EVENT PLANNER'S GUIDE

700 14th StreetDenver, CO 80202(303) 228­8000(303) 578­7828 Fax

Denverconvention.com | Interactive Map

Welcome 4Welcome to the Colorado Convention Center, an SMG managed facility. We are more than your next

event venue, we are your next great experience.

Meet the Team 6Get to know our staff and all the talent, experience and knowledge behind helping you plan your

event. Our expertise is one of the many benefits to you when planning your event at the Colorado

Convention Center.

Amenities and Vendors 12The Colorado Convention Center has a variety of services on site that help make your event planning

experience seamless. Learn about our exclusive on­site services and vendors.

Food and Beverage 18Put the “WOW” factor in your event by learning about our food and beverage options provided

exclusively by Centerplate Catering.

Event Planner's Checklist 22Looking for all the information and steps to plan your successful event at the Colorado Convention

Center? Take a look at our Event Planner's Checklist.

Uncovering "Ancillary" Charges 24Learn about the Colorado Convention Center’s “ancillary” charges to help you in your budget planning

process.

Rules and Reasons 30Take a moment with our Director of Event Management to learn the "reasons behind the rules" in

planning your event.

Resources 42Find additional resources and information that are referenced in this guide.

Welcome“SMG has shown a level of dedication and commitment that is rare in thisbusiness. They are, in short, the reason we enjoy working in the facility andmake it easy for us to return again and again.”

Jason S. Miller ­ Senior Vice President ­ Live Nation New York

Welcome to the ColoradoConvention Center

We extend a warm, mile high welcome to theColorado Convention Center (“CCC”) and lookforward to servicing your event with utmostprofessionalism. It is our mission to assist in thesuccessful planning and production of yourconvention, trade show or special event.

To deliver the kind of successful meeting and todemonstrate services that your attendees andexhibitors deserve, a smooth and well­coordinated relationship between our staff andyours is essential. In an effort to help establishthis kind of collaboration, we have assembledthis guide which is designed to make your jobeasier. It is designed on the premise that wecan never provide too much information. It isour goal for this guide to answer your questions,provide timelines and deadlines, and offerdefinitions to help us speak the same language.In addition, it will introduce rules and policies toprotect us both, and it will offer helpful advicefor each step in the event­planning process.

Once the space in our facility has been reservedthrough our Sales Department and you havesigned a license agreement (“contract”), ourEvent Management Department becomes yourprimary source of information. You will beassigned an Event Manager approximately twoyears prior to your event or as soon as you areissued a contract. Your Event Manager will workwith you on every aspect of the planningprocess. If you have questions prior to thattime, we encourage you to call our EventManagement Department at (303) 228­8000,Monday through Friday, 8:00 am to 5:00 pm.

The Colorado Convention Center, an SMG managed facility, is more than your nextevent venue, we are your next great experience.

Welcome

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Meet The Team“Uncompromising service and impeccable attention to detail is what clientsreceive when they work with the Colorado Convention Center staff. Ourstate and industry is fortunate to have such a dedicated group ofprofessionals running the center."

Rob Venus ­ General Manager ­ Freemanr

EVENT MANAGEMENTYour Event Manager is the number one playeron the team. This individual is assigned towork with you and your staff from initialplanning through move­out. Your EventManager is as crucial to the success of yourconvention, trade show and/or event as anymember of your own staff.

Use your Event Manager as the principalsource of information during the planning

process and while on site. Your EventManager will answer your questions, conveyinformation to our operations department andtake full responsibility for the smoothfunctioning of your activities in our facility.

In this guide, you will find an EventPlanner's Checklist, that lists an importanttimeline for providing your Event Managerwith essential information.

A minimum of thirty daysprior to your arrival, yourEvent Manager shouldreceive the entire event setup requirements. Inaccordance with yourcontract, financial discountswill be applied when youmeet crucial deadlines.

Your Event Manager is thekey player at our facility andfunctions as the link to all ofour operating departments.Your Event Manager

Get to know our staff and all the talent, experience and knowledge behind yoursuccessful event. Our expertise is just one of the many benefits when planning yournext event at the Colorado Convention Center.

Meet The Team

Meet The Team

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communicates your needs and eventrequirements to the following departments:Exhibitor Services, Engineering, Electrical,Technology, Security, Guest Services,Housekeeping, Sustainability, BuildingServices, Technical Services, Food andBeverage/Catering, Sales and FacilityServices.

Learn more about our Event Managementteam at denverconvention.com/ about­us/meet­our­team/event­management­team.

EXHIBITOR SERVICESThe Exhibitor Services staff coordinates yourutility needs with the Electrical, Engineeringand Telecommunications departments toensure that your requirements are processedin a timely and cost­efficient manner. TheExhibitor Services Department will also assistyou with any special features needed fromsatellite up links to special phoneconfigurations.

All of your event utility orders should beincluded with the information to your EventManager. Your Event Manager will workclosely with our Exhibitor ServicesDepartment in communicating your needs.

Your exhibitors can order their Electrical,Engineering or Telecommunications servicesbefore they arrive on site, either through theUtility Service Order Forms in the exhibitor

service kits or via our website atdenverconvention.com/exhibit­at­an­event. For more information, please callExhibitor Services at (303) 228­8027.

The Exhibitor Services desk is staffed duringyour event move­in. It is necessary tocoordinate your Exhibitor Services desk hourswith your Event Manager to ensure adequatecoverage.

Meet The Team

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ENGINEERINGOur Engineering Department ensures that theheating, ventilating, air conditioning and othercritical building systems work correctly for thecomfort and the safety of your staff, attendeesand exhibitors. They also provide air and waterdrops.

ELECTRICALOur Electrical Department takes care of allfacility lighting requests and power for allclients and exhibitors. The electricians workdirectly with the Event Manager and ExhibitorServices staff to ensure that your event needsare met in a timely and efficient manner.

INTERNETSmart City Networks is the exclusive eventtechnology provider for the CCC and offershigh­speed internet, turnkey data networkingservices including local area networks, widearea networks and private networks using thelatest technology. Smart City has deployed arobust wireless network throughout the Centerthat offers internet access to exhibitors andattendees. You may place your order andreview available services atsmartcity.com/orders/placeorder.asp.

Meet The Team Meet The Team

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SECURITYYou will be selecting a security contractor toprovide event security services for your lobby,meeting room and exhibit hall areas from move­in through move­out. Our primary responsibilityis to provide a secure building perimeter on atwenty­four hour basis. CCC Security staff willalso work closely with your contracted eventsecurity company to ensure that our securitystandards have been met. Refer to EventSecurity Staffing Protocol.

GUEST SERVICESIn order to welcome your attendees, our GuestServices Department will schedule acomplimentary greeter at either A or F Atriumentrance. The greeter will not only guide yourattendees to the appropriate space for yourevent, but they are trained on the logistics andamenities of the facility. If you choose to utilizethe people­mover cart service during your event,a Guest Services representative will operate thecart. It is their goal to make your attendees feellike a special guest during their visit to CCC.Refer to Guest Services Information.

HOUSEKEEPINGOur Housekeeping Department keeps therestrooms, lobbies, corridors and other publicareas clean and presentable during your event.Meeting rooms will be monitored and refreshedaccording to the event schedule. Trashgenerated at registration areas and individualexhibitor booths are serviced through yourgeneral service contractor. Please inform yourEvent Manager about special cleaning schedulesor restricted areas. Refer to EventHousekeeping Procedures.

SUSTAINABILITYOur Sustainability Department is committed tohelping our clients host conferences and eventsthat consider the triple bottom line ofeconomics, environment, and community. Byimplementing various sustainable practices, wecan help you reduce the environmental impactof your event and raise awareness with yourattendees and stakeholders.

Meet The Team

Colorado Convention Center | Event Planner's Guide 1 0

Ask your Event Manager about the CCCsustainability practices and how we can worktogether. Refer to Sustainability QuickFacts and Sustainability Client Info andSustainable Events Guide.

BUILDING SERVICESOur Building Services Department sets all tables,chairs, risers and other equipment, within thelimits of our inventory. They also handlepartitioning walls and your changeoverrequirements. Some services may involve alabor charge, please ask your Event Managerabout changeover fees. Building Servicesprovides water for your podiums and/or headtables at no additional charge; however, hollowsquare and conference sets are watered for aminimal charge. Refer to Flat Rate ChangeoverExplanation.

TECHNICAL SERVICESOur Technical Services Department handlesstaging, house lighting, and house audio.Again, some services may involve a laborcharge, please ask your Event Manager about

changeover fees. Our Technical Services staffworks in conjunction with your contractors.They review all rigging plans, operate houselifts/forklifts and can accommodate minormaterial handling.

SALESOur Sales Department has worked with yousince the initial booking of your event andthrough the administering of your contract.

Your contract is our legal commitment to eachother. Until it is signed by you and executed byus, the partnership is not complete. If you areless than eighteen months from your event anddo not have an executed contract, call yourSales Manager to discuss the status of yourcontractIn most cases your contract has already beenexecuted and you are now working with yourEvent Manager. However, it is very important tolet your Sales Manager know if you have madeany changes to your event that will affect yourcontract. An amendment will then be preparedfor your signature.Our Sales Department worksin partnership with Visit Denver in booking ourfacility. If you are interested in exploring dateswithin the next eighteen months at the CCC,please call us directly at (303) 228­8000. If yourplans are for the more distant future, or if youneed hotel room accommodations, please callVisit Denver at (303) 892­1112.

Learn more about our Sales team atdenverconvention.com/about­us/meet­our­team/sales­team.

Meet The Team Meet The Team

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Amenities and Vendors“Pop Culture Classroom and Denver Comic Con have relied upon the SMGmanagement team at the Colorado Convention Center for nearly 8 years, duringwhich time we have forged trust and a solid working relationship that we deeplyvalue. We consider them a true partner in our nonprofit mission, and instrumentalin our continued success from year to year. We couldn’t do what we do withoutthem.”

Christina Angel, PhD - Convention Director, Denver Comic Con - Board ofDirectors, Pop Culture Classroom

The Colorado Convention Center has a variety of services on site that help to make yourevent planning experience seamless. Learn about our preferred on site services andvendors.

DIGITAL DISPLAY MONITORSCCC offers digital display monitors outside eachmeeting room and main entrance into bothballrooms. You may display a custom logo,meeting name and itinerary on the monitors.Ask your Event Manager about thiscomplimentary service and the process to enteryour event’s data into a website data base.You will have the convenience of updating andcorrecting the monitor information at all times.Refer to Digital Display Client Package.

AUDIO VISUALImage Audiovisuals is our preferred on siteaudio visual provider. However, your EventManager can provide a list of other approvedlocal audio visual providers. We recognize thatmany meeting planners have multi­yearcontracts with audio visual providers. You arewelcome to bring your preferred supplier aslong as they employ union labor while providingservices. The IATSE, Local No. 7 union,maintains jurisdiction for this work in our facility.

Contact Image A/Vimageav.com303­228­8047

HOUSE AUDIO SYSTEMThe CCC operates a computer­controlled audiosystem. This system broadcasts to theballrooms, meeting rooms and exhibit floors.Volume is automatically controlled to achievethe highest audio level without feedback. If yourequire audio control systems beyond thepermanently installed, there will be chargesassociated for the use and operation of the

Amenities and Vendors

Amenities and Vendors

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additional equipment.Members of our TechnicalServices staff are the onlyauthorized operators ofour in­house system. Askyour Event Manager forthe specifics on our initialroom set policy. If youchoose to contract anaudio service companyutilizing the house system,please notify your EventManager so we may havestaff available tocoordinate the interfacewith our system. This willneither add to the basiccosts of your set up norduplicate labor. It willguarantee that onlytrained staff,knowledgeable in oursystem operation, will be working with thistechnically sophisticated equipment.

DIMMABLE LIGHTINGExhibit Hall A is the only hall equipped withprogrammable lighting for use in generalsessions. The meeting rooms and ballrooms alsohave programmable lighting. There are fourseparate scenes to create different settingsincluding bar lights for a general wash on thepodium and head table area.

LOADING DOCKS, FLOORLOAD, FREIGHT RAMPSThe CCC has a total of forty­two usable loadingdocks. Trucks delivering freight to the Centercannot exceed seventy feet in length (tractorand trailer) and fourteen feet in height. The CCCexhibit hall floors are rated for 350 pounds persquare foot (psf) and the ramps are rated at16,000 pounds per truck axle (federal highwaystandard). Refer to Technical Informationfor statistical dimensions and measurements ofour event spaces.

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HOURS OF OPERATIONThe standard hours of operation foradministrative staff are 8:00 a.m. to 5:00 p.m.,Monday through Friday. Per your contract, ourstandard operating hours for client­leased spaceare 7:00 a.m. to midnight daily. Ask your EventManager to explain building overtimeapplications and charges.

PARKINGThe CCC has an attached parking garage thatoffers 1,000 spaces. For more information,please visit denverconvention.com/attend­an­event/parking.

ACCESSIBILITYAll areas of the facility are wheelchair accessible.Electronic doors are located at all main lobbyentrances. All elevators are equipped with Braillesignage. Additionally, restrooms and drinkingfountains are ADA accessible. Refer tohttp://denverconvention.com/attend­an­event/accessibility­services/.

Amenities and Vendors Amenities and Vendors

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FACILITY SERVICES

AUTOMATED TELLER MACHINEFor your convenience, four twenty­four hourATM machines are located throughout thefacility.

THE UPS STOREThe UPS Store at the Colorado ConventionCenter is a full service business center whichcan help you with all your business preparations.Our on­site location allows us to be here foryour convenience. Our experienced staff offer awide variety of printing services which includes,but is not limited to: black and white, full color,business cards, brochures, letterhead, booklets,manuals, banners (any size), posters (any size),mounting and laminating. No need to carryitems back to your hotel or the airport, we are

here to help! Attendees and exhibitors can takeadvantage of our packing and shippingguaranteed services. Having technologyproblems? We have workstations with high­speed internet. Additional products and servicesoffered include: notary services, wheelchair andscooter rentals (limited supply), office supplies,color or black and white copier machine rental(limited supply).

Hours of operation: Monday­Friday 8am ­ 5pmSaturday­Sunday (determined by event schedule).Special hours of operation by request for eventshosted at the Colorado Convention Center.

Contact InformationPHONE: 720­904­2300FAX: 720­904­0796EMAIL: Store6611@theupsstore.comhttp://denverconvention.com/attend­an­event/ups­business­center/

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CHILD CAREThe CCC is proud to be the first conventioncenter in the nation to designate a special areafor the provision of child care. Meeting Room610­612 is approximately 2000 square feet andis equipped with toys and furniture appropriatefor children between the ages of six weeks andten years. Adjacent to room 612 is a kiddietoilet, sink and changing table area.

SAFETY SERVICES ­ PARAMEDIC/FIREFIGHTER DETAILThe health and safety of your attendees andexhibitors is very important to us. The City ofDenver has adopted the Uniform Fire Code,which requires that off­duty fire fighters beassigned to public gatherings to provide for life­safety enforcement and crowd management.Both fire fighter and paramedic services arearranged through your Event Manager. Refer toParamedic­EMS Coverage Information andFire Fighter Coverage Information.

GIFT SHOPThe Gift Shop carries a myriad of items (i.e.sundry, office supplies, T­shirts, sweat shirts,etc.) plus a specialized collection of Coloradoarts and crafts and Native American, Aspen andturquoise jewelry. The Gift Shop tailors itsavailability to your event hours.

IMAGE AUDIOVISUALSImage Audiovisuals is our preferred on­siteaudio visual providor They offer a completeinventory of state­of­the­art audio visualequipment, as well as the following services:

On site staffing and inventory24/7/365 availabilityCTS® CertifiedTechnicians

HDTV projectors, screens and displaysMediasite® Presentation Web­StreamingVideo/Audio ConferencingDVD and HDTV production servicesMedical meetings specialistsCAD diagrammingAudience response systems

Contact Image A/Vimageav.com303­228­8047

AXS TICKETING AGENCYAXS is the City of Denver's exclusive ticketingagency. Refer to AXS Ticketing AgencyQuick Facts.

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Food and BeverageCenterplate Catering is the exclusive food and beverage providerat the Colorado Convention Center.

CENTERPLATE CATERINGCenterplate Catering is proud to be the exclusivecaterer at the CCC. They have earned anexcellent reputation for their fresh, innovativemenus, the quality and presentation of theirfood, their professional and courteous staff,their attention to detail, the quality of serviceand most importantly, for their repeatperformance in satisfying our guests.

CULINARY PROFESSIONALSCenterplate’s culinary professionals provide awide selection of heart­healthy, vegetarian,international, American and regional menus forshow management, exhibitors and attendees.They will specialize in the creation of custommenus; their highly trained catering specialistsare also on hand to help you develop culinaryplans based on your distinct food and beverageneeds. In addition, our café­style restaurant andconcession stands are conveniently locatedthroughout the facility to enhance your event.

Put the “WOW” factor in your next event by learning about our food and beverageoptions provided exclusively by Centerplate Catering.

Food and Beverage

Food and Beverage

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CATERING REPRESENTATIVEYour Catering Representative helps you with allof your food and beverage needs. Together, theEvent Manager and Catering Representativeplan and execute all details necessary for thesuccess of your event.

PLANNING PROCESSDuring the planning process, it is important toexplain the responsibilities of the different teammembers. Just as the Event Manager requiresinformation as to how and when you will usefacility space, the Catering Representative

Food and Beverage

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requires the following details to create your foodand beverage program:

MenusTasting and samplingCoffee and refreshment servicesCafe­style restaurant and concession programsBooth cateringWater serviceCash carts

We encourage you to contactus as soon as you are readyto start planning any of yourfood and beverage needs.Your Catering Representativeis available to meet with youas early as your first contactwith the facility. As yoursingle source for planningfood service needs, yourCatering Representativeshould be included in yoursite tour to provide valuableinformation on thepossibilities available to you.Insurance liability does not permit us to allowany food or beverage to be removed from thefacilities. All food must be consumed on thefacility premises.

Please visit denverconvention.com/plan­your­event/onsite­services­vendors formore inofrmation.

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“The CMDA Board of Directors has worked with the SMG management team formany years, during which we have developed a strong working relationship.The SMG staff is one of the most knowledgeable in the industry and is a staffthat will always strive to make our show a success.”

Steve J. Linton ­ CMDA President ­ Colorado Marine Dealers Association

Event Planner'sChecklist

We'd like to provide you with this timeline of important dates and deadlines for yourupcoming event. Please contact your Event Manager with any questions.

SIX MONTHSDUE: Preliminary floorplans inlcuding registration, lobby usage, exhibits, general session, etc.Provide vendor information to your Event Manager:

General Service Contractor/Decorator contactAudio Visual and/or Production Company contact

Security Staffing Company contactDestination Management Company and/or Transportation contact

THREE MONTHSDUE: Updated floorplans for Fire Marshal review and approval, if applicableDUE: Rigging plans for CCC review and approval, if applicable

SIX WEEKSDUE: Schedule of events overview

Reminder: Room set specifications due in two weeks

FOUR WEEKSDUE: Complete chronological schedule of events

DUE: Room set specifications including diagrams, audio visual set­up, utilities and food andbeverage requirementsDUE: Utility specifications inlcuding telephone, electrical, and internet requirements(Provide drawings indicating the locations for utilities)

TWO WEEKSDUE: Digitial billboard content/graphics, if applicable. Marketing Coordinator will becontacting you with this information.

Conditional upon your Event Manager receiving the above requirements, you will beprovided with a complete Colorado Convention Center resume of your upcomingconference and an estimate of the charges.

Download Event Planner's Checklist

Event Planner's ChecklistEvent Planner's Checklist

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Uncovering"Ancillary" Charges“They have unique knowledge of the facility, since they were instrumentalin the process of building and re­opening the current convention center. Ibelieve that their input into that process has given Denver a jewel of afacility that will receive accolades from tenants and convenitoneers foryears to come.”

Jeffrey C. Haughton ­ VP Regional Manager Affinity Events ­President/CEO Industrial Expositions, Inc.

We suggest contacting your Event Managerduring your budget planning process to help youidentify possible charges based upon your eventneeds. To help you plan your budget, ask yourEvent Manager to prepare an estimate forservices and the provisioning of equipment thatyou plan to use. By working closely with yourEvent Manager, you will know in advance your“ancillary" charges.The information on the next few pages isintended to help you understand the purpose ofeach of these services and associated charges.

COAT AND PARCEL CHECKBased on your preference, a coat and baggagecheck service can be provided for your event inone of three ways.1. Attended by Centerplate; cash or hosted:Please contact your Centerplate CateringRepresentative for more information at (303)228­8050.2. Attended by volunteers: To provide coatcheck on a complimentary basis whenvolunteers are used, no fee can be charged tothe guest or be paid to the volunteers for

providing the service. No coat check tickets willbe provided.3. Unattended: To provide an unattended coatcheck on a complimentary basis, no fee can becharged to the guest. No coat check tickets willbe provided.We will provide the equipment and the setup foreach selection as a complimentary set. All coatand baggage check services will be placed in themost appropriate location based on your floorplans and space available for the event.

LABOR FOR ROOM SETS ANDCHANGEOVERSThis is one topic that we encourage you to readcarefully ­ especially if you are a meetingplanner who has worked primarily in hotels or ifyou are new to working in convention centers.We provide your initial standard set up at nocharge, as long as we receive your set uprequirements in writing thirty days prior to yourfirst move­in day. Your initial standard setincludes all of your non­exhibit areas (meetingrooms, offices, general sessions, meal functions,etc.). Ask your Event Manager for more details

Learn about the Colorado Convention Center’s “ancillary" charges to help in the budgetplanning process.

Uncovering "Ancillary"Charges

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on what is included in an initial standard set.You will be charged for the provisioning of anyadditional equipment outside of the initialstandard set and for any changes to these initialset­ups. For the ease of your planning, wehave a capacity sheet that reflects capacitiesthat have been fire marshal approved. Referto Dimensions and Capacities Chart.

If your event is taking place simultaneously withother events, first priority for availableequipment is awarded to the licensee with theearliest signed contract date. Our supply israrely depleted, but should it happen, we willassist you in locating another source forequipment rental.

Please remember that your Event Managerneeds to know your meeting spacerequirements at least thirty days before yourfirst move­in day. Per your contract, if thisinformation is not received on time or ifsubstantial changes are requested after wereceive your specs, you will be charged for thelabor to set and/or change these areas. Referto Flat Rate Changeovers Explanation.

PARAMEDIC/EMERGENCYMEDICAL SERVICE COVERAGEDepending upon your event space andattendance, emergency medical staff must bescheduled during your event hours. For eventswith more than 1,200 people in attendance,

mandatory staffingrequirements areenforced.You may supplement, butyou may not replace,facility emergencymedical staff withindigenous medicalpersonnel. Your EventManager will schedulethese services andprovide you with anestimate. You will bebilled for these serviceson your final eventsettlement. Ask yourEvent Manager about thecurrent labor rate. Referto Paramedic/ EMSCoverage Information.

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FIRE PREVENTION BUREAU/OFF­DUTY FIRE FIGHTERCOVERAGEThe CCC utilizes state­of­the­art fire alarm andlife­safety systems. The City of Denver,understanding that even the most sophisticatedtechnology is not fail safe, has adopted theInternational Fire Code. The I.F.C. requires thatoff­duty fire fighters be assigned to publicgatherings to provide for life­safety codeenforcement and crowd management.The Fire Prevention Bureau has establishedminimum off­duty staffing requirements forfunctions held at the CCC. Your Event Managerwill schedule these services and provide youwith an estimate based upon your event needs.You will be billed for these services on your finalevent settlement. Ask your Event Managerabout the current labor rates. Refer to FireFighter Coverage Information.

AUDIO EQUIPMENTWork directly with your Event Managerregarding usage of microphones. Your EventManager will also advise you on labor to operateany additional sound equipment.

INTERNETSmart City Networks is the exclusive eventtechnology provider for the CCC. Please contactour Customer Sales and Service Department at303­228­8056 for pricing. For moreinformation, please visitdenverconvention.com/plan­your­event/onsite­services­vendors.

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ELECTRICAL ANDMISCELLANEOUS UTILITIESElectricalWe supply two complimentary 20 amp circuitsfor audio visual set up in each meeting room,ballroom and/or group of rooms, provided yourequipment safely plugs into our standardoutlets. All other power including head tablelocations, computer labs, registration andgeneral office set up must be purchasedindividually. Power must be ordered for public

spaces. If you need any additionalequipment/power or an electrician to help withyour requirements, please make thesearrangements with your Event Manager.

Miscellaneous UtilitiesAir, water, and drain services, are availablethroughout the building. Please make thesearrangements through your Event Manager.

TRASH REMOVAL/RECYCLINGTrash removal is an inescapable cost for mostconventions and trade shows. Due to variationsin volume, we provide trash removal at anominal fee.One compactor is provided for each exhibit hall.In some cases, your trash needs will exceedwhat is provided. For additional compactors anddebris boxes, the charges will be billed to you.Trash removal is not a profit center for us. Wecharge for each completely filled compactor ofdry waste only. If you only use a portion of the

compactor, you will be billed for the percentageused. Standard charges have been based onthe use of compactors for normal trash anddebris. Please ask your Event Manager aboutspecific charges.The CCC is committed to recycling and providesreceptacles throughout the common areas foryour event recycling needs. CCC participates ina single­stream recycling program. Weencourage all contractors to participate in ourrecycling program as it has proven itseffectiveness at reducing trash costs. Pleaseask your Event Manager about details.

EXTRAORDINARYHOUSEKEEPINGBased upon your decorating needs, there maybe an occasion where special cleaning isrequired during or after your event. The fee isbased on the labor it takes to return the spaceto the original condition.Please also be advised that only approvedadhesives are permitted in our facility. If anapproved adhesive is not used and residue isleft behind on the walls, columns, etc., a fee ischarged to return the space to the originalcondition. Ask your Event Manager for the listof approved adhesives.

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WATER SERVICESOur Building Services staff will provide waterservice to podiums and head tables at nocharge. Please contact your CenterplateCatering Representative for water service atadditional locations.

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Rules and Reasons“Those who live and work in the City and County of Denver are all toofamiliar with the CCC and its consistent, professional, and quality customerservice. Visitors will understand that they are not encountering a venue, butrather a memorable event. The CCC team are champions of the collaborativespirit in working with City agencies and their commitment to promoting lifesafety of visitors and employees."

Manny Almagure ­ Division Chief Fire Department ­ City and Countyof Denver

The CCC has the capability to service a widevariety of meeting activities ranging from largetrade shows and exhibitions to small­groupmeetings and conferences. The requirementsfor production of trade shows and exhibitionsdiffer from those of other types of shows. Someof the following rules and policies apply in ageneral sense to all of the events occurring atour facility, while others apply primarily to

exhibit activities. Lobbies, concourses, and foodfacilities are considered public areas and notunder Licensee control. Refer to CCC'sGeneral Operating Policies andProcedures, "Answers to Most FrequentlyAsked Questions".Please contact your Event Manager if you haveany questions or would like further clarificationregarding any of the following rules.

Take a moment with our Director of Event Management to learn the "reasons behindthe rules" as you plan your event.

Rules and Reasons

Rules and Reasons

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BALLROOM EXHIBITS"Step by step, we help you to understand and planyour exhibits in either of our ballrooms. Theserooms require careful planning to meet fire codeand utility requirements."Rule: These beautifully carpeted space need tobe protected from unnecessary damage.

Reason: It is our goal to help you showcaseyour exhibits in a safe environment and helpyou preserve the room so it is ready for the nextevent. Your Event Manager can help youunderstand our guidelines. Refer to Ballroomand Prefunction Exhibit Policy.

BUILDING DAMAGE"It is our goal to provide you with a facility thathas superior preventative maintenance methods toensure that your contracted space is presentable."Rule: As the Licensee who has contracted theuse of the facility, you are responsible for anydamage caused by your staff, contractors,exhibitors or attendees. This policy is intendedto help us recover costs for repairing damage tothe facility (exceeding reasonable wear andtear) caused by anyone associated with yourevent.

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To make certain this rule is applied fairly, ourOperations Manager will schedule a walk­through on your first move in day as well as asecond walk­through at the conclusion of theevent in order to compare pre­event and post­event facility conditions. This will help todetermine if you should be responsible for anyrepairs or replacements. You will be informedof any damage occurring during your event,with both written reports and photographicaccounts if possible.

Reason: Since you are the Licensee, we turn toyou for responsibility. Our goal is to keep ourfacility in good repair so every client mayequally enjoy the attractiveness andserviceability of the center.

Helpful advice: It is difficult to overseeeverything that happens when you are on siteand we know that you cannot control all of theactions of your contractors. Here are twosuggestions to minimize your risks:

1. Make sure your exhibitors and speakers knowthe rules and regulations that apply to them.2. Inform your general service contractor thatyou will hold them responsible for any damagesthey cause during your event.

FREIGHT DELIVERIES"Your Event Manager can provide you with optionsfor small deliveries prior to your contracted day."Rule: We do not accept any freight or materials

including overnight freight services. All freightmust be delivered by your general servicecontractor or freight carrier during thecontracted move­in period. All shipmentsdelivered to our facility during your move­inmust be sent to the attention of your generalservice contractor.

Reason: The CCC does not have warehousingfacilities on site.

HAND­CARRIED FREIGHT"IATSE, Local 7 has union jurisdiction for theusage of material handling equipment. Discussyour event needs with your Event Manager so wecan assist in a smooth move­in and move­out foryour event."Rule: Move­in and move­out through the CCClobbies is strictly limited to hand­carried items.The use of dollies, flatbeds and mechanicalequipment is prohibited. Material requiring theuse of wheeled or mechanical equipment formovement must be handled by IATSE, Local 7and delivered to the exhibit floor via the loadingdocks.

Reasons: The escalators and elevatorsconnecting the lobbies to the exhibit level aredesigned for passenger use only and are notintended to carry heavier weights or withstandthe damage caused by carts. Also, the loadingdocks are the only appropriate entry points forsuch deliveries due to applicable union rules.

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FLOOR PLAN APPROVAL"We share in your goal to ensure that yourattendees are in a safe environment. Your EventManager will process your floor plans at no chargewith the Denver Fire Department for final reviewand approval."Rule: Before you complete the sale of yourexhibit space and sign contracts with yourexhibitors, you must submit your floor plans andreceive approval from the Denver FireDepartment. In signing your contract with us,you have agreed to submit six copies of theexhibit hall and lobby floor plans in advance offinalizing space sales with your exhibitors.These plans should be prepared by your generalservice contractor and sent to our offices forfurther handling. This also includes floor plansfor general sessions held in exhibit halls or theballrooms and use of the ballrooms prefunctionareas, lobbies and any public areas. Refer toCCC's Venue Directory and Map for a visual

reference on fire marshal approved maximum

sets.

Reason: By receiving approval from the DenverFire Department, it will prevent you from sellingexhibit space that must be later changed toconform to fire and safety codes.

SIGNAGE AND BANNERS"The CCC offers turnkey, pre­approved locationsfor displaying your signage or banners."Rule: It is necessary to submit, in writing, acomprehensive signage/banner package to CCCOperations in order to conform to our protocol.

Reason: We retain complete control over ourfacility, which limits event­related signage anddecoration to its interior spaces. Also,extensive coordination is necessary whenmultiple events are in the facility. This not onlyhelps us in maintaining an orderly event setting,but also prohibits unauthorized advertising orother messages being installed by individualexhibitors or other events which may occupydifferent portions of the building. Refer toBanner and Signage Package.

SMOKING POLICY"CCC supports a mandated smoke­freeenvironment. We do offer designated outdoorsmoking areas."Rule: Per State legislation, smoking in all City­owned facilities is prohibited. The CCC providesa smoke­free environment.

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Reason: The State of Colorado has adopted anon­smoking policy in the interest of publichealth, recognizing the medical evidence as tothe potential health hazards of second­handsmoke.

CARPET INSTALLATION"CCC encourages your creativity in planning yourevent. We simply ask for your understanding tosubmit samples for our prior approval."Rule: When installing carpeting in theconvention center, your general servicecontractor must use tape that has beenapproved by the facility.

Reason: Certain carpet tape can damagefacility surfaces when removed. We have testedvarious types of tape and have identified thoseleast likely to cause damage. Have your generalservice contractor contact your Event Manager.

EXHIBITS IN PERMANENTLYCARPETED AREAS"The appearance of our well­maintained facilityspeaks for this requirement to protect our assets."Rule: When using permanently carpeted areasas exhibit space, your general service contractormust lay plastic or plywood over the permanentcarpet before bringing freight or material­handling equipment into the area.

Reason: In such areas as the meeting rooms,concourses and the ballrooms, your generalservice contractor must take protectivemeasures to avoid damage caused by directcontact with lifts, pallet jacks and/or other suchequipment.

Rule: There are specific limitations on exhibitsin the ballrooms and meeting rooms. There arelimited provisions for installation of electrical ortelephone services to individual exhibits and noprovision for plumbing.

When installing exhibits in these areas, generalservice contractors may not use tape to markthe carpeted floors and all drapery systemsmust be supported through the use of sandbagsor similar weights. The movement ofequipment and material in these areas is limitedto hand­carried items. No trucks, carts or otherdevices are allowed on the floor unlessprotected by plastic or plywood.

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Reason: To preserve the integrity of the facilityfor all users and to preclude any potentialdamage charges to you.

RIGGING AND HANGING"We share your concern for the safety of yourattendees. Our standards are common practices inthe industry."Rule: Rigging and hanging in the CCC ispermitted in Exhibit Halls A, B, C, D, E, F andboth Ballrooms. All rigging and hanging from thehang points throughout the facility is subject tomandatory approval by facility management andis expected to meet generally accepted industrystandards.

Reason: Safety is of paramount importance. Itis our job to be concerned with the safety ofattendees and to maintain facility hang pointsand ceiling structures. Rigging and hangingcarries significant liabilities for the responsibleparty. It is our goal to eliminate any potentialproblems or hazards before they occur. Withoutexception, these rules and regulations areapplicable to everyone using the facility forhanging and rigging. Failure to abide by theserules and regulations will result in the immediateremoval of noncompliant items. Time and laborrequired to review and/or remove such hangingor rigging will be billed to the responsible party.If you have further concerns or questions,please contact our Operations Department at(303) 228­8000. Refer to Rigging andHanging Information.

SECURITY PROTOCOL"Security is paramount for your event and CCC.Your Event Manager can assist you inunderstanding our current event securityrequirements."Rule: You are responsible for selecting acontract security company that has beenapproved to work in our facility. Their personnelmust be assigned to security posts at accesspoints to all of your event areas. This caninclude your exhibit, meeting, food service,office, registration and storage areas. Refer toEvent Security Staffing Protocol.

We are responsible for providing a securebuilding perimeter including freight ramps anddriveways and a twenty­four hour control room,where the emergency response system ismonitored. We review the staffing levels youestablish with your security contractor to ensure

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Colorado Convention Center | Event Planner's Guide 36

that you have been provided with adequatecoverage.

Reason: When you bring your event to ourfacility, we each accept some specificresponsibilities for the security and safety ofboth people and property.

DECORATIVE MATERIALS"Decorative materials aesthetically add a uniquelook to your event. We understand their value andcan assist you in selecting what is acceptable."Rule: Nothing may be taped, nailed, stapled,tacked, or otherwise affixed to ceilings, paintedsurfaces, fire sprinklers, columns, fabric,decorative walls or podiums. This includes allsurfaces throughout the building, not just in theexhibit halls. Please distribute this information toyour staff, speakers, and exhibitors. Check withyour Event Manager for further information onapproved adhesives.

Reason: To preserve the integrity of the facilityfor all users and to preclude any potentialdamage charges to you.

Rule: All decorative materials must beflameproof in accordance with the Fire SafetyRules and Regulations. This includes drapes,banners and all decorative fabrics; poster paperand foam core board; all hangings, curtains anddrops; Christmas trees, projection screens,plastics and all other decorative materials.

Reason: We are all responsible for maintaininga fire­safe environment. Preventing an

emergency through careful materialsmanagement may help us avoid an unnecessarycrisis.

FOOD AND BEVERAGEGUIDELINES"Your Event Manager can assist in introducing youto your assigned Catering Representative.Centerplate will educate you on their protocols andcreative food and beverage options."Rule: Our Food and Beverage Departmentrequires a signed contract one month beforeyour services begins. A 90% deposit and signed

Catering Services Agreement is due 30 days

prior to the start of your event(s). The remaining

balance wil l be due five (5) business days prior

to the start of your event.

Reason: On the basis of our discussions withyou, we order products and labor and are wellinto planning your food service activities beforeyour event. Speak with your CateringRepresentative in reference to our guaranteeand cancellation policies.

Rule: You must inform us if you or yourexhibitors plan any food or beverage samplingduring your event. The sampling of alcoholicbeverages is prohibited.

Reason: Centerplate holds the AlcoholicBeverage License as well as insurance for foodservice for the facility. Therefore, Centerplate isliable for compliance with Colorado's strict lawsgoverning the use and consumption of alcoholicbeverages on the premises, as well as

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adherence to strict health guidelines. You mustsecure authorization in advance from our Foodand Beverage Department before planning anyon site promotions that involve food andbeverage. Please speak with your CateringRepresentative regarding any exclusive vendorsor sponsorships. Please visitdenverconvention.com/plan­your­event/onsite­services­vendors for moreinformation.

Rule: Provisions must be made in advance foron site food and beverage storage.

Reason: We have limited refrigerated storagespace on site for food and beverage products.

CRATE STORAGE"CCC has an outstanding working relationship withthe Denver Fire Department. By simply adheringto their requirements, it will allow for a smoothermove­in and move­out."Rule: Crate storage is permitted only indesignated areas and must be indicated on allfloor plans submitted for approval to the DenverFire Department. The dimensions must beclearly marked on the exhibit hall floor to ensureaisle integrity and an orderly appearance. Askyour Event Manager for specific criteriasurrounding this requirement. Refer toGeneral Service Contractor Guidelines.

Reason: This rule comes directly from theDenver Fire Prevention Bureau, whose job is toguarantee the safety of everyone who exhibits

or attends meetings in our facility.

EXHIBITS"We are proactive and work with your generalservice contractor so they understand our protocolfor ensuring that the exhibit hall is ready for thenext event."Rule: As specified in your contract, you areresponsible for returning the exhibit floor to thesame condition it was received. This conditionis reviewed as part of the walk­through that ourOperations staff conducts with you and/or yourgeneral service contractor on your first move­inday. You are responsible for the removal of alltape, pallets, etc. Extraordinary cleaningcharges will be assessed for the removal oflarge, unmanageable items. Refer to GeneralService Contractor Guidelines.

Reason: Every event expects to receive thefacility clean, clear, and ready for installation bytheir general service contractor.

UNION LABOR"Although you are required to adhere to CCC'sunion labor requirements, your Event Manager willhelp you understand how these basic workstandards benefit you."Rule: All decorating, display, drayagetheatrical, rigging, production, audio visual,commercial presentations as well as all materialhandling for conventions, trade shows,promotional displays, and consumer shows areperformed by the Denver Theatrical StageEmployees Union, IATSE, Local No 7.

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Colorado Convention Center | Event Planner's Guide 38

Full time employees of an exhibiting firm mayinstall and dismantle their own respectivecompany display, if such work can be completedin less than sixty minutes and without the use ofmechanized tools. Product display and productplacement is not included in these work rulesand is the exclusive right of full time employeesof an exhibiting firm. Refer to Union LaborRequirements.

Any outside or additional labor required forinstallation, dismantle or decorating of displaysis to be performed by the official general servicecontractor or by any other contractor signatory

to the IATSE, Local 7 labor agreement.

Reason: We are proud of the quality of ourlabor force in Denver. We acknowledge thework rules as defined by the union contractsbetween the labor unions and the servicecontractors. These agreements provide uniformstandards for labor and charges for services andare intended to encourage consistent levels ofquality service for meeting planners, showmanagers and exhibitors.

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Vehicle/Truck Staging"It is our goal to work with your general servicecontractor to ensure the ease of your move­in andmove­out for your exhibitors."Rule: All event­related vehicles must bestaged in assigned and designated portions ofthe service road or docks.

Reason: There must be a clear and accessiblefire lane around the CCC at all times to provideclearance for emergency vehicles. Refer toEvent Security Staffing Protocol.

Rule: Truck marshaling yard arrangementsmust be coordinated with your general servicecontractor.

Reason: The facility may be hosting severalevents simultaneously, and we must maintainaccess to our loading docks and lobbyentrances for all of our clients. Truckmarshaling yard arrangements are mandatorysince the facility does not have an on­sitevehicle queuing area. Due to limited dockspace, events using the lower level docks arerequired to pre­plan dock assignments throughfacility Operations.

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SALES/USE TAXES ANDLICENSES"In order to minimize your research, the City andCounty of Denver has appointed experts to assistin the processes of obtaining necessary licenses."Rule: All exhibitors selling merchandise fromthe show floor or taking orders on either awholesale or retail basis must have a validColorado Sales Tax License and must alsoadhere to the local laws regarding sales/use taxcollections for the City and County of Denver.

Although it is the responsibility of the individualexhibitor to obtain their own tax licenses, it isthe responsibility of show management to notifyexhibitors of this requirement and to be able toidentify those exhibitors to whom the licensingrequirement applies. Refer to Denver/Coloradosales and special event tax license information.

State of Colorado Special Event TaxLicense:colorado.gov/cms/forms/dor­tax/dr0589.pdf

City and County of Denver Special EventTax License:Go to:

http://www.denvergov.org/treasury/businesstaxes/tabid/440482/default.aspx and click on

Special Event Sales Tax to get ful l information

and a packet.

Reason: Whether it occurs on a show floor orin a store any sale may be subject to sales tax.

The Standard or Special Event Tax Licenseallows the State of Colorado and/or the City ofDenver to collect sales taxes on merchandisetransactions, while recognizing the one­time orperiodic nature of trade or consumer showsales.

Facilities Development Admissions (FDA)Tax"FDA" tax applies to those events in which anadmission is charged, unless an exemption isgranted. For more information about this taxand how to determine if you are eligible for anexemption, please go to:http://www.denvergov.org/treasury/businesstaxes/tabid/440482/default.aspx and click on FDA

tax.

AXS Ticketing AgencyRefer to AXS Ticketing Agency Quick Facts

CERTIFICATE OF INSURANCE"The City and County of Denver requires specificverbiage in order to meet their requirements. Oursample form should make it an easy process."Rule: Your contract requires you to carryliability insurance for your event. Refer to yourcontract for specific insurance requirementsincluding limits and additional insuredrequirements. Refer to InsuranceInformation.

Reason: To protect both you and us.

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Resources“The Metro Denver Automobile Dealers Association has a wonderful workingrelationship with SMG in hosting the annual Denver International AutoShow. SMG has considerable strenght through their continued relationshipswith the community, working with their clients and their vendors.”

Tim Jackson ­ CAE President ­ Colorado Automobile DealersAssociation

Find additional resources and information that have been referenced in this guide.

THE FOLLOWING RESOURCES HAVE BEEN REFERENCED INTHIS GUIDE:

• Event Planner’s Checklist• Event Security Staffing Protocol• Guest Services Information• Event Housekeeping Procedures• Sustainability Quick Facts• Sustainability Client Information• Sustainable Events Guide• Flat Rate Changeover Explanation• Paramedic/EMS Coverage Information• Fire Fighter Coverage Information• General Operating Policies and Procedures• Technical Information• Dimensions and Capacities Chart• Ballroom and Prefunction Exhibit Policy• Digital Display Client Package• Banner and Signage Package• Rigging and Hanging Information• General Service Contractor Guidelines• Union Labor Requirements• Denver/Colorado Sales and Special Event Tax License Information• Insurance Information• AXS Ticketing Agency Quick Facts

You may click on each resource above to be redirected to that document, or visit our EventPlanner's Guide to access this full list of resources.

Resources

Resources

Colorado Convention Center | Event Planner's Guide 43