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.