Planning Process

The Planning Process

Nailing the details, planning for success, effective communication and teamwork – these are all crucial aspects of hosting a seamless event at our venue. We take a team approach to planning your event and provide single points of contact each step of the way.

UPON CONFIRMATION OF EVENT

  • Sign and return your event license agreement
  • Submit your certificate of insurance

SIX MONTHS PRIOR TO EVENT – PRELIMINARY EVENT OVERVIEW 

  • Consult with your Event Manager regarding your requirements and cost estimates. Some items to include: event overview, date(s) and time(s), move in/out, event space allocations, the type of event and attendees, anticipated attendance.

TWO MONTHS PRIOR TO EVENT

  • Submit floor plans, special permits and/or rigging requirements for approval from Fire Marshal & AGLC (if applicable)
  • Submit requirements for all spaces rented as it relates to: power requirements, infrastructure, temporary furniture, technology (phone, internet)
  • Room set-up requirements (including ancillary spaces): layout, lighting, access cards, cleaning requirements, food & beverage
  • Access Control: location (where exhibitors will be entering/exiting, dedicated loading dock), exhibitor badges (activation dates, pick up location/date), proxy cards for show management
  • Third Party Activations: power, AV, display company, food & beverage, decor
  • Branding & Sponsorship Activations: nature of activation, proposed location(s)
  • Ticketing, Registration & Accreditation requirements: location, times, ticket process
  • Transportation requirements: show management (designated parking, passes), exhibitor parking (charge/passes; shuttle drop zones)

SIX WEEKS PRIOR TO EVENT 

  • Confirm event timing and programming
  • Confirm: Guest services, security, parking, first aid, technology
  • Food and beverage requirements: permits for food sampling, catered spaces, concession activation
  • Management of VIPs, media or entertainers
  • Front of House operations: event signage requirements & location(s), queuing
  • Review the event plan with your Event Manager

TWO WEEKS PRIOR TO EVENT 

  • All event requirements are due 14 days prior to move in to avoid late service charges
  • Final food guarantees are due two weeks prior to event start date – additional charges may apply if submitted late
  • Final floor plans due two weeks prior to event move in date

ONE WEEK PRIOR TO EVENT

  • Pre-event meeting to discuss: services confirmation, technology, staging, power, space, chattels, move in plan, brief overview of move out, event programming

DAY OF EVENT

  • Pre-event meeting with Event Manager

POST EVENT 

  • Post-event meeting
  • Post-event walk-through with Event Manager, facilities, client-designee, security
  • Final settlement
  • Complete evaluation form

Please view the Edmonton EXPO Centre’s Venue Guide for more information.

Ready to start planning?

522,000 square-feet of flexible event space. More than 20 expert event planning experts on staff. Just imagine the possibilities.

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