Event checklist
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Event checklist

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Event checklist Event checklist Presentation Transcript

  • Spring Cleaning Convention *** Venue inspection checklist LBD Events
  • Spring Cleaning Convention
    • Convention for green household products
    • April 9-10, 2011
    • Los Angeles Convention Center, West Hall A
  • Hot issues HOT ISSUES   Available dates April 9th and 10th in West A Exhibit Hall Cancellation clause One week ahead Guarantee on rates/space All prices are available online Guarantee on menu pricing Dining provided by LACC
  • Overall appearance BUILDING AND GROUNDS   Building appearance Good, clean facilities that are easy to spot Porter cochere/entry appearance Easy to see, close to parking Area for registration table Will be placed in the Entrance Hall PUBLIC SPACES   ADA compliant Staff ready to accommodate if needed. Info, parking and other services available Smoking areas Will be a limited area outside of the center Size/spaciousness The LACC owns 54 acres of land Cleanliness LACC Cleaning Division is responsible for cleaning Lighting LACC provides all the ceiling/basic lighting Check-in area for bags and luggage LACC provide space for check-in areas ATM machines One at the Business Service Center and the other in West Hall, in front of Hall A Hallway lighting Provided by the LACC Relaxation area Will appear in the entrance hall
  • General functions TRAVEL TO/FROM   Distance from airport 17 miles from LAX, 15 miles from Burbank Airport Freeway accessibility Located at the intersection of the Santa Monica Freeway (10) and the Harbor Freeway (110). Non-property shuttle cost $16.00 for a shared Ride Van On-property parking 5,600 parking spaces Parking fees $12.00 /day FUNTIONAL ROOMS - GENERAL   ADA accessible Staff ready to accommodate if needed. Info, parking and other services available Who else is in-house? Reality Rocks in West Halls Directional signs/program signage Provided by the LACC and their suppliers Outdoor space Yes Meeting space cost/waiver Yes. There will be meeting rooms availabe if needed Amenities in meeting rooms All electronical equipment and inventory Room set-up fees $275.00 /hr Electrical-use fees From $640.00/day (Basics) Microphone-feed fees $36.00/day per mic Secured (locked) storage No, must be provided by exhibitors Complimentary staff office space Yes, if needed. Setup/rehearsal use 2+1 (in-out) 24-exclusive on space 24-hour telephone number for the private security company’s representative
  • Exhibit space EXHIBIT SPACE   Proximity to breakout/function areas Nearby main lobby and other halls ADA accessibility Yes elevators and ramps Total square footage West Hall A is 147,506 sq. ft Floor load 250 lbs. per sq. ft Ceiling heights High ceilings, gives sense of bigger room Restrooms/telephones Located Union issues/regulations None known First aid First Aid Site in Exhibit Hall Emergency Preparedness Emergency info booklets online or on site Check at site inspection:   Obstructions (pillars, etc.) affecting show Pillars around perimeter of hall, do not obstruct views Access streets/signage Can access major streets from venue Access docks/doorways/signage 9 docks Where to locate security In-house Utility access Outlets in hall Overall maintenance/cleanliness Clean Rate $16,000 per day Deposit requirements down payment of 50%, another payment after license signed, final payment due 2 weeks before event Cancellation clauses A week before, if they can't resell, client must pay in full Insurance requirements Yes all events must provide proof of insurance
  • Equipments AUDIOVISUAL   Range of equipment Provided by the LACC Built -in audio systems Provided by the LACC Built-in video/video conferencing Provided by the LACC Built-in projections systems Provided by the LACC Built-in screens included Provided by the LACC Satellites down-link Provided by the LACC Multimedia equipment on site Provided by the LACC Negotiables Technician supervisor from $80/HR to $240/HR Choice of AV company In-house Setup charges Labor $80 per hour Teardown charges Labor $80 per hour SUPPORT SERVICES   Business services Full-service Business Center Computer/printer Yes Copy/fax Yes Internet access Yes Fed Ex/UPS pick up In Business Center Hold Shipped materials (how long) As needed Delivery of materials to function areas $8,000 move in/move out fee
  • F&B/Staffing FOOD/BEVERAGE   Allow outside catering No On-site catering Yes, Aventura Catering Payment All money paid before event Time needed Book 45 days prior to event On-site catering to special dietary needs Choose from wide menu variety Extra Charges Tax 9.75%; service charge 19% Food On Site Three restaurants SECURITY   Local area Los Angeles, near Staples Center and other entertainment venues Security requirement Not required but first time companies must have Orientation with security staff In-house security Yes small - but can also bring in your own Corridor lighting Well lit Parking area Big parking lot, well lit STAFF   Attentiveness Friendly via phone Ability to direct visitors to functions Good Waiting time Quick
  • Greening program GREENING PROGRAMS   Recyling system Yes, extensive program Compost system Yes Lighting 1,900 high efficiency lighting systems, fluorescent bulbs, motion-sensor LEED-certified Yes, first convention center to do so Service ware Biodegradable products Solar Uses solar heating Water conservation Reduced flow toilets/motion sensor sinks
  • 5 Terms 1. Corkage: A charge placed on beer, liquor, and wine brought into a facility but purchased elsewhere.  2. Convention and Visitors Bureau (CVB): Not-for-profit organizations representing destinations. Its members are organizations who provide products and services to planners such as hotels, restaurants, and attractions. 3. Destination Management Company (DMC): Companies available to help planners in a destination or city.  4. Plated buffet: Food is pre-plated and taken by guests from the buffet table. 5. Plus Plus (++): Addition of taxes and service charges to a price when not included.