The following checklist was compiled with assistance from
the San Diego Convention Center (www.sdccc.org).
HISTORY LESSONSAttendance historyGross and net square-footage of exhibit space at past events or
trade showsNumber of meeting rooms usedNumber and type of food and beverage functions from
Compile the following data.
previous years' eventsA/V and other technological needs
INITIAL INQUIRIESFind out if other groups will be in the center during the event
dates, including those that are moving in or out.Will any renovations and/or construction be taking place during
the event?Is the center compliant with requirements of the Americans With
Disabilities Act?What is the emergency evacuation plan?How many miles is the center from the airport?How many hotels are within walking distance?
Is on-site parking available? How many spaces are there, and what
is the rate?Is a sample contract available for perusal?Ask for references of groups similar in size and nature.
SPACE CONSIDERATIONSHow do service contractors access the exhibit space,
particularly if it is on multiple levels?Where are the elevators, and what is their weight
capacity?How early can the exhibit and meeting space be accessed?When can registration begin moving in? Where is the best
placement for registration?If the show draws more exhibitors than anticipated, is
additional space available?Does the center provide heating, air conditioning and full
lighting during exhibitor move-in and move-out days?Does the center have adequate equipment inventory (i.e.,
tables, chairs, staging)?What is the total number of meeting rooms?How many meeting rooms can be comped, based on rented exhibit
space?What is included with the meeting room (i.e., tables, chairs,
water service)?How soundproof are the meeting rooms?How many room setups will the center arrange per event?Is space available outdoors for functions, and is there a
rental fee for using it? Is there a backup area in the event of
SERVICES AND COSTSWhat are the center's exclusive services?Who are the on-site service providers (both exclusive and
nonexclusive)? Request price lists for all vendors.Are there guidelines or requirements for using outside service
providers?Is a business center on site? What are its hours?What are the telecommunications capabilities? Are there
computer hookups in the meeting rooms and exhibit halls?Who handles trash removal from the exhibit hall, and what is
the fee?What is the current rate of exhibit space per square foot, and
what is the minimum daily rental? How is the minimum
calculated?Are show management offices included in the rental price?If a meeting room setup needs to be changed, is there a
fee?What is the deposit schedule for facility rental?What are the cancellation penalties?