SAN JOSE your perfect meeting space

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CONVENTION CENTER CALIFORNIA THEATRE CENTER FOR THE PERFORMING ARTS CIVIC AUDITORIUM SOUTH HALL PARKSIDE HALL MONTGOMERY THEATER HP PAVILION

CLARION HOTEL SJ AIRPORT CROWNE PLAZA SAN JOSE DOLCE HAYES MANSION DOUBLETREE HOTEL SAN JOSE FAIRMONT SAN JOSE HILTON SAN JOSE & TOWERS HOLIDAY INN SAN JOSE HOTEL DE ANZA HOTEL MONTGOMERY RADISSON PLAZA HOTEL SAINTE CLAIRE, LARKSPUR SAN JOSE MARRIOTT WYNDHAM HOTEL

EVENT SERVICES FOOD & BEVERAGE COMMUNICATION SERVICES VISITOR SERVICES

SUPPLIERS LISTING EVENT MANAGER'S GUIDE REQUEST AN MPG REQUEST AN OVG ADD SUPPLIER LISTING UPDATE SUPPLIER LISTING FACILITY USER GUIDE (PDF)

TOOLS & RESOURCES
- SUPPLIERS LISTING
- EVENT MANAGER'S GUIDE
- REQUEST AN MPG
- REQUEST AN OVG

- ADD SUPPLIER LISTING
- UPDATE SUPPLIER LISTING

Finances

Meeting & Exhibits	Services	Fire Regulations	Planning Checklist
General Facilities	Finance	Transportation	Event Coordination
Event Security	Forms	Facilities Equipment

Meeting Room Set-Up/Room Turns

The basic meeting room rental includes one set-up per event day. Additional charges will be incurred for mid-day room turns and room turns which must occur after 12 midnight. Overnight room turns which can be completed by 12 midnight will be at no charge. A typical set-up includes:

Theater-style or classroom-style (up to 4 chairs per table) room set-up
Headtable (skirted) on risers (when appropriate)
One lectern and one lectern microphone (if audio-visual contracted to in-house Technical Services Office)
One registration table (skirted) outside meeting rooms (upon request)
Normal air-conditioning or heating during event hours
Standard in-house lighting
Complimentary water for headtables and lecterns (upon request)
Water dispensers located in main meeting room hallways

Your Event Coordinator can provide you cost estimates for room turn charges.

Potential Expenses

In addition to the basic building rental for your event, the following is a list of potential expenses which could be incurred, depending on your needs. This list is meant to be a representative checklist and may not be all-inclusive.

San Jose Convention & Cultural Facilities	Outside Services
Additional tables, chairs & staging	Additional audio-visual equipment
Audio-visual service equipment	Armored car service
Blackboards/corkboards	ASCAP, BMI, SESAC fees
Broadcast fees	Cash drawers
Coat/luggage checking	Decorator
Damages to facilities or equipment	Drayage
Door lock changes	Easels for meeting rooms
Electrical service	Event security
Early move-in	Forklifts/genie booms
First aid personnel	Insurance
Food & beverage service	Office supplies & equipment
Late move-out	Permit approvals
Loading dock security	Photography equipment
Message center	Registration service
Parking	Room monitors
Pianos and tuning	Safes
Room-turn changes	Service contractor
Sound/lighting technicians	Special telephone service
Security officers
Stagehands
Telephone service
Ushers & room monitors
Utilities & water for exhibits

Contact your Event Coordinator for current rates and for information on outside service contractors.

Financial Settlements

Financial settlements will be conducted by your Event Coordinator no later than the last move-out day of your event. Payments for security, ushers, first aid personnel and any other support staff will be payable during this settlement.

Ticketed Events

Events based on a percentage of gross ticket sales will require special measures such as a certified ticket manifest from a box office or ticketing agency. Ticket accountability must be discussed with your Event Coordinator prior to publicizing your event or the selling of tickets. Box office settlements with your Event Coordinator will be held daily, or on the last day of the event as specified by your Event Coordinator.

Broadcasting/Televising/Recording/Taping

Videotaping your event is permitted provided that any broadcast or recording of the event for reproduction will be for your proprietary use and not for broadcast to the general public.

Damages

It is important that you accompany your Event Coordinator on pre move-in and post move-out tours of the Facilities to assess building conditions and to determine any responsibility for damages. Should building damages occur during an event, your Event Coordinator will notify you of the damage. Charges for damages will be included in your post event invoice.

Favors and Gratuities

The CCF staff pride ourselves on our ability to provide you with the best service possible. No gratuities are expected or allowed. In accordance with the Code of Ethics for Officials and Employees of the City of San Jose, CCF personnel may not accept money or other consideration of favors from anyone other than the City for performing job duties. If you feel so inclined, letters of commendation recognizing employees for outstanding service may be sent to the Director.

Service Contractors

Your service contractor will be directly contacted for payment of exhibitor utility fees. Should your service contractor fail to make payment for exhibit utility fees, you will ultimately be held responsible for payment of these services.

Your service contractor may not be billed for any damages incurred during your event, for any cleaning of the exhibit halls or the loading area of excessive trash. Compensation for these types of situations will be made by you.