Building Policies and Procedures. Table of Contents

Transcription

1 Building Policies and Procedures Table of Contents Booking Procedures page 2 Advertising Guidelines page 2 Rental Inclusions page 2 Rental Exclusions page 2 Insurance Requirements page 3 Facility Labor page 3 Food Services page 4 FAQ page 6 Fire Codes page 8

2 Booking Procedures Booking of events deemed competitive with other existing events will not be booked within 60 days before or after one another. Competitive event classification is determined at the discretion of the MCCC General Manager. Individuals or companies that are not actually a part of an event but are associated with it (i.e. photographers) must rent space and adhere to the facility insurance requirements. Groups holding events involving the selling of merchandise must register with the Tax & Revenue Department ( ). Advertising Guidelines Advertisements, exhibitor packets, and promotional materials must reference the facility as The Memphis Cook Convention Center. Advertising for events and ticket sales for public shows are not permitted until a contract has been fully executed (signed by both the licensee and the licensor). Rental Inclusions Exhibit Space House lighting, ventilation, heat, and air conditioning as needed during event hours Cleaning of exhibition space before and during the event (including uncarpeted aisles, lobbies, and restrooms) Basic exhibit hall public address system with one wired microphone (additional charge for wireless microphones) Registration space and tables on an as-available basis Office space on an as-available basis Utilities service desk during move-in Meeting Space House lighting, ventilation, heat, and air conditioning as needed during event hours Daily standard trash removal One standard room set-up (of tables and chairs only) Skirted head table Speaker s platform (skirted platform not to exceed 8 x 8 ) Basic meeting room wired microphone and podium (addition charge for wireless microphones) Registration space, table, and chair on an as-available basis Rental Exclusions House ventilation, heat, and air conditioning and maximum lighting during move-in and move-out Excessive trash removal (including pallets, crates, lumber, and oversized packing materials) Booth cleaning and carpeted aisle cleaning Bleacher seating Stages Dance floors Event security

3 EMT (first aid) Electrical hook ups Wireless microphone Food and beverage service (including water service) Parking Insurance Requirements A Certificate of Insurance is required for all events and must be submitted to the MCCC no later than one month prior to the first day of the event. General liability coverage of no less than $1 million is required. Insurance carrier must have an A+ rating. The certificate should name the following as additional insureds: Memphis Cook Convention Center County of Shelby City of Memphis Memphis and Shelby County Convention Center Commission Memphis Convention and Visitors Bureau Memphis Management Group, LLC. Memphis Marriott Downtown (food and beverage provider for the MCCC) MCCC/SMG offers the option of ordering insurance for an event for a nominal charge. Facility Labor MCCC is a non-union facility EMT (First Aid) Security Emergency Medical Technicians (EMT) are required (at the expense of the Lessee) during events of 600 or more attendees per day. The MCCC reserves the right to provide all necessary EMT personnel. The MCCC maintains a 24-hour in-house security force responsible for monitoring the facility perimeter, interior public spaces, traffic flow and the MCCC s life safety system. The activities of in-house security personnel cannot be restricted by the activities of the event. All security services must be scheduled through the MCCC Event Services department. Event security requirements are subject to MCCC approval and must be submitted 30 days prior to your event. The MCCC reserves the right to provide all event security personnel. The MCCC may require minimum levels of security coverage in any leased space and other areas (i.e.: loading docks, registration area, parking garage, etc.). The MCCC also requires security during move-in and move-out to monitor traffic flow on the spool ramp and freight elevators. MCCC in-house security reserves final rights to admit access of any personnel to any MCCC space. The prevailing rate per hour will be charged, per guard with a 4-hour minimum. Guard service starts 30 minutes prior to activity unless written authorization is given for a variance from policy. All holiday and short-notice security officers (less than 7 days notice) will be charged at 1 1/2 times the prevailing rate.

4 Rigging Armed security officers are required for any ticket sales where cash is collected outside of the MCCC s permanent ticket office. The MCCC is not responsible for any items left in the building after an event has moved out. No doors may be obstructed or locked when the area is occupied. All rigging must be approved by MCCC management, meet industry standards, and be in accordance will all national, state and local safety codes. Rigging costs are the responsibility of the Lessee. All rigging must be contracted through one of the following: IATSE Local / Iron Workers Local / Infringing and rigging upon fireproofed trusses, catwalks, walls, fascia, lights and operable partitions is strictly prohibited. Ticket Takers, Cashiers & Ushers MCCC reserves the right to provide all box office personnel, ticket takers and ushers for public events. Holiday Labor Rates The following dates are considered holidays by the MCCC: - New Year s Day - Martin Luther King Jr s Birthday - Good Friday - Memorial Day - Independence Day - Labor Day - Veteran s Day - Thanksgiving Day - Day after Thanksgiving - Christmas Eve Day - Christmas Day Parking If a designated holiday falls on a Saturday, it will be observed on the previous Friday. If a designated holiday falls on a Sunday it will be observed on the following Monday. If your event falls on any of the above mentioned days, you may be charged time and one-half for any labor costs incurred. Covered parking is available at the MCCC for $10.00 per entry Food Services Food and Beverage Provider Food and beverage services are provided exclusively by the Memphis Marriott Downtown. The Memphis Marriott Downtown can provide banquet service, snacks, luncheons, beverage service and concessions.

5 Alcohol A representative of the Food and Beverage Department can be contacted at 901/ No outside food/beverage is allowed in the MCCC. Notification of the MCCC s food and beverage policies/guidelines should be provided in writing to exhibitors by the Show Manager. Any exceptions to this exclusive arrangement, including coolers and deliveries, must be approved by Memphis Marriott Downtown and the MCCC. Memphis Marriott Downtown holds the liquor license for the facility. As a result, all alcoholic beverages must be purchased through the Marriott. Additional security may be required for events where alcohol is served. Client assumes all responsibility for events where alcohol is served. Food Samples No exhibitor may sell food or beverages or sample food or beverages from their booth without prior approval from the MCCC General Manager and the Memphis Marriott Downtown. Food and beverage samples must not be greater than 2 oz. and must be manufactured, processed or distributed by the exhibiting firm and must be related to participation in the event. Restrooms, concession stands and/or facility kitchens may not be used as exhibitor clean-up areas. Costs associated with the disposal of trash, waste, grease, etc. from exhibitor sampling is the responsibility of the Client. Securing of all necessary licenses, permits, etc. is the responsibility of the exhibitor. Please contact the Memphis & Shelby County Health Department at 901/ for permit information. At the time of this printing, there are 2 kinds of permits: - If you are selling pre-packaged goods and are not doing any sampling of the product, the cost of the permit is $ If you are giving out samples of the product, the cost of the permit is $ Please note: permit prices are subject to change. Exhibitors are responsible for complying with all Memphis & Shelby County Health Department regulations regarding food sampling, storage, equipment, temperature, etc. If they are not in compliance or do not obtain the proper permits, the Health Department can shut down their booth. Food Shows The Client is responsible for making arrangements to provide exhibitors with food waste containers. The container should be accessible for the exhibitors to use on a daily basis. All food waste products should be contained in plastic bags, tied and disposed in the food waste container. Food waste will be dumped on a daily basis. This rule also applies to caterers working in the building. THE BUILDING TRASH COMPACTOR IS NOT AVAILABLE FOR FOOD WASTE DISPOSAL. No exhibitor may sell food or beverages or sample food or beverages from their booth without prior approval from the MCCC General Manager and the Memphis Marriott Downtown.

6 FAQ Event Manager The MCCC will assign an Event Manager to coordinate your event. Your Event Manager will: - Contact you following execution of your lease agreement. - Be your primary liaison before, during and after your event. - Be responsible for gathering all event information and disseminating that information to all MCCC departments. - Generate an Event Fact Sheet for your review and approval no later than 2 weeks prior to your event. - Provide professional, efficient and courteous service. Electrical & Telecommunications All electrical services are provided by a qualified MCCC electrician. All electrical orders must be handled by the MCCC. All electrical orders are to be placed by using the official Electrical & Telephone Service Order Form. Electrical and Telephone/Internet Service Order Forms for exhibitors will be provided by the MCCC. An electrical service desk can be provided during move-in to accept last minute floor orders at the Lesee s expense. One electrical drop consists of 2 plugs, which is called a duplex. Your exhibitors can use 1 duplex for 2 pieces of equipment as long as it does not exceed 2,000 watts. All equipment to be hooked up must meet all City of Memphis Fire Code Regulations Telephone and Internet Service is only available through the MCCC. Orders for exhibitors telephone service will be filled on a first come, first serve basis. Payment Cash, check, Visa, MasterCard & American Express are accepted for all payments. All clients must pay their rental deposit according to the MCCC Deposit Schedule and all exhibitors must pay in full at time of orders. Keys & Lock Changes Signage Our clients have the option of rekeying their meeting room doors. There is a charge of $25 per lock that must be rekeyed. Additionally, there is a charge for all unreturned keys. The MCCC will provide directional signage for your event. Handwritten signage is not allowed and signage is not allowed to be taped, tacked, stapled, nailed or otherwise affixed to any surface of the MCCC. Removal of any signage will be billed at the prevailing labor rates. Americans with Disabilities Act As a facility of public accommodation, the MCCC complies in all respects with the Americans with Disabilities Act (ADA) and regulations issued there under. Lessees are also required to comply with all provisions of the ADA.

7 Freight Elevators The MCCC currently has (3) freight elevators: 1.Freight Elevator "A" is 10'4" x 15'6" and can access all levels of the MCCC except the Mezzanine level. 2.Freight Elevator "B" is 11'6" x 7'10" and can access all levels of the MCCC including the Mezzanine level. 3.Ballroom Freight Elevator (Front Street side) has a 9'0" opening with a 9'10" x 19'4" cab; it can access P1, Level G (Front Street dock) and the 2nd level of the Convention Center (Ballroom/Exhibit Hall level). The weight capacity for each elevator is 10,000 lbs. The MCCC s freight elevators and loading docks are located on the north side of the building between Front St. and Main St. on Winchester. MCCC s Truck Elevator is available for use at the Lessee s expense if vehicle is larger than 48ft. (maximum trailer length of 53 ) Information Center The MCCC Information Booth is located in the Grand Lobby. Brochures and information on various local attractions are available at the Information Booth. The Information Booth may be staffed by MCCC personnel during certain events. Parking The MCCC has an underground monitored parking garage with 3 levels and more than 800 parking spots. Parking is available for all events at a cost of $10 per vehicle. There is a "no in & out" policy in place. You must pay to park each time you enter the garage. You may arrange to purchase passes at a discount for your exhibitors or attendees. Our Exhibitor Lot may be rented on show days if you would like to arrange to have it available for your exhibitors. It is also available during move-in and move-out at no charge, dependent upon availability. However, if you wish to staff a security officer during move-in or move-out, there is a charge for the officer. If special parking arrangements are required, please contact your Event Services Manager. Service Contractors You are encouraged to contact a service contractor for all decorating needs. There is no exclusive contractor with the Memphis Cook Convention Center. The following local companies may assist you: - Classic Party Rental at Hicks Convention Services at All services provided by the service contractor should meet the rules and regulations of the building. Contact your Event Manager for a list of local vendors for other items (i.e. florists, printers, instruments, balloons, etc.) Damages

8 The Lessee is responsible for all damages to the building, whether they are created by themselves, their decorator or their exhibitors. Smoking Vehicles Smoking is prohibited inside the MCCC. Fire Codes Vehicles are permitted in the building provided they meet all City of Memphis Fire Code Regulations. If any vehicles are going to be placed in any carpeted area, then the Client should arrange to have visqueen placed on the floor from the loading dock to the final location of the vehicle. The Client should also arrange to have pieces of carpet placed under each of the tires of the vehicle. Note that products such as Armor-All are prohibited from being used in the facility due to slip hazards that are created when it comes in contact with our floors. If any vehicles need to be polished or treated with Armor-All, it should be done outside the facility (either on the loading dock or in the Exhibitor s Lot). Fire code requirements for places of public assembly. Inside Displays No hay, straw or untreated cotton bales are allowed inside a place of public assembly. All decorative materials including, but not limited to, draperies, drops and curtains used in places of assembly, shall be noncombustible, inherently flame resistant or treated and maintained fire resistant when tested. Certificates denoting that the materials are fire resistant or have been treated to be fire resistant shall be required by the Fire Official. No person shall cause or permit any open flame, candles, torches, etc. to be used in any place of assembly, except that candles may be used on tables if securely supported on substantial noncombustible bases so located as to avoid danger of ignition of combustible materials and only if approved by the authority having jurisdiction. The candle flame shall be protected. Exit doors shall not be locked, blocked or otherwise concealed or obscured by decorations, drapes, mirrors or any other tapestries. All electrical connections shall be in accordance with the Electrical Code. All electrical cords, sound cable or other trip hazards shall be safeguarded. All fire protection, i.e., hose cabinets, fire alarm pull station, exit signs, etc., shall be visible and accessible at all times. No part of a stairway, whether 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. Use of Extension Cords Extension cords are permitted only with portable appliances or fixtures while in immediate use subject to the following: Each extension cord shall be plugged directly into an approved receptacle and shall, except for approved multiplying extension cords, serve only one appliance or fixtures. The current capacity of the cord shall not be less than the rated capacity of the appliance or fixture. The extension cord shall be maintained in good condition without splices, deterioration or damage.

9 The extension cord shall be of the grounded type when servicing grounded appliances or fixtures. Extension cords and flexible cords shall not be affixed to structures, extend through walls, ceilings, floors, under doors or floor coverings, nor be subject to environmental damaging physical impact. Inside Vehicle-Storage No vehicles are to be parked inside a building except for display or for service purposes only (food distribution). During display, the following shall be complied with: Fuel tanks shall be drained to less than 1/4 tank. Fuel caps taped shut or fitted with locking cap. "Hot" lead of battery disconnected. Cooking - Demonstrations and Commercial Cooking Each cooking booth shall have a minimum rated extinguisher of 2A 4OBC. Single-well cooking equipment using combustible oils or solids, (deep fryer, dry pan, etc.) shall comply with the following: - Be limited to 288 sq. in. of cooking surface. - Be placed on a noncombustible surface, such as metal, hardwood board glass, etc. - Be separated from each other by a minimum horizontal distance of 2 ft. Containers having a maximum water capacity of 12 lb (5.4 kg) nominal 5 lb (2kg) LP-Gas capacity may be used temporarily inside buildings for public exhibitions or demonstrations, including use in classroom demonstrations. If more than one such container is located in the same room, the containers shall be separated by at least 20 ft. (6 in). Listed and approved LP-Gas commercial food service appliances shall be permitted to be used in attended commercial food catering operations provided that no commercial food service appliances shall have more than two (2) 10-oz non-refillable butane gas containers having a maximum water capacity of 1.08 lb per container connected directly to the appliance at any time and container(s) shall not be manifolded. The appliance fuel container(s) shall be an integral part of the listed, approved, commercial food service device and shall be connected without the use of a rubber hose. Butane containers shall be listed. Exhibit Booths The following shall be protected by automatic extinguishing systems: - Single level exhibit booths greater than 300 sq ft and covered with a ceiling. - The first level of multilevel exhibit booths. - The second level of multilevel booths where the second level is covered with a ceiling. A single exhibit or group of exhibits with ceilings that do not require sprinklers shall be separated by a minimum of 10 ft where the aggregate ceiling exceeds 300 sq ft. The water supply and piping for the sprinkler system may be of approved temporary means taken from an existing domestic water supply, an existing standpipe, or an existing sprinkler system. Exception No. 1: Ceilings that are constructed of open grate design or listed dropout ceilings in accordance with NFPA 13, Standard for the Installation of Sprinkler Systems, shall not be considered ceilings within the context of this section. Exception No. 2: Vehicles, boats and similar exhibited products having over 100 sq ft of roofed area shall be provided with smoke detectors acceptable to the authority having jurisdiction.

10 Outside Display No outside display shall block or obstruct any exit door or access to an exit door. All outside displays that are under cover of the building roof or extension of the roof or porch area shall be governed by the same rules of an inside display. A 20 ft. roadway shall be maintained for fire equipment access to all parts of the building and displays. All hydrants and fire department connections shall be unobstructed at all times. All tents and awnings 10' x 12' (120 sq ft) or larger shall be treated with a flame retardant treatment. An affidavit shall be kept on location at all times or a label is to be sewn onto the material. Any person erecting a tent 120 sq ft or larger shall obtain a permit from the Fire Marshal's office. All cooking equipment shall have regulator(s) at appliance and gas cylinder(s). All supply lines (tubing or hoses) shall be leak-tight and in good repair. Hoses shall be listed for the type of product it supplies. All compressed gas cylinders (propane, butane, carbon dioxide, etc.) shall be adequately secured to prevent failing or being knocked over by means or cables, chains, racks, etc. (combustible ropes will not be accepted).