AUTHORITY AND EVENT MANAGEMENT: The Phoenix
Welcome!On behalf of our entire team, welcome to the Phoenix Convention Center and Venues. As one ofthe premier convention and events destinations in North America, our talented team stands readyto provide you with the highest level of service and professionalism. We are thrilled to have you asour guest, and look forward to creating a memorable experience for you and your attendees.The award-winning Phoenix Convention Center is a LEED-silver certified green building that offersnearly 900,000 square feet of rentable meeting and exhibition space on a campus that spans morethan two (2) million square feet. The Phoenix Convention Center is designed with a stacked floorplan that makes it convenient for guests to move about the campus with ease. As a department ofthe City of Phoenix, the Phoenix Convention Center and Venues includes the Phoenix ConventionCenter, Executive Conference Center - Downtown Phoenix, Symphony Hall, Orpheum Theatre, andfive parking garages.To assist with your event planning process, we have created this facility guide to help you to takefull advantage of the excellent services and amenities we proudly provide to our valued clients. Thisdocument is a helpful resource regarding the specific policies and procedures at our facilities andwill be an invaluable tool as we work in tandem to create a successful event.Again, we thank you for selecting our facility for your event and hope that you and your guests enjoyyour visit to Phoenix. Please do not hesitate to let us know if there is anything we can do to enhanceyour experience while in our facility or during your visit. We thank you for the opportunity to deliverour distinctive brand of superior hospitality and look forward to welcoming you back again soon.Sincerely,John Chan, DirectorPhoenix Convention Center & Venues
Table of ContentsAUTHORITY AND EVENT MANAGEMENT . 4DEFINITIONS: . 4EVENT PLANNING: . 5EXCLUSIVE SERVICE PARTNERS: . 7PREFERRED SERVICE PARTNERS: . 7ACCESSIBILITY / ASSISTIVE TECHNOLOGY: . 8ADVERTISING: . 8ANIMALS: . 9ART PROGRAM: . 9BADGES / IDENTIFICATION: . 9BASIC RENTAL INCLUSIVES: . 9CLEAN IN / CLEAN OUT: . 10CONCIERGE SERVICES: . 11CONSUMER / PUBLIC SHOW DATE PROTECTION:. 11ELECTRIC SCOOTERS AND WHEELCHAIRS:11ELEVATORS: . 11EMERGENCY EVACUATION: . 11ENTRANCE AND EXIT: . 12EQUIPMENT AND FURNITURE . 12EQUIPMENT AND FACILITY CARE: . 12EQUIPMENT SPACE CLEARANCE: . 12ESCALATORS: . 12EXECUTIVE CONFERENCE CENTER: . 12EXPOSITION SERVICE CONTRACTOR: . 12FACILITY CARE: . 12FIRE AND LIFE SAFETY REGULATIONS: . 15FIREARMS / WEAPONS: . 16FLAME EFFECTS AND PYROTECHNICS: . 16FOG MACHINES: . 16FOOD AND BEVERAGE / CATERING: . 16IN-CONJUCTION WITH EVENTS (ICW): . 17INSURANCE REQUIREMENTS: . 17INTERNET: . 17KEYS AND CORE CHANGES: . 18LABOR SERVICES: . 18LICENSES AND PERMITS: . 18LIGHTING / ENERGY CONSERVATION: . 18LOADING DOCKS / RAMPS: . 18LOST OR MISPLACED ARTICLES: . 18MARSHALLING YARD: . 19MEDIA / PUBLIC RELATIONS SERVICES: . 19MEDICAL / HAZARDOUS WASTE: . 19MERCHANDISE / EVENT SALES . 19MULTILEVEL BOOTH: . 19MUSIC LICENSING: . 19NOISE / VOLUME LEVELS: . 19OBJECTIONABLE ACTIVITIES OR PERSONS:20PARKING AND FACILITIES: . 20PAYMENTS:. 21PRODUCTION SERVICES: . 21PROPANE STORAGE, USE, AND HANDLING:21PUBLIC TELEPHONES: . 21RECYCLING: . 21RIGGING / HANG POINTS: . 22ROOM CAPACITY / OCCUPANCY: . 22ROOM SETS AND CHANGES: . 22SAFETY: . 22SAMPLES / GIVEAWAYS: . 23SECURITY . 23SHIPPING AND RECEIVING: . 24SHOW FLOOR RESTRICTION: . 24SHOW OFFICES:. 24SHUTTLE BUSSES: . 24SIGNAGE / EXTERIOR AND INTERIOR: . 24SMOKING/VAPING RESTRICTIONS: . 25SOLICITATIONS: . 25STORAGE RESTRICTIONS: . 25STREET-FULL/PARTIAL CLOSURES & METERBAGGING: . 25TAX CODE ENFORCEMENT: . 25TEMPERATURE CONTROL / CONSERVATION:26TICKET OFFICE SERVICES: . 26USHERS AND TICKET TAKERS: . 27UTILITY SERVICES: . 27APPENDIX A FLOOR LOAD CAPACITIES . 28APPENDIX B PHOENIX FIRE DEPARTMENT 29APPENDIX C CONTACT SHEET . 32APPENDIX D EQUIPMENT RENTAL RATES . 34APPENDIX E TEMPERATURE SETPOINTS . 35APPENDIX F ELEVATOR SPECIFICATIONS . 35APPENDIX G EXTERIOR BANNERS . 363Rev. 9/2015
AUTHORITY AND EVENT MANAGEMENT: The Phoenix Convention Center Director has fullauthority to act on behalf of the City of Phoenix in the management, administration, and control ofour facilities. For the purposes of planning and presenting your event at the Phoenix ConventionCenter, authority to act on behalf of the Director has been delegated to the Event Manager assignedto your event. To provide exceptional seamless service, all questions and requests for buildingservices and equipment should be directed to Event Manager assigned Representative who will beyour primary contact and responsible for contacting the appropriate building section to service yourevent needs.If you have questions at any time, we encourage you to call our Phoenix Convention Center EventsTeam at 1-800-282-4842 or 602-262-6225.DEFINITIONS:A. City means the City of Phoenix, owner and operator of the Phoenix Convention Center,Symphony Hall, Orpheum Theatre, and the associated Phoenix Parking Facilities.B. Phoenix Convention Center and Venues means the City department responsible for thedaily management, administration, and operation of the Phoenix Convention Center,Symphony Hall, Orpheum Theatre, and the associated Phoenix Parking Facilities.C. Concessions mean the use and occupancy of Convention Center and Theaters for:1) Sale of all food, beverage, merchandise and convenience items commonly sold inlike facilities;2) Renting of items or equipment in connection with an event; and,3) Taking for sale or selling of photographs in connection with an event.The term “concessions” shall not include the sale of products or services that are relatedto an authorized display or exhibition contained in a Licensee’s event.D. Client (or Licensee) means any person, firm, association, organization, partnership,company, or corporation entity that enters into a Use Agreement with the City to usespecified space in the Phoenix Convention Center, Theatrical Venues, and/or ParkingFacilities.E. Convention means a formal assembly of members, representatives, or delegates toestablish its industry practice and/or develop standards, provide educational trainingprograms, and possibly provide industry related exhibitions of products and services forthe benefit of the membership. Usually includes the annual election of the Board ofDirectors and meets the established minimum requirement of hotel rooms in conjunctionwith the corresponding event days.F. Convention Center means the Phoenix Convention Center and its grounds.G. Director means the Director or designee, of the Phoenix Convention Center Department,City of Phoenix, Arizona.H. Event means the Licensee’s show containing a primary purpose and content for which theCity facilities are contracted.I.Event Day means the calendar date and time stated in the Use Agreement when theConvention Center is occupied by the Licensee, Licensee’s exhibitors, contractors,delegates, paid attendees, and invited guests. It is also that period when the City facilityis used for the purpose of broadcasting, televising, recording or filming for a commercialpurpose.J.Event Manager means Phoenix Convention Center Department personnel assigned asyour primary contact to assist you in planning and coordinating your event details.K. Exposition Service Contractor, also referred to as “decorator,” means the Licensee’sservice provider of exhibition booth and registration related hardware [i.e., pipe and drape,carpet, exhibition tables and chairs, banners, registration counters, etc.].4Rev. 9/2015
L. Fire Marshal is a City of Phoenix Fire Department Fire Prevention Specialist assigned tothe Phoenix Convention Center, and referred to as “Fire Marshal.”M. Gross Sales means all money for the Licensee’s event derived from the use of Cityfacilities from total ticket sales whether collected or not collected and/or value, lessapplicable taxes.N. Licensee (or Client) means any person, firm, association, organization, partnership,company, or corporation entity that enters into a Use Agreement with the City to usespecified space in the Phoenix Convention Center, Theatrical Venues, and/or ParkingFacilities.O. Licensor means Phoenix Convention Center Department, including Phoenix ConventionCenter, Theatrical Venues and/or Parking Facilities, City of Phoenix, Arizona.P. Non-Convention means all other types of events that do not meet the conventiondesignation.Q. Move In/Out Days means that calendar day, or portion thereof, when the City facility isoccupied by the Licensee but is not open to the public, audience, or members of a groupand is used primarily for Licensee’s event set-up and tear-down activities.R. Operational Policies and Procedures (Facility Guide), means the Phoenix ConventionCenter Department’s operational policies and procedures approved, promulgated andadopted by the Director.S. Parking Facilities means the parking facilities under the management and operation ofthe Phoenix Convention Center used to support the operation of the Convention Center,Theatrical Venues, and downtown activities.T. Service Contractors means all other service providers such as audio/visual, eventsecurity, stagehands, event utilities, shuttle companies, computer rental outlets, businessequipment companies, copy services, etc. When used singularly, this term may beinterpreted to include your Exposition Service Contractor.U. Theatrical Venues means the Theatrical Venues of the Phoenix Convention CenterDepartment, City of Phoenix, Arizona, including Orpheum Theatre, Symphony Hall [alsoreferred to as Theaters].V. Use Agreement means the written agreement entered into by Licensor and Licensee forthe staging of events in the Convention Center, Theatrical Venues, and Parking Facilities,which agreement incorporates by reference the provisions of the current OperationalPolicies and Procedures (Facility Guide).W. Greater Phoenix Visitors Bureau means the Destination Management Organization(DMO) who is contracted annually by the City to provide marketing, solicitation andscheduling of regional, national, and international conventions and tradeshows, corporatemeetings, and tourism business for the Phoenix Convention Center and hotel propertieslocated within the City of Phoenix.EVENT PLANNING: Every event is different; the policies, rules and regulations set forth in thisdocument cannot cover every scenario. Therefore, if there is something that is not covered in theFacility Guide, we reserve the right to determine necessary considerations on an as-needed basis.Our sole effort is to insure the success of your event and safeguard the safety and experience ofall of our visitors.EVENT PLAN TIMELINES: Below is a checklist designed to assist in the planning process.Submit the following items to your Event Manager unless otherwise noted:Twelve (12) Months Out From Event: Submit an electronic pdf. file of your exhibit floor and exhibit hall lobby plans. [If anelectronic version is not available, submit three (3) preliminary printed scaled copies] These5Rev. 9/2015
are needed for Fire Marshal approval. Please complete prior to selling any booth spaces.Please allow up to five (5) working days for processing.Review the PCC Facility Guide for policies and guidelines.Nine (9) Months Out From Event: Review services and general in-house service partner policies [catering, audio/visual,electrical, security, and telecommunications]. Provide contact information for outside service suppliers, including: Meeting Planning Consultants Exposition Service Contractor Production Company and/or Audio/Visual Company Transportation Company First Aid Registration CompanySix (6) Months Out From Event: Submit your credit application for approval.Three (3) Months Out From Event: Submit any changes to floor plans for Fire Marshal approval.] This should be done prior toselling any booth space. Please allow up to five (5) working days for processing. Submit preliminary meeting room schedule and set-up requirements for review [updatedresume/function book]. Submit preliminary security schedule for review. See PCC Event Security Guidelines as areference. Submit any preliminary branding/sponsorship plans and renderings. See PCCBranding/Sponsorship Information for additional details. Submit your transportation plan [buses, shuttles and parking]. Finalize outside service contractor arrangements: Meeting Planning Consultants Exposition Service Contractor Production Company and/or Audio/Visual Company Transportation First Aid Registration CompanyOne (1) Month Out From Event: Submit an electronic .pdf file of exhibit floor plans and exhibit hall lobby plans. If anelectronic version is not available, submit three (3) scaled printed copies of your revisedfloor plans [exhibit hall and lobby] to your Event Manager for final approval by the FireMarshal. Please allow up to five (5) working days for processing. If you are utilizinganother company to provide any other floor plans such as those for meeting roomsand/or general session, then these floor plans should be submitted at this time as well. Submit any final branding/sponsorship plans and renderings. Submit certificate of insurance. Missing this deadline could result in event cancellation. Submit emergency evacuation plan to your Event Manager. Submit final resume/function book. Schedule a pre-convention meeting with Event Manager.Fifteen (15) Days Out From Event Move-in: Submit final changes/additions/deletions to the final resume/function book. Please allowup to two (2) working days for processing.Payment Terms: Pay your rental balance and estimated expenses by the due date as noted on the ExhibitA of your contract.*** Any items received after the due dates are subject to additional fees based on timerequired to produce the event: i.e. unapproved floor plans, last minute changes, etc.6Rev. 9/2015
*** Please Note: All prices, inventory and terms are subject to change, but will be guaranteedone (1) year prior to your event.EXCLUSIVE SERVICE PARTNERS: To provide consistent, professional delivery of services, thePhoenix Convention Center has negotiated reasonable market value rates and contracted certainservice partners on an exclusive basis. All contracted show clients requiring any of the serviceslisted below will be required to use the exclusive service partner. Rates may not be marked upand/or re-sold. Please contact your Event Manager for further information regarding theseservices.Automated Teller Machine (ATM) Services: The Phoenix Convention Center utilizes an exclusiveATM service provider. There are six permanent ATMs located throughout the Convention Centercampus. Additional temporary ATM terminals are available upon request.Food and Beverage / Catering Services: All Phoenix Convention Center events are serviced byan exclusive, in-house food and beverage partner.Parking: All Phoenix Convention Center Parking Facilities and valet parking requirements aremanaged by an exclusive in-house parking management provider.Rigging Services: All rigging services are managed and serviced by an exclusive in-house riggingpartner.Telecommunication Services: All requests for voice, data, telephone, fax, broadband andwireless internet services, Dark Fiber Optic, and DryCat5E connectivity are serviced by anexclusive in-house event communications partner.Ticketing: All ticketed events are serviced by an exclusive in-house ticketing services provider.Security / Public Events: The Phoenix Convention Center uses an exclusive in-house eventsecurity provider for all non-convention events.Ushers / Ticket Takers: Ushers and Ticket Taker services are provided exclusively by an in-houseevent security company for the Phoenix Convention Center and Theaters.Utility Services: Utility services are provided exclusively by an in-house utility services provider.Rate Policy: The Phoenix Convention Center has negotiated reasonable market value rates withour services providers for the services they provide.PREFERRED SERVICE PARTNERS: Please contact your Event Manager for further informationregarding these services and preferred service partners:Audio / Visual Services: Phoenix Convention Center has an in-house preferred provider foraudio/visual services and equipment. If you choose to use an outside A/V provider, somerestrictions and additional charges may apply, such as a house-audio patch feed.Business and Shipping Services: The in-house business services provider is designated as thepreferred, but not exclusive carrier, for inbound/outbound shipments for exhibitors at the PhoenixConvention Center, West Building.Security / Non-Public Events: Should your event qualify and you wish to use an outside eventsecurity provider, written notification to your Event Manager must be received sixty (60) days priorto your event, and you must include a contact name and number for your provider. The ConventionCenter’s Security Systems Manager will send the security provider the “Outside Security CompanyRequirements” which must be met thirty (30) days prior to move in date of the event. All securitypositions, including ticket takers, ushers, and guards must be staffed by guards licensed by theState of Arizona Department of Public Safety as security guards. All outside security firms mustcoordinate with the Convention Center’s Security Systems Manager.Rate Policy: The Phoenix Convention Center has negotiated reasonable market value rates withour service providers for the services they provide.7Rev. 9/2015
FACILITY USAGE GUIDELINESACCESSIBILITY / ASSISTIVE TECHNOLOGY: The Phoenix Convention Center is committed toensuring that our venues are as convenient, accessible, and enjoyable as possible. While we havemade every effort to ensure the accessibility of our facilities, should you require additionalassistance, reasonable accommodations will be made for qualified persons with disabilities. Formore information, or an alternate format of this publication, please contact us at 1-800-282-4842or via our TTY telephone, 602-495-5048.The following special features and guidelines will help make your visit an enjoyable and pleasantexperience for both you and your guests:Assistive Listening Devices: Hearing enhancement equipment is available for meetings andevents. The convention center’s preferred audio/visual provider is equipped to provide thisservice upon request.Courtesy Phones: A courtesy telephone is available for local phone calls at each informationdesk located throughout the campus. These phones can also be used to access theTelecommunications Relay Service (TRS) by dialing 711.Drinking Fountains: Fully accessible fountains are installed in all areas of the PhoenixConvention Center.Elevators: Elevators are located on all levels of the Phoenix Convention Center, as well as in allParking Facilities servicing the facility. Braille designations can also be found in all elevators forthe visually impaired.Entrances: The width of our main entrances, restrooms, and elevators adhere to building coderequirements. Tactile material is located on all doors leading to possibly unsafe areas for peoplewith visual impairments.Event Location / Access: Entrances may change for each event and we are happy to providemaps and advise you and your patrons regarding the best entrance for easy access to yourevent. Please contact your Event Manager.Mobility / Disability Ramps: Wheelchair ramps are available from street-level to the PhoenixConvention Center at all public entrances.Reserved Parking: A plate or decal with a disability symbol is required and must be displayed andvisible to park in reserved disabled parking spaces. Vans or high profile vehicles should park inspaces specifically designated for those vehicles. The Phoenix Convention Center features fullyaccessible routes from both parking and transportation areas. Detailed directions and maps areavailable from your Event Manager.Restrooms: Our restrooms are fully accessible with lower lavatories, raised bowls, and handrailsin all restrooms.Service Animals: Service animals are permitted in all public areas and at all times.[Per ADA guidelines]ADVERTISING: The distribution of advertisements in the form of fliers, discount coupons andother written formats by you and/or your exhibitors and/or attendees is permitted in yourcontracted event meeting space only. The distribution of fliers or other materials on parkedvehicles, and the distribution of stickers and other adhesive materials is strictly prohibited in alllocations.The Phoenix Convention Center reserves the exclusive right to display and present commercialadvertising content in the form of, but not limited to static panels, video, graphics, electronicmessaging and product/services displays in all non-exhibition areas [e.g., pre-function, lobbies,restrooms and other public areas] of the facilities and retains all revenue generated by thisadvertising.8Rev. 9/2015
ANIMALS: Animals will be permitted entry into the Phoenix Convention Center and Venues onlywhen the animal is either: A service animal as defined by ARS§11-1024 and the Americans with Disabilities Act (ADA),as amended. Part of a show or event, as allowed by law or contractually.Comfort animals or companion animals are not permitted. Persons with disabilities accompaniedby service animals will be permitted access to all public areas of the buildings, subject to thefollowing requirements: Service animals must be harnessed, leashed or tethered, unless:o These devices interfere with the service animal’s work.o The individual’s disability prevents using these devices. If a service animal misbehaves and, as a result, someone feels threatened or is put indanger, the service animal user must either gain control of the animal or leave the premises.For animals participating in contracted events such as dog and cat shows, all displays, pens andenclosures containing live animals require a protective subflooring at all times such as plastic orvisqueen. An absorbent material [i.e. sawdust or fire retardant wood shavings] must be placedwithin the enclosure on a frequent enough basis to minimize odors and ensure applicable healthstandards are maintained at all times.Animals must be supervised at all times. Exhibitor and/or show management must provideproper, timely disposal of absorbents and waste. Additionally, in accordance with Arizona HealthDepartment regulations, live animals or birds are prohibited in any area where food is stored,processed, offered for sale, served or consumed; with the exception of service animals or patroldogs accompanying police or security officers. The inclusion of any live animals in venues otherthan those previously stated must have prior approval from your Event Manager.ART PROGRAM: The Phoenix Convention Center is a proud participant in the City’scomprehensive Public Art Program. There are numerous pieces of art located throughout theConvention Center. Installations are part of specific location and the overall site design whileothers maybe temporary displays. Art will not be removed, covered, or tampered with in anyway. For further information, please contact your Event Manager.BADGES / IDENTIFICATION: The Phoenix Convention Center’s in-house security has theauthority to control general access and travel throughout our venues. Phoenix ConventionCenter staff members are recognizable by their official Convention Center badges. Licensees areresponsible for providing attendees and employees, including all service contractors and othertemporary staff, with proper identification to allow them necessary access into and throughout theConvention Center as required.The Phoenix Convention Center and Venues participates in the Exhibition Services ContractorsAssociation “Worker Identification System” (WIS). Every employee of your exhibition servicescontractor must possess and display at all times their WIS badge.BASIC RENTAL INCLUSIVES: Included in your basic rental are the following services andequipment:Staffing: An in-house Event Manager will be assigned to work with client during the planningprocess, move-in, event, and move-out.Meeting Rooms: Based on seasonal climate conditions, reasonable level of interior climate-controlledconditions [see Appendix E for temperature information]. One (1) lectern per contracted meeting room. One (1) meeting room set-up for each contracted meeting room during contracted period.Room re-sets will incur additional charges. One (1) 8’x12’ riser, one skirted table for head table and one (1) registration table for eachcontracted meeting room (if applicable). Room set-up and equipment required for food service functions (if applicable). Two (2) 20-amp electrical circuits located in each contracted meeting room for audio/video or other equipment. Not applicable for exhibit or entertainment requirements.All electrical needs beyond the basic rental inclusions will require the services of ourexclusive, in-house electrical contractor at an additional charge [Please see Utility9Rev. 9/2015
Services section of the Facility Guide]. If multiple rooms are used as one (1) continuousspace, this space will be considered one (1) meeting room and will receive the basictwo (2) 20-amp electrical circuits. One (1) daily cleaning of each contracted meeting room. Up to five (5) daily parking passes for show management and staff (if applicable). Complimentary wireless internet in designated public areas [West Building Atrium, NorthBuilding Metro Marche, and South Building Lobbies].Ballrooms: Based on seasonal climate conditions, reasonable level of interior climate-controlledconditions [see Appendix E for temperature information]. One (1) lectern per contracted ballroom. One (1) room set-up for each contracted ballroom during contracted period. Room resets will incur additional charges. One (1) riser (up to 28’x40’), two (2) skirted tables for head table, and one (1) registrationtable per contracted ballroom (not applicable to South Ballroom that has a built in stage). Room set-up and equipment required for food service functions (if applicable). Complimentary wireless internet in designated public areas [West Building Atrium, NorthBuilding Metro Marche, and South Building Lobbies].Exhibition Halls: Based on seasonal climate conditions, reasonable level of interior climate-controlledconditions in the exhibit halls, including move-in / move-out days [if applicable; seeAppendix E for temperature information]. One (1) show management office (subject to availability) with rental of exhibit hall(s), withone (1) local access telephone, one (1) table and two (2) chairs. One (1) paging microphone per exhibition area. Two (2) registration tables per each contracted exhibit hall. Room set-up and equipment required for food service functions (if applicable). Work lights at 50% in exhibit hall(s) during move-in and move-out. Reasonable level of trash dumpster service. There is a charge for additional binsrequired above basic level of service. Up to five (5) daily parking passes for show management and staff (if applicable). Complimentary wireless internet in designated public areas [West Building Atrium, NorthBuilding Metro Marche, and South Building Lobbies].PLEASE NOTE: Provision of equipment is subject to available and provided on a first-comebasis. PCC does not provide tables or chairs for exhibitions or display purposes. Revisions tobasic service inclusions are at PCC management’s sole discretion.BUSINESS CENTER AND SHIPPING SERVICES: Postal services, printing, coping, mailboxrental, retail sale of packaging supplies, office supplies, shipping services [for the general publicand attendees] are provided by The UPS Store business services provider.CLEAN IN / CLEAN OUT: At the time of move-in, the Phoenix Convention Center will provideclean exhibition h
Rev. 9/2015 5 L. Fire Marshal is a City of Phoenix Fire Department Fire Prevention Specialist assigned to the Phoenix Convention Center, and referred to as “Fire Marshal.” M. Gross Sales means all money for the Licensee’s event derived from the use of City facilities from total ticket sa
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