event resource guide - convention center to the kay bailey hutchison convention center dallas! ......

EVENT RESOURCE GUIDE

KBHCCD Event Resource Guide 6.14.R1

Welcome to the Kay Bailey Hutchison Convention Center Dallas!

The entire Kay Bailey Hutchison Convention Center Dallas (KBHCCD) team looks forward to working with you and your staff. Our goal is to become an extension of your team and assist you in producing your most successful event.

In order to better serve you, major enhancements have been, and

continue to be made to the KBHCCD. In addition to the completion of the

adjacent Omni Convention Center Hotel, the D Ballroom has been added

along with upgrades to the adjacent meeting spaces. Updates to our

facility include strategically located free wireless device charging stations

and free Wi-Fi connections in the common areas to keep you, your exhibitors and attendees

connected. We’ve also launched a new, on-site advertising program which will allow you and your

exhibitors to share targeted messaging with attendees.

The KBHCCD and the City of Dallas are dedicated to responsible environmental stewardship. Among our achievements are our U.S. Green Building Council Silver LEED-EB certification, and ISO certifications in Environmental, Safety and Quality Management Systems. We are committed to being one of the premier environmentally friendly convention centers in the country and encourage sustainable practices, including the hosting of green meetings.

Dallas offers a wide variety of exciting options as your host city. A metropolitan lifestyle infused with warm Dallas hospitality fosters our “can do” spirit. I would like to express my sincere gratitude to you, for trusting KBHCCD to host your event. We are committed to exceeding your expectations every day, beginning with the information provided in this resource guide.

Our team stands ready to help make your vision a reality.

Welcome to Dallas!

Ron King, Executive Director Convention and Event Services City of Dallas

http://www.usgbc.org/leed


650 South Griffin Street

Dallas, Texas 75202

This Event Resource Guide, effective as of JUNE 1, 2014, acts as an extension of the Kay Bailey Hutchison Convention Center Dallas contract. It is designed to give the Lessee, its exhibitors and contractors a guideline for operating at the KBHCCD. Every event is different and the Guide cannot conceivably cover every possible scenario. If there is anything that is not covered expressly in this handbook, please know that the KBHCCD reserves the right to determine necessary consideration or stipulations on an as-needed basis. Our sole effort is to ensure the success of your event and to guard the safety and experience of all visitors. We know that you will appreciate our efforts.

This document is subject to change. For the most current version, please visit our website:

http://www.dallasconventioncenter.com

http://www.dallasconventioncenter.com/


CONTENTS

MEET YOUR TEAM ........................................................................................................................................ 1 RESOURCES ................................................................................................................................................... 3

ACCESSIBILITY (ADA) .................................................................................................................................. 3 ADVERTISING ............................................................................................................................................. 3 AEDs ........................................................................................................................................................... 3 AFFIXING OF DECORATIVE MATERIALS...................................................................................................... 3 AIR CONDITIONING AND HEATING ............................................................................................................ 3 ALCOHOLIC BEVERAGES............................................................................................................................. 4 ANCHORING/DRILLING .............................................................................................................................. 4 ANCILLARY CHARGES ................................................................................................................................. 4 ANIMALS/PETS ........................................................................................................................................... 4 ANTI-IDLING ORDINANCE .......................................................................................................................... 4 AUDIO EQUIPMENT (see SOUND OPERATORS/EQUIPMENT) ................................................................... 5 BALLOONS .................................................................................................................................................. 5 BUILDING SECURITY (also, see EVENT SECURITY AND CROWD MANAGEMENT) ...................................... 6 CABLE TELEVISION SERVICES ..................................................................................................................... 6 CANDLES/OPEN FLAME ............................................................................................................................. 6 CLEANING (see HOUSEKEEPING) ............................................................................................................... 6 COAT/BAGGAGE CHECK ............................................................................................................................. 6 COMMON AREAS (also, see LOBBIES) ....................................................................................................... 6 CRATE STORAGE ........................................................................................................................................ 7 DAMAGE .................................................................................................................................................... 7 DALLAS AREA RAPID TRANSIT (DART) ........................................................................................................ 8 DEBRIS REMOVAL (see WASTE DISPOSAL) ................................................................................................ 8 DOCKS ........................................................................................................................................................ 8 DONATIONS ............................................................................................................................................... 8 ELECTRICAL SERVICES ................................................................................................................................ 8 EMERGENCY PROCEDURES (see LIFE SAFETY AND EVENT SECURITY) ....................................................... 9 ESCALATORS/ELEVATORS .......................................................................................................................... 9 EVENT SECURITY AND CROWD MANAGEMENT ........................................................................................ 9 EVENT SPECIFICATION GUIDE .................................................................................................................. 10 EXCLUSIVE SERVICE PROVIDERS .............................................................................................................. 10 EXHIBIT HALLS .......................................................................................................................................... 10 FIRE SAFETY.............................................................................................................................................. 10 FIRST AID .................................................................................................................................................. 10 FLOORING ................................................................................................................................................ 11 FLOOR LOAD LIMITS ................................................................................................................................ 11 FLOOR PLANS ........................................................................................................................................... 11 FOOD AND BEVERAGE SAMPLING ........................................................................................................... 11 FOOD AND BEVERAGE SERVICE ............................................................................................................... 12 FREIGHT ................................................................................................................................................... 12 GRATUITIES .............................................................................................................................................. 12 GREEN PRACTICES/RECYCLING ................................................................................................................ 12 HOUSEKEEPING ........................................................................................................................................ 13 HVAC ........................................................................................................................................................ 14 IN CASE OF EMERGENCY .......................................................................................................................... 14 INTERNET AND WIFI ................................................................................................................................. 14 INVENTORY .............................................................................................................................................. 14 LABOR UNIONS ........................................................................................................................................ 14


LECTERNS ................................................................................................................................................. 15 LICENSES, TRADEMARKS, PATENTS AND SERVICE MARKS ...................................................................... 15 LIGHTING (EXHIBIT HALL) ........................................................................................................................ 15 LOBBIES (also, see COMMON AREAS) ..................................................................................................... 15 LOST AND FOUND .................................................................................................................................... 16 MEDIA (see ADVERTISING) ...................................................................................................................... 16 MEETING ROOMS AND BALLROOMS ....................................................................................................... 16 MOTORIZED CARTS, SEGWAYS, AND SCOOTERS ..................................................................................... 17 MOVE IN/MOVE OUT ............................................................................................................................... 17 NON-DISCRIMINATION ............................................................................................................................ 18 OCCUPANT CAPACITY .............................................................................................................................. 18 OPERATING HOURS ................................................................................................................................. 18 PARKING .................................................................................................................................................. 18 PERMANENT SIGNAGE/PLASMA SCREENS .............................................................................................. 19 PRE/POST-CON MEETINGS ...................................................................................................................... 19 PRIZE DRAWINGS ..................................................................................................................................... 19 PROPANE ................................................................................................................................................. 20 PUBLIC ART .............................................................................................................................................. 20 PYROTECHNICS AND LASERS ................................................................................................................... 21 RADIO-OPERATED AIR DEVICES ............................................................................................................... 21 RAFFLES .................................................................................................................................................... 21 RIGGING ................................................................................................................................................... 21 RISERS/STAGING ...................................................................................................................................... 21 ROOF ACCESS ........................................................................................................................................... 22 SALES AND USE TAX ................................................................................................................................. 22 SECURITY (see LIFE SAFETY AND EVENT SECURITY) ................................................................................. 22 SEGWAYS (see MOTORIZED CARTS) ........................................................................................................ 22 SERVICE DESKS ......................................................................................................................................... 22 SERVICES INCLUDED IN RENTAL .............................................................................................................. 22 SERVICES (BILLABLE) ................................................................................................................................ 23 SITE VISITS ................................................................................................................................................ 23 SMOKING POLICY ..................................................................................................................................... 23 SOUND OPERATORS/EQUIPMENT ........................................................................................................... 23 TABLE AND STAGE SKIRTING ................................................................................................................... 23 TEMPORARY SEATING (RISERS/BLEACHERS) ........................................................................................... 23 TENTS AND COVERED STRUCTURES ........................................................................................................ 24 TRAFFIC AND TRANSPORTATION POLICY ................................................................................................ 24 TWO-STORY BOOTHS (also, see FLOOR PLANS) ...................................................................................... 25 UNUSED SPACE ........................................................................................................................................ 25 VEHICLE DISPLAYS .................................................................................................................................... 25 VEHICLE/TRUCK STAGING ........................................................................................................................ 26 WALLS, AIR/OPERABLE ............................................................................................................................ 26 WASTE DISPOSAL ..................................................................................................................................... 26 WASTE WATER CONTAINMENT ............................................................................................................... 26 WATER SERVICE ....................................................................................................................................... 26

ATTACHMENT A – EQUIPMENT AND SERVICE RATES ................................................................................. 27 ATTACHMENT B – FIRE CODE REQUIREMENTS FOR EXHIBITS AND SPECIAL EVENTS ................................ 34

KBHCCD Event Resource Guide 1 6.14.R1

MEET YOUR TEAM

Several KBHCCD departments are available to assist you as members of your planning team. These are the key players who work on your behalf with the rest of our staff before, during, and after your event.

SALES

Our sales team is your first contact with the KBHCCD. We work with you to book your event and administer your contract.

When it is time to think about future dates here at the KBHCCD, call us. The Sales Department works in partnership with the Dallas Convention and Visitors Bureau (DCVB) to book our facility. If you are interested in exploring dates within the next twenty-four (24) months, please call us directly at (214) 939-2750. If your plans are for the more distant future, please call our partners at the DCVB at (214) 571-1000 or visit http://www.visitdallas.com/.

Your KBHCCD Contract Administrator is your main liaison for questions regarding contract language and insurance details.

MARKETING

Once you’ve determined to book your event at the KBHCCD, our marketing team will work with you to customize your marketing and social media strategy.

We can aid you in reaching your guests and exhibitors with important messages before, during, and after your event. We offer on-site advertising opportunities; welcome messaging; local press release distribution; social media optimization; and post event surveys.

Basic marketing services and some on-site advertising is included with your booking. For more information about how our marketing team can serve you, give us a call at (214) 939-2750 or email [email protected].

EVENT SERVICES

After booking, you will be assigned an Event Coordinator, to serve as your main liaison to the KBHCCD staff from initial planning through move-out. Use your Event Coordinator as the principal source of information during the planning process and upon your on-site arrival.

Our teams work with and around your event schedule for setups, cleaning, special lighting and HVAC needs. When you provide the Event Coordinator with facility and setup information, we will communicate the requests efficiently. To insure a smooth planning process and to help us deliver the best level of service, you will be supplied a timeline of important dates.

Please provide your Event Coordinator with your event requirements a minimum of thirty (30) days prior to the move-in day of your event.

UTILITY SERVICES

Utility Services, which includes the Electrical and Plumbing Department and Stage Managers, assigns a Customer Service Representative for your event. They look forward to assisting you and your exhibitors prior to the arrival of your event, and onsite. For more information about utility services, contact your Event Coordinator.

http://www.visitdallas.com/

mailto:[email protected]


ELECTRICAL AND PLUMBING DEPARTMENTS

The Electrical Department manages all power requests for clients and exhibitors. The Plumbing Department manages facility services such as connections to compressed air, natural gas, hot and cold water, water fills, and drains.

STAGE MANAGERS

Our Stage Managers can assist you with any house lighting and audio service. In addition, our Stage Managers work in conjunction with your Audio Visual and Production companies to review and inspect all rigging plots, and install and operate house sound systems and patches. Because they work closely with your contractors, please inform your Event Coordinator as soon as you have selected a service provider.

LIFE SAFETY AND SECURITY

The primary goal of the Life Safety and Security Department is to protect people and assets. This department is supported by a Life Safety Manager for event security and medical services, and a Security Manager who oversees 24-hour perimeter security of the facility. Our Life Safety/Security Manager(s) look forward to becoming an extension of your event security staff to ensure a successful and safe event.

During the planning process, our Life Safety Manager will work closely with your Event Coordinator on your event security and medical needs and scheduling, and will walk you through the appropriate documents needed, such as: Memorandum of Understanding, licenses, and insurance, etc. For more information, contact your Event Coordinator.


RESOURCES

ACCESSIBILITY (ADA)

KBHCCD is ADA compliant. As new standards are introduced it is our goal to implement those changes or upgrades in a timely manner. In accordance with the ADA we are responsible for permanent premises access accommodations such as, but not limited to: wheelchair lifts, elevator standards, door width standards and restroom accessibility. It is the Lessee’s responsibility to provide non-permanent accessibility requirements, such as, but not limited to, hearing-assistive or visually-assistive devices, and temporary seating accessibility and/or interpreters.

ADVERTISING

KBHCCD offers a variety of paid on-site advertising options for Lessee and other interested groups or companies. Options include LCD messaging and videos; mobile charging stations; window and mirror clings; LED boards; and, internal and external banners. As an added value, we also offer complimentary assistance with social media marketing and press release distribution to local media. For assistance with advertising and Media services, contact KBHCCD Marketing.

To negotiate an On-site Advertising Agreement, contact KBHCCD Marketing at least 90 days before your

show’s start date by emailing [email protected].

AEDS

KBHCCD has Automatic External Defibrillators (AEDs) strategically placed throughout the building.

AFFIXING OF DECORATIVE MATERIALS

Nothing may be taped, nailed, stapled, tacked or otherwise affixed to doors, ceilings, walls, floors, painted surfaces, fire sprinklers, columns or windows or any other location within KBHCCD, except when part of the On-site Advertising Agreement and approved by KBHCCD Marketing. The only exception is painter’s tape, approved by KBHCCD. Please inform all show management staff and speakers, as well as exhibitors, contractors, vendors, etc. Check with your Event Coordinator for further information on appropriate display methods in the Convention Center. Any and all damages will be charged directly to Lessee.

AIR CONDITIONING AND HEATING

KBHCCD provides heating or cooling in the exhibit halls during show hours, rehearsals and in-hall registration up to sixteen (16) hours per day. Heating or cooling is not provided on non-event days, except when conditions warrant limited heating or air conditioning for health and safety reasons.

The default temperature set point for events is 70°F to 74°F for cooling and 68°F to 72°F for heating; per Energy Star guidelines and summer heat index or winter freeze advisory. Any temperature set outside of these set points incurs an energy surcharge. Changes to the temperature, once it has been set, may take up to 1-2 hours for a noticeable difference.

Air conditioning or heating in exhibit halls during move-in/move-out, or HVAC service requested beyond sixteen (16) hours on leased show days shall be provided at the prevailing, per exhibit hall, hourly rate. The meeting rooms used as show offices will receive air conditioning or heat from move-in through move-out. For prevailing rates of additional services, see ATTACHMENT 1 - KBHCCD Equipment and Service Rates, Utilities.

mailto:[email protected]


ALCOHOLIC BEVERAGES

In compliance with Texas Alcoholic Beverage Commission laws, no alcohol may be brought on to or removed from KBHCCD property except by the exclusive provider to KBHCCD.

ANCHORING/DRILLING

Anchoring and or drilling on any KBHCCD surface is strictly prohibited.

ANCILLARY CHARGES

During your budget planning process, contact your Event Coordinator to help identify possible charges based upon your event needs and minimize any unexpected charges.

ANIMALS/PETS

KBHCCD allows people with disabilities to bring their service animals (any guide dog, signal dog or other animal trained to provide assistance/comfort to an individual with a disability) onto the premises.

Notify your Event Coordinator sixty (30) days in advance of the event date for any domesticated animal (cat, dog, etc.) to be allowed to appear in a show or booth. The following must be adhered to while any domesticated animal is on the property:

The animal present must have some relevance to the booth or show (e.g., a dog used in commercials, films, etc.).

Animals may not remain in the building overnight.

A trainer/owner must accompany the animal(s) at all times.

The trainer/owner will be responsible for care and cleaning up after the animal(s).

All current tags/immunizations are required before bringing the animals into KBHCCD.

Animals must be kept sixty (60) feet from any food locations.

Lessee is ultimately responsible for the liability and sanitary needs associated with the animals.

Any animal, other than a common domestic species and regardless of state or duration of captivity, that poses a potential physical or disease threat to the public or that is protected by international, federal or state regulations, may be considered on an individual basis. A Variance Request, with approval of Show Management, must be submitted to the Event Coordinator, a minimum of sixty (30) days prior to the first move-in day of your event. Your Event Coordinator will provide further information for review by the City of Dallas Animal Control Division.

ANTI-IDLING ORDINANCE

In cooperation with the City of Dallas Environmental Practices, KBHCCD has instituted an anti-idling ordinance based on a 5 minute maximum idle time. Exceptions are granted for Safety, Security, Traffic, or Queuing purposes. The following are exceptions that might apply to event related activities:

The vehicle is idling to supply heat or air conditioning necessary for passenger comfort/safety in those vehicles intended for commercial passenger transportation or school buses, in which case idling up to a maximum 30 minutes is allowed.

The vehicle is idling to provide heat or air conditioning for the driver while using the sleeper berth during a federally mandated rest period.


ANTI-IDLING ORDINANCE, cont’d

The vehicle is providing a power source necessary for mechanical operations, not propulsion, and/or passenger compartment heating or air conditioning.

AUDIO EQUIPMENT (see SOUND OPERATORS/EQUIPMENT)

BALLOONS

Helium balloons are not allowed (including distribution and sale).Static helium balloon displays are permitted as an integral part of the exhibit. Any helium-filled balloons, such as advertising balloons, larger than eighteen (18) inches, may be used only if they are securely anchored to the exhibit.

Please notify your Event Coordinator of all balloon displays a minimum of sixty (60) days prior to the move-in day of your event.

PLEASE NOTE: Storage of helium or compressed air cylinders is prohibited in the building.

Lessee is responsible for retrieving all helium balloons that may escape and float to the ceiling or other areas. Labor costs associated with the removal of balloons will be charged to Lessee at the prevailing rate. Balloon drops are allowed with a fee assessed for cleanup. Due to the proximity of the heliport, FAA Regulations prohibit balloons from being released outside.

BANNERS AND SIGNAGE

KBHCCD has several locations within the facility to hang banners and signage, please contact your Event Coordinator for details.

Show banners and signage may be displayed adjacent to the exhibit hall(s) leased and displayed by approved methods. In any location, the ventilation system may not be blocked. KBHCCD maintains the right to refuse signage based on content and/or location. Any damage to the facility caused by banners and signage will be charged at the prevailing rate.

Show banners hung over the existing graphics in A/B Upper Lobby must be hung from the extension clamps on the permanently installed rod so as to avoid potential damage.

Nails, screws and/or any type of tape or adhesive, other than KBHCCD approved painter’s tape, may not be used to hang signs and banners on walls, doors, columns, room/directional signs or any painted surface.

Only existing eyebolts may be used for hanging. No additional eyebolts may be drilled in any location.

No mechanical fasteners of any kind may be used in the installation of magnetic signage.

Banners or signage may be floor supported in all interior locations with an approved base design.

Signs (i.e. static cling, foam core, etc.) placed on windows above the entrance doors, around/between the escalators or stairs, or any other surface, must not leave any residue.

Installation of graphics between escalators is allowed on a case-by-case basis and must be approved by Event Coordinator and/or Facility Manager a minimum of thirty (30) days prior to the move-in day of your event. Any damage to the escalators will be billed to Lessee at prevailing rates.

Vehicles with advertising that may conflict with an event may not be parked on KBHCCD property. Vehicles part of an outdoor exhibit must be approved by KBHCCD and included on a floor plan.


BANNERS AND SIGNAGE, cont’d

A permit is required to hang signs or banners on any streets or light poles in Dallas. Please contact the City of Dallas Office of Special Events at (214) 939-2701 to obtain additional information at least sixty (60) days prior to the event dates.

BUILDING SECURITY (also, see EVENT SECURITY AND CROWD MANAGEMENT)

KBHCCD Security Services provides 24-hour general security and patrols of all common areas, the facility perimeter, and docks.

Any additional services that Lessee requests in KBHCCD Security controlled areas are at additional cost to Lessee at prevailing rates.

KBHCCD reserves the right to eject disorderly persons or any person who is causing disruption to an event and/or the conduct of business.

In addition, KBHCCD Security enforces NO PARKING areas. Your Event Coordinator can provide information for any towing related to parking violations on KBHCCD property.

CABLE TELEVISION SERVICES

Cable service is provided thru SmartCity Networks. They will provide a form with all the requirements and applicable pricing.

CANDLES/OPEN FLAME

In accordance with applicable life safety codes, KBHCCD does not allow candles/open flame in any location.

CLEANING (see HOUSEKEEPING)

COAT/BAGGAGE CHECK

Coat/baggage check service is available and should be considered when planning your event. Contact your Event Coordinator to discuss location options. Your Catering Sales Manager will provide information on costs and scheduling.

COMMON AREAS (also, see LOBBIES)

Except when granted special approval by KBHCCD, certain areas of the facility are not available for the setup of exhibits. These areas include all common spaces, ballrooms, and meeting rooms.

The desired use of any common, non-leased area needs to be fully discussed with your Event Coordinator. During the initial stages of planning, feasibility of the proposed use especially for registration and other related ancillary displays may be explored. Once space has been determined as appropriate and available, an initial floor plan outlining the proposed usage must be submitted to the Event Coordinator for Fire Marshal approval at least forty-five (45) days in advance of load-in.

The areas adjacent to the escalators and common lobby/foyer/landing areas are not allocated to a particular event and are considered integral to maintaining the ingress/egress requirements necessary to facilitate overall building traffic. As a general rule, exits, restrooms, box offices, and other lobby specialty services may not be obstructed.


COMMON AREAS, cont’d

When KBHCCD grants approval for exhibits in normally excluded areas, it becomes the responsibility of the Lessee to provide protection for floor coverings, walls, doors, etc. in the affected areas. Additional security must be provided through your Event Security provider for these areas. Consult your Event Coordinator for clarification on these requirements.

CRATE STORAGE

In the interest of safety, all crate storage is subject to onsite review and adjustment.

EXHIBIT FLOOR

Crate storage is allowed with Fire Marshal approval under the following conditions:

Areas no larger than ten(10) feet by fifty (50) feet and no higher than eight (8) feet

Aisles no less than ten (10) feet must separate adjacent storage areas

Areas must be within leased space

Paths of travel to common exits must be available and clearly marked

Areas separated from exhibit space by pipe and drape, or other traditional service contractor supplied materials

Areas kept neat, clean and orderly throughout the course of leased time in the facility

Areas predefined on your floor plans

LOADING DOCK

Limited storage of empties is available under the following conditions:

Twenty-four (24) inch clearance from the building overhang must be maintained in all areas

Storage must be in compliance with the KBHCCD’s ability to contain flame spread

Ramp ways and entrances must be kept clear at all times

No crate storage on the bridge over Griffin Street

All fire lanes must be kept clear at all times

KBHCCD reserves the right to define the number of docks available for storage of event equipment and empties

If a fire watch is required, any associated costs are the responsibility of the Lessee.

DAMAGE

Damage to KBHCCD property or equipment is to be reported immediately to your Event Coordinator. Lessee is responsible for all damage to KBHCCD property or equipment caused by their contractor, employees, attendees, or exhibitors during the event, including move‐in/out periods. Charges will be made at prevailing rates and/or replacement costs.

INSPECTION PROCESS

KBHCCD conducts an inspection of all leased space (exhibit halls, ballrooms and meeting rooms) during the move‐in and move-out of your event. These inspections are done to record and repair damage immediately. We strongly encourage you to participate in these inspections, to help verify damage charges that may be billed to you.


DALLAS AREA RAPID TRANSIT (DART)

Dallas Area Rapid Transit (DART) has a light rail station located at the convention center. For more information on DART, you may contact DART Corporate Sales at (214) 749-2985 or at http://www.dart.org.

DEBRIS REMOVAL (see WASTE DISPOSAL)

DOCKS

The dock area is One Way, with the entrance on Lamar Street and the exit on Canton Street. The Lamar Street entrance is open from 6:00 am until 10:00 pm The Canton Street exit is open 24 hours.

Special requests for use of Canton Street as an entrance, or for hours open outside of the normal for the Lamar Street entrance, must be made in writing to your Event Coordinator a minimum of (14) days prior to the first move-in day of your event. Additional staff fees will apply.

Your Event Coordinator can provide detailed directions and maps upon request.

No portion of the dock may be blocked under any circumstances.NO PARKING and TOWING signs will be strictly enforced.

KBHCCD Building Security assists with control at the entrance of the docks, beginning when the contractor arrives and continuing until move-out is completed. The contractor will be responsible for providing logistical support staffing for controlling the main dock area as it pertains to the movement of all vehicles and equipment for your event.

A list of exhibitors and all service contractors requiring dock access must be provided to your Event Coordinator prior to move-in. No privately owned vehicles (POV) will be allowed on the dock except for loading and unloading of exhibits. KBHCCD Building Security issues a dock entry authorization form to each POV, allowing one hour access.

A limited number of dock permits is available. Dock parking permits are issued under the condition that the holder of the permit assumes all liability. Please see your Event Coordinator for additional assistance with parking requirements or for special arrangements.

Only KBHCCD authorized trucks and/or trailers may be left overnight on the loading dock.

Placement of temporary structures on the docks requires the approval of KBHCCD and is subject to any applicable inspection.

Forklifts, trucks, trailers or other vehicles cannot be parked on any ramp or blocking trash bins or doorways. Empty crates must be stored in designated areas only. All fire safety and security guidelines will be strictly enforced.

DONATIONS

Unconsumed, nonperishable food and useable consumer items may be given to Downtown nonprofits

providing homeless assistance services under the KBHCCD Good Neighbor program. Contact Marketing

for donation guidelines.

ELECTRICAL SERVICES

EXHIBITS

Energizing of electrical services must be completed by KBHCCD personnel.

http://www.dart.org/


EXHIBITS, cont’d

All equipment, regardless of source of power, must comply with federal, state and local codes. KBHCCD reserves the right to inspect equipment at the exhibitor’s expense.

Electrical outlets must be ordered for each booth requiring power.

During the event, KBHCCD electrical staff conducts an audit of power supplied to all exhibits, meeting rooms, ballrooms and lobbies. Any unauthorized use of power will be billed at the standard rate.

Up to 100 AMP service can be provided at any floor pocket in the exhibit halls.

Submit a floor plan a minimum of thirty (30) days prior to the first move-in day of your event showing the location of the service to be installed.

MEETING ROOMS/BALLROOMS

Any power used in a meeting room/ballroom is subject to audit and charge.

Please notate locations of any equipment for projection, lighting, sound, etc., in each meeting room/ballroom, so KBHCCD may place appropriate electrical drops.

EMERGENCY PROCEDURES (see LIFE SAFETY AND EVENT SECURITY)

ESCALATORS/ELEVATORS

The transportation of dollies, luggage, boxes or freight on escalators and passenger elevators is prohibited.

Escalators are located in the A, B, C, D and E pre-function lobbies to facilitate passenger movement between levels. As part of our energy conservation and green practices, escalators are turned off during move-in and move-out.

Five (5) passenger elevator banks are located throughout the building: Levels 1, 2, and 3 of the A area, and levels 1 and 2 of B, C, and D areas. Service elevators are located in the backstage Arena concourse, in the C Lobby east side, in D Lobby and in E Lobby next to the passenger elevator.

EVENT SECURITY AND CROWD MANAGEMENT

A well-executed security plan is essential. Properly placed personnel facilitate a smooth traffic flow for your attendees as they visit different locations in the facility. In addition, your crowd management staff will be prepared should an emergency occur.

Lessee shall be responsible for hiring security personnel on a 24-hour basis from the initial move-in date/occupancy until completion of move-out. A list of preferred event security companies is available from your Event Coordinator.

Event security at KBHCCD is provided by state-licensed, trained, insured and bonded professionals and includes: ushers, ticket takers, floor security agents, door security agents, roving personnel, overnight security, their supervisors and managers, and law enforcement agencies and first responders.

The appropriate licenses, insurance, and company requirements have been approved by the Life Safety Manager and KBHCCD. All security personnel are required to enforce the policies of KBHCCD.

Lessee will submit a detailed security plan a minimum of thirty (30) days prior to the first move-in day of the event. The plan must indicate the number of security supervisors and security personnel, dates, times and assigned locations. KBHCCD may request the Lessee make reasonable modifications to the plan.


EVENT SPECIFICATION GUIDE

To help us deliver the best level of service, please provide your Event Coordinator with your event requirements a minimum of thirty (30) days prior to the first move-in day of your event. This allows our staff to anticipate labor requirements and schedule crews so that all of your needs can be handled smoothly, especially in the case of tight turnovers.

EXCLUSIVE SERVICE PROVIDERS

Please see your contract for a list of these services. In addition, your Event Coordinator can provide a list of vendors for other services.

EXHIBIT HALLS

Exhibit Halls are given in clean, broom swept condition, at commencement of contract period. KBHCCD requires that Exhibit Halls be returned in clean, broom swept condition, at close of move-out.

Exhibitors are responsible for providing or arranging for their own carpeting in the booth area.

When an Exhibit Hall is used for a General Session, or event other than exhibits, equipment provided by KBHCCD is charged on a per piece basis. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Equipment.

FIRE SAFETY

Depending on the type of event, show schedule, the number of attendees or use of pyrotechnics, some events may be required to have special event permits for pyrotechnics, lasers, open flame or other special effects. Additional standby fire personnel may be required to be on duty during show hours at Lessee’s expense. See your Event Coordinator for these permit applications.

If you have a particular question or concern, please contact the Life Safety Manager at (214) 939-2872 or the Dallas Fire - Rescue Department at (214) 670-4319 or Fax (214) 670-4324. For details, see ATTACHMENT B - Fire Code Requirements for Exhibits and Special Events.

FIRST AID

Medcor, Inc. is the exclusive provider of emergency medical services at KBHCCD. Their staff is specifically trained to respond to public health and safety conditions in our active environment. The required EMS/First Aid coverage provides for Basic Life Support (BLS) service, medical emergencies, minor illnesses, and over-the-counter medications for all personnel involved with the event. Advance Life Support (ALS) coverage is also available. Upon execution of your contract, a representative from Medcor, Inc. will initiate contact with you to discuss scheduling and any other medical needs.

For your convenience, there are three (3) permanent first aid rooms:1) On the 3rd level concourse around the Arena, 2)In the C Lower Lobby next to C150 and 3)In E Hall by dock door 8B next to the Security Office on the southeast wall. Each room is equipped with a direct dial telephone line, a bed, all the necessary medical equipment and an Automated External Defibrillator (AED). In addition to the First Aid locations, additional AED’s are strategically placed throughout the building.

ADDITIONAL/ALTERNATE LOCATIONS

Should the established permanent first aid locations not be desirable for your event, Lessee may work in conjunction with the exclusive provider of emergency medical services to designate and provide an enclosed, hard walled space within their floor plan or leased space, at Lessee’s expense. For more information, contact your Event Coordinator.


FLOORING (see LOBBIES)

FLOOR LOAD LIMITS

EXHIBIT HALLS

The main exhibit floor load limit is 350 pounds per square foot distributed load.

LOBBIES

The upper and lower lobbies have a general floor load limit of 150 pounds per square foot distributed load. Weighted exhibits in any lobby must be pre-approved prior to load-in to confirm building capacity.

BALLROOMS/ALL OTHER AREAS

The floor load limit is 150 pounds per square foot distributed load.

IN ALL AREAS

Vehicles/display items with a Gross Vehicle Weight over twenty-thousand (20,000) pounds must be approved prior to placement.

FLOOR PLANS

Submit all initial floor plans through your Event Coordinator, who will coordinate their delivery to Dallas Fire Rescue. Final plans must be approved by DFR a minimum of forty-five (45) days prior to the first move-in day of your event.

The plans should include layouts of all building areas being used, dates and times of the show, any structures being built inside the facility, as well as the placement of any tents and vehicles on display. Your contractor is responsible for drafting and creating your floor plans based on parameters set by KBHCCD. This includes space for food preparation and service or other operational requirements. The initial inspection of floor plans by Dallas Fire-Rescue is conducted at no charge.

The second re-inspection is subject to a $100.00 fee, with all re-inspections there after subject to a $105.00 fee.

Exhibitors, service contractors and show management must comply with all federal, state and local fire and building codes that apply to public assembly facilities. For details, see ATTACHMENT B - Fire Code Requirements for Exhibits and Special Events, Plans.

FOOD AND BEVERAGE SAMPLING

Food and beverage (non-alcoholic) sampling is permissible. Items dispensed are limited to products manufactured; represented or processed by the exhibiting firm. For alcoholic beverage sampling, see “ALCOHOLIC BEVERAGES”

Exhibitors offering a sample of their food (“bite size”; 2 oz or less) or non-alcoholic beverage (3 oz. or less) product must comply with all local, state and national regulations of transport, storage, preparation and distribution of the product to include refrigeration of any perishable products. It is Show Management’s responsibility to inform their exhibitors of this requirement and to determine that all such permits are in place prior to show opening.

FOR FOOD INDUSTRY TRADESHOWS

If food show exhibitors sample food or beverage not provided by our in-house catering department, KBHCCD will work with Show Management to secure health permit(s) covering the tradeshow.


FOR EVENTS OPEN TO THE PUBLIC

The City of Dallas requires a Temporary Food Establishment Permit be obtained by each exhibitor sampling their manufactured product at their booth. The permit can be obtained by calling the City of Dallas Department of Environmental Health at (214) 670-8083 a minimum of thirty (30) days prior to the first move-in day of your event. Copies of Permit shall be displayed at each exhibitor’s booth throughout the event.

All sampling must be coordinated with Centerplate at least ten (10) days in advance of show.

FOOD AND BEVERAGE SERVICE

All food and beverage at KBHCCD is provided through our food and beverage contractor, Centerplate, (214) 743-2521.

FREIGHT

Shipments delivered to KBHCCD during the term of the contract must be addressed to the attention of your contractor. Delivery address should reference the name of the event location (i.e. exhibit hall or meeting room) and show contact name.

Freight and C.O.D deliveries including but not limited to UPS, FedEx, etc., will not be accepted or stored by KBHCCD before, during, or following the contract term.

Movement of boxes, products, supplies, furnishings, equipment, etc., must be arranged through a contractor.

If your group does not employ the use of a contractor, freight delivery must coincide with your staff being available on-site to receive.

KBHCCD staff does not move freight. KBHCCD equipment may not be used to move freight.

FURNITURE

KBHCCD does not provide furniture for exhibitor booths. Tables, chairs, risers, etc. used in the exhibit halls for general session purposes will be provided at a charge. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Equipment.

GRATUITIES

In accordance with the City of Dallas Code of Ethics, KBHCCD Staff may not accept gratuities.

GREEN PRACTICES/RECYCLING

KBHCCD is a Silver LEED-Certified Existing Building, making us one of the greenest facilities in the nation. We are determined to reduce energy usage and save millions of kilowatt hours of electricity per year by replacing and retrofitting light bulbs. We revamped the heating and air conditioning design to enhance efficiency and installed high speed automatically closing dock doors to maintain temperature in the Exhibit Halls.

Millions of gallons of water are being saved every year by replacing plumbing fixtures. We have installed low flush commodes and a more efficient cooling tower.

Energy Conservation is a critical component in our GREEN Practices. By reducing the lighting load or not running escalators during move-in or move-out, you are participating in our energy conservation program.


GREEN PRACTICES/RECYCLING, cont’d

With the use of environmentally safe and friendly cleaning products, and recycled products in our offices and food service areas, we are paying more attention to the environment and our place in it.

Recycling is a big portion of being GREEN and one of the easiest ways you can get involved in the KBHCCD GREEN practices. It not only reduces costs for you, your attendees and exhibitors, but also reduces landfill space and energy used. Encourage your general contractor and exhibitors to take an active role in recycling. When they use recyclable materials, trash is diverted from landfills. You will ultimately save on your bottom line, as there are no charges for recycling hauls as there are for additional trash hauls.

If you have a sponsor for your recycling programs, depending on the situation, we may be able to feature them in conjunction with our recycling program for your event. Speak with your Event Coordinator on this and other ways to GREEN your meeting.

MATERIALS RECYCLED

Paper: High Grade (white) and Low Grade (mixed colors, coated paper, computer paper, carbonless forms, envelopes with or without plastic windows, file folders, magazines, newspapers and misc.)

Cardboard

Bottles: plastic and glass

Metal cans (steel, aluminum, tin, etc.)

HOUSEKEEPING

Professional, efficient and friendly, our cleaning staff takes great pride in maintaining an immaculate facility from top to bottom, inside and out. Ecology-minded, we use cleaning products that are friendly to the earth; our housekeeping staff and guests are at the heart of our recycling program.

KBHCCD provides custodial service for all common spaces, restrooms, and meeting rooms before, during and after an event.

Trash receptacles provided by the contractor (i.e. within registration areas, show offices, meeting rooms, and exhibit space) must be serviced by your general contractor.

During move-in and move-out, the Lessee is responsible for the removal of bulk trash in the exhibit halls, meeting rooms and pre-function areas; e.g., registration and show offices. Bulk trash is defined as boxes, crates, lumber, pallets, packing materials. Additional charges will be assessed for removal of these items.

HOUSEKEEPING, CONT’D

Confetti and loose glitter will be assessed a clean-up fee. A request detailing the use of confetti must be submitted to KBHCCD Management a minimum of thirty (30) days prior to the first move-in day of your event. The clean-up charge will be assessed based on the number of cannons and the size of confetti. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Confetti Clean-up.

EXHIBIT HALLS

During show hours and at close of the show day, KBHCCD removes recycling and trash from KBHCCD receptacles.


EXHIBIT HALLS, cont’d

KBHCCD delivers a “broom swept” floor. We expect show management to deliver it back in the same condition. There will be an additional charge assessed for cleaning tape residue on the floor and for bulk trash removal at the conclusion of your event. Please see your Event Coordinator for more details.

KBHCCD provides a refresh for non-carpeted areas when Exhibit Hall is set as general session, based on event schedule.

MEETING ROOMS

Meeting rooms are cleaned based on event schedule.

HVAC (see AIR CONDITIONING AND HEATING)

IN CASE OF EMERGENCY

The Kay Bailey Hutchison Convention Center Dallas has emergency procedures in place to protect all visitors and employees. The complete Emergency Operating Procedures are available through the Life Safety Manager or your Event Coordinator.

We all must be prepared for an emergency. Knowing where to go, and what to do are key elements for your safety. Whether it be a fire alarm, bomb threat, severe weather or a suspicious person, it is important to make immediate contact with our Security Dispatch Office or building staff.

We will provide you with In Case of Emergency (ICE) cards with quick reference tips.

HOW TO CONTACT THE PARAMEDICS ON-SITE

Contact your Event Coordinator. If you are unable to make a phone or radio call, make contact with the closest event security, building security, or building staff to assist you.

INTERNET AND WIFI

Complimentary Wi-Fi service is located in lobbies. For additional service, contact SmartCity Networks, (214) 853-8119.

INVENTORY

KBHCCD has an inventory of equipment including but not limited to: chairs, tables, lecterns, and stage risers. Some sizes of tables are available in ABS and wood. Skirting cannot be stapled to ABS tables. Tables and stages set by KBHCCD are not covered or skirted.

The use of KBHCCD Equipment (e.g., tables, chairs, risers, etc.) within exhibitor booths is prohibited.

KBHCCD staff sets KBHCCD equipment only. For prevailing rates, see ATTACHMENT 1 - KBHCCD Equipment and Service Rates. Please contact your Event Coordinator with your equipment needs.

LABOR UNIONS

While the KBHCCD does not have any contracts or formal agreements with any labor unions, your contractors may have their own.


LECTERNS

The convention logo and theme may be attached to lecterns with KBHCCD approved low adhesive tape that does not leave a residue.

For sizes and inventory, see ATTACHMENT 1 - KBHCCD Equipment and Service Rates.

LICENSES, TRADEMARKS, PATENTS AND SERVICE MARKS

ASCAP, BMI, dramatist fees, copyright license fees, patent fees or any other fee or royalty attached to copyrighted or proprietary material are show management’s responsibility. Please ensure that the appropriate reporting and payment of fees cover all presentations associated with an event. KBHCCD is not responsible for any violation for infringement rights of any owner or presented material

LIGHTING (EXHIBIT HALL)

One hundred percent (100%) lighting will be provided in exhibit halls during show hours beginning one (1) hour prior to show opening on the first day and thirty (30) minutes prior to opening on subsequent days. At the close of exhibit hours, lighting will be adjusted.

During move-in and move-out, twenty-five percent (25%) lighting will be provided at no charge.

If 100% lighting is necessary before or after show hours, please contact your Event Coordinator to make arrangements and to inquire about the prevailing fees.

At the exhibitor’s request and with show management’s approval, lights and screens may be turned off over booths in exhibit halls and meeting rooms. For prevailing labor rates, see ATTACHMENT A – KBHCCD Service Equipment and Service Rates, Lighting General. Please contact the show service desk.

LOBBIES (also, see COMMON AREAS)

Lobbies and/or other common areas of the facility will be provided for the event’s registration and informational needs. Discuss with your Event Coordinator your plans for lobby use early in the planning process. Use of lobbies/common spaces is subject to the approval of KBHCCD and must have a floor plan for Fire Marshal approval.

When off-loading counters, booths and other heavy objects; the use of floor protection and extreme care are required in areas outside the Exhibit Halls for rolling handcarts, show boxes, and hand-pulled pallet jackets; and/or employing any heavy mechanized lift (forklift, scissor lift, cherry picker, etc.). Carpeted areas must be protected by a path of visqueen − six (6) mil polyethylene sheeting, reinforced preferred. Epoxy and terrazzo areas require Masonite to be placed and secured over the visqueen.

Motorized vehicles, personal carts, bicycles, and other conveyances with metallic wheels are not permitted in KBHCCD lobbies.

Lifts and other wheeled vehicles used in any areas outside the Exhibit Halls MUST be driven on a path of Masonite and have tires covered with carpet tape, heavy-duty polyethylene sheeting/visqueen, or canvas boots.

Motorized pallet jacks may not be used outside of the exhibit halls.

Metal, wood or adhesive may not come in direct contact with the terrazzo or epoxy floor. A piece of carpet must be placed under the items.

Weight restrictions in common spaces/lobbies vary. Any object over 1500 pounds must have approval from Facility Management.


LOBBIES, cont’d

Any lobbies/common spaces used for commercial exhibitors or substantial displays must have additional protective carpet laid over KBHCCD’s flooring (carpet/terrazzo/epoxy) to protect from inordinate wear and tear or damage.

Tabletop displays may be allowed in a carpeted area without additional treatments

Lessee is responsible for all damage during an event and will be billed for cleaning/repair costs associated with the removal of stains or replacement of flooring.

LOCK CHANGES/KEYS

LIMITED KEYED ACCESS

Locks are available for the meeting rooms with some limitations. Requests for keys should be made through the Event Coordinator at least thirty (30) days prior to scheduled move in. Three (3) keys per room are issued at no charge.

Please keep in mind that most rooms have multiple doors. If meeting rooms are combined, the space is considered one room, with multiple lock changes. Your Event Coordinator will advise if a room requesting limited keyed access connects to another room that would need to be secured as well.

Rooms with limited keyed access are under control of the Lessee. KBHCCD will access lock-changed rooms only in emergency situations. Lessee is responsible for daily locking and unlocking of each of these rooms for activities.

Arrangements must be made with the Catering Manager for delivery and removal of food and beverage service in these rooms. Cleaning arrangements must be made through the Event Coordinator.

All keys must be returned on the last day of the contract. For prevailing rates for lock changes, additional keys and keys not returned, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Locks.

LOST AND FOUND

A lost and found location may be operated at Lessee’s discretion. Every effort shall be made by our staff to see that property found or turned in to Building Security is handled in such a way as to provide the best possible opportunity for return of the property to its rightful owner.

PLEASE NOTE: Because we do not store show materials, unclaimed items may be disposed of at the conclusion of the move out.

Security Dispatch Office (214) 939-2941 (214) 939-2566 (fax)

MEDIA (see ADVERTISING)

MEETING ROOMS AND BALLROOMS

A one-time set up within each of your leased meeting rooms is included in the rental rate for meeting rooms and ballrooms. This includes an unskirted riser, an unskirted head table, lectern, tables and chairs in the room. Once equipment is set by KBHCCD, any change from the original set-up requested by Lessee, either prior to initial use or during the course of the event, will be subject to a changeover fee.

Setup information received less than fourteen (14) calendar days prior to the first move-in day of your event will be subject to setup fees for each meeting space.


MEETING ROOMS AND BALLROOMS, cont’d

PLEASE NOTE: Your contractor or decorator is responsible for providing skirting for all stages and tables.

KBHCCD maintains an inventory of chairs, tables, staging, and lecterns, and will allocate equipment proportionately among simultaneous events.

Lighting presets and changes should be discussed in advance with your Event Coordinator.

Maximum occupancies are assigned for each of the meeting rooms by fire code. Please adhere to set limits.

Room refreshes are provided daily according to the event schedule. The refresh includes straightening of tables and chairs, trash disposal, and replacement of the speaker’s water. Additional charges may be assessed for excessive trash.

Bottled water is placed inside the lectern, based on the number of chairs at the head table. Two five-gallon water coolers are provided in each long meeting room corridor, refreshed as necessary, up to five 5-gallon containers per location per day.

Only painters tape, approved by KBHCCD may be used to affix anything to any walls, ceilings, signs, or surfaces in the rooms or hallways. If any facility equipment, wall, floors, etc. are damaged, contact your Event Coordinator immediately so that repair or restoration may take place.

MERCHANDISE FEE (NOVELTIES)

Except as otherwise stipulated in the applicable contract, KBHCCD retains the exclusive right to approve, sell, and/or collect a commission from any event-related novelty or merchandise item. For those events of a nature that meets the potential criteria for any such exemption, a request for such exemption of specific items must be submitted to the Convention Center. KBHCCD will issue written approval to exempt these sales from exclusive rights after review and concurrence that the items are specifically germane to the nature or purpose of the Lessee or its event.

PLEASE NOTE: The proposed sale of any items competing with those regularly offered at our concession stands or specialty carts will not be allowed.

MOTORIZED CARTS, SEGWAYS, AND SCOOTERS

The use of motorized or foot-powered scooters, including Segways, is permitted in accordance with the Americans with Disabilities Act (ADA), with wheel coverings on the tires when travelling in carpeted areas.

The use of in-line skates, roller-skates, and skateboards (either motorized or foot-powered) is not permitted on convention center property.(City Ordinance 43-48)

MOVE IN/MOVE OUT

The use of any special equipment (such as cranes, large lift trucks, etc.) for move-in and move-out shall be coordinated with the Event Coordinator a minimum of sixty (60) days in advance, so provisions can be made to ensure proper ventilation. If the existing ventilation system cannot provide adequate air exchanges, the Lessee shall be responsible for means of ventilation including the expense.

All equipment utilized for move-in and move-out shall be in compliance with all governing laws and regulations.

Motorized pallet jacks may not be used outside of the exhibit halls.


MOVE IN/MOVE OUT, cont’d

Doorways, carpeted areas, terrazzo and epoxy floors must be protected from the movement of crates, registration counters, pallets, and equipment during move-in and move-out.

Passenger elevators or escalators are not to be used for moving boxes or freight.

Freight elevators are available to move equipment between floors. To remove/move-out items larger than those that can be hand carried, please access the dock.

In the contracting/booking process, please allow sufficient dates to include contractor move-in/move-out. If available, additional days for move-in/out can be provided at prevailing rates. Your Sales/Event Coordinator will provide information on any costs before additional days are confirmed.

NON-DISCRIMINATION

A Lessee conducting an event that is open to the public shall not discriminate against any person based on gender, race, religion, national origin or disability. The Lessee shall not directly or indirectly display, circulate, publicize or mail any advertisement, notice or communication, which states or implies that any facility or service shall be refused or restricted.

OCCUPANT CAPACITY

The capacity of the leased premises will be limited to the occupant load approved by Dallas Fire-Rescue. Capacity information and diagrams are available from your Event Coordinator and the Life Safety Manager. Discuss the intended use of spaces early in the planning process and provide preliminary floor plans to avoid capacity issues.

STANDARD OCCUPANT LOADS MAY BE SUBJECT TO FIELD INSPECTION AND ADJUSTED BY THE FIRE MARSHAL OR DESIGNATED REPRESENTATIVE. WHEN CAPACITY HAS BEEN REACHED, KBHCCD MAY, AT ITS SOLE DISCRETION, FOR REASONS OF LIFE SAFETY, CLOSE THE DOORS AND DENY ENTRY TO FURTHER PATRONS, EVEN IF THEY POSSESS A VALID TICKET. PLEASE CONSULT YOUR LIFE SAFETY MANAGER FOR ANY REQUIRED INFORMATION.

OPERATING HOURS

Standard operating hours for KBHCCD are 6:00am – 10:00pm.Arrangements for activity before or after these hours are subject to overtime charges for necessary staff, and can be made through your Event Coordinator.

PARKING

Parking management/valet services for KBHCCD are provided thru Ace Parking (214) 671-9509; fax (214) 670-4255

KBHCCD retains exclusive rights and privileges in all parking areas of the facility, including the right to charge a parking fee to all users of its parking areas. For prevailing rates, see ATTACHMENT 1- KBHCCD Equipment and Service Rates, Parking. KBHCCD charges a parking fee per entry of its parking areas on move-in, show and move-out days.

KBHCCD has reserved spots on each level of the garage for alternative fuel vehicles.

Loading, unloading or parking is not allowed on any KBHCCD plazas or sidewalks.

Valet Service can be arranged, at the lessee’s expense, through Ace Parking.


PARKING Overnight parking on KBHCCD property is prohibited by the City of Dallas Municipal Code – Volume II, Chapter 31 Article 1, section 31-13; violators will be cited and/or towed at the owner’s expense.

Recreational vehicles (RV’s) may use KBHCCD parking areas for event parking only. Upon request, the Event Coordinator can provide a list of RV Campgrounds in the area.

PERMANENT SIGNAGE/PLASMA SCREENS

Permanent facility signage throughout KBHCCD: including but not limited to directional graphics, emergency exits, restrooms, concessions, exhibit halls, etc., and plasma screens may not be altered, removed or visibly blocked in any manner.

Building exit signs must be illuminated and visible at all times and cannot be turned off. If an exit is not to be used as approved by the Fire Marshal, a sign stating, "This is Not an Exit" must be posted with directions to the nearest available exit. Any drape, exhibit or convention-related material hung or built near an exit sign must be installed so the exit sign is NOT covered. If an exit sign is blocked from the usual sight line, another emergency exit sign must be temporarily installed with a secondary power source as approved by the Fire Marshal.

PRE/POST-CON MEETINGS

We encourage you to take this time to put a face with a name of all the folks on the team, working to make your meeting a success. KBHCCD and our contractors are an extension of your staff.

Would you like a quick meet and greet meeting or a more in-depth review of the event? KBHCCD has a general format if you would like to use it, which typically includes department heads and staff involved with your event from the beginning.

KBHCCD staff and contractors are always available for post-convention meetings as well and look forward to hearing about your experience.

PRIZE DRAWINGS

In accordance with Texas Law, a qualified organization may offer any prize except money. “Money” is defined as coins, paper currency, or a negotiable instrument that represents and is readily convertible to coins or paper currency. If the raffle organizers offer a prize which they have purchased or have given other consideration for, the value of the prize may not exceed $50,000 or $250,000 if the purchased prize is a residential dwelling. There is no value limit on prizes donated to the organization.


PRIZE DRAWINGS, cont’d

Texas lottery tickets may be purchased and offered as prizes, even though the tickets' payoff may exceed $50,000. The organization must have each raffle prize in its possession or ownership or must post a bond for the full amount of the value of the prize with the Dallas County clerk.

Proceeds from ticket sales must be used only for the charitable purposes of the qualified organization.

Please see https://www.oag.state.tx.us/consumer/raffle.shtml for more information about prize drawings in Texas.

PROPANE

For your safety and the protection of our environment, propane must be stored in designated areas. All canisters, whether full or empty, must be kept in closed and locked cages designed for fuel storage.

All refueling, changing of propane/natural gas bottles/containers or recharging of all forklifts, trucks, platform lifts, aerial lifts and other gas and/or propane fuel vehicles must be conducted outside the facility.

PUBLIC ART

“LIGHTSTREAM” in A - B LOBBIES

The “Lightstream” public art display hanging from the ceiling in the A and B Lobbies is a pre-programmed lighting installation. It seeks to build on the power of an extremely long space by creating continuous kinetic light effects along the entire ceiling of the lobbies. By placing scores of floating dichroic “light sticks” suspended in an apparently random arrangement, flowing pools of color are painted across the ceiling, and a feeling of continuous change and process is affected. Crowds of conventioneers form an additional random element, further layering the composition. Microprocessors control the movement and fading of the light sequences in subtle watery patterns, with waves of light washing from one end to the other, or sometimes crossing in the middle, rippling like liquid in a wave tank.

Please be aware this is the only lighting available in the area. The brightness of the area varies based on outdoor conditions. Additional lighting may be required depending on your event’s specific needs.

The large graphic prints highlight cultural activities held in venues of the Dallas Arts District.

TERRAZZO FLOORS in C - F LOBBIES

KBHCCD’s public art installation of the Terrazzo Floors is a picture album that tells the story of Dallas and our inhabitants, our accomplishments, diversity, and aspirations. The Convention Center not only recounts and displays the history of the city—it is the heart of the city as well. Millions of people from all areas of the world and all walks of life gather here each year and, for many, the Convention Center is the focal point of their Dallas experience. More than 135 artists applied, only seven were chosen to participate in this monumental project. Ultimately, they produced a dynamic visual record of the city’s past influences, its present human condition and the future. Never before had the City of Dallas attempted a public art program of this kind. It is, by far, the largest collaboration of artists ever undertaken. The resulting creation is a kaleidoscope of images that defines the history of this area and the spirit of the city.

Special care is taken to protect the terrazzo floors; more information is available under “Lobbies”.

https://www.oag.state.tx.us/consumer/raffle.shtml


PUBLIC ADDRESS SYSTEM

A public address (PA) system is available for paging in the Exhibit Halls.

For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates.

PYROTECHNICS AND LASERS

A special permit is required for the use of pyrotechnics and/or lasers. Each situation must be individually pre-approved by KBHCCD and the Fire Marshal. If approved, the use of pyrotechnics and/or lasers will be strictly controlled and continuously monitored. Standby Fire Personnel may be required. Lessee will be charged by the KBHCCD for the cost of standby personnel.

RADIO-OPERATED AIR DEVICES

Motorized blimps or dirigibles may be flown around the exhibit hall/leased areas with advance written approval from KBHCCD, Smart City Networks and Lessee.

RAFFLES

In Texas, in order to conduct a raffle legally, a nonprofit organization must have, among other criteria, an exemption from federal taxes under Section 501(c) of the Internal Revenue Code. A qualified nonprofit must also have been in existence for three years. The law permits only two raffles per calendar year, requires several disclosures printed on tickets, and limits the value of prizes purchased by the organization to $50,000, or $250,000 if the purchased prize is a residential dwelling.

It is also against the law to hold a raffle in which cash, or anything readily convertible to cash, is offered as a prize, or which is promoted statewide or through paid advertising, including television, radio or newspapers.

An unlawful raffle could be considered illegal gambling, which may carry criminal penalties. A county attorney, district attorney or the attorney general may also shut down an illegal raffle.

Please see the following websites for more information about raffles in the State of Texas.

https://www.oag.state.tx.us/alerts/alertsviewalpha.php?id=58&type=1


RIGGING

All rigging must be approved in advance, and once installed is subject to inspection by KBHCCD.

Other policies and procedures for rigging apply. Please contact your Event Coordinator or the KBHCCD Stage Manager for more specific details regarding the policy and weight/rigging limits.

RISERS/STAGING

Risers come in 4’x8’ uncarpeted, non-skirted sections, and are available in the following heights: 8”, 16”, 24”, 36”, and 48”. Concert Stage sections are 3’x8’ uncarpeted, non-skirted and available in 60” and 72” heights, with a maximum stage size of 60’x40’.Weight limits are: twenty-five (25) pounds per square foot on 4x8 sections and seventy-five (75) pounds per square foot on concert staging.

Stages are typically set in rooms over 1,100 square feet. Small/smaller rooms do not receive a stage unless requested. All stages are subject to inventory availability.

https://www.oag.state.tx.us/alerts/alertsviewalpha.php?id=58&type=1



ROOF ACCESS

Care of the roof surface at KBHCCD is important to maintaining a leak-free building, therefore, roof access is not permitted. Signs and banners may not be hung from the roof of the building. Antennas may not be installed on the roof.

SALES AND USE TAX

If you engage in business in Texas and sell or lease tangible personal property or provide taxable services in Texas to customers in Texas, and/or you acquire tangible personal property or taxable services from out-of-state suppliers that do not hold a Texas Sales or Use Tax permit, you must apply for a Texas Sales Tax Permit and collect appropriate sales tax.

To apply, complete Form AP-201 from the Texas Comptroller’s Office. Additional information is available by calling (800) 252-5555 or (512) 463-4600 or online:

http://www.window.state.tx.us/taxinfo/taxforms/01-forms.html

SECURITY (see LIFE SAFETY AND EVENT SECURITY)

SEGWAYS (see MOTORIZED CARTS)

SERVICE DESKS

There are several areas for each exhibit hall that your contractor can recommend to fit your service desk needs. In addition to the desks required by the contractors, a desk may be required for KBHCCD Utilities and SmartCity.

SERVICES INCLUDED IN RENTAL

Your space rental includes several base services:

All permanently installed lighting at a fixed setting. Meeting rooms with dimmable lights are equipped with wall mounted dimmers (not all meeting rooms have dimmable lights).

Heating or air conditioning as needed on event days. (HVAC will be provided in the sections of meeting rooms with show offices from move-in through move-out.)

Initial room set of theater, classroom, hollow-square, conference, or banquet/food function, lectern and small unskirted stage (8’x12’) in rooms over 1,100 square feet. ABS and/or wooden tables are available for all sets to the extent of KBHCCD inventory.

Bottled water for the head table or speaker platform, placed inside the lectern.

Water coolers (two per hallway), with four complimentary refills per day are placed in the long meeting room corridors.

Water coolers, with four complimentary refills per day will be placed in the ballroom corridors when used for meeting space.

On-site advertising in pre-determined common spaces, based on rental.

PLEASE NOTE: Your contractor is responsible for providing skirting for all stages and tables.

http://www.window.state.tx.us/taxinfo/taxforms/01-forms.html


SERVICES (BILLABLE)

The following services will be billed on your final, post-event invoice:

Initial room set, if information is received less than fourteen (14) days prior to the first move-in day of your event.

Stages over 8’x12in size, if required for your meeting space

Changeover – Changes to the initial set including, but not limited to the addition or removal of inventory (e.g., tables, chairs, risers, etc.)

For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Changeover Rates.

House sound and lighting, including personnel to operate house systems

Utility services

SITE VISITS

KBHCCD has activities in progress throughout the year. To help us provide the best service and maintain the wishes/integrity of the event(s) in the building, please schedule requests for site visits, tours and meetings well in advance.

SMOKING POLICY

The Kay Bailey Hutchison Convention Center Dallas is a NON-SMOKING facility. The facility includes the parking garage, dock areas, stairwells and all areas within twenty-five (25) feet of all entrances.

SOUND OPERATORS/EQUIPMENT

KBHCCD staff must be utilized to operate KBHCCD Audio equipment. This includes setup and for all instances in which an outside A/V contractor employs KBHCCD in-house sound equipment either for amplification and distribution or as a signal source for recording (house patch). A completely self-contained system installed and maintained by the contractor does not require such services.

KBHCCD has a limited inventory of wireless microphones available for rental. Due to possible radio frequency interferences of wireless microphones, please have your production company or AV provider contact the KBHCCD Stage Manager with frequency ranges for any wireless microphones used.

The KBHCCD offers limited in-house A/V services. Contact the KBHCCD Stage Manager to discuss your sound needs. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Audio and Production Service Personnel.

TABLE AND STAGE SKIRTING

The Convention Center can provide tables for meeting room setups, however KBHCCD does not top and skirt tables and stages. It is the responsibility of your contractor or decorator to provide skirting for all stages and non-food service tables. KBHCCD’s food service contractor provides table skirting for all tables being used in a food and beverage function, including buffet tables.

TEMPORARY SEATING (RISERS/BLEACHERS)

The City of Dallas Building Code requires all temporary seating structures to be inspected. Clients bringing in riser and/or bleacher type seating must receive a Temporary Permit via the City of Dallas Building Inspection Application from the City of Dallas Building Inspection Division at 320 E. Jefferson Blvd, Room 118, Dallas, TX75203, (214) 948-4352.


TEMPORARY SEATING, cont’d

The client must provide two copies of the floor plan and two copies of the assembly plan with an engineer’s stamp along with the application. There is a $60 fee for the permit. Once the permit is paid and a copy received by the client, the permit number must be submitted to the Fire Marshal for on-site inspection with a Dallas Building Inspector.

TENTS AND COVERED STRUCTURES

KBHCCD allows ten by ten (10x10) feet or one hundred (100) square foot tents in the exhibit floor.

Tents larger than one hundred and one (101), up to three hundred (300) square feet in size must be shown on the floor plan and will be allowed with the following requirements:

A smoke alarm must be installed in each tent

A 2A-10BC type fire extinguisher must be located in each tent

Tents larger than 300 square feet will be evaluated on a case by case basis. Detailed plans must be provided. Please contact the Special Events Section of Dallas Fire Rescue to discuss your situation.

All tents must be open on at least three (3) sides.

Storage of combustible materials must be limited to one (1) day’s usage.

Vehicles will not be allowed to be stored under tents.

For details, see ATTACHMENT B - Fire Code Requirements for Exhibits and Special Events, Tents.

TRAFFIC AND TRANSPORTATION POLICY

KBHCCD Staff proactively works with Dallas police, Dallas Fire-Rescue, Special Events, surrounding hotels and businesses to ensure a comprehensive safety, transportation and crowd management plan is developed. To ensure the best possible experience, please provide a traffic plan including (but not limited to) shuttle company information, routes, schedules, taxicabs, limousines, town cars, and staged vehicles used for moving people and/or materials no less than thirty (30) days prior to your event. The Ace Parking Manager and your Event Coordinator are active partners in planning the transportation for your event.

Your transportation company will submit a plan outlining route information in detail to the Ace Parking Manager. The transportation provider must employ law enforcement officers to adequately control traffic in public streets .All officers and the staffing therein are coordinated through Ace Parking. The overall plans may be reviewed for safety by the Life Safety Manager or designee.

All bus drop-off locations require a minimum of two (2) Dallas Police Officers.

The dock access plan must be included in the overall transportation plan. Should Officers be required for staging, moving vehicles, and/or traffic, etc., the staffing is coordinated through the Ace Parking Manager at the expense of either your transportation provider or event management.

Recreational vehicles (RV’s) may use KBHCCD parking area for parking purposes only during the daylight hours. Overnight parking on KBHCCD property is prohibited. No recreational vehicles are allowed to park in the dock, marshaling or staging areas. If an RV is necessary for the Event, a Variance Request must be submitted to the Event Coordinator prior to the Event.


TRAFFIC AND TRANSPORTATION POLICY, CONT’D

No loading, unloading or parking is allowed on any plazas, sidewalks or public entrances of the Convention Center.

All vehicles in the building for loading and unloading must be attended at all times. Arrangements must be made fifteen (15) days prior to the event with the Event Coordinator/Security Office.

TWO-STORY BOOTHS (also, see FLOOR PLANS)

Any exhibitor planning to utilize a two-story booth is required to submit two (2) accurately scaled floor plans and two (2) lists of materials to be used in the construction (supplied by a licensed architect and/or structural engineer) to the Dallas Fire-Rescue Department, Inspection and Life Safety Division – Special Events Section by mail or fax sixty (60) days prior to the event.

The exhibitor shall comply in all aspects with all applicable local fire and building codes, and shall secure any and all local licenses or other approvals and submit them all to the Event Coordinator a minimum of sixty (60) days prior to the move-in of your event.

For details, see ATTACHMENT B - Fire Code Requirements for Exhibits and Special Events, Two-Story Booths.

UNUSED SPACE

Should you find that any part of the space included in your contract will not be used, please notify your Event Coordinator immediately, to minimize charges. If notification does not take place by the date specified in the Cancellation Section of your contract, you will be held financially responsible for the space rental per the terms of the contract, whether or not the space is actually used.

VEHICLE DISPLAYS

Automobiles, trucks, tractors and other vehicles may be displayed in exhibit halls only if approved by KBHCCD, under the following conditions:

Fuel tanks shall contain no more than one-quarter tank or five (5) gallons of fuel, whichever is the least, with a locking gas cap or tape over the gas cap.

Battery cables must be disconnected from the ignition system, and keys for display vehicles must be held by a responsible person at the display location.

Floor plans must indicate where vehicles are to be located and vehicles shall not be moved during show hours.

KBHCCD flooring (exhibit hall, carpet, terrazzo, and epoxy) must be protected from potential fluid leaks. A drip pan is highly recommended under the vehicle’s drive train.

Refueling is prohibited in the facility.

Arrangements must be made with Dallas Fire-Rescue to inspect and tag all vehicles prior to placement inside the building.

Vehicles may not be washed on property unless waste water is contained, collected and disposed of properly. Waste water from vehicles may not enter the storm drain system. KBHCCD can assist in providing a list of contractors that are approved by the City of Dallas Office of Environmental Quality. These contractors provide containment units, pumps, and other items necessary to protect the environment. A copy of the contractor’s manifest, indicating waste disposal location(s), must be given to your Event Coordinator.


VEHICLE/TRUCK STAGING

KBHCCD does not have an on-site vehicle queuing area. Vehicle staging and truck marshaling arrangements must be coordinated with your contractor and Event Coordinator. All event-related vehicles must be staged in assigned and designated areas.

WALLS, AIR/OPERABLE

KBHCCD has operable walls in our meeting rooms, ballrooms and exhibit halls. The walls separate leased spaces into a desired configuration. Once the walls are set per show management’s specifications, a charge will be incurred for any additional wall movement. Please allow sufficient time for KBHCCD staff to make adjustments, when requesting changes to wall openings in Exhibit Halls.

WASTE DISPOSAL

KBHCCD provides one trash haul, at no charge, per Exhibit Hall leased. Additional trash hauls will be billed at the prevailing rate.

TOXIC/BIOHAZARDOUS WASTE

Show management is responsible for proper and regulated disposal of any and all toxic or bio hazardous goods, materials and substances, and must comply with all applicable laws.

PLEASE NOTE: Texas has strict policies with regard to regulated waste disposal. If someone associated with your event ignores regulatory mandates, it becomes the Lessee’s responsibility

Please ask your Event Coordinator for the names of local providers who handle toxic and/or bio-hazardous substances and materials.

WASTE WATER CONTAINMENT

In accordance with environmental laws, only rain water may enter a storm drain, which leads directly to our rivers and streams. All liquids including tap water and ice, which contain chlorine, must be disposed of properly. The KBHCCD staff is knowledgeable of where and how one may dispose of liquids or liquid waste. Your Event Coordinator may assist in providing a list of contacts approved by the City of Dallas Office of Environmental Quality that properly disposes of liquid waste.

The contractor must provide containment units, pumps, and other items necessary to protect the environment. A copy of the contractor’s manifest, indicating waste disposal location(s), must be given to your Event Coordinator.

WATER SERVICE

Bottled water is placed inside the lectern, per the number of seats at the head table. Should your speakers’ water needs exceed what is provided, please consult your Event Coordinator.

Water coolers are places in the Meeting Room corridors and outside the A and C Ballrooms when ballrooms are used for meeting space.

KBHCCD does not place water coolers in exhibit halls. Water service for attendees may be ordered through the KBHCCD food and beverage provider.

KBHCCD Event Resource Guide Attachment A 27 6.14.R1

ATTACHMENT A EQUIPMENT AND SERVICE RATES

Rates listed are subject to change. Please contact your Event Coordinator for updated pricing.

ADVERTISING OPPORTUNITIES ITEM UNIT RATE

INTERNAL MONITORS Free SOCIAL MEDIA

Facebook Twitter

Free

PRESS RELEASE DISTRIBUTION Free EXTERNAL LED READER BOARDS (2) Free RESTROOM MIRROR CLINGS

268 Mirrors Cling Size 4” X 4”

1 Cling Per Mirror

2 Clings Per Mirror

$900.00 $700.00

DOOR CLINGS (Non-adhesive only) Per Rented Area $1,000.00 WINDOW CLINGS Per Rented Area $2,000.00 PLASMA SCREENS (9)

160° Viewing Angle Flat Rate $1,000.00

DAKTRONICS BOARD Located at DART Rail Station

Flat Rate $1,300.00

HANGING BANNER(S) Common Space

Per Rented Area $2,500.00

EXTERIOR BUILDING BANNER(S) Per Building Section $12,000.00 VIDEO WALL OR BOARD

Size 8’ X 10’ Per Rented Area $3,500.00

ESCALATOR RUNNERS Per Escalator $2,000.00 MESSAGE CARPETS

Full Size 21’ X 4’ Half Size 10’ X 4’

Per Rented Area Per Rented Area

$4,000.00 $2,000.00

GOBOS (Projected light show on an object) Per Rented Area $2,000.00

AIR WALLS: OPENING OR CLOSING ITEM UNIT ITEM

EXHIBIT HALLS BALLROOMS AND MEETING ROOMS

Per Opening/Closing Per Opening/Closing

$350.00 $150.00

AUDIO ITEM UNIT RATE

AUDIO TECHNICIAN(S) Audio Technician(s) are assigned to each area in the building (Meeting Rooms A100s, A200s, A300s, C100s, D100s, D200s, D300s, and Ballrooms A, C and D) using KBHCCD audio equipment (microphones, mixers, amplifiers, patches and speakers) NOTE: Techs are MANDATORY and billed directly to client.

Each Per Hour $60.00


AUDIO, cont’d

ADDITIONAL AUDIO EQUIPMENT Wired Microphone Wireless Microphone AV House Patch Recording House Patch

NOTE: Due to possible radio frequency interferences, all outside audio visual company wireless microphones need prior KBHCCD Stage Manager approval. Two or more microphones require use of a mixer. All equipment is subject to availability and must be installed, operated, and removed by KBHCCD House Technicians at customer expense.

Per Day Per Day

Per Room Per Day Per Room Per Day

$75.00 $185.00

$50.00 $50.00

FIBER OPTIC RACKS(Send/Receive) Two (2) Required

$500 Each $1,000.00

COAX OR FIBER BACKBONE SYSTEM (Dry Patch) Two (2) Required - Each End

$350 Each $1,000.00

ITEM UNIT RATE PUBLIC ADDRESS SYSTEM (In Exhibit Halls) Per Hall $100.00 PORTABLE SOUND SYSTEM Per Day $250.00 AMPLIFIER Per Day $100.00 ARENA HOUSE SOUND (Includes Operator) Per Day $1,260.00 THEATER HOUSE SOUND (Includes Operator) Per Day $1,260.00 CD/DVD PLAYER Per Day $50.00 DIRECT BOXES Per Day $35.00 CLEAR-COM BASE STATION Per Day $50.00 CLEAR-COM HEADSET/BELT PACK Per Day $35.00 9 CHANNEL SNAKE 100’ Per Event $50.00 16 CHANNEL SNAKE 50’ Per Event $75.00 24 CHANNEL SNAKE 100’ Per Event $100.00 MIXER – 4 CHANNELS Per Day $40.00 YAMAHA MG – 12/4 Per Day $60.00 MIXER YAMAHA MG – 16/4 MIXER Per Day $75.00 STAGE MONITORS Per Day $50.00 SPEAKERS (3-Way Front-Fill) Per Day $120.00 8 CHANNEL PRESS BOX Per Day $60.00 ARENA SPEAKER CLUSTER REMOVAL One Time (In & Out) $1,000.00

CHANGEOVER RATES ITEM UNIT RATE

EXHIBIT HALLS, ARENA, AND BALLROOMS Per Piece of Equipment A AREA MEETING ROOMS Per Room $175.00 C AREA MEETING ROOMS Per Room $245.00 D AREA MEETING ROOMS Per Room $215.00

CLEANING ITEM UNIT RATE

CONFETTI CLEAN-UP Per Cannon $100.00 BALLOON DROP CLEAN-UP Per Hour $75.00


CLEANING, cont’d

GLITTER CLEAN-UP Per Hour $75.00 TRASH HAULS

Compactors Open Tops

First Haul Per Hall

Each Haul Thereafter

No Charge

$450.00

ELECTRICAL POWER ITEM UNIT RATE

ELECTRICAL POWER Rates listed bring power to any one designated point within booth space. Labor charged in ½ hr. increments. Hook-up equipment, hardwire, overhead drops, install/remove lights, disconnect special power, locations outside Exhibit Halls, and any other additional service/labor incurs additional labor/material charges.

Monday – Friday 8:00A to 4:30P - Per Hour 4:30P to 8:00A - Per Hour Weekends and Holidays

Per Hour Twenty-Four Hour Service

MO Strip Extension Cord

$60.00

$120.00

$120.00 Add 25%

$25.00 $25.00

PACKAGE PRICE-SINGLE PHASE POWER RATES

AMP VOLT DISCOUNT

30 Days Prior 1st Move-in Day

STANDARD Post Deadline

Date

15 120 $100.00 $125.00

20 120 $145.00 $175.00

20 208 $225.00 $259.00

30 120 $173.00 $190.00

30 208 $345.00 $397.00

40 208 $450.00 $518.00

50 208 $489.00 $564.00

AMP VOLT DISCOUNT



Date

60 208 $525.00 $604.00

70 208 $564.00 $649.00

100 208 $795.00 $915.00

125 208 $890.00 $1,023.00

150 208 $1,000.00 $1,150.00

200 208 $1,472.00 $1,693.00

PACKAGE PRICE-THREE PHASE POWER RATES

AMP VOLT DISCOUNT



Date

15 208 $276.00 $317.00

15 480 $776.00 $892.00

20 208 $315.00 $362.00

20 480 $851.00 $979.00

30 208 $420.00 $483.00

30 480 $1,777.00 $2,047.00

40 208 $564.00 $649.00

40 480 $1,944.00 $2,236.00

50 208 $620.00 $713.00


ELECTRICAL POWER, cont’d PACKAGE PRICE-THREE PHASE POWER RATES, cont’d

AMP VOLT DISCOUNT



Date

50 480 $2,094.00 $2,409.00

60 208 $695.00 $799.00

60 480 $2,244.00 $2,581.00

70 208 $769.00 $884.00

70 480 $2,620.00 $3,013.00

100 208 $1,076.00 $1,237.00

100 480 $3,067.00 $3,527.00

125 208 $1,244.00 $1,431.00

125 480 $3,667.00 $4,218.00

150 208 $1,413.00 $1,626.00

150 480 $4,060.00 $4,669.00

200 208 $2,034.00 $2,340.00

200 480 $4,825.00 $5,549.00

400 208 $4,001.00 $4,600.00

400 480 $7,928.00 $9,117.00

EQUIPMENT ITEM UNIT RATE

CHAIRS Each $3.00

TABLES Available Sizes: 4’, 6’, 8’ x 30” 8’ x 18” Rectangular 5’ and 6’ Rounds

Each $10.00

RISERS Available Sizes: 4’ x 8’ Available Heights: 8”, 16”, 24”, 36”, 48”

Each $25.00

LECTERNS Standing Tabletop

No Charge No Charge

SAFE Portable

Per Event

$250.00

LOCKS Cylinder Change (includes 3 keys per change)

Additional Keys Basic Room Key Unreturned Keys

Each Door

Each Each Each

$50.00 $10.00 $25.00

$350.00

BARRICADES Concert Bicycle Rack

Per Event (76 feet) Per 8 Foot Section

$750.00

$15.00 INDIVIDUAL EVENT DIRECTIONAL SIGNAGE

One color printing

Each

$45.00


LIFTS ITEM UNIT RATE

LIFTS NOTE: All in-house lift equipment requires KBHCCD personnel to operate.

Per Hour w/2 Hour Min

$215.00

BALLOON RETRIEVAL Per Hour w/2 Hour Min $215.00

LIGHTING: ONLY ARENA, THEATER, AND BALLROOMS EQUIPMENT PRICING ONLY ITEM UNIT RATE

SOURCE FOUR LEKO LIGHTS 19, 26, 36 DEGREES Per Day $50.00 SUPER TROUPER FOLLOW SPOTLIGHTS Per Day $175.00 LYCIAN 400 WATT ARC LAMP FOLLOW SPOT Per Day $150.00 ULTRA ARC. FOLLOW SPOT IN BALLROOMS Per Day $100.00

LIGHTING: General ITEM UNIT RATE

LIGHTING PACKAGES 2 Lekos: 1 Dimmer Pack, Board, and Stands 4 Lekos: 2 Dimmer Packs, Board, and Stands

Per Day Per Day

$200.00 $300.00

LIGHTS BREAKERED OFF Over Booth(s) in Exhibit Halls or In Meeting Room(s)

First Light Additional Each Light

After Hours

$100.00 $50.00 $90.00

PARKING ITEM UNIT RATE

MONDAY-FRIDAY Covered Garage Standard Parking Rate Additional Space for Trailer(s), RV(s), etc.

Per Day - 8:00A to 4:30P Per Parking Space per Entry per Parking Space per Entry

$45.00 $12.00 $12.00

PLUMBING ITEM DISCOUNT STANDARD

COMPRESSED AIR $200.00 $250.00 WATER

Additional charge for Hot Water Drains

$140.00 $130.00

$175.00 $160.00

GAS Natural Gas available in limited areas of Exhibit Halls $280.00 $330.00

FILL AND DRAIN ONLY A - Fill 1 to 25 gallons B - Fill 26 to 75 gallons C - Fill 75 to 150 gallons D - Fill 151 to 400 gallons E - Fill 401 to 1000 gallons F - Fill 1001 +

$60.00 $75.00

$100.00 $200.00 $500.00

(request quote)

$75.00 $100.00 $125.00 $225.00 $525.00

MISCELLANEOUS Lavatory Rental Triple Compartment Sink Small Water Heater - 10 gallon Large Water Heater - 40 gallon

$80.00

$250.00 $125.00 $260.00


PLUMBING, cont’d

ITEM DISCOUNT STANDARD WATER CONNECTIONS - BRASS FITTING

Male x Barb Barb Splices Brass TEE's Bell Reducers Bushings Brass Nipples Compression fittings Garden Hose Connectors, Couplings, and Adapters Brass valves/gate Male Slip fittings Elbow Hose Clamps

$6.00 $6.00

$12.00 $4.00 $6.00 $8.00 $9.00 $9.00

$22.00 $8.00 $8.00 $2.50

HOSE AND TUBING (PER FOOT) Clear Braided 1/4" Clear Braided 3/8" Clear Braided 1/2" Clear Braided 3/4" Red 1/4" Red 3/8" Red 1/2" Red 3/4" Green 1 1/2" Copper Tubing 1/4" OD Copper Tubing 3/8" OD Copper Tubing 5/8" OD

$2.00 $2.50 $3.00 $4.00 $2.00 $2.50 $3.00 $3.00 $4.00 $2.00 $3.00 $4.00

DRAIN CONNECTIONS Bell Reducers TEE'S Steel Barbs Steel BARB Splices Iron Pipe Nipples Caps Plugs CT Fittings Sink Header

$6.00 $6.00 $8.00 $8.00 $6.00 $6.00 $8.00

$16.00 $125.00

AIR CONNECTIONS Male x Barb Barb Splices Brass TEE's Bell Reducers Brass Nipples Quick Connects Plugs Bras Valves/Ball Valve

$4.00 $4.00

$12.00 $6.00 $6.00

$18.00 $8.00

$22.00


PLUMBING, cont’d

ITEM DISCOUNT STANDARD GAS CONNECTIONS

Black Iron Reducers Black Iron Nipples TEE'S BIP 90's BIP CAP BIP Plugs BIP Valves-Brass Stop Unions- BIP Couplings- BIP Black Iron Pipe (per foot) Flex Line Gas Regulator

$6.00 $6.00

$12.00 $8.00 $8.00 $8.00

$22.00 $15.00

$8.00 $3.00

$12.00 $75.00

PRODUCTION SERVICE PERSONNEL ITEM UNIT RATE

STAGE MANAGER/PRODUCTION SUPERVISOR Regular Rates apply 8:00A- 4:30P, Monday - Friday. Anything beyond these hours, including weekends and holidays, are billed at After-Hours Rates. NOTE: Stage Managers/Production Supervisors are MANDATORY from move-in through move-out in the Arena, Theater, Ballrooms A, C and D and General Sessions in Exhibit Halls and are billed directly to client.

Flat Rate Association Per Hour Rate

After-Hours Rate

$60.00 $60.00

$120.00

AUDIO OPERATOR/TECHNICIAN Per Hour w/4 Hour Minimum

Regular Rate After-Hours Rate

$60.00 $120.00

LIGHTING OPERATOR/TECHNICIAN Per Hour w/4 Hour Minimum


$60.00 $120.00

STAGE HAND Per Hour w/4 Hour Minimum


$60.00 $120.00

SPOT LIGHT OPERATOR Per Hour w/4 Hour Minimum


$60.00 $120.00

RIGGING INSPECTIONS Per Point $50.00

UTILITIES ITEM UNIT RATE

NOTE: Two hour start-up time required to achieve desired temperature.

EACH INDIVIDUAL AREA (A/B, C, D/E, F) HVAC Per Hour Lights Per Hour

$275.00 $75.00

KBHCCD Event Resource Guide Attachment B 34 6.14.R1

ATTACHMENT B

FIRE CODE REQUIREMENTS FOR EXHIBITS AND SPECIAL EVENTS

DALLAS FIRE-RESCUE DEPARTMENT Inspection and Life Safety Education Division – Special Events Section

1551 Baylor Street, Suite 400, Dallas, Texas 75226 Telephone: (214)670-4319 Fax (214)670-4324

Fire Code Requirements for Exhibits and Special Events

This section provides some of the basic regulations governing the operation of Exhibits and Special

Events. Additional regulations for exhibitors can be found in the KBHCCD Exhibitor Policies, which can be

obtained through your Event Coordinator. If you have a particular question or concern, please contact

the Dallas Fire Marshal’s office at 214-653-7970 and/or your Event Coordinator. The initial inspection

and first re-inspection are conducted at no charge. The second re-inspection is subject to a $100.00 fee,

with all re-inspections thereafter, subject to a $105.00 fee.

Plans

1. Final detailed floor plans must be submitted to Inspection and Life Safety Education Division –

Special Events Section at least a minimum of fifteen (15) days prior to the move-in of your event. It

is not necessary to show the details of individual booths. However, all tents must be shown on the

floor plan. The plans should include:

Layout: exhibits and building areas in use

Lobby displays and registration areas

Concessions areas and main catering set-up

Exits: marked aisles and exits

Fire extinguisher equipment: location and nature

Dates: move-in, move-out and times open to the public

Contacts: persons’ names and telephone numbers

Structures inside building: Detailed plans must be submitted 15 days prior to event move-in

Includes pop up tents (10 x 10 and tents up to 300 sq. feet). (See TENTS below for special

requirements for tents 101 to 300 sq. feet in size

Includes all covered structures, awnings and trailers over 4-feet wide

Vehicles: type and number with diagram of placement

2. If a tent is to be erected outside, plans showing the details of the tent placement must be submitted

to Inspection and Life Safety Education Division-Special Events Section at least a minimum of fifteen

(15) days prior to the move-in of your event.

3. Certification of flame resistance shall be provided for tents, awnings, drapes, table skirts and

decorative materials.


Tents

1. 10x10 or 100 sq. foot tents are allowed. The tents must be designated on the floor plan.

2. Tents 101 – 300 sq. feet in size must be shown on the floor plan and will be allowed with the

following requirements:

A smoke alarm must be installed in each tent

A 2A-10BC type fire extinguisher must be located in each tent

3. Distance between tents:

Tents placed next to each other (side-by-side or back-to-back along a drape line)that have an

aggregate sq. footage of 300 sq. feet must have a distance of at least 30 feet between the next

structure or tent.

Tents 300 sq. feet in size must have a distance of at least 30 feet between the tent and the next

structure or tent.

4. All tents must be open on at least three (3) sides.

5. Tents larger than 300 sq. feet will be evaluated on a case by case basis. Detailed plans will need to

be provided. Please contact the Special Events Section of Dallas Fire Rescue to discuss your

situation.

6. Storage of combustible materials must be limited to one (1) day’s usage.

7. Vehicles will not be allowed to be stored under tents.

Permits

1. A tent permit from the Fire Marshal is required for:

Indoor tents 400 square feet or larger

Outdoor tents 700 square feet or larger without sides

Outdoor tents 400 square feet or larger with sides

2. Call the Special Events Section to obtain information and tent permit requirements.

3. Liquid Petroleum Gas for demonstration purposes inside buildings and for cooking purposes outside

of buildings must be approved and permitted by the Fire Marshal. The allowable tank size is 5

pounds or less of Liquid Petroleum Gas.

4. Open flames, candles and burning or smoke emitting materials must be approved and permitted by

the Fire Marshal prior to the event.

5. Special effects materials, pyrotechnics and fireworks must be approved by the Fire Marshal.

6. Welding and cutting equipment and use must be approved and permitted by the Fire Marshal.

Other permits may be required. Please contact the Special Events Section for more information.

Trailers

1. Display trailers must have one smoke alarm installed inside the trailer for every 100 sq. feet of

display space.

2. One (1) twenty (20) pound 2A-10BC type fire extinguisher must be readily available in unobstructed

view.

3. Storage of combustible materials must be limited to one (1) day’s usage.


Fire Access

1. Fire lanes shall not be obstructed or barricaded at any time in any manner.

2. Fire hydrants and fire department connections must be maintained with a 3-foot clearance, and no

parking within 15 ft. of fire hydrant.

Two-Story Booths

Any exhibitor planning to utilize a two-story booth shall adhere to the following guidelines:

1. The exhibitor must submit two (2) accurately scaled floor plans and two (2) lists of materials to be

used in the construction (supplied by a licensed architect and/or structural engineer) to the Dallas

Fire-Rescue Department, Inspection and Life Safety Division – Special events Section by mail or fax

sixty (60) days prior to the event.

2. The exhibitor shall comply in all aspects with all applicable local fire and building codes, and shall

secure any and all local licenses or other approvals and submit them all to the Event Coordinator

sixty (60) days prior to the event.

3. An independent automatic fire suppression system must be provided for the inside of the first floor,

or an equivalency.

4. The equivalency required may be one or more of the following:

For every 100 net square feet of booth space covered by a second floor, a smoke alarm must be

installed.

One (1) twenty (20) pound 2A-10BC type fire extinguisher must be readily available in

unobstructed view.

Enclosed areas of the booth (closets, offices, storage areas, etc.) are equipped with functioning

smoke alarms.

The smoke alarms must be tied to a strobe/horn on the outside of the structure.

A Fire Watch provided by the Dallas Fire-Rescue Department (DFD Fire Inspector currently $60

per hour during regular business hours and $70 per hour before or after regular business hours)

may be required during show hours or any time the booth is occupied.

Fire Watch placement and number if inspectors on-site will be based on overall event floor plan,

and determined by the Fire Marshal.

Exits

1. Exit doors shall be maintained in proper working order and unlocked at all times when the building

is occupied. Exit doors shall not be blocked or obstructed from inside or outside of building by

vehicles, barricades, etc.

2. Exit ways shall be kept clear of obstruction at all times with adequate aisle widths provided.

3. Curtains, drapes or decorations shall not visually or physically obstruct exit doors, exit signs, fire

alarms, hose cabinets, standpipes, fire extinguishers, or any life safety equipment at any time.


Fire Alarm/Detection Systems

1. Fire detection equipment must be operable at all times and serviced and tagged annually.

2. Fire suppression systems must be operable at all times and serviced and tagged annually.

3. Fire Watch personnel provided by the Dallas Fire-Rescue Department ($60 per hour during regular

business hours and $70 per hour before or after regular business hours) may be required at the

discretion of the Fire Marshal.

Sources of Ignition

1. “NO SMOKING” signs shall be posted throughout those areas designated by the Fire Marshal where

smoking is prohibited.

2. Unless they are flame retardant, combustible materials, merchandise, or signs shall not be attached

to, hung from, or draped over flame retardant side and rear divider draperies of booths, or attached

to table skirting facing the aisles.

3. Hay and straw used for decoration shall be flame retardant or covered with a flame retardant

tarpaulin; otherwise, it must be stored and maintained in a manner approved by the Fire Marshal.

4. Sawdust and shavings shall be maintained flameproof at all times, by wetting down each day.

5. Combustible waste shall be collected as it accumulates, and stored in non-combustible, covered

containers, which are emptied as necessary, but as a minimum at the close of each day.

6. Use or demonstration of equipment using liquid fuel inside of the building is prohibited.

Fire Extinguishers

1. Typically, a 2A-10BC rated fire extinguisher shall be provided for each booth, display, stage,

concession or internal combustion power source within 75 feet of travel or every 3,000 square feet

of floor space.

2. A class K rated fire extinguisher shall be provided within 30 feet of food processing equipment that

produces grease-laden vapors.

Equipment

1. Compressed gas cylinders shall be secured to prevent from falling or being knocked over.

2. Heating devices shall be installed in accordance with the Building and Mechanical Code. Electrical

wiring of a temporary nature shall be installed in accordance with the Electrical Code.

3. Commercial cooking appliances shall be installed in accordance with the Mechanical and Plumbing

codes, and shall be equipped with ventilation hoods and approved automatic extinguishing systems.

All other cooking equipment shall have separation from combustible materials, or non-combustible

shielding, as approved by the Fire Marshal.


Display of Vehicles using Flammable Fuels inside a Building:

Automobiles, Trucks, Tractors, and Other Vehicles

1. Fuel tanks shall contain no more than one-quarter tank or 5 gallons of fuel (whichever is the least).

All Vehicles must be approved and tagged by the Fire Marshal before they can be placed inside the

building.

2. Battery cables shall be disconnected from the ignition system.

3. Ignition keys for display vehicles shall be kept by a responsible person, at the display location, for

use in removal of the vehicles in the event of an emergency.

4. Gas Caps must be locked or sealed (taped) closed

Boats or Jet Ski’s

1. Fuel tanks shall be completely empty. All fuel tanks shall be locked or effectively sealed. All boats

must be approved and tagged by the Fire Marshal before they can be placed inside the building.

2. Battery cables shall be disconnected from the ignition system.

3. A jet ski that has held fuel prior to display must adhere to the same regulations.

4. A boat or jet ski directly from the factory and has never held fuel is not subject to these regulations.

Aircraft

1. The maximum amount of fuel that is permitted in aircraft that is flown to the display site is the

minimum reserve that is required by Federal Aviation Regulations (FAR) subject to the following

conditions.

At least 15 days prior to the start of the event, the Fire Marshal shall be provided with a list of all

affected aircraft, specifying the make and model of the aircraft, type of fuel tank, the FAR

minimum reserve, and a description of the units in which the fuel is measured, i.e., pounds or

gallons.

A member of show management shall be present during move-in to assist the Fire Marshal.

Automotive traffic shall be prohibited from the aircraft landing area during the scheduled

aircraft arrival/departure time(s).

The aircraft landing area shall be cordoned off.

2. The power source on each aircraft shall be disconnected.

3. The fuel filter caps on each aircraft shall be locked or covered with duct tape. Fuel tanks on aircraft

that are not flown to the display site shall be empty.

4. All aircraft must be approved and tagged by the Fire Marshal before they can be placed in the

building.

5. Approved fire extinguishing equipment shall be provided in areas designated by the Fire Marshal.

6. Aircraft defueling/fueling shall be subject, but not necessarily limited to the following provisions:

Defueling/fueling operations shall be conducted a minimum of 50 feet from any building. The

defueling/fueling area shall be cordoned off.


Aircraft, cont’d

Defueling/fueling shall be done only when the aircraft and dispensing unit are bonded and

grounded as follows:

A grounding cable shall connect the dispensing unit (fueling truck) to aground. A grounding

cable shall connect the aircraft to the ground.

A bonding cable shall connect the dispensing unit to the aircraft.

The defueling/fueling area shall be approved by the Fire Marshal prior to beginning

defueling/fueling operations. All aircraft defueling/fueling operations shall be restricted to this

area only.

Aircraft heaters shall not be operated during defueling/fueling operations. No source of ignition

shall be within 50 feet of the defueling/fueling area.

Approved fire-extinguishing equipment shall be provided in the defueling/fueling area.

“NO SMOKING” signs shall be posted throughout, and within 50 feet of the defueling/fueling

area.

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