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Event Coordinator
Your Event Coordinator will be your personal contact for all details and logistics. Once agreements are finalized with the Food and Beverage Office, your Event Coordinator will work closely with your Catering Coordinator in developing floor diagrams for your catered functions.
All event hours will be covered by your Event Coordinator. Depending upon the nature and length of your event, a back-up Event Coordinator may be assigned to your event.
Site Inspection
We strongly encourage you to have a site inspection, and request that arrangements be made in advance to assist us with the coordination of any in-house guests during this period and to enable us to prepare for your needs.
Our staff make every attempt to arrange site inspections in advance on non-event days. However, if a site inspection occurs on your event day and requires access to space utilized by your event, your Event Coordinator will ask your permission to show your authorized space.
Event Plan
A basic Event Plan outlining event related information and requirements for use of the facilities is required 90 days prior to event move-in. A comprehensive Event Plan must be submitted to your Event Coordinator no later than 21 days prior to the first move-in date and should include the following information:
- Registration or admission information
- Publicity information
- A timeline of all activities
- Room set-up requirements
- Room set-up changes
- Sound & lighting requirements
- Telephone installation requirements
- A/V equipment requirements
- Food & beverage requirements
- Staffing plans and requirements
- Parking and transportation plans
- Signage plans
- Contact names & phone numbers for key event staff members
- Contact names & phone numbers for all contractors providing services
Labor charges will be incurred for event plans submitted within 20 days of the first move-in date, and for substantial changes to event plans submitted.
Pre-event/Post-event Meetings
Many events require pre-event and post-event meetings with the Event Coordinator and other in-house personnel (audio-visual, marketing, security, facilities, etc. ). Contact your Event Coordinator to discuss whether a pre-event and/or post-event meeting is necessary. You should attend the pre-event meeting with your major contractors (service contractor, audio-visual company, security company, room monitor staff, etc.) and key event organizers (exhibit managers, meeting coordinators, meeting planner, etc.).
We prefer to conduct post-event meetings before you leave the Facilities on the last day of your event. Meeting details and agendas can be arranged through your Event Coordinator.
Lost and Found
It is recommended that you have a lost and found area during your event. At the conclusion of the event, you may leave unclaimed articles with your Event Coordinator. All lost and found articles are logged and placed in the Administration Office located at the San Jose McEnery Convention Center. Lost and found articles will remain at the San Jose Convention & Cultural Facilities for approximately three months, after which time they will be donated to a charitable organization. For lost and found information, call the Administration Office.
During large, public events (especially where children may be attending), you are encouraged to have a lost and found station available for paging during an event.
Promotional Materials
In order to ensure the accuracy of any printed materials regarding San Jose or the San Jose Convention & Cultural Facilities, we suggest review of these materials by our Sales Representative before they are printed.
CCF and the Bureau have promotional photographs and materials available for your use. If desired, the CCF Sales Representative can provide you with this promotional information. If our promotional materials are used, it is necessary for our Event Coordinator to review the materials before they are printed.
Publicity Addresses
To publicize events at CCF, please use the following addresses: San Jose McEnery Convention Center
150 W. San Carlos Street
San Jose, CA 95113
San Jose Civic Auditorium
135 W. San Carlos Street
San Jose, CA 95113
Parkside Hall
180 Park Avenue
San Jose, CA 95113
San Jose Center for the Performing Arts
255 Almaden Blvd.
San Jose, CA 95113
Montgomery Theater
Market Street and W. San Carlos Street
San Jose, CA 95113
Banners/Signage
If you are using the entire San Jose McEnery Convention Center, you must request approval from your Event Coordinator to hang banners or signs on the interior of the Arcade. Interior columns may be utilized to suspend banners. However, strict guidelines apply for hanging signage and charges may be incurred for improper mounting. For approved hanging methods, specific locations, and weight limits, contact your Event Coordinator. Following are general banner and signage guidelines:
- Plastic-coated cables or other similar coated materials may be utilized. Tape is to be avoided.
- Interior banners may be suspended from the slotted aluminum ceiling slats on the Concourse level and from the suspended cable on the back wall of the Registration Area. Banners are not to be suspended from ventilation panels or sprinkler heads.
- Signage may be displayed in glass sign cases, on portable sign holders, bulletin boards, easels or other fixed method with approval from your Event Coordinator. You are responsible for the provision, installation and removal of such materials.
- Signs are not allowed to be taped, tacked, stapled, nailed or otherwise affixed to any wall or surface in the San Jose Convention & Cultural Facilities.
- Limited directional signage is provided for events by the Facilities. The Arcade is considered public space for all events in the San Jose McEnery Convention Center. Any additional signage in this area must be approved by the Event Coordinator.
- Your Event Coordinator can provide you with a specialized tape to attach signage to the meeting room lecterns for your event. Adhesive tape is to be avoided.
- You may not place signage inside the Convention Center Parking Garage.
Our staff will provide limited directional signage for events. The Arcade is considered public space for all events in the San Jose McEnery Convention Center. If you wish to provide additional event signage in this area, submit a signage plan to your Event Coordinator for approval.
To supplement the exterior reader board, welcome banners can be arranged through your Event Coordinator with the Office of Cultural Affairs. These welcome banners will be hung on downtown City lamp posts. Show management will be charged for the installation and removal of these banners. No additional exterior banners are permitted.
Refer to Message Screens/Reader Board in the General Facilities section regarding exterior event signage located at the main entrance of the San Jose McEnery Convention Center and the Center for the Performing Arts.
Set-Up Changes
Your final event plan, which includes meeting room set-ups, is to be provided to your Event Coordinator 21 days before your first move-in day. Set-up changes made one to twenty-one days prior to the first date of your event may be assessed additional late charges for staff time. Requests for adjustments after set-up will be handled as expeditiously as possible and you will be advised, when possible, of the approximate cost of those changes. CCF reserves the right to charge for excessive, unplanned changes or numerous changes per day.
For more information regarding room set-ups refer to Meeting Room Set-up/Room Turns.
Radio Communications
Key CCF staff members are equipped with radio communication to facilitate service requests. Your Event Coordinator or back-up is assigned to your event during all hours of activity to supervise the event and coordinate last-minute requests.
You can contact any in-house personnel by dialing 3500 from a white courtesy phone to have the Security Control Office page appropriate personnel. White courtesy phones are located throughout the San Jose McEnery Convention Center.
While Facilities radios are available only to in-house staff, your Event Coordinator can supply a list of radio rental vendors, and the Technical Services Office can provide rental radios with a private channel to show management, upon request. To facilitate event communication, we request that show radios be provided to your Event Coordinator and your Food and Beverage representative during your event.
Radio transmittal limitations may occur in some areas of the San Jose Convention & Cultural Facilities.
Solicitations
The Director must approve all event solicitations (i.e. signatures, services, donations, etc.). Solicitation requests should be made in writing to the Event Coordinator 30 days in advance of your event.
Media Parking
Media vehicles may park within the Convention Center Garage or in designated parking areas on Almaden Boulevard or Market Street. Media vehicles may not park in Facilities turn-outs at the San Jose McEnery Convention Center or Parkside Hall. |
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