November 01, 2002
Meetings & Conventions: Planner's Portfolio September 2002 Current Issue
September 2002 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Carole Ann West, CMP, associate vice president of sales, San Diego Convention Center Corp., 111 W. Harbor Dr., San Diego, Calif. 92101

Bring as much of the following information as possible to the initial meeting with the facility.

  • Attendance history
  • Gross and net square footage of exhibit space of past events or trade shows
  • Number of meeting rooms used
  • Number and type of food and beverage functions from previous years’ events
  • A/V and other technological needs

  • What other groups will be in the center during the event dates, including those that are moving in or out?
  • Will there be any renovations and/or construction during the event?
  • Is the center ADA compliant?
  • What is the emergency evacuation plan?
  • How many miles is the center from the airport?
  • How many hotels are within walking distance of the center?
  • 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.

  • How 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 exhibits grow in size, is space available to accommodate larger setups?
  • 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 dividers between meeting rooms?
  • How many room sets 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 inclement weather?

  • What are the center’s exclusive services?
  • Who are all of the on-site service providers (both exclusive and nonexclusive)? Request price lists for all vendors.
  • Are there guidelines or requirements for using other, nonexclusive service providers?
  • Is a business center on-site? What are its hours?
  • What are the telecommunication capabilities? Are 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 per square foot, and what is the minimum daily rental? How is the minimum calculated?
  • Are show management offices included in the rental price?
  • What is the fee for additional meeting space?
  • If a meeting room set needs to be changed, is there a fee?
  • Are linens provided for the tables? If not, what is the cost?
  • What is the deposit schedule for rental?
  • What are the cancellation penalties?

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