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Event Planning and Planner's Checklist

7.1 Event Agenda

A tentative agenda is recommended at least six (6) months before the first contract day. A preliminary agenda is required sixty (60) days before the first contract day. A final agenda containing complete event requirements is due thirty-one (31) days before the first contract day, including but not limited to, event schedule or timeline, exhibition timeline (move-in, show, move-out) and diagram, approved floor plans (exhibits, meetings, general sessions), utility and technical requirements, event security, audio visual (A/V), and General Service Contractor (GSC) production schedules. Send the event agenda to your Event Coordinator via email. Visit our Event Services Contact page to find your Event Coordinator’s email.

7.2 Event Coordinator

An Event Coordinator will be assigned to your event once the event has an executed contract. Your Event Coordinator will be available to assist you throughout the planning process and make the transition from event planning to show implementation as smooth as possible.

7.3 Event Insurance

A Certificate of Insurance (COI) is required for all events and must be submitted to the Department sixty (60) days prior to the first contract day. The COI must be for the same organization name as listed on the License agreement or have all affiliated names listed.

7.4 Event Invoice

The balance, if any, owed to the Austin Convention Center is due and payable within thirty (30) days upon receipt of the final invoice. Our finance division will send you an itemized invoice to the client for rental, services or equipment used as well as damages or excessive cleanup costs incurred during the event. The invoice shall reflect any payments received by the Austin Convention Center.

7.5 Facility Floor Plans and Dimensions

Facility Dimensions are listed to assist you with the planning process for your event. Your Event Coordinator can assist you with determining if the facility dimensions are appropriate for your event’s needs.

7.6 Equipment and Services Rates

Austin Convention Center offers an Incentive Rate to the client on equipment and services if the assigned Event Coordinator receives all complete event requirements and specifications thirty-one (31) days out from the first contract day. Add-ons and change orders received thirty (30) days or less from the first contracted day are charged the Standard Rate. Complete event requirements include, but are not limited to:

7.7 Hours of Operation

An event contract day is from 6:00 a.m. to 11:59 p.m CST. Event hours outside of a contract day are subject to overtime rates plus applicable labor charges at prevailing rates. Administrative office hours are Monday – Friday 8:00 a.m. - 5:00 p.m. CST. The Administrative office is closed most major holidays.