Palm Beach County Convention Center Okeechobee Blvd. West Palm Beach, FL Phone: Fax:

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2 Palm Beach County Convention Center Palm Beach County Convention Center Okeechobee Blvd. West Palm Beach, FL Phone: Fax:

3 Dear Valued Customer and Guest: Welcome to the Palm Beach County Convention Center, the Best of Everything for Every Event! It is with great pleasure that we invite you to explore the possibilites of our facility in making your event perfect. The Palm Beach County Convention Center is a state-of-the-art convention center that offers a total of 100,000 square feet of exhibit hall space, a 25,000 square foot ballroom, and more than 20,000 square feet of breakout space. With this wide variety of venue space, we are sure your event will be a success. Here at the Palm Beach County Convention Center, we are dedicated to ensuring a flawless event on every level throughout our facility. With that in mind, we have compiled this Facility Guide to act as your reference for every need you may have. Answers to many of your questions regarding our policies and procedures can be found throughout this Guide, and we hope it will help in creating your most successful event ever. Our goal is to provide the ultimate in service and meeting facilities, and the experienced staff here is always willing to provide any additional information or guidance throughout your event process. We encourage you to openly communicate with all of the staff here as often as possible in order to maintain a clear vision of your event. We are very pleased that you have selected the Palm Beach County Convention Center to host your event, and we are looking forward to a fantastic event! Sincerely, The Staff at the Palm Beach County Convention Center - 3 -

4 Event Planning Checklist ITEM DEADLINE DATE COMPLETE (2) original contracts signed, initialed Based upon event start date and returned with deposits. Fully executed original contract 14 days after mailing is mailed to client when deposit and signed contracts are returned. Review Facility Guide (online) Pre-planning stages Select Service Contractor Decorator One (1) week later Submit (3) floor plans to Event Mgr. Pre-planning stage for Fire Marshal approval Request order forms for Exhibitor Three (3) months prior to event Kits. Final rent deposit date specified on contract Submit meeting room/ ballroom Two (2) months prior to event specs to your event manager Submit Certificate of Insurance 30 days prior to event Receive Cost Estimate from Event 21 days prior to event Finalize menus and concessions 21 days prior to event Locations and schedules (OVATIONS) Finalize event related staff schedules 21 days prior to event Box Office Staff Ticket takers Dock Staff EMT/ First Aid Police Fire Watch Pre-Con Finalize Audio/ Visual needs 21 days prior to event Provide final overall agenda 10 days prior to event Set Pre-con/ Post con dates 10 days prior to event - 4 -

5 Table of Contents Section 1: General Information Page No. Sales Manager...8 Event Manager...8 Food and Beverage Services...8 Novelty Sales...8 Advertising...8 Americans with Disabilities Act...9 Animals...9 Contracted Space Parameters...9 Freight..9 Decorations...9 Emergency Situations...10 Equipment Rental...10 Gratuities...10 Helium Balloons...10 Housekeeping Services...10 House Lighting, Ventilation, or Air Conditioning...11 Ice & Water Services...11 Loading Dock...11 Parking...11 Valet...11 Security...12 Smoking...12 Section 2: Booking Policies Page No. License Agreement...13 Insurance...13 Cancellation...13 Conventions, Tradeshows, and Consumer Shows...13 Exhibits...13 Meetings and Conferences...14 Banquets and Food Functions...14 Ticketing for Public Events

6 Section 3: Operational Policies Page No. Event Floor Plan Approval Policies...15 Loading Dock Policies...16 Fire and Safety Requirements Gasoline and Diesel Powered Vehicles and Equipment...19 Cooking Demonstrations...19 Hazardous Materials...20 Medical Personnel...20 Labor...20 Required Labor...21 Electrical Services Telecommunications and Data Services...22 Rigging...23 Section 4: Exhibitor Information Page No. General Safety Requirements...24 Air, Water, and Drain Connections...24 Loading Dock Policy...24 Exterior Doors...24 Loading and Unloading Procedures Ordering Services for Exhibits...25 Payment...25 Deadlines...26 Floor plans...26 Meeting Room and Lobby Areas...26 Exhibitor Order Forms (Samples)... Section 5: Services and Equipment Page No. Audio Visual and Computer Equipment...27 Box Office...27 Equipment Rental and Miscellaneous Rates...27 Food and Beverage Services Special Services...28 Trash Removal Supplemental Equipment Rental Rates Lock & Key Service...31 Lobby Furniture

7 Section 5: Services and Equipment Page No. Labor rates...31 Electrical Service Rates...32 Telecommunications Service Rates...33 Air, Water, and Drain Service Rates...34 Section 6: Venue Information Page No. Exhibit Hall Specifications...35 Meeting Room Information Elevators and Escalators...36 Facility Photos Section 7: Floor Plans Page No. Floor Plans...41 Room Specifications...42 First Floor Layout...43 Second Floor Layout...44 Exhibit Hall AB Exhibit Set-up...45 Grand Ballroom Banquet Set-up...46 Section 8: PBC Convention and Visitor s Bureau Page No. Visitor s Information...47 Maps and Directions 48 7

8 Section 1: General Information Sales Manager Upon your initial communication with the Palm Beach County Convention Center, a Sales Manager will be assigned to your event. Your Sales Manager will help you find and hold rooms and dates for your event, will draft and execute a license agreement, and will act as your preliminary contact regarding our facility, policies, services, and costs. Event Manager Following the execution of your license agreement, an Event Manager will be assigned to your event. This Event Manager will be your chief liaison with the Palm Beach County Convention Center throughout the event process, from early planning to final bill statement. Your Event Manager will assist in planning the logistics of your event, advise you of the costs, help coordinate food and beverage service, and be on site throughout your entire event. Our Event Managers have complete decision-making authority regarding our facility, staff, and equipment, and they are committed to ensuring the success of your event implementing these resources. Please forward any draft material to your Event Manager for review and suggested changes. The Director of Event Services must approve your exhibit floor plan and/or staging diagrams prior to reserved ticket sales, booth rentals, or similar actions. We recommend adding your Event Manager to any event related mailing listing in order to enable them to monitor any items relating to the Palm Beach County Convention Center. Food and Beverage Services Ovations, the Palm Beach County Convention Center s exclusive food and beverage service provider, can serve anything from quality concessions to elegant hors d oeuvres to full course banquets. The Palm Beach County Convention Center reserves the right to prohibit any outside food and beverage use, sales, or distribution without the written consent of the facility prior to the event. To inquire about food and beverage services and to receive a sampling guidelines form, contact Ovations at Novelty Sales The Palm Beach County Convention Center reserves the exclusive right to novelty sales in the facility. Please notify your Event Manager in advance of possible novelty sales a fee may be assessed. Advertising Advertising for a specific event may not commence until a license agreement has been executed. Any advertising for an event at the Palm Beach County Convention Center must have prior approval from convention center management and must include the Palm Beach County Convention Center name and logo. 8

9 Section 1: General Information Americans with Disabilities Act The Palm Beach County Convention Center makes every effort to accommodate patrons with disabilities and to adhere to all requirements of the Americans with Disabilities Act of Our staff will happily work with you to assist patrons and to address any questions or issues that arise. Animals For the safety and comfort of all our visitors, animals are not permitted in the PBCCC except in conjunction with an approved exhibit or a display or performance that requires the use of an animal. Guide, signal, or service animals (as defined by Law) are allowed in the PBCCC. Customers of PBCCC are responsible for obtaining all appropriate permits in the case of approved animals and are responsible for the sanitary needs for those animals. Contracted Space Parameters No event related equipment, freight, decorations, or miscellaneous items will be accepted prior to the commencement of the Licensee s contract. Licensee or Licensee s Contractor must handle shipping and receiving of any and all freight to the Palm Beach County Convention Center. In addition, the aforementioned items must be removed from the Premises at the expiration of the Licensee s contract. Please note that the Palm Beach County Convention Center has no storage facilities and is unable to accept any goods shipped to the facility for Show Management or any exhibiting company. Items left beyond the contracted time will be disposed of at the discretion of the facility. Freight The Palm Beach County Convention Center will not accept freight shipments of any kind and is not responsible for lost or misplaced freight. All shipments made directly to the Palm Beach County Convention Center on a move-in day for an exhibit hall show must be routed to the attention of the decorator or to show management. Shipments of materials to be used in meeting rooms or the ballrooms should be sent to the loading dock at 650 Okeechobee Blvd., West Palm Beach, FL to arrive the day of your event. a representative MUST be present to receive all shipments. Decorations Prior written approval is required for the use of glitter or confetti within the PBCCCC facility. Please note that if any such decorations are used, additional cleaning charges will be assessed. No clients should tape or affix any decorative materials to any wall in the PBCCC. 9

10 Section 1: General Information Emergency Situations In the event of a serious medical emergency, please pick up the nearest house phone, dial 9 then 911 to report it immediately, and then dial 0 to notify staff. For all other emergency situations and concerns, dial 3051 from any house phone to notify building personnel. The operator answering your call will follow up on the appropriate emergency services agency. Equipment Rental All meeting room rentals include one of each of the following per contract: initial set-up and tear down; skirted head table; standard permanent electrical power; and one daily cleaning per room. Additionally, our preferred audio visual supplier will provide use of one complimentary wired podium microphone per contract, while supplementary equipment or audio-visual service must be provided by the client or rented at prevailing rates. Please note that alternate room set-ups or turnovers may incur additional equipment and labor charges, and that prices are subject to change without notice. For more information on equipment rental fees, please refer to Section 5 (Services and Equipment) or consult your Event Manager for a cost estimate. Gratuities Services provided by Palm Beach County Convention Center employees will be performed in a timely and efficient manner without the need for extra incentives. Our employees and subcontractors are not allowed to accept gratuities, and PBCCC employees may not accept free samples of product giveaways. Please help us avoid embarrassing moments by refraining from offering gratuities or samples to employees or management representatives. If you feel this policy is not being followed, please contact our Director of Event Services at ; any such communications will be held in strict confidence. Helium Balloons Helium Balloons are not permitted in the Palm Beach County Convention Center--please advise exhibitors of this policy. If helium balloons are brought into the facility and are released, the labor cost to retrieve the balloons will be charged to the License holder. Housekeeping Services Our staff provides exhibit hall trash removal as well as cleaning in lobbies, and restrooms during exhibit show hours, with one cleaning after show hours at a time scheduled with your Event Manager. This does not include booths, show offices, or aisle carpeting. If more frequent or extensive cleaning is desired, consult your Event Manager about services and rates. 10

11 Section 1: General Information House Lighting, Ventilation, or Air Conditioning House lighting, ventilation, heating and/or air conditioning of all rented spaces are provided by the Palm Beach County Convention Center for one hour prior to and during actual hours the event is open. Air conditioning during move-in, move-out, and nonshow hours is available upon request at a cost; written request should be given to your Event Manager prior to the event. Work lighting will be provided in the exhibit halls during move-in and move-out. Ice and Water Service Complimentary ice and water services are available for your event at the meeting room head tables and podium; please arrange this service with your Event Manager. Ovations can provide any additional water service in meeting rooms, exhibit halls, or ballrooms for a charge. Loading Dock The Palm Beach County Convention Center has an open loading dock policy, which means the center imposes no restrictions on exhibitors ability to load, unload, move-in, move-out, set-up, and strike their own exhibits. However, shows that have contracted with a decorator are bound by the terms of that contract, and it is show management s responsibility to inform exhibitors accordingly. In addition, there may be certain instances where the use of Palm Beach County Convention Center labor is required for loading dock procedures where additional labor charges may be incurred; please refer to Section 3: Operational Policies. Parking The Palm Beach County Convention Center operates a parking lot on the premises with approximately 1,100 premium spaces. The current parking fee is $5/car without in-andout privileges. Once a signed license agreement is received, designated show management will be eligible for up to two (2) parking passes valid for the parking lot during move-in, show, and move-out days. Limited parking is available for exhibitors, no trailers, box trucks or large vehicles will be permitted to park in the PBCCC parking lot after load in hours are complete. Valet Valet service is available for all events at the Palm Beach County Convention Center Please consult your Event Manager for further information regarding valet services for your event; a 21 day minimum advance notice is required. 11

12 Section 1: General Information Security Security is a high priority of the Palm Beach County Convention Center and the management staff here is committed to working closely with city, county, state, and federal law enforcement, as well as public safety and emergency management officials in order to provide the safest environment possible. To ensure this safety, PBCCC in-house security reserves final rights to admit access of any personnel to the facility. We provide 24-hour fire watch and building security. Security for the interior of the licensed space is the responsibility of the Licensee. Security firms or individual security guards used in the PBCCC must be licensed by the state of Florida, show proof of appropriate insurance, and be approved by the Public Safety Manager. 30 day advanced notice of their use is required to insure these requirements are met. The PBCCC Public Safety Office must approve any use of armed security guards. The security firm utilized must meet all of the criteria established above, and must hold the appropriate State Licenses for an armed security firm. Additionally, each armed guard must show evidence of a current, valid Florida G Security License prior to beginning a shift at the facility. The Public Safety office will verify on-line that each guard s license is current and valid. The PBCCC Public Safety Office at all times reserves the right to remove any guard who, in the sole opinion of that office, is behaving in a manner which jeopardizes the safety of any individual or the security of any convention center property. The PBCCC requires specific levels of staffing during move-in, move-out, and show hours to monitor traffic flow on the dock and freight elevator, those costs will be passed on to the customer. Your Event Manager will schedule our in-house exclusive Special Services staff for these purposes. Smoking For the benefit of our patrons, guests, exhibitors, and employees, and in compliance with state and local laws, the Palm Beach County Convention Center is a non-smoking facility. Smoking is not permitted anywhere in the building. Although we do not restrict smoking in outdoor areas of our premises, we are very grateful for everyone s cooperation in preventing litter and inconvenience to others. Our goal is to create a pleasant and healthy environment for everyone, and we ask your help in informing exhibitors and patrons about this policy. 12

13 Section 2: Booking Policies License Agreement The license agreement is your contract with the Palm Beach County Convention Center to provide specified facilities and services on the dates of your event. Your assigned Sales Manager will draft the appropriate license agreement, which is binding once it is signed and executed. Insurance All events in the Palm Beach County Convention Center require insurance. Please refer to your license agreement for insurance requirements, or ask your Sales Manager for more information. Insurance certificates must be received by the PBCCC at least 30 days prior to an event s first move-in date. If there is not a completed insurance certificate on file five days prior to the event s scheduled move-in date, PBCCC management reserves the right to cancel the event without detriment to the PBCCC or to purchase insurance on the client s behalf at an applicable rate based on estimated event attendance. Any insurance purchased by the PBCCC will be billed directly to the client and must be paid prior to the event. Cancellation We want your event to succeed and will work with you to avoid a cancellation situation. Please refer to your executed license agreement for cancellation policies. Conventions, Tradeshows, and Consumer Shows Typically, conventions and tradeshows, and some meetings and consumer shows, are booked several years in advance. Please make certain that the deposit schedule, as outlined in your executed license agreement, is followed. License agreements and deposit requirements for conventions, tradeshows, meetings, or consumer shows booked less than six months before the event will be determined at the time a commitment is made to use The Palm Beach County Convention Center space. Exhibits For the Exhibit Halls, rental fees for tradeshows are charged according to the greater of the daily rental figure or the net square footage figure. Net square footage consists of the actual commercial display area less aisles and corridors. Registration space and show offices are provided at no extra cost, subject to availability. No greater than 5% of the net square footage of an exhibit area may be non-revenue space. A final floor plan showing exhibit booth configuration must be submitted to the Director of Operations and the Director of Event Services for approval (see floor plan policies on page 15). 13

14 Section 2: Booking Policies Meetings and Conferences Meeting room rental includes the initial set-up and tear down of the room set, including chairs, five (5) skirted tables, one 6 x 8 riser, one podium per contract, one daily cleaning, and standard 120V AC electrical power from permanent outlets (please note that the PBCCC must approve all electrical cords brought in from outside). Additional set-up costs, including turnovers and alterations to original room set-up, will apply. Please see Section 5: Services and Equipment for the prevailing rates of services and equipment rentals and that which is included with your room rental. Banquets and Food Functions Banquets, luncheons, receptions, and other food and beverage functions that are not part of a larger event may be booked through Ovations at Whether your food function is stand alone or a component of a larger event, an Ovations representative will work closely with you and your Event Manager. Ticketing for Public Events If there is an admission charge to any event, the use of Palm Beach County Convention Center Ticket Takers and Box Office personnel is required. The solicitation of funds or distribution of literature is subject to approval by PBCCC management prior to the event. Ticket stock for public ticketed events must be either provided by or approved by the Box Office Manager. Consult your Event Manager and our Box Office Manager about the ticketing options that will serve you best. For fees associated with the Box Office, please refer to Section 5: Services and Equipment. 14

15 Section 3: Operational Policies Event Floor Plan Approval All floor plans for exhibits must be submitted to the Palm Beach County Convention Center Event Services Department prior to the selling of exhibit space, or 180 days before the first move-in day, whichever is first. For each Floor Plan submittal, the City of West Palm Beach Fire Marshal charges a review fee that will be added to your final invoice, currently $75 per review. The service contractor or show management will need to provide three (3) copies of the exhibit floor plan, no smaller than 8 ½ x 11 in size, with adjacent lobbies and exits clearly shown. The Director of Operations and the Director of Event Services will review and approve all floor plans and forward them to the Fire Marshal for review. All floor plans should clearly show the following: Name and Date of Event Name of the Area in use Official Service Contractor Date of Initial Drawing and Revisions Labeled Location of all Exits Dimensions of all Aisle Widths Lobby and Other Public Access Layouts Your Event Manager will return an approved set of floor plans to show management and to the official service contractor. The review process generally takes three to four weeks. The Fire Marshal will not accept floor plans for events at the PBCCC that are directly submitted by show management or by service contractors and will only accept those that are approved by PBCCC Management. Please consult your Event Manager if you have an issue that needs to be addressed by the Fire Marshal. All changes to approved floor plans must be discussed with your Event Manager and the final floor plan re-submitted to the Palm Beach County Convention Center for approval. Safety guidelines for acceptable exhibit floor plans are as follows: A person should have to travel no more than 200 feet from any point in the hall to the nearest exit. All aisles in the exhibit hall shall be maintained at a minimum of 10 ft. clearance. Dead-end aisles may be no longer than 50 ft. All fire hose connections, extinguisher cabinets, and alarm call stations must be visible and accessible at all times. Any columns located in an aisle must have a minimum of 10 ft. clear passage on at least three sides of each column. Under no circumstances is an exit door or exit sign to be blocked or covered at any time. 15

16 Section 3: Operational Policies Loading Dock Policies During move-in and move-out, the loading dock area is extremely active; therefore we have specific policies in place in order to ensure your safety and the safety of your exhibitors. The Dock Manager is responsible for enforcing these policies. During move-in and move-out, a clear aisle of at least 10 must be maintained at all times on the loading dock. Extra propane tanks may not be stored in the loading dock area. A propane storage cage on the west wall of the dock area has been set aside specifically for contractor propane storage. Please provide your own lock for this cage. Personally Operated Vehicles (POV) will be given 30 minutes maximum to unload and then move their vehicles so that all can have the opportunity to unload in the dock area. POV s left in the dock area for long periods of time will be subject to towing at the owners expense. Absolutely NO CONSTRUCTION of exhibits or exhibit material is permitted on the loading dock. If your show includes a construction element, please set aside one of your assigned dock bays for this activity. During move-in, move-out, and the duration of your show, emergency doors and vestibules must be kept clear at all times. Emergency exit vestibules are not storage areas. Prior to show opening, the dock area must be cleared of all crates and exhibit materials these items should be placed back on trailers. Acceptable items that may be left neatly in the dock area include extra tables, chairs or equipment that may be requested from exhibitors once the show starts. PBCCC Management reserves the right to hold the opening of the show if the dock area and emergency exits are not clean and clear prior to the show opening. Fire and Safety Requirements No pyrotechnics are permitted in the Palm Beach County Convention Center at any time. The provisions of the Florida Fire Prevention Code 2008 edition, or subsequent editions adopted by state law used by local fire officials has been established as a standard for review of occupancies and events in the Palm Beach County Convention Center. The information contained in the following outline is a summary of relevant provisions contained in these Codes as well as standard operating procedures established in cooperation with the Fire Marshal of the City of West Palm Beach. All curtains, drapes, and decorations must be constructed of flameproof material, or treated with an approved flame proofing solution. (Treatment shall be renewed as often as may be necessary to maintain the flame proofing effect). All exits, hallways, and aisles are to be kept clear and unobstructed at all times. A 20 foot roadway shall be maintained for fire equipment access to all parts of the building at all times. 16

17 Section 3: Operational Policies Fire and Safety Requirements, Cont d No part of a stairway (either interior or exterior), hallway, corridor, vestibule, balcony, or bridge leading to a stairway or exit shall be used in a manner that will obstruct its use as an exit or that will present a hazardous condition. Storage of any kind is prohibited behind the back drapes or display walls or inside a display area. All cartons, crates, containers, and packing materials that are necessary for re-packing shall be removed from the show floor. The PBCCC inspects all exhibits to ensure compliance. Crates, packing materials, wooden boxes, and other combustible materials may not be stored in the PBCCC. Items such as brochures, literature, giveaways, and other such items kept within booths of exhibits are limited to a one-day supply. Consideration will be given for the storage of crates outside the facility. All outside displays that are under the cover of the building roof or extension of the roof or porch area shall be governed by the same rules of as inside display. No exit doors shall be locked, bolted, or otherwise fastened or obstructed at any time the PBCCC is open to the public. Moreover, it shall be unlawful to obstruct or reduce passageway or other means of egress. Additionally, all required exits shall be located so as to be discernable and accessible with unobstructed access thereto. All sawdust and shavings shall be thoroughly treated with an approved flame-retardant product and shall be stored and maintained in a manner approved by the Fire Marshal. Hay and straw are not allowed in the PBCCC. Compressed air cylinders shall be used, handled, and stored in accordance with applicable fire code requirements. The 1997 Uniform Fire Code is not applicable. No unauthorized persons are to alter, remove, deface, or tamper with any required fire safety equipment contained within the PBCCC, including the fire sprinkler system, the fire alarm system, emergency lights and exits signs, portable fire extinguishers, exit doors, and other related safety equipment. The use of Liquefied Petroleum Gases (LPG) inside the building, tents, or other areas is strictly prohibited, except for demonstration purposes when approved by the PBCCC and the City of West Palm Beach Fire Marshal. Maximum LPG allowed for exhibition purposes is a 16-oz non-refillable cylinder, with a maximum of 24 containers stored in any one location. Please note that the storage location of all LPG must be first approved by the PBCCC. All standpipe and fire hose cabinets shall be kept clear and unobstructed at all times. All hydrants and fire department connections shall be unobstructed at all times. 17

18 Section 3: Operational Policies Fire and Safety Requirements, Cont d The Facility Public Safety Manager along with the PBCCC and the City of West Palm Beach Fire Marshal shall check egress of the facilities before it is occupied for any use. If such inspection reveals that any element of the required means of egress is obstructed, inaccessible, locked, fastened, or otherwise unsuited for immediate use, admittance to the building shall not be permitted until necessary corrective action has been completed. There shall be no obstruction blocking exit doors from the outside of the Palm Beach County Convention Center, including vehicles parked in front of doorways and barricades across sidewalks. No curtains, drapes, or decorations shall be hung in such a manner as to cover any exit signs. No vehicles shall be parked in fire lanes outside the PBCCC. No person shall interfere with the City Fire Rescue Department when performing emergency and non-emergency functions at the PBCCC. All orders issued by a member of the Fire Rescue Department shall be obeyed immediately. No overcrowding of any area of the PBCCC will be allowed; persons shall not be in excess of posted occupancy loads, nor can persons stand in aisles or block exits. The City Fire Chief or Fire Marshal has the authority to require Fire Rescue personnel to stand-by during certain events at the PBCCC. Written authorization by the Palm Beach County Convention Center Management and the City of West Palm Beach Fire Marshal is required for the following: Exhibit booths which have enclosed ceilings, upper decks, or any large overhead advertising device in excess of 100 square feet (these require the use of perforated or porous materials that will not obstruct fire sprinkler protection). The City of West Palm Beach Fire Marshal requires such booths to be equipped with portable fire extinguishers, as well as an automatic smoke detection system. Display and operation of any heater, heat-producing or open flame devices such as barbeques, candles, lanterns, torches, fireplaces, etc. Candles may be used on tables if securely supported on substantial noncombustible bases so located as to avoid the danger of ignition of combustible materials, and only if approved by the authority having jurisdiction. Furthermore, the candle must be protected in a glass votive. Display and operation of any electrical, mechanical, or chemical devices which may be deemed hazardous by the City of West Palm Beach Fire Marshal. Use or storage of flammable liquids, compressed gas, or dangerous chemicals. 18

19 Section 3: Operational Policies Gasoline and Diesel-Powered Vehicles and Equipment These include, but are not limited to, automobiles, boats, recreational vehicles, lawn mowers, and other power equipment. Before space is assigned, a floor plan showing vehicle displays must be submitted to and approved by the PBCCC. Additionally, all vehicles on display inside the facility shall have NO MORE than ¼ tank or five (5) gallons of fuel in the tank, whichever is less; all fuel tanks shall be locked or effectively sealed and at least one battery cable shall be disconnected from the ignition system. Ignition keys for vehicles on display shall be kept by a responsible person at the display location for removal of such vehicles from the building in the event of an emergency. Please note that carpeting or visqueen must be placed underneath the vehicle for any possible leakage. Carts, forklifts, bicycles, and other such items are not permitted on carpeted areas in order to maintain safety for all exhibitors, employees, and guests. Due to noise, air pollution, and fire hazards, no liquid fuel powered vehicles should be operated inside the exhibit halls. Forklifts are not permitted in the ballroom, pre-function space, or meeting rooms. Cooking Demonstrations Cooking demonstrations or commercial cooking must first be approved in writing by PBCCC Management. Requests for cooking demonstrations must be submitted to the Palm Beach County Convention Center at least 30 days prior to the start of your event. Once permission has been obtained, the following policies should be adhered to: All cooking devices and operations shall comply with Florida Fire Prevention Code 2008 edition, or subsequent editions adopted by state law used by local fire officials All cooking appliances shall be equipped with ventilating hoods and equipment as deemed necessary by the Fire Marshal and be installed in accordance with the provisions of the City, Building and Fire Codes. Cooking equipment shall be placed on a noncombustible surface, such as metal, a hardwood board, or glass and shall be separate from other equipment by a minimum horizontal distance of 2 feet. Countertop fryers that are single well and do not exceed 288 square inches may be used without the necessary ventilating hood and surface protection equipment, provided that there are two 10 lb B.C. extinguishers positioned on each side of said fryer. All cooking appliances must be listed by a NATIONAL TESTING AGENCY such as Underwriters Laboratory or Factor Mutual. All cooking equipment shall have a regulator(s) at the appliance and gas cylinder(s). All supply lines (tubing or hoses) must be lead-tight and in good repair, and hoses must be listed for the type of product it supplies. 19

20 Section 3: Operational Policies Hazardous Materials The use of hazardous materials is not permitted without the written approval of the Palm Beach County Convention Center and the City of West Palm Beach Fire Marshal. These include, but are not limited to: Open Flames Hot Coals Gasoline Radioactive Material Flammable, combustible, or toxic liquid, solid, or gas Natural Gas Hook-ups Compressed gas Cylinders Once approval is obtained, only a limited supply of the material to be used for demonstration will be allowed in the building. Excess fuel and cylinders must be properly stored outside of the exhibit hall, and all transferring of fuel must be done with safety cans. All compressed gas cylinders must be securely anchored. Aerosol cans and other products containing flammable or combustible ingredients are not permitted in the exhibit hall unless empty. Demonstrations using hazardous materials must be approved at least fifteen days prior to the event. These include, but are not limited to, welding, brazing, laser cutting, LP gas cooking, and heater demonstrations. Plexiglass shields or other protections must be utilized wherever sparks may be emitted or injury to bystanders could occur. Additionally, material specific fire extinguishers must be visible and supplied by the vendor. Medical Personnel The Palm Beach County Convention Center recognizes that the safety, health, and wellbeing of convention center guests are our top priority. To deal effectively with emergency situations and to protect public safety, medical personnel may be required ½ of an hour before, during, and ½ of an hour after show hours for some events with exhibits utilizing exhibit hall and ballroom. Select shows based on PBCCC staff recommendations with consultation of the WPB Fire Marshal will require the scheduling of medical personnel. The scheduling will be done by your event manager and all associated expenses will be billed to the client. Labor The Palm Beach County Convention Center maintains an open loading dock policy, which provides both show management and exhibitors significant freedom to use their own labor or hired services to unload equipment from trucks, and to set up and dismantle exhibits and other show equipment. Events that use a contracted decorator should be aware of how the decorator contract may affect the ability to exercise of this policy. 20

21 Section 3: Operational Policies Required Labor There are certain tasks and situations in which PBCCC labor must be used, including: Box Office: Exclusively responsible for all activities in regards to the box office, including, but not limited to, ticket personnel and ticket sales revenue. Ticket Sellers: Electricians: Housekeeping: Rigging: Special Service: Telecommunications: Exclusively responsible for set-up and operation of all ticket sales activity. Exclusively responsible for all electrical service connections, the installation and dismantling of any device that uses electricity as a power source, and the distribution of power to multiple sources. Exclusively responsible for the set-up and tear down of PBCCC equipment such as tables, chairs, and risers. Maintenance personnel perform daily general cleaning of the facility; additional maintenance labor charges apply to room turnovers and more frequent or extensive housekeeping services. Exclusively responsible for over head work and the installation and removal of any sign, banner, video screen, sound and/or lighting equipment, or any decorations from the ceiling structure within the facility. Exclusively responsible for ticket-taking, badge checking, controlling access, seating patrons, and informing and assisting customers. Public Safety staff is responsible for all dock control positions during Exhibit Hall move-in and move-out. Exclusively responsible for all telephone and data services within the building. Electrical Services All service connections and over current protection equipment must be installed and removed by the Palm Beach County Convention Center s Electrical Service Department. All equipment provided will remain the property of the PBCCC and shall be disconnected/removed by our staff only. Special equipment requiring company engineers or technicians for assembly, servicing, preparatory work, and operation may be installed without PBCCC electricians with (con t.) 21

22 Section 3: Operational Policies Electrical Services, Cont d advance notice to your Event Manager; however, all final connections to Convention Center electrical services must be made by the PBCCC electrical department. Use of the meeting room s permanent 120V electrical outlets is included in meeting room rental. Standard wall, column and permanent building electrical outlets are not part of booth service and are not to be used by exhibitors. All electrical equipment must be properly tagged or marked with complete information about type and/or amount of voltage, amperage, phase, frequency, horsepower, etc. The use of open clip sockets, latex or lamp cord wire, or non-ul or NEMA approved connections are prohibited. All 120V cords must be three-pronged, grounded cords. All exposed non-current carrying metal parts of fixed equipment must be grounded. All equipment, regardless of power source, must comply with local, state, and national safety codes. Please note that all power MUST be obtained from the Palm Beach County Convention Center. The rates quoted for all connections cover the cost of bringing one electrical service connection to the back center wall of the exhibit booth or other location determined convenient by the PBCCC electricians. Special fittings, connectors, or materials required to connect services may result in additional charges. The PBCCC reserves the right to refuse any connection or equipment that it deems unsafe. Telecommunications and Data Services The Palm Beach County Convention Center offers a wide range of Telecommunications and Data services. Orders for these services are based on a first-come, first-serve basis, with the earliest orders receiving the highest priority. Any materials or equipment installed and provided by the PBCCC for any ordered services shall remain PBCCC property and shall be disconnected and removed only by PBCCC authorized personnel. All telephone lines ordered will be provided with long distance dialing capabilities unless specifically noted otherwise. Only PBCCC digital phone sets can be used with digital telephone lines due to signal, device, and system compatibility. Additionally, PBCCC does not take any responsibility for the re-configuration or incidental damage internally or externally to your personal or rented computer equipment. The use of routers, switches/hubs, DHCP, wireless LANs, or other applications that allow the sharing of an IP address between multiple devices is PROHIBITED unless approved by the Palm Beach County Convention Center Information Technology Department Manager. In addition, no outside wireless networks or wireless broadcasting will be allowed under any circumstances. 22

23 Section 3: Operational Policies Rigging The PBCCC strictly enforces all policies and procedures related to rigging: Sign and Banner Labor and Equipment: Only rigging labor scheduled by the PBCCC may affix signage and banners to the Convention Center premises. Rigging labor is charged on a four hour, two rigger minimum for installation and dismantling. A lift rental charge will apply. Please consult your Event Manager for more detailed information about sign and banner hanging labor and equipment costs. Labor and equipment costs for all exhibit hall signage are divided among show management and all exhibitors who have ordered such signage. Show management s portion of the labor and equipment expenses will be reflected in the final invoices. Please note that absolutely no exterior banners may be attached to the building. Signs and Banners: The PBCCC does not provide signage or banners for events. These services are obtainable from any vendor of your choice. Handwritten signs are not permitted in the PBCCC. If you would like banners throughout the city you must go through the city s events department at Free Standing Signage: Free standing signs, banners, easels, decorations, and similar materials may be used and should be placed so that they do not cause a traffic or fire hazard. Signs may not be taped, nailed, hung, or affixed to any surface at the PBCCC. Adhesive labels, decals, and similar promotional items may not be used or distributed in the building. Painting is not permitted within or outside of the building or within parking lot. Holes may not be drilled, cored, or punched; and fasteners may not be attached to the floor or walls without prior written approval from the Director of Operations. All work must be done by PBCCC personnel or under their direction. Damage or expenses resulting from practices contrary to these policies will be charged to show management (please refer to license agreement for more information). Please note that the PBCCC is not liable for any accidents caused by any banner or signage. We reserve the right to alter any of these procedures in consideration of weather, traffic, or safety conditions. Delivery, Storage, and Return Shipping: Without specific prior approval from your Event Manager, show and exhibitor signage must be delivered only during the event specific contracted time period. Because of the difficulty of storing materials while other events move in and out, early deliveries will not be accepted. Exhibitors and Show Management shall make prior arrangements with their contract decorator to have signage and other materials packaged and shipped at the conclusion of their event. PBCCC does not pack, store, or return-ship signage or banners, and will not guarantee the return or the condition of any signage or banners left on our premises after an event has moved out and all signage has been removed. 23

24 Section 4: Exhibitor Information General Safety Requirements Please refer to Section 3: Operational Policies for safety and fire regulation information pertaining to hazardous materials, vehicle displays, fuel tanks, fire extinguishers, and related safety concerns. Rules governing electrical and mechanical service connections are addressed later in this section. Air, Water, and Drain Connections Air, water, and drain connections are available in most areas of Exhibit Hall A & B, and we can also fill and drain water tanks if necessary. All equipment must comply with City, State, and Federal safety codes. All connection equipment provided by the PBCCC will be removed by PBCCC staff and will remain the property of the PBCCC. Air and water pressure may vary. No guarantee can be made as to the minimum and maximum pressure available. If pressure is critical, exhibitors are responsible for providing an appropriate regulator. However, the PBCCC reserves the right to refuse any connection that its engineers deem unsafe. If you anticipate exhibitors requiring these services, please consult your Event Manager for availability before assigning booths. Exhibitors must order these services through the Exhibitor Services Order Form, shown later in this section. Loading Dock Policy The Palm Beach County Convention Center has an open loading dock policy, which means the center imposes no restrictions on exhibitors ability to load, unload, move-in, move-out, set-up, and strike their own exhibits. However, shows that have contracted a decorator are bound by the terms of that contract, and it is show management s responsibility to inform exhibitors accordingly. In addition, there may be certain instances where the use of Palm Beach County Convention Center labor is required for loading dock procedures where additional labor charges may be incurred; please refer to Section 3: Operational Policies. Exterior Doors Exhibitors should only use loading dock doors that are designated for loading exhibit materials in and out absolutely no loading is allowed through the Southeast or North entry of the facility (materials that can be hand carried are the only acceptable items through these entrances). For security reasons, other exterior doors may not be propped open for any reason. Loading and Unloading Procedures During scheduled move-in and move-out, freight can be loaded at the dock area on the west side of the facility; your Event Manager will assign specific dock locations for your event. Your Event Manager will work with you to facilitate your move-in and move-out 24

25 Section 4: Exhibitor Information Loading and Unloading Procedures, Cont d while maintaining a secure building for your event. The dock must be controlled by PBCCC dock personnel at prevailing labor rates. Exhibitor loading and unloading may only be done at loading dock entrances and during scheduled move-in and move-out. Use of passenger elevators or pedestrian entrances for load-in and load-out is prohibited except for hand carried materials. Damage to the facility caused by exhibitors violating this policy will be charged to show management. Due to space constraints in the loading area, targeted move-in and move-out procedures are recommended. An off-site exhibitor marshalling yard, operated by your decorator may be required for heavy freight shows see your Event Manager regarding the use of marshalling yards and targeted move-in and move-out. To ensure a smooth, speedy move-in and move-out, be sure to inform exhibitors about your show s procedures and the importance of exhibitors complete cooperation. The PBCCC has no storage for exhibitor or show materials see your decorator regarding off-site storage for materials. Limited parking is available for exhibitors. No trailers, box trucks or large vehicles will be permitted to park in the PBCCC parking lot after load in hours are complete. Vehicles or trailers left overnight in the parking lot without prior arrangements will be towed. Ordering Services for Exhibits The pages that follow contain sample order forms for services available to exhibitors, including: Electrical Services (online) Mechanical Services (online) Telecommunications (online) Data Services (online) These forms can be supplied to Decorators or Show Management for inclusion in exhibitor kits. Prospective exhibitors may also obtain forms by calling the Palm Beach County Convention Center Exhibitor Services Department at Payment PBCCC must receive payment in full with your order at least fourteen (14) days prior to the first scheduled show date. Orders received less than fourteen (14) days in advance or without full payment will not receive Advance Rates, regardless of date of receipt from Show Management. Unpaid orders will not be installed. We accept checks, Visa, MasterCard, and American Express. 25

26 Section 4: Exhibitor Information Deadlines Service orders and payment in full must be received a minimum of fourteen (14) days prior to the first day of the show. Orders submitted without full payment and orders received after the 14-day cut-off date are subject to Show Rate pricing. All order form information must be completed in full to avoid processing and installation delays. Incomplete orders may be subject to Show Rate prices. Orders are normally processed and installations are completed on a first come, first serve basis, or as the PBCCC determines most convenient. Floor Plans Where specific service locations or custom installations are desired, a Service Placement Form must be provided to the PBCCC. In the absence of a floor plan, services are installed at the rear center of the booth or where most convenient. Meeting Room and Lobby Areas The use of forklifts, golf carts, segways, motorized cars or bicycles is not permitted in the lobbies, ballrooms, or meeting spaces of the PBCCC. Any freight delivered to these areas must be delivered via pallet jack and/or cart. No carpet or flooring may be placed on the existing carpet or tile in the lobbies or public areas. Construction of exhibits is not permitted in meeting rooms or lobbies without written consent from the Director of Operations or the Director of Event Services. Lobbies and pre-function space are considered common areas; when used in conjunction with an event, these areas must be kept clear for public access. 26

27 Section 5: Services and Equipment Audio-Visual and Computer Equipment Audio-visual and computer equipment are provided by the PBCCC s in-house audiovisual provider or the A/V vendor of your choice. The PBCCC offers a wide range of equipment, services, and support with an on-site staff of professionals available to aid in the selection and operation of A/V equipment. If you choose to use an outside audiovisual provider, there will be patch fees and technician labor fees associated with connecting to the PBCCC house audio system. Internet access and/or data networking services must be arranged for any networked computer use for more information about Telecommunications services at the PBCCC, please contact your Event Manager. Standard (120V AC) electrical power used to operate audio-visual equipment rented by show management is included with meeting room rental. This does not include power for equipment rented by exhibitors, or power to lighting that must be rigged. Some A/V equipment may require an operator provided by the PBCCC. Box Office The PBCCC has experienced Box Office personnel that have been trained specifically to handle convention center and public entertainment events. The Box Office Manager and staff will work with you to provide exemplary box office service to our guests. If there is an admission charge to your event, the use of PBCCC box office personnel and tickettakers is required. Please consult your Event Manager for information regarding the number of box office personnel necessary to service your event. Box Office Set-Up Fee: Box Office Supervisor: Ticket Sellers: $150 One time Fee $23/hour billed by the ½ hr. $17/hour per person billed by the ½ hr. Please note that there is a four hour minimum per person for box office staff. All credit card fees and applicable taxes will be deducted from gross ticket sales; in addition, a printing fee of $0.05 will be assessed on a per ticket basis. Equipment Rental and Miscellaneous Rates The initial set-up of theater style, classroom style, or banquet style seating with one 6 x8 speaker platform and one skirted head table is included in most room rentals. Any alternative room set-up or turnover will be charged for equipment and labor used. Rental charges for commonly used equipment can be found later in this section. Food and Beverage Service Ovations is the exclusive food and beverage service provider for the PBCCC. Please contact Ovations at for menus, catering information, and pricing. Food and beverage samples must be approved by Ovations in writing, must not be greater than 2 oz., and must be manufactured, processed, or distributed by the exhibiting firm; 27

28 Section 5: Services and Equipment Food and Beverage Service, Cont d samples must also be related to participation in the event. Securing of all necessary licenses, permits, etc. for sampling is the responsibility of the exhibitor. Exhibitors are also responsible for complying with all Palm Beach County Health Department regulations regarding food sampling, storage, equipment, temperature, and all other pertinent factors. Special Services For exhibit hall events, specific Special Services staffing positions are required during move-in, move-out, and show hours to monitor traffic flow on the dock and freight elevator. Your Event Manager will provide the necessary hours of staffing and schedule the appropriate personnel. Dock Manager: Required during all move-in, moveout, and show hours, including decorator/staff set-up days for exhibit hall events North Dock Control/ relief: Monitors all event access to the dock area during move-in and move-out of exhibit hall events South Dock Control/ relief Monitors all event access to the dock area during move-in and move-out of exhibit hall events Ticket Takers: Required for public ticket events $23/hour* $17/hour* $17/hour* $17/hour* *Published rates revised on October Rates subject to change based on industry standards. Special Services staffing is an exclusive service of the PBCCC and includes ticket takers, badge checkers, and dock control personnel. Please note that Dock Control will require a relief position for all events having three or more dock control staff working more than five-hour shifts. Trash Removal Daily exhibit hall, common area, and restroom cleaning are included in the exhibit hall rental price. This includes placing trash cans throughout the exhibit hall and emptying them as necessary during show hours. PBCCC staff will not empty individual exhibit booth trash cans, vacuum individual booths, or vacuum any aisle carpeting; please see your decorator for this service. Additionally, during or following the show, it will be necessary for the facility s trash container (located in the dock area) to be emptied. The client will be charged a $700 fee for each trash pull per show. A heavy trash show may result in the container being emptied more than one time, with the client being charged accordingly. 28

29 Section 5: Services and Equipment Trash Removal, Cont d Open-top trash containers (roll offs) can be arranged through your Event Manager, but please note that adequate dock space must be made available by your decorator for such use. If dock space is not made available, containers will be placed in the most convenient location and must be filled manually and/or by forklift. Supplemental Equipment Rental Rates The following is a list of supplemental equipment available for rental from the PBCCC: Rental Item/Description Tables Banquet (72 Rounds) Included for meal functions, meeting rooms, and concession areas as necessary. Cocktail Rounds 30 and 42 height 8 x 30 tables & 6 x 18 tables & 8 x 18 tables Up to (5) skirted tables included per contract for meeting rooms and ballrooms Fee* Included in Rental $12 for each table free if used for a reception $15 for each bare table $25 for each skirted table Chairs Meeting Room Chairs 18 x 30 chairs Ballroom Chairs 18 x 30 chairs Exhibit Hall Chairs, theatre seating not exhibitor seating 18 x 30 chairs Included with Room Rental Included with Room Rental $1.00/ chair for up to 2,000 chairs $.50/ chair for any amount over 2,000 Dance Floor 3 x 3 Sections $12/section Flags United States State of Florida City of West Palm Beach Garment Racks Garment Rack with hangers ADA Lift ADA Lift Pipe and Drape 8 High: Black and Burgundy Not for Exhibit Use 12 High: Black only Not for Exhibit Use No Charge No Charge No Charge No Charge No Charge $2.50/linear foot $5.00/linear foot *Published rates revised on March Rates subject to change based on industry standards. 29

30 Section 5: Services and Equipment Supplemental Equipment Rental Rates, Cont d Rental Item/Description Podium Standing Podium One podium included per license agreement Table Top Lectern Deluxe Podium Clear Acrylic Podium Staging Concert 8 x 8 Staging Maximum staging 40 x 60 steps, stage skirting, and handrail included with stage rental Height (2) Sound 12 x 16 each for use with concert staging only Rope and Stanchion Retractable For use of crowd control Velvet For use of Special Events Lock and Key Service Additional Keys (2) Standard keys per room are provided at no charge Secure Core Keys each lock change includes (2) keys per room Fee* $50.00 each $35.00 each $ each $ each $2.00/sq. ft. or $128/ wing $2.50/stanchion $5.00/stanchion $10.00/additional key $75/lock change + $10/ additional key $50 Deposit per lock change returned Post event when keys are returned. *Published rates revised on October Rates subject to change based on industry standards. Please be aware that tables, chairs, pipe and drape, and other equipment for use as exhibits must be obtained through a decorating company or other outside source. All rental charges are per event unless otherwise noted. ALL QUANTITIES ARE SUBJECT TO AVAILABILITY AND ARE AVAILABLE ON A FIRST COME, FIRST SERVE BASIS. ALL RENTAL ITEMS ARE SUBJECT TO APPLICABLE FLORIDA STATE SALES TAX OF 6%. 30

31 Section 5: Services and Equipment Lock and Key Service The PBCCC s Security Department provides all locks for securing contracted space. There are two types of keys/lock for each room: Standard Keys use the lock cores that are currently in place. Some key building personnel will have access to rooms on standard cores. The PBCCC will provide up to (2) standard keys per room at no charge. For additional keys, a $10 charge will be incurred for each key. Secure Core Keys use lock cores that have been changed specifically for that room. After a core has been changed to secure status, show management will have the only access to the room. The PBCCC charges $75 per lock change for a secure core. This fee includes (2) keys per room; additional keys will be provided at $10 for each key. A $50 deposit will be applied towards costs and is refundable upon keys being returned post event. Please note that for any key that is misplaced, damaged, or lost, there will be a charge of $50 for each key that needs to be replaced. Lobby Furniture Lobby furniture in the PBCCC is permanently located in common areas for all guests to use. If lobby furniture must be moved to accommodate an event, there will be a labor charge associated with moving the furniture from its permanent location. Labor Rates The following is a list of labor charges that may be applicable for certain services: Position Regular Time Rate, per hour* Box Office Supervisor $23 Box Office Ticket Seller $17 Carpenter $60 Cleaning $150 Dock Manager/ Security Supervisor $23 Dock Control $17 Electricians $70 Engineers $60 IT Technicians $80 Set-up/General Labor $30 Riggers $50 ~4-hour minimum, 2-man minimum call Special Services (Ticket Takers, Badge Checkers $17 Security detail.) *Published rates revised on October Rates subject to change based on industry standards. Please note that a four hour minimum applies to all labor specified. Please consult your Event Manager for additional information regarding rates and labor requirements. 31

32 Section 5: Services and Equipment Electrical Service Rates Advance rates apply to all orders received up to and including 14 days prior to the first day of the show. Please use the Exhibitor Services Form to order electrical service for your event. Please add 6% sales tax when ordering your electrical needs. 120V Single Phase Advance Rate Show Rate* 10 AMP $89 $ AMP $129 $ V Single Phase Advance Rate Show Rate* 20 AMP $269 $ AMP $329 $ AMP $479 $ AMP $649 $ V 3 Phase Advance Rate Show Rate* 20 AMP $299 $ AMP $419 $ AMP $649 $ AMP $769 $1,269 Electrical Accessories Advance Rate Show Rate* Extension Cord $25 $25 Power Strip $20 $20 ***Electrical Accessories will be taxed and remain the property of PBCCC*** *Published rates revised on March Rates subject to change based on industry standards. 32

33 Section 5: Services and Equipment Telecommunications Service Rates Advance rates apply to all orders received up to and including 14 days prior to the first day of the show. Please see Exhibitor Services Forms to order telecommunications service for your event. Analog Service Advance Rate Show Rate* Analog Phone Package $190 $260 (Modems, Fax Machines, and Credit Card Machines) Voice Mail (per mailbox) $25 $32 Automatic Outside Line Programming $15 $20 Digital Service Advance Rate Show Rate* Digital Phone Package $250 $325 Hunting/Rollover $30 $39 Voice Mail (per Mailbox) $25 $32 Data Service Advance Rate Show Rate* Wireless High-Speed Complimentary Complimentary Internet throughout building Hard-Wired High-Speed $99 $130 Internet, Daily Rate Hard-Wired High Speed $300 $390 Internet, Length of Show Hard-Wired Internet, $200 $260 Additional Connections Additional IP address $385 $499 (blocks of 16) ISDN Internet $450 N/A T1Connection(60 day advance order required) $2,000 N/A Data Rental Equipment Advance Rate Show Rate* Multiport Switch/Hub $150 $195 rental 50 Patch Cable Rental $35 $45 *Published rates revised on October Rates subject to change based on industry standards. 33

34 Section 5: Services and Equipment Air, Drain, and Water Service Rates Advance rates apply to all orders received up to and including 14 days prior to the first day of the show. Please use the Exhibitor Services Form to order air, water, or drain services for your event. Air Advance Rate Show Rate* PSI First Connection up to ½ $200 $260 Additional Connections $110 $143 Fill and Drain Service Advance Rate Show Rate* Gallons $80 $ Gallons $105 $ Gallons $195 $230 1,000 or more Gallons Call for Quote *Published rates revised on March Rates subject to change based on industry standards. The PBCCC does not supply air regulators, dryers or water filters. Please note that all services and equipment are subject to applicable taxes. The PBCCC reserves the right to change service and equipment charges at any time. Any orders for show management must go through your Event Manager, while any orders for exhibitor services must go through the Exhibitor Services Manager of the PBCCC

35 Section 6: Venue Information Exhibit Hall Specifications The PBCCC currently houses two exhibit halls totaling approx. 100,000 sq. ft. The halls may be divided or combined and both halls have 29 2 ceilings at their lowest points but have a rigging height to steel of approximately 38. There are four columns in the center of the exhibit hall when combined in order to support the operable wall the remainder of the exhibit space is column free. Hall A measures 49,500 sq. ft. Hall B measures 49,830 sq. ft. Halls A&B will accommodate approximately x 10 exhibit booths or seating for approximately 6,800 attendees. Floor loads in both exhibit halls are unlimited. For your convenience, utility grids in the halls are located on 30 centers, and include electrical (120V or 208V), telephone, and data connections. Air, water, and drain are available in select locations. A total of nine loading bays and one large drive-in ramp are located at the west end of the exhibit halls for use by show management, exhibitors, and decorators. In addition, there are four sliding doors in the loading area that allow access to the exhibit halls. In the southwest corner of hall B, there is a large overhead door for large exhibit access. Sliding Door Specifications: Hall A North: 19 6 W x 16 H Hall A South: 21 6 W x 16 H Hall B North: 21 6 W x 16 H Hall B South: 19 6 W x 16 H Overhead Door Specifications: Hall B South-West Overhead: 19 6 W x 25 H Restrooms are located at the west end of both exhibit halls. Permanent concession stands are also available in each hall, but are for the exclusive use of the F & B contractor. Meeting Room and Ballroom Specifications For smaller gatherings, the PBCCC has multi-function rooms throughout the complex offering the versatility to accommodate 10 to over 2,000 people. The ballroom has approximately 22,000 sq. ft. of column-free space and may be divided into four smaller sections or multiple combinations for smaller functions. Two dressing rooms are located on the second floor behind the ballroom, each with a bathroom and shower facilities. Both dressing rooms are included with full ballroom rental; for sections of the ballroom, one dressing room is included based on availability. 120v electrical service is available in the ballroom. Additional electrical hook-ups are available at an additional charge. (Con t.)

36 Section 6: Venue Information Meeting Room and Ballroom Specifications, Cont d Higher voltage and/or amperage can be ordered on a special hook-up basis and at a higher rate. Please refer to the Electrical Service Order form for additional information and prevailing rates. Standard lighting and ventilation are available at no cost in the ballroom one hour prior and throughout the entire duration; however, special needs will involve an additional charge. Compressed air, water hook-ups, and drainage are not available in the ballroom. The PBCCC offers 17 meeting rooms throughout the complex with more than 23,000 sq. ft. of flexible meeting space able to accommodate any group from 10 to 500 people for your event. Minimum ceiling height in the meeting rooms is 14. No carpeting or other flooring can be used to cover meeting room carpeting. Elevators and Escalators The PBCCC has two passenger elevators and two sets of escalators in the facility. Additionally, there is one freight elevator that allows access to the second floor, including the ballroom, pre-function space, and meeting rooms. Freight Elevator Specifications: Capacity: 20,000 lbs. Dimensions: 8 H x 9 8 ½ W x 20 5 ½ D

37 Facility Photos

38 North Entrance Southeast Entry Grand Staircase Southeast Entry from Second Floor

39 Ballroom Prefunction

40 - 40 Southeast Entry Ballroom 2ND Floor East Concourse

41 Section 7: Floor Plans In this section, you will find a list of maximum capacities for each room along with facility floor layouts and sample room layouts. Samples include that of Exhibit Hall AB with the maximum capacity for 10 x 10 booths and the Ballroom with the maximum capacity for banquet seating. Your Event Manager can create custom layouts for all meeting and Exhibit space based upon your needs

42 Level 1 (Ground Floor) Dimensions Square Footage Ceiling Height Class Room Theater Banquet Hollow Square Exhibits Exhibit Hall Hall A 330'x150' 49,500 29' 2" 2,961 3,371 2, Hall B 330'x151' 49,830 29' 2" 2,961 3,371 2, Hall AB Combined 330'x301' 99,330 29' 2" - 6,808 6, Meeting Rooms 1A 25'x39' ' B 42'x23' ' C 42'x23' ' BC Combined 42'x47' 1,974 14' D 42'x30' 1,260 14' E 42'x28' 1,176 14' DE Combined 42'x58' 2,436 14' F 42'x40' 1,680 14' G 32'x19' ' H 32'x20' ' I 32'x19' ' GH 32'x39' 1,248 14' HI 32'x39' 1,248 14' GHI Combined 32'x58' 1,856 14' J 32'x19' ' K 32'x19' ' JK Combined 32'x39' 1,248 14' L 52'x30' 1,560 14' Level 2 Grand Ballroom Grand Ballroom 111'x111' 12,321 24' 6" 560 1, Ballroom A 36'x72' 2,432 24' 6" Ballroom B 38'x72' 2,736 24' 6" Ballroom C 37'x72' 2,664 24' 6" Ballroom AB 75'x72' 5,400 24' 6" Ballroom BC 75'x72' 5,400 24' 6" Ballroom ABC 111'x72' 7,992 24' 6" Entire Ballroom 111'x198' 21,978 24' 6" 1,152 2,070 1, ABC & Corridor 111'x87' 9,657 24' 6" G.Ballroom & Corridor 111'x125' 13,875 24' 6" Meeting Rooms 2A 43'x30' 1,290 14' B 43'x30' 1,290 14' C 43'x28' 1,204 14' AB 43'x60' 2,580 14' BC 43'x58' 2,494 14' ABC Combined 43'x87' 3,741 14' D 43'x30' 1,290 14' E 43'x30' 1,290 14' F 43'x28' 1,204 14' DE 43'x60' 2,580 14' EF 43'x58' 2,494 14' DEF Combined 43'x88' 3,784 14' Executive Boardroom 25'x43' 1,075 14' *The Dimensions and Square Footage listed is usable space, not actual space* **The Classroom sets are based on 8 tables with 4 chairs and 6 tables with 3 chairs**

43 - 43 -

44 - 44 -

45 dock Exhibit Hall AB Combined Exhibit Hall B dock dock Exhibit Hall A dock concessions concessions 10' 10' 10' 10' 10' 10' 10'x10' exhibit booths for ' x 301' 99,330 sq. ft

46 Ballroom A Ballroom B Ballroom C 8.1' 8.0' 7.7' Entire Ballroom service service Grand Ballroom service 10.7' 10.0' 11.0' 10.2' 10.0' storage Banquet Style seating for 1, ' x 198' 21,978 sq. ft. exit 9.7' exit exit exit exit patio 46

47 Section 8: PBC Convention and Visitor s Bureau The Palm Beach County Convention and Visitor s Bureau is committed to delivering the very best meeting experience with the highest standards of service, accommodations, transportation, and logistic requirements. The members of the Palm Beach County CVB offer many services within the community for events, tradeshows, and meetings. Please request a copy of the Meeting Planners Guide from the Convention and Visitor s Bureau for a complete listing. For updated information on the Visitor s Bureau, please visit For membership information, please contact: Palm Beach County Convention and Visitor s Bureau 1555 Palm Beach Lakes Blvd. West Palm Beach, FL

48 Map and Directions N Take Florida s Turnpike or I-95 to the Okeechobee Blvd. Exit and Continue East Continue down Okeechobee Blvd., passing Australian Avenue and crossing the railroad tracks The Palm Beach County Convention Center will be on the South side of Okeechobee to the right 48