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 forty-five (45) 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, AV and General Service Contractor production schedules. Send the event agenda and all event specs to your Event Coordinator via e-mail.
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 execution 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.
- a. Commercial General Liability insurance with a minimum combined single limit of $1,000,000 per occurrence and a minimum $1,000,000 aggregate including products and completed operations and contractual liability coverage is required.
- b. Fire Legal Liability included with limits of $50,000 is required.
- c. Comprehensive Automobile Liability insurance with a minimum combined single limit of $500,000 including owned, non-owned and hired coverage is required.
- d. The “City of Austin” shown as additional insured for both Commercial General Liability and Comprehensive Auto mobile Liability is required.
- e. Only insurance written by a company with an A.M. Best rating of no less than a B+ and in good standing with the State Board of Insurance shall be acceptable to the City.
- f. The Certificate Holder to read: City of Austin – Austin Convention Center Department, P.O. Box 1088, Austin, TX 78767-8838.
- g. Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Client. Any policy deductibles or retention is the responsibility of the Client.
- h. The Client must control any special or unusual hazards and be responsible for any damage resulting from those hazards. The City of Austin does not represent these insurance requirements which are sufficient to protect the Client’s interests or provide adequate coverage.
- i. In the event insurance required is not provided or is canceled, the Client is not permitted to begin set-up of their event. Once proper proof of insurance is provided, the ACC staff will permit the Client to proceed with their event.
7.4 Event Invoice
The balance, if any, owed to the ACC is due and payable within thirty (30) days upon receipt of the final invoice. Your Event Coordinator will present an itemized invoice to the Client reflecting charges for rental, services or equipment used and damages or excessive cleanup costs incurred during the event. The invoice shall reflect any payments received by the ACC.
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 Facility Rates
The ACC offers an Incentive Rate to the Client on equipment and services if the assigned Event Coordinator receives all complete event requirements and specifications forty-five (45) 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:
- a. Event schedule or timeline (agenda)
- b. Event security
- c. Emergency medical paramedic Services
- d. Exhibition timeline and diagram (move-in, show, move-out)
- e. Production and/or AV schedule
- f. Approved floor plans (exhibits, meetings, general session)
- g. GSC production schedule
- h. Utility and technical requirements schedule
7.7 Hours of Operation
An event contract day is from 6:00am to 11:59pm. 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 8:00am-5:00pm CST. The Administrative office is closed on most major holidays.