls, doors, tables, chairs, etc)
Parking / 2,200 free parking spaces
Photographer Area
Florist
Change Authorization Pins
Additional Holiday Charges
Complimentary Advertising
  • Monthly Schedule

  • Online Event Calendar

  • VBCC Marquee

Pre-Function Marquees
Advertising Schedule
  • Local Newspapers

  • Television Advertising

  • Radio Advertising

Alcoholic Beverages / Security for events with over 500 guest
Emergency Procedures / Emergency Evacuation Plan is available upon request

 Rental Equipment

Computers
Copiers
Faxes
Printers
Port-a-Potty
Dumpsters
Tents
Golf Carts
Barricades
Traffic Cones
Turn Stiles

Notes

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