This document provides guidelines for planning conference centre facilities. It summarizes the key design criteria and management decisions needed to ensure accessibility, transport, services and other elements meet the needs of meeting professionals. Elements like external access, parking, delivery areas and internal transport are addressed to facilitate smooth movement of people, goods and equipment. Services like plumbing, power and communications are also covered. The document aims to help venue owners and operators develop facilities that will attract various types of meetings and events.
This document provides planning and design guidelines for conference buildings, exhibition spaces, and research laboratory buildings. For conference buildings, it outlines key considerations for access, parking, delivery and storage, transport, and signage. For research laboratories, it discusses architectural, engineering, operational, safety, and sustainability factors. Flexibility, modular design, and ease of reconfiguration are emphasized. Mechanical, electrical, and piping systems should allow for future changes. Operations and maintenance, cost savings, and lab safety are also addressed.
The document provides a concept design report for completing construction on the Spokane Convention Center. Key points include:
- The project would add 18,000 sqft of new exhibition space, a 13,500 sqft multipurpose room, and 10,500 sqft of meeting space.
- Community and stakeholder input was gathered, with a focus on improving connections to the river and Centennial Trail.
- The design concept expands the existing exhibition hall and adds a new "Flex Space" above meeting rooms at the north end.
- Interior finishes and materials will complement the existing building to create a unified visitor experience.
The Melbourne Convention Center in Australia was completed in 2009. It features large exhibition and conference spaces that can accommodate various events. The center utilizes sustainable design practices like a black water treatment plant, solar panels, efficient lighting and ventilation systems. It also has various meeting rooms, auditoriums, and landscaped areas to create a flexible event space.
The Kuala Lumpur Convention Center is located in Kuala Lumpur, Malaysia. It was designed in 2003 and features several large plenary halls and theaters that can accommodate thousands of people, as well as exhibition halls, conference halls, banquet halls, and meeting rooms. The convention center also has amenities like parking, prayer rooms, and accessibility features for disabled guests. It has won awards for being one of the best convention centers in Asia.
This document summarizes a case study of the Vancouver Convention Center expansion project in Vancouver, BC, Canada. The expansion was designed by LMN Architects, Musson Cattell Mackey Partnership, and DA Architects & Planners to triple the capacity of the original convention center. Key aspects of the design include its horizontal emphasis to preserve views, an extensive green roof, and floor-to-ceiling glazing allowing views of the waterfront. The expansion provides over 1 million square feet of new exhibition halls, ballrooms, meeting rooms, and outdoor event spaces.
The Kuala Lumpur Convention Centre in Malaysia has received several awards for its facilities and design. It was conceptualized as a "City Within a City" to accommodate large business events. The building has a symmetrical circular form with two rectangular arms embracing the space. It has over 97,000 square feet of column-free exhibition space on the ground floor along with meeting rooms, banquet halls, and other facilities across five levels. The building utilizes materials like aluminum, glass, stone, and carpets to achieve timeless and acoustically sophisticated design.
Subham Convention Center is the largest convention center in Hyderabad, situated on 12.5 acres in the city center. It has 45,000 square feet of built up area and 60,000 square feet of landscaped area. The convention center can accommodate up to 1,900 people and has parking for over 1,800 cars. It has two air-conditioned convention halls that can each hold around 2,000 people comfortably. The convention center is suitable to host a wide range of events like weddings, receptions, seminars, trade shows, celebrations, and corporate gatherings.
This document provides planning and design guidelines for conference buildings, exhibition spaces, and research laboratory buildings. For conference buildings, it outlines key considerations for access, parking, delivery and storage, transport, and signage. For research laboratories, it discusses architectural, engineering, operational, safety, and sustainability factors. Flexibility, modular design, and ease of reconfiguration are emphasized. Mechanical, electrical, and piping systems should allow for future changes. Operations and maintenance, cost savings, and lab safety are also addressed.
The document provides a concept design report for completing construction on the Spokane Convention Center. Key points include:
- The project would add 18,000 sqft of new exhibition space, a 13,500 sqft multipurpose room, and 10,500 sqft of meeting space.
- Community and stakeholder input was gathered, with a focus on improving connections to the river and Centennial Trail.
- The design concept expands the existing exhibition hall and adds a new "Flex Space" above meeting rooms at the north end.
- Interior finishes and materials will complement the existing building to create a unified visitor experience.
The Melbourne Convention Center in Australia was completed in 2009. It features large exhibition and conference spaces that can accommodate various events. The center utilizes sustainable design practices like a black water treatment plant, solar panels, efficient lighting and ventilation systems. It also has various meeting rooms, auditoriums, and landscaped areas to create a flexible event space.
The Kuala Lumpur Convention Center is located in Kuala Lumpur, Malaysia. It was designed in 2003 and features several large plenary halls and theaters that can accommodate thousands of people, as well as exhibition halls, conference halls, banquet halls, and meeting rooms. The convention center also has amenities like parking, prayer rooms, and accessibility features for disabled guests. It has won awards for being one of the best convention centers in Asia.
This document summarizes a case study of the Vancouver Convention Center expansion project in Vancouver, BC, Canada. The expansion was designed by LMN Architects, Musson Cattell Mackey Partnership, and DA Architects & Planners to triple the capacity of the original convention center. Key aspects of the design include its horizontal emphasis to preserve views, an extensive green roof, and floor-to-ceiling glazing allowing views of the waterfront. The expansion provides over 1 million square feet of new exhibition halls, ballrooms, meeting rooms, and outdoor event spaces.
The Kuala Lumpur Convention Centre in Malaysia has received several awards for its facilities and design. It was conceptualized as a "City Within a City" to accommodate large business events. The building has a symmetrical circular form with two rectangular arms embracing the space. It has over 97,000 square feet of column-free exhibition space on the ground floor along with meeting rooms, banquet halls, and other facilities across five levels. The building utilizes materials like aluminum, glass, stone, and carpets to achieve timeless and acoustically sophisticated design.
Subham Convention Center is the largest convention center in Hyderabad, situated on 12.5 acres in the city center. It has 45,000 square feet of built up area and 60,000 square feet of landscaped area. The convention center can accommodate up to 1,900 people and has parking for over 1,800 cars. It has two air-conditioned convention halls that can each hold around 2,000 people comfortably. The convention center is suitable to host a wide range of events like weddings, receptions, seminars, trade shows, celebrations, and corporate gatherings.
The Vancouver Convention Center (VECC) in Vancouver, British Columbia, Canada is owned by the British Columbia Pavilion Corporation. It was designed by LMN Architects, MCM Architects, and DA Architects and Planners, and opened in April 2009 on a 111,500 square meter site. The VECC features a living roof with over 40,000 plants, uses seawater and an on-site water treatment system to reduce water usage by 60-70%, and incorporates the local ecology, culture and environment into its design.
The Lavasa International Convention Centre is located in the hill city of Lavasa, India. It is an architectural masterpiece spread over 1.5 acres and offers 34500 square feet of flexible event space. The convention center can host a variety of events from meetings and conferences for up to 1,000 delegates to weddings for 900 guests. It offers advanced audiovisual technology, catering services, and parking for 150 cars. The unique location of the convention center at 3,000 feet elevation provides an idyllic setting for hosting events while offering international standard facilities.
Hyderabad International Convention Centre (HICC) Complete PlansKARTIK KANKAR
I have downloaded this ppt from website named "English Document"
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kindly like and share this website so that others can also make use of this wonderful site. :)
Also this ppt has two more case studies on convention centre.
enjoy !!!!!
This Convention center located in Erode,Tamil Nadu consists multipurpose hall which is one of the largest in India with a seating capacity of 4500 persons.
Note : Compilation from various sources , not mentioned here.
The document outlines the key requirements and standards for designing a convention center, including areas for parking, delivery and storage, basic facility needs, and sustainability considerations. It also provides details on the specific Hyderabad convention center site and facilities, which includes 6480 square meter exhibition halls, meeting rooms, VIP lounges, and amenities across three floors catering to delegates, business officials, and high-profile guests. Standards address proper planning of spaces, universal design, and creating an energy efficient and pollution-free environment for public events.
The Philippine International Convention Center (PICC) in Manila, Philippines:
- Opened in 1976 as Asia's first international convention center, hosting prestigious events and setting a trend for other Asian countries to build their own convention centers.
- Comprises five main buildings that can be adapted for various events, with spaces like the Reception Hall accommodating 2,500 for dinner or 5,000 for cocktails.
- Has established itself as a premier venue in the Asia-Pacific region by hosting international political summits, medical conventions, and concerts over the past decades.
- The Vancouver Convention Centre West is located in Vancouver, Canada and has achieved LEED Platinum certification.
- It utilizes the local climate and geography through strategies like a green roof, natural ventilation from eastern winds, and using seawater for heating and cooling.
- The building's water system incorporates rainwater harvesting, greywater reuse, and an on-site wastewater treatment plant to reduce potable water usage by 73%.
The victor menezes convention center (VMCC) IIT - mumbai
The kongu convention center - Tamil nadu
Zayed university - abu dhabi
Centre pompidou - Metz
Convention center – jaipur
The MLR Convention Centre in Bangalore was designed by Architecture Paradigm Pvt Ltd to include facilities like an auditorium, banquet hall, conference rooms, and guest rooms. The building makes use of different levels and structures to organize its various functions and accommodate services. While the overall arrangement of spaces and utilization of the site is well designed, some aspects of the parking, fire safety, and service areas could be improved.
LANDSCAPE FOR INSTITUTION: CIDCO EXHIBITION CENTRE AND CHRISTCHURCH CONVENTIONMansi Jain
The document provides details of a case study for landscape design of an institutional site in New Zealand. It discusses the proposed landscape concept plan for the Christchurch Convention and Exhibition Centre which includes integrated pedestrian pathways, vehicular access roads, open spaces, and stormwater management elements. Sections of the plan highlight connections between buildings and the surrounding river, use of native trees and contours to provide seating areas, and lighting design. The plan shows how the landscape and buildings work together to create a comfortable space for public use and movement between activities on the site.
The document provides information on the existing Chennai Trade Center facility including its site area, constructed buildings, hall capacities, and parking. It notes several defects in the current building including a lack of separate VIP facilities and modern amenities. It then discusses plans for a Phase 2 development on a 9.15 acre site that would include expanded exhibition and convention space, meeting rooms, a hotel, and other facilities to promote business and trade. Key metrics like projected building area, occupancy rates, and standards for space and amenities are presented.
This document is an architectural portfolio belonging to Anuradha Sharma containing details of several projects. It includes details of a proposed 4000 capacity international convention center with a 1500 capacity plenary hall in Mohali, India. Key information provided includes the site context and features, including its location in a commercial hub near the airport and cultural areas. The design concepts are for a contemporary structure using trusses and space frames for the large spans and structure. Glass facades and massing of volumes are intended to allow natural light and views.
DLF Cyber city (integrated business district) Kapil Kaushik
This document provides information on DLF Cyber City, a large commercial development project in Gurgaon, India developed by DLF. Some key details:
- The 128-acre project was developed between 1997-2013 and includes office buildings up to 20 stories, shops, recreational areas, and parking for 10,000 cars.
- Architects for buildings include Hafeez Contractor and Mohit Gujral. The development sees over 150,000 daily visitors.
- It provides information on several multi-story commercial buildings within the development, including floor plans, areas, and tenant information. Safety and security features like CISF protection are also summarized.
This document provides information on the design of a convention center, including:
- A brief history of early convention centers dating back to the 15th century.
- Details on the typical spaces found in convention centers like meeting rooms, ballrooms, and exhibit halls.
- Considerations for the design such as zoning, circulation, accessibility, services, and parking.
- Standards for areas per person, hall capacities, and dimensions of spaces.
- The need to incorporate sustainability features like renewable energy use, green spaces, and waste management.
This document summarizes 10 recent convention centers and their designs. It discusses how the designs integrate the massive facilities into the surrounding urban fabric, capture something distinctive about the host city, and improve the pedestrian experience. The centers employ sustainable strategies like natural ventilation and daylighting. They range in location from Liverpool to Guangzhou to Virginia Beach.
Learning is evolving rapidly, with the expansion of digital learning and content being the major driving forces. Actis supports IIT Bombay’s goal of providing digital learning solutions for the leaders of tomorrow. Re-imagining Learning! See more at: https://www.actis.co.in/portfolio/iit-bombay/
The document describes a residential and office tower project in Dubai called the Al Bateen Towers. It originally included a 50-story luxury apartment tower coupled with a 30-story five-star hotel. However, the project shifted to an all residential format during construction due to market demands. The towers will offer luxury apartments in two towers, one approximately 68,200 square meters and one at approximately 29,600 square meters, designed to take advantage of the unique beachfront location and amenities.
The Jaipur Exhibition and Convention Centre (JECC) is a state-of-the-art facility located in Jaipur, India. It will be managed by AccorHotels and contains two large pillar-free exhibition halls, a ballroom, and 14 breakout meeting rooms. JECC offers amenities like on-site parking, catering services, and audiovisual equipment rental. It has already hosted various exhibitions, conferences, and social events. The upcoming Novotel Jaipur Convention Centre hotel will be located within 15 minutes of the facility and airport.
This document provides an architectural design summary for the Hannover Messegelände exhibition grounds in Germany. It includes details on the location, client, scope of work, site connectivity via rail, tram, bus and highways. Floor plans show the layout including 7 entrances, 28,000 parking spaces and allotment of the center circulation. Descriptions and dimensions are given for several exhibition halls including Halls 8/9, 19/20, and a pavilion area. The flexible grounds facilitate global business with innovative structures, green spaces, and transport links.
The Hyderabad International Convention Center is located in Cyber City, Hyderabad, India on a 60,000 square meter site. It has a capacity of 5,000 delegates and was designed by the Emaar Group. The 6480 square meter convention center can be partitioned into six separate halls with three levels of seating, eight interpreter lounges, and two audio/visual rooms. It follows clear horizontal and vertical zoning for functional and efficient planning as well as space utilization for both conventions and exhibitions.
ACME Tool Co. is seeking to diversify its client base and enter new markets in Western Europe and the United Arab Emirates by exhibiting at trade shows. A budget of $2.4 million was allocated across five trade shows: Paris, ILA Berlin, Friedrichshafen, EBACE Geneva, and MEEBA Dubai. The objectives are to increase sales, meet competitors, and promote brand awareness. Stand designs will be individual islands or outdoors and include areas for presentations, meetings, and storage. Staff will be trained on products, competitors, data collection, and interaction with visitors. Marketing will include the trade show organizers and ACME's own promotions.
From November 28 – 29, 2013, we.CONECT invited an international audience of automotive professionals, team leaders and engineering managers from the following departments: Variant Management, Complexity management, Development & Growth, Engineering / Construction, Innovations Management, Product Planning and Product Management to the Smart Automotive Variant.con conference in Berlin.
The Vancouver Convention Center (VECC) in Vancouver, British Columbia, Canada is owned by the British Columbia Pavilion Corporation. It was designed by LMN Architects, MCM Architects, and DA Architects and Planners, and opened in April 2009 on a 111,500 square meter site. The VECC features a living roof with over 40,000 plants, uses seawater and an on-site water treatment system to reduce water usage by 60-70%, and incorporates the local ecology, culture and environment into its design.
The Lavasa International Convention Centre is located in the hill city of Lavasa, India. It is an architectural masterpiece spread over 1.5 acres and offers 34500 square feet of flexible event space. The convention center can host a variety of events from meetings and conferences for up to 1,000 delegates to weddings for 900 guests. It offers advanced audiovisual technology, catering services, and parking for 150 cars. The unique location of the convention center at 3,000 feet elevation provides an idyllic setting for hosting events while offering international standard facilities.
Hyderabad International Convention Centre (HICC) Complete PlansKARTIK KANKAR
I have downloaded this ppt from website named "English Document"
https://vdocuments.us/category/documents.html
kindly like and share this website so that others can also make use of this wonderful site. :)
Also this ppt has two more case studies on convention centre.
enjoy !!!!!
This Convention center located in Erode,Tamil Nadu consists multipurpose hall which is one of the largest in India with a seating capacity of 4500 persons.
Note : Compilation from various sources , not mentioned here.
The document outlines the key requirements and standards for designing a convention center, including areas for parking, delivery and storage, basic facility needs, and sustainability considerations. It also provides details on the specific Hyderabad convention center site and facilities, which includes 6480 square meter exhibition halls, meeting rooms, VIP lounges, and amenities across three floors catering to delegates, business officials, and high-profile guests. Standards address proper planning of spaces, universal design, and creating an energy efficient and pollution-free environment for public events.
The Philippine International Convention Center (PICC) in Manila, Philippines:
- Opened in 1976 as Asia's first international convention center, hosting prestigious events and setting a trend for other Asian countries to build their own convention centers.
- Comprises five main buildings that can be adapted for various events, with spaces like the Reception Hall accommodating 2,500 for dinner or 5,000 for cocktails.
- Has established itself as a premier venue in the Asia-Pacific region by hosting international political summits, medical conventions, and concerts over the past decades.
- The Vancouver Convention Centre West is located in Vancouver, Canada and has achieved LEED Platinum certification.
- It utilizes the local climate and geography through strategies like a green roof, natural ventilation from eastern winds, and using seawater for heating and cooling.
- The building's water system incorporates rainwater harvesting, greywater reuse, and an on-site wastewater treatment plant to reduce potable water usage by 73%.
The victor menezes convention center (VMCC) IIT - mumbai
The kongu convention center - Tamil nadu
Zayed university - abu dhabi
Centre pompidou - Metz
Convention center – jaipur
The MLR Convention Centre in Bangalore was designed by Architecture Paradigm Pvt Ltd to include facilities like an auditorium, banquet hall, conference rooms, and guest rooms. The building makes use of different levels and structures to organize its various functions and accommodate services. While the overall arrangement of spaces and utilization of the site is well designed, some aspects of the parking, fire safety, and service areas could be improved.
LANDSCAPE FOR INSTITUTION: CIDCO EXHIBITION CENTRE AND CHRISTCHURCH CONVENTIONMansi Jain
The document provides details of a case study for landscape design of an institutional site in New Zealand. It discusses the proposed landscape concept plan for the Christchurch Convention and Exhibition Centre which includes integrated pedestrian pathways, vehicular access roads, open spaces, and stormwater management elements. Sections of the plan highlight connections between buildings and the surrounding river, use of native trees and contours to provide seating areas, and lighting design. The plan shows how the landscape and buildings work together to create a comfortable space for public use and movement between activities on the site.
The document provides information on the existing Chennai Trade Center facility including its site area, constructed buildings, hall capacities, and parking. It notes several defects in the current building including a lack of separate VIP facilities and modern amenities. It then discusses plans for a Phase 2 development on a 9.15 acre site that would include expanded exhibition and convention space, meeting rooms, a hotel, and other facilities to promote business and trade. Key metrics like projected building area, occupancy rates, and standards for space and amenities are presented.
This document is an architectural portfolio belonging to Anuradha Sharma containing details of several projects. It includes details of a proposed 4000 capacity international convention center with a 1500 capacity plenary hall in Mohali, India. Key information provided includes the site context and features, including its location in a commercial hub near the airport and cultural areas. The design concepts are for a contemporary structure using trusses and space frames for the large spans and structure. Glass facades and massing of volumes are intended to allow natural light and views.
DLF Cyber city (integrated business district) Kapil Kaushik
This document provides information on DLF Cyber City, a large commercial development project in Gurgaon, India developed by DLF. Some key details:
- The 128-acre project was developed between 1997-2013 and includes office buildings up to 20 stories, shops, recreational areas, and parking for 10,000 cars.
- Architects for buildings include Hafeez Contractor and Mohit Gujral. The development sees over 150,000 daily visitors.
- It provides information on several multi-story commercial buildings within the development, including floor plans, areas, and tenant information. Safety and security features like CISF protection are also summarized.
This document provides information on the design of a convention center, including:
- A brief history of early convention centers dating back to the 15th century.
- Details on the typical spaces found in convention centers like meeting rooms, ballrooms, and exhibit halls.
- Considerations for the design such as zoning, circulation, accessibility, services, and parking.
- Standards for areas per person, hall capacities, and dimensions of spaces.
- The need to incorporate sustainability features like renewable energy use, green spaces, and waste management.
This document summarizes 10 recent convention centers and their designs. It discusses how the designs integrate the massive facilities into the surrounding urban fabric, capture something distinctive about the host city, and improve the pedestrian experience. The centers employ sustainable strategies like natural ventilation and daylighting. They range in location from Liverpool to Guangzhou to Virginia Beach.
Learning is evolving rapidly, with the expansion of digital learning and content being the major driving forces. Actis supports IIT Bombay’s goal of providing digital learning solutions for the leaders of tomorrow. Re-imagining Learning! See more at: https://www.actis.co.in/portfolio/iit-bombay/
The document describes a residential and office tower project in Dubai called the Al Bateen Towers. It originally included a 50-story luxury apartment tower coupled with a 30-story five-star hotel. However, the project shifted to an all residential format during construction due to market demands. The towers will offer luxury apartments in two towers, one approximately 68,200 square meters and one at approximately 29,600 square meters, designed to take advantage of the unique beachfront location and amenities.
The Jaipur Exhibition and Convention Centre (JECC) is a state-of-the-art facility located in Jaipur, India. It will be managed by AccorHotels and contains two large pillar-free exhibition halls, a ballroom, and 14 breakout meeting rooms. JECC offers amenities like on-site parking, catering services, and audiovisual equipment rental. It has already hosted various exhibitions, conferences, and social events. The upcoming Novotel Jaipur Convention Centre hotel will be located within 15 minutes of the facility and airport.
This document provides an architectural design summary for the Hannover Messegelände exhibition grounds in Germany. It includes details on the location, client, scope of work, site connectivity via rail, tram, bus and highways. Floor plans show the layout including 7 entrances, 28,000 parking spaces and allotment of the center circulation. Descriptions and dimensions are given for several exhibition halls including Halls 8/9, 19/20, and a pavilion area. The flexible grounds facilitate global business with innovative structures, green spaces, and transport links.
The Hyderabad International Convention Center is located in Cyber City, Hyderabad, India on a 60,000 square meter site. It has a capacity of 5,000 delegates and was designed by the Emaar Group. The 6480 square meter convention center can be partitioned into six separate halls with three levels of seating, eight interpreter lounges, and two audio/visual rooms. It follows clear horizontal and vertical zoning for functional and efficient planning as well as space utilization for both conventions and exhibitions.
ACME Tool Co. is seeking to diversify its client base and enter new markets in Western Europe and the United Arab Emirates by exhibiting at trade shows. A budget of $2.4 million was allocated across five trade shows: Paris, ILA Berlin, Friedrichshafen, EBACE Geneva, and MEEBA Dubai. The objectives are to increase sales, meet competitors, and promote brand awareness. Stand designs will be individual islands or outdoors and include areas for presentations, meetings, and storage. Staff will be trained on products, competitors, data collection, and interaction with visitors. Marketing will include the trade show organizers and ACME's own promotions.
From November 28 – 29, 2013, we.CONECT invited an international audience of automotive professionals, team leaders and engineering managers from the following departments: Variant Management, Complexity management, Development & Growth, Engineering / Construction, Innovations Management, Product Planning and Product Management to the Smart Automotive Variant.con conference in Berlin.
The document provides information about the 2019 Innovative Environmental/Energy Tech Roadshow and Matchmaking event presented by UMORE that will take place from April 15-17, 2019 in Shanghai, China. It will include exhibitions at the IE EXPO and China Utility Week where over 1,700 exhibitors will showcase environmental and energy technology solutions. The CLEANCONNECT Pavilion will allow companies to present their technologies, connect with partners, and participate in networking activities like 1:1 meetings and a theater roadshow. European companies can purchase various booth and service packages starting at EUR 550 to participate in business-to-business (B2B) networking and project scouting opportunities being organized. UMORE aims to set up at least
Are you using the best architecture? Want to know how to make sure you are architecting things properly? Interested to learn where the new library features fit in? Come to this session to learn more.
1. Trade shows are typically business-to-business events for manufacturers and distributors, while public shows are consumer-focused expositions open to the public.
2. Exhibition management companies organize events by coordinating facilities, service contractors, programs, and marketing to attract both exhibitors and attendees.
3. Risk management plans help exhibition organizers identify, assess, and mitigate potential risks to ensure the successful operation of an event.
3rd International Conference IFE & Connectivity, 24 – 26 March 2015, Hamburg ...Torben Haagh
Meet experts from Airbus Operations, Air Canada, AOIFES, Delta Air Lines, Deutsche Lufthansa, European Communications Office (ECO) of the CEPT, Gulf Air, Oman Air, Zodiac Seats US, and many more and discuss about advanced IFE systems, wireless internet connectivity and certification challenges. Download the agenda: http://bit.ly/IFEagenda
Creati-FI, Leveraging the Future Internet for Creative IndustriesArtur Serra
CreatiFI is a FI-PPP accelerator program with the objectives of introducing FI-PPP technologies to creative industries, attracting developers to build tools using these technologies, and developing commercially viable prototypes. It will engage creative industries hubs in four regions across Europe and provide funding, technical support, and business incubation resources to selected participants. The program includes matchmaking events, design competitions, technical workshops, living lab validation, and networking opportunities to support participants in developing FI-PPP tools and bringing them to market.
The document summarizes the Automotive Seating Reloaded 2014 conference. Over 80 attendees from over 50 companies in automotive seating, interior technologies, seats testing, and lightweight applications gathered to discuss challenges and trends. Presentations were given on topics like innovative materials, ergonomics, and seat development processes. The 2014 conference will be held September 22-23 in Berlin with more sessions, speakers from Europe, Asia and the US, and networking events.
Accord Expositions is a full-service exhibit company specializing in trade show design and fabrication. They have over 20 years of experience working with international clients. Their facilities include 70,000 square feet of manufacturing and warehouse space. They offer a range of services including design, fabrication, graphics, installation, and storage. Their portfolio includes exhibits for many well-known brands across various industries.
This document provides details for an open day event to be held at the KL Convention Centre from June 24-26, 2011. It includes the proposed agenda with events and activities each day. Booth layout and content guidelines are outlined for participating GLICs and GLCs companies. The overall floor plan and traffic flow through the exhibition halls is illustrated. Advertising and promotional strategies like press ads, banners, and program materials are proposed. A timeline of key tasks and approval points is also included.
The document outlines the procedures involved in developing a mice tourism package, including meetings, incentives, conventions, and exhibitions. It discusses the various types of meetings and events, as well as the planning process. Top mice destinations mentioned include cities in India like Delhi, Jaipur, Hyderabad, Mumbai, Chennai, and Kolkata.
The document discusses the MICE industry, which refers to meetings, incentives, conferences, and exhibitions for business travel. It outlines the major players in the convention center industry, including convention and visitors bureaus, meeting planners, convention centers, specialized service contractors, exhibitions, and associations. It then describes the roles and responsibilities of these various entities. The document also discusses different types of meetings and conventions, factors to consider in planning meetings, and examples of city centers that can accommodate large conferences and exhibitions, such as Marina Bay Sands in Singapore.
The document summarizes the European Open Science Cloud Digital Innovation Hub (EOSC DIH). It describes EOSC DIH's objectives to facilitate partnerships between industry and research organizations through concrete business pilots. Six initial business pilots are highlighted that provide access to e-infrastructure resources to support areas like seaport safety, space weather data, and sports video analysis. The document outlines EOSC DIH's services, including technical support, business coaching, and help accessing funding. It encourages collaboration between industry and EOSC to promote open innovation.
We provide content management solutions for scientific and academic conferences. Our mission is to maximize knowledge impact while at the same time minimising the burden of administrative tasks weighed on conference executives when organising conferences.
Our solutions are designed to maximize knowledge dissemination through web-based management facilities and cross device output channels. This means the management and distribution of scientific content for online audience, on-site and face-to-face delegates in sessions as well the distribution of content through mobile devices and digital hand-outs including USB flash drives and CDs.
The online solutions include website development, proceedings, presentation archives and knowledge repositories creation.
Our onsite management system comprises E-poster management for interactive touch screens, speaker presentation management and distribution for multiple session rooms as well digital signage for auto-running digital displays including conference schedule, floor plans and real time notifications.
Furthermore the solution is equipped with advanced management facilities including overviews, listings and search and filtering features, making the content findable, retrievable and shareable for the purpose it was created for.
The document summarizes key discussions and takeaways from the 8th Aftermarket Business Platform conference held in October 2014 in The Netherlands. The Internet of Things (IoT) was a major topic of discussion and seen as an opportunity to develop new services, though challenges around data ownership and monetization remain. Other topics included servitization strategies, value-based pricing, and talent management. Speakers and attendees found the event to be a valuable platform for networking, learning best practices, and exchanging ideas across industries on developing service-centric approaches.
AJEM Consulting is a B2B Marketing consultancy leveraging -amongst other sector experiences- its former Transportation, Energy and Construction global marketing experience. Its aim is to support companies’ development and positioning in these sectors.
To keep an eye on market trends and various moves, marketing studies are done yearly to sense the market. This year’s market study concerns new on-board technologies for EMEA mini excavators (MEX) below 6t. The targeted interviewees are end-users, rental companies, contractors, dealers, and OEMs.
The presentation shared here, is a set of extracts from the full report.
The full report will be availble upon request.
Please send your request or questions to:
Jemylia RAIMBAULT
AJEM Consulting jraimbault@ajemc.com
Stall of Spenta multimedia at Mumbai International Boat ShowAmit Sharma
My humble request to those who want to download...
Please leave feedback on amitsharma.pmp@gmail.com
How to design in absence of any brief? This is a problem faced by many of the exhibition designers. The brief which I received included just the floor plan and the stall location within it. I framed the strategic goals myself and designed around it. Good resource. If you like it, please comment.
7th International Conference Aircraft Seating EU.PDFTrevor Lambert
The document provides information about the 7th International Conference on Innovative Aircraft Seating to be held from December 6-8, 2016 in Hamburg, Germany. The conference will bring together experts from aircraft manufacturers, suppliers, and academia to discuss challenges and innovations in aircraft seating design regarding comfort, lightweight materials, ergonomics, testing and more. Several speakers are listed from companies like Airbus, Hawaiian Airlines, B/E Aerospace, British Airways, Geven, and more who will address topics like passenger experience, future trends, innovation, and challenges in economy seating.
The document discusses project management and construction. It covers topics like managing large-scale construction projects, challenges in construction projects, and the future of project management. It also provides information on the International Project Management Association (IPMA) such as its member countries, certification program, and conferences on construction project management.
Similar to Planning-a-Conference-Centre-2009-V3-Feb-2013.pdf (20)
The cherry: beauty, softness, its heart-shaped plastic has inspired artists since Antiquity. Cherries and strawberries were considered the fruits of paradise and thus represented the souls of men.
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Planning-a-Conference-Centre-2009-V3-Feb-2013.pdf
1. www.iapco.org
Planning a Conference Centre
All over the world new Conference Centres are being planned and built which, it is now
generally accepted, require the consultation with Professional Congress Organisers
(PCOs) at the planning stage to avoid many of the design problems that have arisen in
the past.
IAPCO represents over 100 leading PCOs based in over 30 countries and working in all
major conference cities and countries throughout the world. As such, IAPCO is in the
unique position of being able to compile the criteria which the end user seeks to find in a
national or international conference centre.
Whilst every venue is designed with a certain market in mind, there are some basic
requirements which can be usefully applied to all centres. For the purposes of this
document, IAPCO has only considered the facilities, space and equipment which are to
be made available on a rental basis either directly from the venue or from reliable
suppliers as some equipment need not always be permanently installed. The
administrative office requirements for the day-to-day running of the centre would also
need to be incorporated and the needs of other end-users considered.
This guide (a) describes spaces needed for an international Congress and their relative
size; (b) identifies key design criteria for meeting venues; (c) provides their owners and
operators with suggestions for the management of the different elements of them.
Each design element is preceded by a brief commentary, explaining the relevance and
importance of that element to the meeting professional. The key design issues and
critical management decisions which have an effect on the utility of venues, and therefore
their attractiveness to the client are highlighted.
The guide does not set out to be an exhaustive architectural specification. It does not
deal with a range of engineering, architectural and construction issues. Its concern is with
the function of the venue and its various elements. For that reason it does not refer to
design or construction standards per se, assuming that designers will design to
appropriate Codes and Standards.
Best Practice design criteria are introduced with the word ‘Provide’ and Key Management
Decisions with the word ‘Consider’. The Guide is not, however, intended to be
prescriptive – rather it provides a menu from which operators and owners may choose to
brief their designers, depending on the size and sophistication of the facilities they wish to
develop, and the type and size of meetings they are interested in attracting.
The flow of the guide reflects the pattern followed in the use of a meeting venue by a
meeting professional – external access flows to internal transport, to delivery and storage,
to the availability of essential services, and so on.
2. Planning a Conference Centre – February 2008 www.iapco.org Page 2
OVERVIEW & DEFINITIONS 3
CAPACITIES 4
ELEMENT A1 Access External 5
ELEMENT A2 Access Internal 6
ELEMENT A3 Access Parking 7
ELEMENT A4 Access Delivery and Storage 8
ELEMENT B1 Transport External 9
ELEMENT B2 Transport Internal 10
ELEMENT C1 Services Plumbing 11
ELEMENT C2 Services Heating, Ventilation and Air Conditioning Systems 12
ELEMENT C3 Services Power 13
ELEMENT C4 Services Light 14
ELEMENT C5 Services Communications 15
ELEMENT C6 Services Audio Visual Equipment 16
ELEMENT D Production 17
ELEMENT E Catering 18
ELEMENT F1 Facilities Signage 19
ELEMENT F2 Facilities Floor Finishes 20
ELEMENT F3 Facilities Wall Finishes 20
ELEMENT F4 Facilities VIP / Dressing / Rehearsal Rooms 21
ELEMENT G1 Nerve Centre Registration Desks 22
ELEMENT G2 Nerve Centre Secretariat Office 23
ELEMENT G3 Nerve Centre PCO Office 23
ELEMENT G4 Nerve Centre Media Facilities 24
ELEMENT G5 Nerve Centre Speakers’ Ready Room 24
ELEMENT H1 Meeting Rooms Facilities 25
ELEMENT H2 Meeting Rooms Fittings and Furniture 26
ELEMENT H3 Meeting Rooms Services 27
ELEMENT I Poster Area Facilities 27
ELEMENT J1 Public Spaces Facilities 28
ELEMENT J2 Public Spaces Services 29
ELEMENT K Exhibition 30
ELEMENT L Safety 31
ELEMENT M Sustainability Issues 32
ELEMENT N Security 33
ELEMENT O Venue Management 34
ELEMENT P Other 34
LIST OF MEMBERS 2008 35
3. Planning a Conference Centre – February 2008 www.iapco.org Page 3
OVERVIEW AND DEFINITIONS
Each element of the guide is intended to stand alone. This leads to some repetition – meeting
organizers will find the heart felt cry for cherry pickers and plenty of trolleys familiar, whilst others
will find the duplication repetitive. The authors had the option of referring to each essential of
desirable element only once and cross referencing it, but believe that it may be easier for users of
the guide to find a comprehensive statement of what is required set out in each element.
The guide is primarily intended for operators and owners of new venues, but will provide a useful
checklist for owners and operators of existing venues to benchmark and measure the suitability of
their facilities for different types of meetings, and of the requirements of meeting professionals for
different types of meetings.
The meeting professionals the authors had in mind cover a wide spectrum of people and callings,
all of whom work in different types of venues to deliver related services:
Meeting Organisers (professional organisers or those employed directly
by an organisation staging a meeting
Venue operators
Production houses providing theming, staging and events
Equipment suppliers supplying audio visual equipment and/or services,
staging, lighting and so on
Transport and tour operators
Entertainers
Caterers
and of course the end client, the meeting attendee.
Standard nomenclature has been used throughout the guide:
‘Venue’ has been used as a generic descriptor for the wide range of
conference and convention centres, hotels and motels, training and
conference centres, halls and other spaces within which meetings are
held;
‘Meeting’ has been used to capture the panoply of conferences,
exhibitions, sales and management meetings, events, training
programmes and educational activities which involve groups meeting
together;
‘Attendee’ has been used throughout to describe the delegates,
participants, exhibitors or members of the public without whose presence
the meeting would not have been organised;
‘PCO’ has been used to refer to Professional Congress Organiser;
‘Client’ has been used as a generic descriptor of the person or
organization with whom the venue operator has primary contact, whether
a professional meeting organizer, corporate or associate meeting
planner, exhibition organizer or member of the public organising a
meeting.
‘Build-up’ and ‘Breakdown’ have been used to refer to the movement into
and out of venues of materials and equipment, particularly related to
audio visual and production needs.
4. Planning a Conference Centre – February 2008 www.iapco.org Page 4
CAPACITIES
Minimum capacity requirements are detailed below for a Convention Centre accommodating 3500 delegates.
The capacities for the convention can be reduced proportionally as the number of delegates decreases,
however, this is not necessarily the case with the exhibition. While delegate numbers may be lower,
exhibitors may consider that the quality of the delegates is such that they require the same amount of
exhibition space as they would for a larger attendance.
Auditorium 3500 seats
Main Halls Single level, flat floor space which can be divided (at the very
minimum) into 4 areas.
One area of 1000 theatre style and 3 areas of 400 theatre style.
Breakout Rooms 10 rooms of varying sizes (maximum of 400 theatre style and a
minimum of 150 theatre style.
Exhibition/Poster Displays 10000sqm (gross), 5000sqm (net usable exhibition space). All in a
column-free space on one level.
Other spaces Flexible spaces for offices, ad hoc meetings, secretariat, speaker
preparation, etc.
Foyers Wide foyers (rather than long ones) so that they can be used, not just
for traffic flow, but also for registration, internet area, poster displays
and stand-up catering. When there are multiple hirers using the
venue, foyer areas need to be designated for each hirer.
5. Planning a Conference Centre – February 2008 www.iapco.org Page 5
ELEMENT A1 ACCESS – EXTERNAL
COMMENTARY: Access broadly breaks down into three categories:
Individuals arriving by car or public transport
People arriving in groups by coach
Trucks and service vehicles
The most important elements are ease of access and facility of entry for all categories and for all aspects of
access: external, internal, delivery, storage and parking.
KEY DESIGN CRITERIA –
PROVIDE
1. Easily identifiable entrance and exit, and clear external signage,
which may need to be illuminated.
2. Sufficient unloading/loading space to accommodate multiple events.
3. Level ground floor with loading docks of sufficient size for all services
including client vehicles.
4. Large coach drop off and collection points adjacent to main entrance,
with sufficient turning space and height, accessible under cover.
5. Doors of sufficient width and height or demountable/retractable walls
to permit truck access (trucks delivering exhibit and staging
equipment pose particular problems).
6. Floor loadings to permit truck access.
7. Easily identifiable and weather protected entrance and reception area
for attendees.
8. Clearly identified disabled access.
9. In larger venues, security systems and monitoring at loading docks.
10. Separate entry for venue staff.
11. Storage space (for several days) for pre-congress consignments
including exhibitors’ displays materials.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Manager/security guard contactable direct by phone.
2. Recording and coding of all deliveries.
3. In larger venues, loading dock staffed at nominated times, and a
security management and monitoring system in place.
4. Area to be clean, well lit and secure with plenty of trolleys for client
use.
5. Provision of Concierge and porterage services, which include
provision for receipt of urgent courier deliveries to front of house
rather than loading docks.
6. Security arrangements for VIPs.
7. Signage for dedicated service access routes.
8. Ready access for the PCO to storage areas.
6. Planning a Conference Centre – February 2008 www.iapco.org Page 6
ELEMENT A2 ACCESS – INTERNAL
COMMENTARY: Clear separation of front of house from back of house functions should be reflected in
differing access routes to different parts of venues by the public and venue staff, and separation of noise and
smells from areas used by attendees. Access between spaces within the convention centre should be easy
and well-signposted.
KEY DESIGN CRITERIA –
PROVIDE
1. Clear signposting throughout venue.
2. Disabled access to all areas (including easy access on to stages for
disabled speakers).
3. Close proximity for attendees to car parks and undercover access
from car parks and/or accommodation.
4. Service corridors for goods and services from loading dock to
function areas.
5. Function areas identifiable from service corridors.
6. Service lifts with wide, tall doors capable of carrying large
equipment and heavy loads.
7. Goods lifts from loading dock to all public areas large enough to
accommodate goods to be exhibited, e.g. display equipment,
vehicles.
8. Separate kitchen lift service for food and beverage.
9. Function rooms lockable by client as well as house security.
10. Access for vehicles to function areas to unload and load, with
appropriate floor load bearing capacity.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. 24-hour access for all organisers, either through security or card-
key, or otherwise by prior arrangement.
2. Access to facilitate smooth ‘build-up’ and ‘breakdown’ of staging
and audio visual equipment outside normal business hours.
3. Plenty of trolleys for movement of meeting materials and equipment.
4. Cherry picker and forklift.
7. Planning a Conference Centre – February 2008 www.iapco.org Page 7
ELEMENT A3 ACCESS – PARKING
KEY DESIGN CRITERIA –
PROVIDE
1. Plenty of space for parking while unloading/loading goods and
equipment with a dedicated car park for vehicles delivering goods or
equipment.
2. Parking for trucks with sufficient height and turning space where
staging, audio visual or other equipment needs to be packed in or
out within a short time period.
3. Long-term parking for trucks used for transporting production
equipment and exhibitors’ displays.
4. Coach parking bays off street.
5. Sufficient undercover parking for attendees.
6. All parking, including venue staff parking, should be secure.
7. Disabled spaces.
8. Direct access to venue lobby.
9. Clear directions for exiting car park.
10. Sufficient cashier stations (everyone likely to leave at once).
11. Sufficient exits to street, with adequate queuing lanes.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. A percentage of parking dedicated to meeting attendees, provided
free or at preferential rates.
2. Designated reserved space for organisers’ access, provided free or
at preferential rates.
3. Clearly displayed height dimensions and hours of operation in
parking facilities.
8. Planning a Conference Centre – February 2008 www.iapco.org Page 8
ELEMENT A4 ACCESS – DELIVERY AND STORAGE
KEY DESIGN CRITERIA –
PROVIDE
1. Colour coded storage bays set aside for specific meetings.
2. Facilities to store up to one week prior to and two days after a
meeting.
3. Storage available for meeting organisers, exhibitors’ packaging
materials and production equipment cases or offsite storage
provided by a company with a delivery service to the convention
centre on the setup day.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Colour coded pre-addressed labels to differentiate meetings,
matching colour coded bays for different meetings.
2. Plenty of trolleys (and forklifts in larger venues) and staff to assist
build-up of meeting and exhibition material.
3. Management guidelines for incoming and outgoing goods.
9. Planning a Conference Centre – February 2008 www.iapco.org Page 9
ELEMENT B1 TRANSPORT – EXTERNAL
COMMENTARY: Transport incorporates several elements:
The movement of goods into and out of the venue
The movement of goods from one area to another
The movement of attendees around the centre
Free flow and lack of potentially congested areas is vital to the smooth and efficient operation of a meeting
venue.
KEY DESIGN CRITERIA –
PROVIDE
1. Drive-up, drive-in access (refer to Element A1).
2. Truck to trolley at loading docks or unload by hoist.
3. Space for queuing buses.
4. Turning area for delivery trucks.
5. Feature lifts in larger multi-level venues.
6. Covered walkways connecting various areas within and without the
venue and weather protection to transport pick up and drop off
points.
7. Easy access to public transport.
8. Easily identifiable taxi waiting bays and call buttons.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Address for delivery dock clearly shown on brochures or letters to
organisers (refer to Element A4).
2. ‘People movers’ operating around site.
3. Shuttles from nearby hotels.
4. Schedule unloading pre-convention and packing out post-
convention.
10. Planning a Conference Centre – February 2008 www.iapco.org Page 10
ELEMENT B2 TRANSPORT – INTERNAL
KEY DESIGN CRITERIA –
PROVIDE
1. Back of house well signed to facilitate transfer of goods from loading
docks.
2. Passageways of sufficient width for trolleys.
3. Big goods lifts in larger venues.
4. Direct lift or hoist from loading dock to upper levels.
5. Moving footway facilities to enhance efficient movement of people in
venues where long distances are involved.
6. Walkways for people to walk freely, avoiding intersections where
groups of people have to cross.
7. Non slip easily maintained floors.
8. Stairs, lifts and high-speed escalators to facilitate the movement of
people in multi level venues in a short period of time.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Sufficient trolleys, forklifts and pallet jacks for build-up and
breakdown of meeting and exhibition materials and equipment.
2. Cherry pickers for use in function rooms.
3. In large exhibition areas (say 10,000 sq. metres) a self drive golf
cart can be useful.
4. Management programming a delivery goods timetable and
coordinating it with meeting organisers.
5. Discouraging exhibition stands and catering in walkways, in favour
of dedicated pre and post function areas.
11. Planning a Conference Centre – February 2008 www.iapco.org Page 11
ELEMENT C1 SERVICES – PLUMBING
COMMENTARY: Meeting groups usually break en masse so plumbing and bathroom location and capacity
are important.
KEY DESIGN CRITERIA –
PROVIDE
1. Sufficient toilets (including disabled) in several locations, all fitted
with airlocks.
2. Minimum dimensions per cubicle 1.5m by .85m, with doors to swing
in.
3. Cubicle partitions minimum 2100 mm high.
4. One unisex shower for use by convention VIPs and organisers.
5. Two continuous toilet roll dispensers per cubicle.
6. Paper towels and dryers (not just one or the other).
7. Adequate soap dispensers.
8. Hot water available in washbasins in toilet facilities.
9. Full length mirrors available in all toilets.
10. Plumbing available in one breakout room for wet workshops.
11. Drinking water fountains.
12. Water and waste disposal at exhibition area for exhibitors with wet
displays and catering.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Coordinating different meetings schedules to avoid queues.
2. Regularly replenishing tissues.
3. Regular cleaning and restocking.
4. Regular servicing of dryers and towels.
12. Planning a Conference Centre – February 2008 www.iapco.org Page 12
ELEMENT C2
SERVICES – HEATING, VENTILATION & AIRCONDITIONING
SYSTEMS
COMMENTARY: Unlike an office where activity is constant throughout the day, meeting spaces peak and
trough with sudden surges of people moving from area to area. Air distribution should provide even, draught
free air movement and be readily able to be adjusted. Comfort conditions should consider Fanger’s
PPD/PMV equations including the effect on mean radiant temperature of external glazing.
KEY DESIGN CRITERIA –
PROVIDE
1. Individual air-conditioning in all meeting rooms.
2. Windows that open, where possible, in smaller meeting rooms or
public areas.
3. Air conditioning which:
i. is quiet;
ii. is effective;
iii. is quickly adjustable;
iv. is controllable in each room; and
v. provides uniform comfort conditions throughout
each room.
4. Ceiling fan where air conditioning is unavailable.
5. Separate ventilation system in areas where smoking is permitted.
6. Keypad in each area which allows for adjustments to be readily
made.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Turning off air conditioning when individual spaces are not in use.
2. Regular inspection, cleaning and testing of air conditioning system.
13. Planning a Conference Centre – February 2008 www.iapco.org Page 13
ELEMENT C3 SERVICES – POWER
COMMENTARY: Almost all facilities within venues rely on the availability of sufficient power widely
distributed throughout the venue. Access to a sufficient number of power outlets in convenient locations is a
substantial point of difference between venues.
The use of solar or other environmentally responsible power sources and techniques to moderate fossil fuel
consumption will increasingly be an issue for meeting organisers, and for venues.
KEY DESIGN CRITERIA –
PROVIDE
1. Multiple power points, easily accessible, built into floors, walls and
ceilings in all areas likely to require it (both meeting rooms and open
spaces).
2. Sufficient power including 15 amp GPOs and at least 300 amps per
phase for concerts in larger venues.
3. Floor well access for power in meeting and exhibition areas.
4. Access to 3-phase including 5 pin GPOs or other power types for
high demand, front and back of venue, and centre side walls in
dividable rooms.
5. Complete back up system for emergencies to maintain all services
(standby generator with uninterruptable power supply, gas back up
or similar).
6. Power points clearly labeled with circuit breaker number and phase
around all meeting rooms on multiple circuits to spread loads.
7. Surge protectors for computers as well as for whole building.
8. Earth leakage detector and cut out, particularly in kitchen and client
nerve centre areas.
9. Power circuits for plant and equipment, e.g. ice making machinery,
separate circuits for client use (particularly computers).
10. Back up power system, e.g. generator.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Providing extension leads and power boards, clearly marked and
easily identifiable.
2. Providing qualified electrician on-site in larger venues, and access
to one in other venues.
3. Plan clearly showing number of GPOs per circuit.
4. Location plan for light and power points and sound controls
accessible to organisers and technicians.
5. Clearly advertise any power charges in the initial proposal. Detail
these costs in the venue contract.
14. Planning a Conference Centre – February 2008 www.iapco.org Page 14
ELEMENT C4 SERVICES – LIGHT
COMMENTARY: Flexible well directed lighting allows the audience in meeting spaces to see the speaker
clearly, to see each other, take notes, see the screen and see entertainment. Lighting levels need to be
easily adjustable and areas readily isolated.
KEY DESIGN CRITERIA –
PROVIDE
1. Flexible fully controllable lighting to all meeting room areas:
i. track lighting in smaller rooms;
ii. spots and special lighting on tracks in main
auditorium;.
iii. speakers always visible even when the lights
are dimmed;
iv. room lighting adjustable from the lectern;
v. wall washes for displays and down lighting to
the areas where the audience sits;
vi. able to be easily adjusted by the meeting organiser.
2. Dedicated and flexible lighting systems in presentation areas to
cope with straight oral and highly produced live action sequences:
i. all lights capable of tight focus to prevent spill
onto projection screens;
ii. portable and wireless control systems to allow
operation anywhere in the room.
3. No fixed protruding light fittings in meeting rooms, especially
chandeliers in multi-purpose rooms unless they are full retractable.
4. Exhibition areas:
i. circuits to assist display lighting;
ii. well distributed system to reach all parts of the
area when displays are in position;
iii. ceiling grid fixing points to mount additional lights.
5. Lighting to stair treads in tiered auditorium.
6. Emergency and Exit lighting complying with the country’s building
code.
7. Extra lights for riggers working in roof trusses.
8. Dimmable quartz halogen lamps throughout.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Cherry pickers, scissor lift or boom lift in larger venues to access
ceiling lights and power grid.
15. Planning a Conference Centre – February 2008 www.iapco.org Page 15
ELEMENT C5 SERVICES – COMMUNICATIONS
COMMENTARY: As business and the community in general accepts modern communications technology, so
must the meeting venue. Outsiders (speakers, callers) need to reach in, attendees need to reach each other
and to reach out. Provision of facilities for the disabled needs consideration.
KEY DESIGN CRITERIA –
PROVIDE
1. High speed wireless and wired broadband facilities in meeting and
exhibition space. As a guideline one wired broadband line per 50
people.
2. Announcement and electronic message monitors in public areas.
3. Public address system and “call to attendees” bell or other.
4. ‘Meeting in Progress’ lights outside front and back of house entry to
meeting rooms.
5. Multiple phone/fax outlets for registration and business areas, and
outlets for computer modems.
6. Mobile communication systems for clients, show producers and
crews.
7. Loop for hearing impaired.
8. Built-in interpretation facilities.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Employees dedicated to communications in larger venues.
2. Direct and immediate access to floor manager during events.
3. Walkie talkies available if required.
4. Dedicated telephone and fax numbers available at time of booking
for publication by clients.
5. Clearly advertise any communications charges in the initial
proposal. Detail these costs in the venue contract.
16. Planning a Conference Centre – February 2008 www.iapco.org Page 16
ELEMENT C6 SERVICES – AUDIO VISUAL EQUIPMENT
COMMENTARY: Speakers, audiences and organisers have seen the improved communication which is
possible when there is flexibility in the shape and layout of rooms, when lighting can be controlled freely, and
when speakers use a variety of media (video, computer, response systems, stage effects, live action, etc.).
All this creates the need for venue management to decide what to provide and on what basis. Built in
equipment should be limited to auditoria. All other spaces should be able to be equipped as required.
This Element should be considered in conjunction with Elements dealing with Communications, Power, Light,
Production and Meeting Room Services.
KEY DESIGN CRITERIA –
PROVIDE
1. Flexible, comprehensive and adjustable provision for audio visual
equipment rather than fixed.
2. Movable panels and storage which can easily be erected to neatly
enclose audio visual operator and equipment at the back of meeting
rooms.
3. Ceiling grids (concealed preferably) to fly video/data projectors,
lights and other equipment.
4. In-house music able to be easily adjusted by meeting organisers.
5. Cable traps under the entrance doors to each room.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Flexible approach to provision of equipment and services with the
ability to have either in-house or external operators and equipment
providers.
2. Providing equipment at no extra charge, including stage risers, a
lectern, at least one microphone and a sound system adequate for
the spoken word, some basic focusable lighting, screens for front
and rear projection in various sizes and an electronic whiteboard.
3. Media splitter box in main meeting room.
4. Providing experienced in-house technical people to set up, operate
and pull down equipment if it is supplied by the venue.
5. Providing a prospectus of available equipment in plain English.
6. Maintaining and replacing equipment on a regular basis.
7. Equipping staff with technical and interpersonal skills to deal with
clients, or developing a commercial relationship with an audio visual
supplier which provides all services on a preferred supplier basis.
8. Distinctive identification e.g. clothing or badges, for venue audio
visual services staff.
9. Information indicating safe load capacity (weight) for ceiling grids for
suspension of equipment.
10. Swipe card registration and voting systems.
11. Set up flexibility permitting a screen to be mounted in the centre of
the stage area, and lecterns to either side.
17. Planning a Conference Centre – February 2008 www.iapco.org Page 17
ELEMENT D PRODUCTION
COMMENTARY: Venues must be able to offer facilities that are as flexible as possible for productions.
Different stage and seating configurations and rigging points must be available.
This Element should be considered in conjunction with Elements dealing with Communications, Power, Light,
Audio Visual Services and Meeting Room Services.
KEY DESIGN CRITERIA –
PROVIDE
1. Stage sections/pieces rather than fixed stages.
2. Perimeter grid around walls with frequent hanging/lighting points.
3. Drapes made for correct floor to ceiling height and a tab track
around the walls from which the drapes hang.
4. Dance floor pieces available.
5. High ceilings without fixed protruding light fittings.
6. Flexible uniform ceiling grid system (with rated points of at least 2
tonnes in a main conference hall) to suspend trusses, motors,
lighting or other fixtures:
i. regardless of room layout;
ii. adjustable height an advantage.
7. No chandeliers.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Flexible with build-up/out.
2. Staff with good knowledge of all fixtures and fittings.
3. Cherry-pickers, scissor lift, boom lift or similar and ladders available
on site.
4. Technicians on site.
5. Photographs and drawings of previous themed events, to
demonstrate how the venue can be used.
6. Floor plans with accurate dimensions which include exits and any
areas which cannot be covered, e.g. kitchen entry, fire hydrants.
18. Planning a Conference Centre – February 2008 www.iapco.org Page 18
ELEMENT E CATERING
COMMENTARY: The ideal venue will cater to both the attendees en masse and to the public through a wide
variety of food and beverage outlets.
Pricing policies have long been a problem with clients showing a resistance to significant payment for food
and beverage before it is consumed.
KEY DESIGN CRITERIA –
PROVIDE
1. Kitchen or food preparation access close to all meeting, pre function
and foyer areas, or hot box system in lieu.
2. Extractor fans to all food areas.
3. Food outlets in public areas e.g. coffee shop for attendees doing
business in meeting time.
4. Meeting rooms insulated from sounds and smells of food
preparation and dining areas.
5. Food preparation and dining area set up sounds insulated from
meeting rooms.
6. Gas fitments in kitchen or food preparation areas.
7. Staff canteen and catering area for contractors.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Flexible arrangements suiting the client, not the caterer:
i. a broad range of food styles and prices, with
good range of wines;
ii. ability to pay deposits first and balance after
the event;
iii. ability to specify menus rather than force clients
to choose from standard menus;
iv. ability to provide for special dietary needs;
v. attention paid to imaginative food presentation;
vi. all dishes on buffets to be labeled for international
congresses.
2. Mobile fast food and beverage outlets.
3. Coffee facility open early in the morning.
4. Staff available when sessions delayed or have early or late start or
finish.
5. Staff with adequate training to understand and meet different
attendees’ needs.
19. Planning a Conference Centre – February 2008 www.iapco.org Page 19
ELEMENT F1 FACILITIES – SIGNAGE
COMMENTARY: Both designers and managers have an immediate opportunity to place the visitor in a
comfort zone through clear and concise internal signage (both printed and electronic), and to ‘brand’ the
venue with external signage.
KEY DESIGN CRITERIA –
PROVIDE
EXTERNAL
1. Clear signage on main access routes starting as far away from the
venue as possible.
2. External signage to roof level sufficient for identification of venue.
3. External signage at ground level sufficient for direction of pedestrian
and vehicular traffic.
4. Temporary customising e.g. with electronic display to enable
specific events to be announced.
5. Flagpoles for clients’ flags or banners.
6. External and flood lighting consistent with the image of the venue.
7. All external signs using universal/international symbols.
INTERNAL
1. All meeting rooms, public spaces and other facilities well
signposted, and clearly labeled, in words and internationally
recognised symbols including tactile signage for the visually
impaired.
2. Visible directory board in foyer updated regularly and location plans
throughout.
3. Colour coding of facilities and different levels or sectors.
4. Temporary sign holders compatible with décor. Wall mounted and
free standing available.
5. Well located, accessible hanging points or locations in meeting and
public spaces.
6. Clocks in foyers and public spaces.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Information desk in prominent position.
2. Providing accurate dimensions for flagpoles.
3. Organisers prefer, where possible, to supplement existing signage
rather than replace it. Existing signs should allow space for
additional information to be included.
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ELEMENT F2 FACILITIES – FLOOR FINISHES
COMMENTARY: Floor finishes are almost always selected for reasons of economy or aesthetics rather than
for the comfort of the client or user. A better balance is needed between economy and comfort on the one
hand, and between the competing demands of vehicular and pedestrian traffic on the other.
KEY DESIGN CRITERIA –
PROVIDE
1. Floor finishes which are hard wearing, in neutral colours, and
comfortable underfoot over extended periods;
i. carpet in all meeting rooms and public space;
ii. carpet tiles with underlay in high pedestrian
traffic areas;
iii. portable ergonomic matting behind registration
and information counters.
2. Non skid, non articulated surface in vehicular traffic areas, to
maximise safety and minimise noise.
3. Portable dance floors in 1 sqm sections.
4. Central vacuum system.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Cleaning venue to suit meeting organisers’ schedule.
ELEMENT F3 FACILITIES – WALL FINISHES
COMMENTARY: Aesthetics are important. We all enjoy beautiful things, but ‘creative’ wall finishes should
be limited to public areas to allow the meeting organiser to be creative inside the meeting room.
KEY DESIGN CRITERIA –
PROVIDE
1. Low maintenance and durable finishes.
2. Plain non reflective surfaces and neutral colours least likely to clash
with temporary installations.
3. Hanging points for drapes or displays.
4. No mirror surfaces in meeting spaces.
5. Acoustically designed, flat, no intrusions, no protruding wall
sconces.
6. Retractable soundproofed walls, lockable for rigidity and
unobtrusive when retracted.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Regular cleaning of all surfaces, particularly glass and metal.
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ELEMENT F4 FACILITIES – VIP / DRESSING / REHEARSAL ROOMS
COMMENTARY: A performance will always run more smoothly if entertainers have good facilities. Meeting
venues that are not purpose built should endeavour to supply the additional fixtures which can equip a
‘dressing room’ at short notice. Larger venues will require them to be permanently in place.
KEY DESIGN CRITERIA –
PROVIDE
VIP ROOMS
1. Rooms should:
i. have discrete access;
iii. be comfortably furnished (both lounge seating and
work table);
iv. have mirrors with good lighting over vanity tables;
v. have a separate toilet and shower;
vi. have audio and video feed from auditoria;
vii. be equipped with phones;
viii. have multiple power outlets.
DRESSING ROOMS
2. One dedicated dressing room in venues not primarily geared to
entertainment, easily divided into male/female when necessary,
keeping access to toilets in mind.
3. Rooms should:
i. be close to the main meeting room;
ii. have discrete access;
iii. be equipped with secure hanging space;
iv. have mirrors with good lighting over vanity tables;
v. have separate toilets and showers;
vi. have audio and video feed from all performance
areas;
vii. be equipped with phones;
viii. have multiple power outlets.
4. A ‘green room’ in venues large enough to have several entertainers
during a single performance in which food and beverage can be
provided.
REHEARSAL ROOM
1. Enclosed space without natural light close to the dressing room.
2. Sound system, lighting.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Food and beverage supplied conveniently to these areas.
2. Regular servicing of bathrooms and supply of towels.
3. Iron and ironing board in dressing rooms.
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ELEMENT G1 NERVE CENTRE – REGISTRATION DESK
COMMENTARY: The meeting organiser is attracted to venues which recognise and assist in overcoming
the challenges involved in setting up a temporary headquarters or ‘nerve centre’ for each meeting. Venues
which anticipate and respond to the challenges make a considerable contribution to the smooth running of
meetings, and the minimisation of the pressure under which meeting organisers often work on site.
Sensitive design and management of registration, secretariat and media facilities make a significant
difference to the organiser and the success of the meeting.
KEY DESIGN CRITERIA –
PROVIDE
1. Adequate number of mobile and modular registration desks with
fronts 1500mm high and work surface 1200 high behind, (including
computer equipment access), and chairs of appropriate height to
cater for multiple concurrent events. See also Element F2 –
ergonomic matting. The desks should not be a built in feature.
2. Number of units to suit the number of attendees expected.
3. Facilities for storage of satchels and other materials and equipment.
4. Mobile screens available for screening or use as notice/message
boards.
5. Lockup facility at desk for storage of computers and other
equipment.
6. Power outlets well distributed to suit possible alternative locations.
7. Lighting levels appropriate to intensive administrative work.
8. Phone, fax and data outlets.
9. Private area to check cash, etc.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Providing space for satchel packing before registration.
2. Clearly advertise any registration facility charges in the initial
proposal. Detail these costs in the venue contract.
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ELEMENT G2 NERVE CENTRE – SECRETARIAT OFFICE
COMMENTARY: The secretariat office needs to be close to the registration area.
KEY DESIGN CRITERIA –
PROVIDE
1. Separate lockable secretariat office required for larger meetings of
more than 2 days duration. Key provided to organisers.
2. Phones, fax and data lines.
3. Good light is essential.
4. Space for storage of material prior to the meeting.
5. Basic kitchen facilities adjacent for self-service drinks/snacks.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Regular rubbish removal.
2. Trestle tables for computers and records, and tables and chairs for
staff to relax during breaks.
3. Computer, printers, modems and photocopiers available for hire by
meeting organisers.
4. Meeting table and some basic stationery available.
5. Trolleys which can be used for storing satchels prior to event and
easy transport to registration desk on the day.
6. Rubbish containers including recycling bins sufficient for large
volumes of material.
7. Space to set up a business centre (equipment and furniture
provided to meet the organiser’s requirements.
ELEMENT G3 NERVE CENTRE – PCO OFFICE
COMMENTARY: The office is primarily a briefing room and a space for PCO staff breaks.
KEY DESIGN CRITERIA –
PROVIDE
1. Minimum of 25sqm close to the Registration Desk.
2. Lockable.
3. Basic kitchen facilities adjacent for self-service drinks/snacks.
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ELEMENT G4 NERVE CENTRE – MEDIA FACILITIES
KEY DESIGN CRITERIA –
PROVIDE
1. Dedicated room for media representatives equipped with adequate
power, phone, fax and modem facilities.
2. Separate room for interviews closely located to speakers’ room, with
good lighting, sound proof and no wall decoration.
3. Media room in larger venues needs full communications facilities
and TV reception.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Continuous self serve catering.
2. Communications facilities, e.g. phone, fax, data.
ELEMENT G5 NERVE CENTRE – SPEAKERS’ READY ROOM
KEY DESIGN CRITERIA –
PROVIDE
1. Space for multiple speakers to check their presentations and meet
with others.
2. Ample power outlets for catering equipment and audio visual
equipment.
3. Located within easy reach of the meeting rooms.
4. Facilities to enable audio-visual presentations to be transmitted
seamlessly and speedily to all meeting spaces.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Tea/coffee regularly replenished.
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ELEMENT H1 MEETING ROOMS – FACILITIES
COMMENTARY: The services, facilities and joinery made available from or included in meeting rooms need
to be flexible and comprehensive, designed and maintained to provide optimum surroundings for attendees,
ready access for attendees and ease of organisation for meeting organisers.
KEY DESIGN CRITERIA –
PROVIDE
1. Pillarless space.
2. Flexible layout with space able to be divided into various size
meeting rooms.
3. Full access for disabled into and within meeting rooms (including
access to stages).
4. Attendees’ entry at the back of rooms.
5. Every seat must have a clear sightline to the platform and any
audio-visual presentations.
6. A ceiling height of a minimum of 3.6m for a room for a maximum of
300 delegates. Ceiling height needs to increase in proportion to an
increase in the size of a room.
7. Facilities to provide total black-out within each room.
8. A reflective surface on one wall of each small room for projection.
9. Full climate control.
10. Acoustics: maximum of 1.5 seconds averaged over the one octave
frequency bands from 125kHz to 8kHZ.
11. Isolation between meeting rooms to be a minimum of
53dB (with field test results better than 5dB below the laboratory
performance).
12. Lighting with a minimum of 500 lux dimmable between 3% and
100%.
13. Upholstered seating with a minimum seat width of 55cm (65cm for
VIP seating).
14. Minimum row space of 85-90cm but 95cm preferred.
15. Easy entry/exit double doors with peep holes.
16. Entry/exit doors which open and close silently.
17. Loop for hearing impaired.
18. Storage space for chairs not in use.
19. In tiered auditorium able to stage productions, backstage access
and depth to stage, allowing performers to enter from wings.
20. Areas/rooms colour coded.
21. Interpretation facilities (including cabling and connections) which in
an auditorium should be built-in and meet the requirements of AIIC.
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KEY MANAGEMENT
DECISIONS – CONSIDER
1. Water and glasses as standard set up for all meetings.
2. Tap water served in jugs rather than serving bottled water (to
minimise expense and plastic waste).
3. Re-set after each use.
4. Plans for set up for standard formats (classroom, u-shape, theatre,
etc.) which are comfortable, i.e. not maximum capacities.
ELEMENT H2 MEETING ROOMS – FITTINGS AND FURNITURE
COMMENTARY: The use to which different meeting rooms are to be put, and the design of those rooms,
creates a range of choices for seating. In tiered theatre style rooms, where attendees may spend
comparatively short periods of time, fixed or retractable chairs may be a preferred option. In rooms with level
floors, flexibility of use may suggest easily moved and stackable chairs, whilst ergonomic considerations may
call for quite different design alternatives.
KEY DESIGN CRITERIA –
PROVIDE
1. Easily removable and ergonomically designed chairs.
2. Chairs with retractable lecture tables in auditoria.
3. Tiered and retractable seating able to be retracted quickly (1 hour).
4. Choice of circular, standard trestle, or narrow (18 inches or 46cm)
tables for classroom layout.
5. Chairs which are comfortable and meet safety standards.
6. Stairs for stage access including hand rails.
7. Stage modules of varying heights including ramp access for
disabled use.
8. Doors which open and close easily and silently.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Set up to allow sufficient space between rows for comfortable entry
and exit.
2. All furniture should be strong and lightweight for easy moving.
3. Clearly advertise any furniture charges in the initial proposal. Detail
these costs in the venue contract.
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ELEMENT H3 MEETING ROOMS – SERVICES
KEY DESIGN CRITERIA –
PROVIDE
1. Height adjustable lectern with a flat surface space sufficient to take
laptop, notes and water.
2. Tracks or other fittings around perimeter of ceiling for hanging
backdrops and a grid of hooks on ceiling for hanging banners/signs.
3. Generally flexible audio visual and production arrangements – see
Audio Visual Services and Production Elements.
4. Normal and multi phase power access in multiple configurations –
see Power Services Element.
5. Wireless data facilities.
6. Natural light.
7. Rooms able to be completely blacked out easily and quickly.
8. No low hanging light fittings or chandeliers.
ELEMENT I POSTER AREA – FACILITIES
KEY DESIGN CRITERIA –
PROVIDE
1. Flat floor space.
2. Area located very close to exhibition area with easy traffic flow
between the spaces.
3. Ceiling height – ideally no lower than 3.6m.
4. Easy access for build-up and breakdown of poster boards.
5. Good overhead lighting (which can be mobile) to eliminate the need
for individual poster boards to be lit.
6. Plans available which clearly show fire exits and areas in which
poster boards can/cannot be located
KEY MANAGEMENT
DECISIONS – CONSIDER
1. This space can be the same space as used for exhibitions, in which
case full exhibition services apply.
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ELEMENT J1 PUBLIC SPACES – FACILITIES
COMMENTARY: Public spaces are as important to the viability of a meeting venue as the meeting rooms
themselves. They need to accommodate catered functions and to provide the practical needs of attendees
in terms of relaxation, information and communications.
KEY DESIGN CRITERIA –
PROVIDE
1. Size of each public space relevant to the area which it serves.
2. Combination of large and small areas.
3. Large enough to match the capacity of adjacent meeting rooms and
allow easy networking, and large enough for service of food and
drinks if necessary.
4. Easily adaptable for a variety of uses.
5. Minimum ceiling height of 3.6m.
6. Daylight.
7. Different style from meeting rooms so that attendees feel they are
getting a break.
8. Convenient access to kitchens for food service.
9. Clearly signed dedicated meeting points.
10. Good signage system.
11. Easy access to external areas.
12. Casual seating in a variety of configurations from small and intimate
to larger open plan.
13. Built in cloakroom facilities – large enough to cater for biggest
audience (including baggage storage on the last day of congress).
14. Restrooms with facilities to provide for a fully utilised Centre.
15. Public address system which can include all foyers or be isolated for
particular areas.
16. Information desk with direct taxi lines.
17. Room which can be used as a prayer room.
18. Taxi phone.
19. Venue reception desk (if required).
20. External box office, i.e. separated from the meeting areas. This
avoids the need for public access when the venue is closed for
private use.
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KEY MANAGEMENT
DECISIONS – CONSIDER
1. ‘As built’ floor plans with accurate dimensions.
2. Public transport information and other useful local information which
is regularly updated.
3. Convenient access to storage for chairs and other furniture.
4. Coordinating the schedules of different meetings to minimise
congestion.
5. Rubbish bins and ashtrays in areas where smoking permitted.
6. Comfortable casual seating with adjacent tables.
7. Mobile bars/catering stations.
ELEMENT J2 PUBLIC SPACES – SERVICES
KEY DESIGN CRITERIA –
PROVIDE
1. Natural light where possible, elsewhere good lighting with dimmers,
allowing flexibility.
2. Reliable PA system to all foyers for announcements.
3. Ready access to ample toilets, public telephones, post boxes and
drinking water.
4. Rigging points in ceilings and on walls for banners and signs.
5. Easily accessible and flexible and focusable lights.
6. Separate ventilation system in areas where smoking permitted.
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ELEMENT K EXHIBITION
COMMENTARY: The exhibition area of a convention becomes the networking hub. Catering is served here,
internet facilities are set up and ideally poster boards are in place immediately adjacent or within.
Sometimes registration is set up at the entrance to the exhibition.
KEY DESIGN CRITERIA –
PROVIDE
1. Minimum ceiling height of 8m but preferably 10m.
2. Minimum live load capacity of 50KN/m
2
.
3. Dividers to reduce the size of exhibition space as required.
4. Electricity, water and data connections available to every stand.
5. Direct access for deliveries which is clearly marked.
6. Minimum overall lighting of 400 lux.
7. Hard wearing floor covering in a neutral shade.
8. Neutral wall finishes.
9. Foyer for exhibitor and exhibition visitor registration.
10. Room for use as an exhibitors’ lounge which is adjacent to the
exhibition area.
11. Storage area for:
(a) exhibitors’ display materials delivered prior to the event
(b) packaging materials during the exhibition
(c) some exhibitors’ display materials ready for dispatch post
exhibition
12. Exhibition organiser’s office.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Porters during build-up and breakdown to assist exhibitors as required.
2. Readily available trolleys for exhibitors’ use.
3. Delivery of exhibitors’ consignments accurately recorded and able to
be readily located.
4. Providing access to organisers, e.g. swipe card valid for the duration of
the hire.
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ELEMENT L SAFETY
COMMENTARY: The safety of attendees and others is a primary concern of meeting organisers and venue
owners and operators. All safety standards must be adhered to.
KEY DESIGN CRITERIA –
PROVIDE
1. Non skid floors.
2. Fire extinguishers, smoke detectors, sprinklers and alarms including
visual system for the deaf or hard of hearing.
3. Clearly marked safety routes, emergency lights and exit signs.
4. Materials selected for fire rating.
5. Evacuation warning information system (visual as well as audio).
KEY MANAGEMENT
DECISIONS – CONSIDER
1. First aid room containing:
i. bed
ii. first aid kit
iii. oxygen bottle and mask
iv. wheelchair
v. basic medications
vi. telephone numbers of ambulance, hospital,
doctor, clearly display
vii. instructions on resuscitation clearly displayed.
2. Laminated card for organisers outlining safety/evacuation
procedures.
3. Nurse on staff or at least a designated minimum number of staff
members with St. John ambulance training and who are designated
first aid officers.
4. Advise clients of nominated fire wardens.
5. Portable exit signs for dividable rooms.
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ELEMENT M SUSTAINABILITY ISSUES
COMMENTARY: Every building and the activities conducted within it have an ecological impact. Good
design minimises that impact, improves the quality of life, thermal comfort, health and safety of the building’s
occupants and has the potential to markedly reduce operating costs. Facilities should be designed to
achieve an optimal level of energy and utility conservation.
A comprehensive review of the available design and operation alternatives which go to the minimisation of
that impact is beyond this Guide. Expert assistance is available from specialist consultants. Some
suggestions are made below.
KEY DESIGN
PRINCIPALS AND
OBJECTIVES
1. To achieve ecologically sustainable development
2. To use renewable energy sources and store energy and water
where possible
3. To reduce greenhouse gases to minimize pollution and avert
climate change
4. To reduce energy and water consumption
5. To minimise waste to landfill through appropriate selection of
materials and recycling
KEY DESIGN CRITERIA –
SHOULD ATTEMPT TO
1. Minimise internal areas requiring mechanical ventilation
2. Minimise direct solar heat gain, in order to minimize air conditioning/
comfort cooling energy
3. Maximise daylight factors in appropriate areas
4. Maximise the efficiency of plant and systems
5. Maximise the control and flexibility of the building systems and services
6. Maximise energy efficiency
7. Maximise water efficiency
8. Provide good indoor environment quality and environmental protection
9. Minimise waste
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Energy efficient appliances.
2. Energy management systems.
3. Recycling systems of occupant wastes including paper and grey water.
4. Flow control devises on all outlet fixtures.
5. Demand flushing on toilet fixtures.
6. Non chemical water treatment methods for mechanical ventilation
systems.
7. Separate receptacles for different kinds of waste e.g. glass, paper,
plastic.
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ELEMENT N SECURITY
COMMENTARY: Security for attendees is increasingly a concern for meeting organisers, as is assured
delivery of meeting and exhibition materials and equipment. This Element draws together the key references
to Security contained in other Elements of the Guide.
It is recommended that the Safety and Security Committee of the International Association of Congress
Centres (www.aipc.org) and the Healthcare Congress Alliance (IPCAA, IAPCO, HCEA) Safety and Security
at Congresses document (www.iapco.org) are consulted.
KEY DESIGN CRITERIA –
PROVIDE
1. Security management systems including camera surveillance at
loading docks.
2. All parking should be secure.
3. Lock up facility at registration desk for storage of computers and
other equipment.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Manager/security guard contactable direct by phone.
2. Dockmaster contactable direct.
3. Security system for VIP entry and departure.
4. 24-hour access for meeting organisers through security or card-key
or other prior arrangement.
5. Evacuation plan, and plan for prevention and/or limitation of criminal
or terrorist activity (visual as well as audio).
6. Clearly advertise security charges in the initial proposal. Detail
these costs in the venue contract.
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ELEMENT O VENUE MANAGEMENT
COMMENTARY: Excellent service delivery is an important consideration when a client is selecting a venue.
Not only does it mean a comprehensive knowledge amongst management and sales staff of the facilities and
how they can be adapted to each convention, it also means an anticipation of clients’ requirements and a
willingness to ensure every aspect runs smoothly.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Quotes provided in writing which include date availability and all hire
costs, i.e. no hidden extras.
2. Contracts issued once the quote is accepted and dates confirmed.
3. Sales literature available which includes accurate capacity charts.
4. Accessible staff who are well-trained, polite, friendly and willing.
5. Clear policy about third parties being engaged to provide goods and
services within the venue, e.g. external audio-visual company.
6. New staff members wear a training badge and are accompanied by a
senior staff member.
7. As a courtesy ask permission from the PCO if another PCO wishes to
conduct a site visit while a conference is in progress.
8. Provide a single point of contact with the venue staff.
9. Brief venue staff that, if a PCO is involved, the PCO is the point of
contact, not the client.
10. Only promise what you know works well in your venue.
11. Suggest ideas for what works well in your venue.
ELEMENT P OTHER
KEY DESIGN CRITERIA –
PROVIDE
1. An acoustics environment within the occupied areas of the venue
which complies with the country’s requirements.
2. Storage for furniture located near meeting rooms, with vinyl flooring
and vinyl to walls to a minimum level above floor of 900mm, and
lockable doors.
3. Recreation and fitness facilities within venues which include
accommodation.
KEY MANAGEMENT
DECISIONS – CONSIDER
1. Facilities for attendees not staying in house, modeled on airline club
facilities including tea/coffee/biscuits, phones, storage for baggage
and work spaces.
2. Child care facilities.
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List of Members
A full list of members, including all contact details, is available on the IAPCO website
Reference Documents
All IAPCO documents and guidelines can be obtained from IAPCO or from the IAPCO website to
assist in the planning of your event.
Secretariat
Sarah Storie-Pugh, IAPCO; E-mail: info@iapco.org
Brambles House, Colwell Road, Freshwater, PO40 9SL, United Kingdom
Reproduction
Reproduction of any part or of the entire document is subject prior authorisation and approval from
IAPCO. Copyright IAPCO: 1st
edition 2008
Disclaimer
The inclusion or exclusion of information from this document should not be interpreted as an
endorsement or non-endorsement by IAPCO. IAPCO is not responsible for the accuracy or
timeliness of the information presented in this document or for editing, classifications or omissions.
IAPCO is not responsible for decisions or actions that may be made as the result of information
presented in this document.