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Pre-Event Planning
Registration Space
As available, and with consideration to other users, lobby registration space will be provided at no charge. Registration equipment must be provided by outside suppliers. Staffing for registration can be arranged through the Bureau.
Preliminary floor plans for registration in the lobby or the Exhibit Halls must be submitted six (6) months in advance to the Fire Marshal. The copy of the floor plan with the Fire Marshal approval is to be submitted to your Event Coordinator 40 days prior to your event move-in by you or your service contractor.
For additional information, refer to Floor Plans in the Fire Regulations section of this Guide.
Exhibits in the Ballroom and Meeting Rooms
When it is necessary to use the Ballroom and meeting rooms for exhibit space, special guidelines have to be followed. Because both areas are carpeted, forklifts are not allowed. Plastic sheeting, provided by show management and approved by the Event Coordinator is necessary to protect the carpet during move-in and move-out. Any cleaning or damage to the carpet affected by this usage will be included in your invoice.
Electrical power is limited for exhibits in the Ballroom and the meetings rooms. Access to these areas is also limited. Your Event Coordinator will assist you with your move-in/move-out and provide you with additional electrical information and potential charges for electrical services.
Lighting
The San Jose McEnery Convention Center has dimmable fluorescent lighting in all meeting rooms with the exception of Meeting Room J. Meeting Room J and Exhibit Halls 1, 2 and 3 have non-dimmable metal halide lighting systems. The lighting in all public access areas is non-dimmable. Ballroom A has the following special lighting features: indirect fluorescent non-dimmable, metal halide non-dimmable, and dimmable incandescent. Ballroom A has a fixed theatrical lighting system with 24 lighting instruments and 12 dimmable circuits. Meeting Room J has a fixed theatrical lighting system with 12 lighting instruments and 6 dimmable circuits.
Parkside Hall has a dimmable incandescent and a metal halide non-dimmable system.
The Civic Auditorium stage has overhead strip lighting with red, blue and white lamps. Two carbon arc spotlights are located at the back of the house.
Both the Center for the Performing Arts and the Montgomery Theater have full theatrical lighting systems with a front-of-house position, various overhead lighting positions, and carbon arc spotlights.
Vehicles in Exhibit Halls
Obtain authorization from your Event Coordinator to drive vehicles onto the exhibit hall floors during move-in and move-out. Unless vehicles are an integral part of display, they must be removed after unloading or loading. Exhibitors are responsible for any floor damage caused by spillage of fuels, oils or similar substances. Conditions for display of vehicles are outlined in the Fire Regulations section contained in this Guide.
Motorized Vehicles on Carpeted Areas
Approval by your Event Coordinator and the Fire Marshal is required before motorized vehicles may be exhibited on carpeted areas of the San Jose Convention & Cultural Facilities. Specific measures to protect carpeted areas must be addressed before approval may be granted. Access is limited on the Concourse.
Utilities
Electrical installations are to be completed by qualified electricians. You are responsible for contracting with a qualified service contractor for temporary hookups in the San Jose Convention & Cultural Facilities.
Electrical equipment is available for entertainment stages on a limited basis. You are responsible for providing electrical equipment for staged productions and should ensure that all exposed electrical cables within rented space are covered. All electrical equipment and connections are subject to the approval of the in-house electricians.
Utility charges will be incurred by you or your service contractor for event electrical use in the San Jose Convention & Cultural Facilities. As available and at additional cost, the CCF staff electricians may complete electrical installations.
For specific utility availability, refer to the Electrical Locator, which is available from your Event Coordinator.
Non-contracted Event Hours
Additional charges may be incurred if your event begins before the contracted time or extends past the contracted time or your Facilities Use Agreement.
For specific information, contact your Event Coordinator.
Suspension Rigging
All rigging must be approved by the CCF Chief of Maintenance and Operations. Rigging plans and/or drawings should be submitted to your Event Coordinator at least fourteen (14) days in advance of your event. Rigging plans and/or drawings should include: load capacities, dimensions, locations, installation methods and installation contractor's name.
Only qualified personnel may suspend items from the ceiling areas in the San Jose Convention & Cultural Facilities. Qualified technicians from local unions may be required to perform these duties at an additional expense.
Exhibit Halls 1, 2 and 3 in the San Jose McEnery Convention Center are equipped with closed eye bolts located below the ceiling area for rigging purposes. Upon request, your Event Coordinator can give you rigging plots with Facilities capacities and designated hanging methods for Exhibit Hall 1, 2 and 3 in the SJMCC.
Floor Loads
Exhibit Halls 1, 2, and 3 of the San Jose McEnery Convention Center each have floor loads of 350 pounds per square foot and the Ballroom has a floor load of 150 pounds per square foot. Parkside Hall has an unlimited load capacity; however, floor protection measures may be required to protect the parquet floor.
Service Desks
Space for service desks should be included within your authorized space. The CCF does not have space to accommodate service desks outside your exhibit and/or meeting space.
Animals
The CCF Food and Beverage Office is responsible for adhering to local health code regulations. Use of live animals for exhibits or displays may affect the scope of food and beverage services permissible under law. Your Event Coordinator can assist you with live animal display locations for your event. Hearing and/or seeing eye dogs are permitted in the facilities.
Decorations
Prior written approval by your Event Coordinator is required before placing decorations on ceilings, painted surfaces, or fabric or decorative walls. Exhibitors and other event participants must have the approval of show management. All decorative materials must be flame-retardant in accordance with the City of San Jose Fire Codes. For more information regarding flame-retardant requirements, refer to the Fire Regulations section of this Guide.
Glitter, decals, gum, confetti, and stickers may not be distributed or affixed inside the Facilities without prior approval from your Event Coordinator. For specific guidelines on the use of decorations, contact your Event Coordinator.
Helium-filled latex balloons are permitted in the San Jose Convention & Cultural Facilities. Use by exhibitor and event participants is subject to your approval. You are similarly responsible for the retrieval of all balloons which escape into the ceiling areas. If you are unable to retrieve all balloons by the end of the last move-out day, we will charge for their removal based upon staff time.
Mylar air-filled balloons are allowed in the San Jose Convention & Cultural Facilities. Mylar streamers are not allowed in any of our facilities.
Outside balloon releases are not permitted.
Americans with Disabilities Act
Show management will be responsible for complying with the ADA by:
- Setting up and running the event, including, setting up exhibits, seating and accessways in an accessible manner and otherwise removing physical barriers created in connection with the event.
- Providing auxiliary aides and services where necessary to ensure effective communications to individuals with disabilities who participate or desire to participate in the event.
- Ensuring that exhibitors at the event and any other event representative, including employees, contractors and subcontractors each comply with the ADA.
- Modifying policies, practices, procedures, as necessary to enable individuals with disabilities to participate equally in the event.
The Department's approval of any aspect of show management's activities is not an endorsement of ADA compliance.
Access to Concession Stands
Access and visibility to the Exhibit Hall Concession Stands must be maintained throughout the event. When possible, CCF will provide a limited number of tables and chairs in front of each Concession Stand for attendee seating.
Event Management
Bicycles and Carts
Electric-type carts and bicycles may be driven by key event personnel within the Exhibit Halls on event move-in and move-out days only. Carts and bicycles or any other form of conveyance not used for health reasons are not allowed on show dates, in public access areas, or during any public event in the facilities.
Additionally, motorized vehicles, other than those used for health reasons, are discouraged in the Ballroom, the Concourse or any other carpeted area in the San Jose Convention & Cultural Facilities. A plan for protecting the carpeted areas must be submitted to your Event Coordinator for approval to use motorized vehicles on these areas.
Entrances and Exits
All persons, articles, exhibits, fixtures, displays, and other equipment shall be brought into and out of the facilities only at designated loading doors. Only hand-carried items may be brought through entrance doors of the San Jose Convention & Cultural Facilities.
The West San Carlos Street entrance of the San Jose McEnery Convention Center is an undesirable location for move-in or move-out. However, if materials must be brought into the Facilities on street level for the Registration Area or Arcade, limited move-in and move-out periods may be allowed. Specific guidelines must be followed to protect the integrity of the Facilities.
Vehicular traffic or parking on the West San Carlos Street entrance turnout requires prior approval of your Event Coordinator. Signage, displays or exhibits are not allowed in the turnout or in front of the Convention Center.
Loading Dock and Ramp
Your Event Coordinator will meet with you to determine appropriate dock locations for vehicles to unload or load during move-in and move-out periods. Vehicles left unattended at the loading dock for an excessive period of time, or not in the actual process of loading or unloading, are subject to being ticketed or towed. Parking is not allowed unless a permit is issued. Limited dock parking is available for you and your service contractor. Arrangements must be made in advance with your Event Coordinator.
Your service contractor is responsible for cleaning loading dock areas of all excessive trash, debris, skids and equipment related to your event. Failure to do so may result in additional charges to the event for the costs of cleaning the dock area.
CCF reserves the right to require an off-duty San Jose Police Officer on the loading dock during the event move-in and move-out.
Freight Deliveries
We cannot accept freight shipments for exhibitors. Freight should be consigned through your service contractor or the exhibitor's shipping company. Your Event Coordinator can also give you information on local companies that will receive advance shipments and deliver to the facilities on the date requested.
Delivery items will be received at the San Jose Convention & Cultural Facilities no earlier than the first move-in day listed on your contract. The service contractor or show management must be present to accept freight deliveries.
The City of San Jose (or its officers, agents or employees) is not liable for any loss, damage or injury to properties of any kind that are shipped or otherwise delivered to the San Jose Convention & Cultural Facilities. Exhibits and properties cannot be delivered until a certificate of insurance has been received and approved by CCF and the insurance coverage required by the City is in effect.
Freight deliveries for Exhibit Halls 1, 2 or 3 in the San Jose McEnery Convention Center should be addressed as follows:
Name of Exhibiting Company
Name of Show/Booth #
c/o (contractor's name)
San Jose McEnery Convention Center
410 S. Almaden Blvd.
San Jose, California 95110-2715
Freight deliveries for Parkside Hall should be addressed as follows:
Name of Exhibiting Company
Name of Show/Booth #
c/o (contractor's name)
Parkside Hall
160 Park Avenue at Market Street
San Jose, California 95113-2008
The Civic Auditorium freight delivery address is 291 South Market Street, San Jose, California 95113-2008.
The Center for the Performing Arts freight delivery address is 255 Almaden Boulevard, San Jose, California 95113-2008.
For additional lettered mail deliveries, refer to Mail in the Administration section of this Guide.
Marshalling Yards
Your Event Coordinator can provide you with a list of local marshalling yards. An additional cost will be incurred for the use of the marshalling yard during your event. Occasionally, a marshalling yard may be shared.
Crate Storage
The CCF does not have storage capabilities. Your service contractor can assist you and individual exhibitors with bulk crate storage. Costs for movement of crates to storage and return are the responsibility of the trade show, convention, exhibitors, or service contractor.
Energy/Water Conservation
During move-in, move-out and non-event periods, minimal (but comfortable) levels for house lighting, ventilation, heating or air-conditioning will be maintained. Requests for service beyond minimal levels on non-event days may be accommodated for an additional charge. Generally, full house lighting, ventilation, heating or air-conditioning are maintained from one hour prior to show hours until the close of the event.
Water used to cool or operate equipment such as lasers, spas, etc. is considered extra and may incur a charge or require alternative water sources other than the water available at the San Jose Convention & Cultural Facilities.
Post-Event
Ceiling Tile Replacement
If ceiling tiles in the San Jose McEnery Convention Center are removed for beam access, they must be replaced. Failure to replace all ceiling tiles by the end of the last move-out day will result in labor charges incurred for in-house tile replacement. For additional information, refer to Suspension Rigging in this section of the Guide.
Refuse Removal
If an event generates excessive amounts of trash, show management should advise their Event Coordinator in advance so that additional bins may be ordered. Excessive trash is considered to be trash which exceeds one forty yard open bin container per hall. Charges for additional bins will be incurred by show management.
Adhesives
Show management, service contractor or exhibitors are responsible for removing tape and other adhesives used to secure carpets, tiles, or other covering and for restoring the floor to its original condition.
In order to protect the Arcade and Registration Area floor, we encourage your service contractor to use a specialized, approved tape for securing carpets or other floor covering in this area. Your Event Coordinator can provide you with this information.
A specialized, approved tape for securing signs and/or logos to CCF lecterns may be obtained from your Event Coordinator. Show management is responsible for the removal of any logos and/or signs attached to CCF lecterns and for any damages incurred to the lecterns if inappropriate adhesives are used.
Exhibitors should not distribute self-adhesive stickers to attendees as removal could result in additional charges. |
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