Exhibition Guidelines January 25-27, 2023

–TriCord is the Official Service Contractor and will address all exhibition needs, you must coordinate with TriCord for any exhibit set up.  You can contact [email protected]

Below are Some highlights from the Venue Guidelines – see full rules here: SCCC Rules (Facilities Guide) – PMWC

– Food & Beverage. Sponsor/Exhibitor may not bring outside food or beverage. All food and beverage must be ordered from the exclusive catering company of the convention center.

Is there lead retrieval and does it cost money?

Yes, it’s free to exhibitors. See Venue decorator, Tricord’s, exhibitor packet for instructions.

What is included in my exhibit space?

Only the drape and name tag will be included. You can order anything you may need via Tricord (emails will come from tricord.net. Check your spam folder if you have not received an email from them as expected.) Email [email protected] if you have not received an email from Tricord at all. These costs are not included in the PMWC exhibition/sponsorship packages. 

Note: Carpet/vinyl flooring is required by all exhibitors.

Any Suggestions for things to give away at my exhibit?

Yes, the most popular items are always food and beverage (such as a water station, coffee station, or snack items) but note as I mentioned above the inhouse caterer has and enforces their exclusivity so plz reach out to [email protected] and talk with them if you want to add this. Other ideas include Tote bags, branding clothing, offering a charging station, or anything as a good or service that provides real value to attendees, a wifi hotspot, etc.

INSURANCE

Because the Convention Center is owned by a public agency, all users must provide Broad Form General Liability Insurance with minimum limits of $1,000,000 ($2,000,000, if exhibits) written through an insurance company licensed to do business in California. The coverage must be on an OCCURRENCE basis (rather than aggregate).

 

This insurance must insure against any claim arising out of or in connection with your use of the Center, your contractors, subcontractors, employees, exhibitors and/or agents including all costs of defending such claim or claims.

 

If your organization already has business insurance, it is usually possible to obtain the appropriate coverage under the existing policy. Your agent or broker can provide an Endorsement/Certificate of Insurance to the Center to meet the requirements.  To be complete, however, it must show as named insured’s, in addition to yourself, your contractors, subcontractors, employees, exhibitors and/or agents:

 

“The Center, the city of Santa Clara, the Redevelopment Agency of the City of Santa Clara, the Santa Clara Chamber of Commerce, and their respective officers, directors, employees and/or agents.”

 

If you do not have business insurance, we may be able to help you obtain the insurance through a Special Event Safety Group Insurance Program. The program is written through an insurance broker and its cost is, usually, very competitive. We are not the insurance broker or agent. We charge a nominal “processing fee” in addition to the premium quoted by the broker. Please consult your Event Manager for details.

 

You must also provide evidence of Worker’s Compensation coverage for California employees.

 

Many governmental units and some large companies are self-insured. A self-insurance program may be acceptable but is subject to review and approval by our Risk Management advisors.

 

It is not necessary for Event Insurance to include liquor liability coverage.  The Center’s caterer, Levy Food Service, provides this.

CONTRACTORS

 

The Center requires that all major contractors and subcontractors be properly qualified and licensed. In addition, we require that they present evidence of insurance in the same minimum amounts and in the same form, as you, the Licensee, must provide.

FIRE AND LIFE SAFETY

 

Room capacities are in accordance with local fire and building codes.  They cannot be exceeded.  Capacities for each room are listed in the facility brochure according to type of use. Audio/visual equipment, staging, tables, podium, etc will reduce room capacities.

 

All exits (except rollup doors) are considered fire exits and cannot be blocked or obstructed. Aisle ways must be kept clear and may not be occupied by any person for whom seating is not available.

 

The doors leading into all meeting rooms, ballrooms, exhibit halls and the theater are fire doors. Propping those doors open violates the fire code unless they are equipped with automatic closers.

 

When seating arrangements exceed 300 chairs (e.g. general sessions in Exhibit Hall or Ballrooms), chairs must be  “ganged.”  Fire regulations state there can be no more than 19 seats per row and a cross aisle after each 25 rows.

 

All stages must be equipped with safety rails. A stage placed against a wall does not require a railing on the side against the wall.  If require the rails be removed, a form waiver form for removal will need to be signed by licensee. Consult your Event manager if you choose to remove any rails.

 

Candles with open flames are not permitted on banquet tables unless contained within a glass chimney and firmly secured to prevent tipping over. All plans for candles must be reviewed with the Event Manager and Levy Food Service.