Event Services : Booking

BOOKING & SCHEDULING

1. Booking Priorities

The Memphis Cook Convention Center (MCCC) Booking Policy provides for priority booking of national conventions and trade shows by the Memphis Convention and Visitors Bureau (MCVB). The order of priority is as follows:

1st Priority

• Conventions & trade shows that utilize:
  • At least 50,000 SF of meeting & exhibit space.
  • 500 peak room nights.

2nd Priority

• Conventions & trade shows that utilize:
  • At least 10,000 SF but less than 50,000 SF of meeting & exhibit space
  • 100 peak room nights.
• Multiple day annual or regularly occurring consumer or trade shows.

3rd Priority

• Multiple day local events and any other event not meeting 1st or 2nd priority criteria.

4th Priority

• Single day local events or any other event not meeting 1st, 2nd or 3rd priority criteria.

2. Tentative Date Acceptance

1st Priority

• No time limit.
• May hold up to 3 tentative dates for a single event.

2nd Priority

• May only hold tentative dates up to 3 years out.
• May only hold up to 3 future annual dates.
• May hold no more than 2 tentative dates for any single event.

3rd Priority

• May only hold tentative dates up to 2 years out.
• May only hold up to 2 future annual dates.
• May hold no more than 2 tentative dates for any single event.

4th Priority

• May only hold tentative dates up to 1 year out.
• May hold no more that 2 tentative dates for any single event.

3. Confirmation & Contracting

The MCCC will issue contracts according to the following schedule:

1st Priority

• No more than 24 months prior to the event.

2nd Priority

• No more than 18 months prior to the event.

3rd Priority

• No more than 12 months prior to the event.

4th Priority

• No more than 6 months prior to the event.

4. Tentative Holds

• Tentative holds are subject to a "challenge", as outlined in Section 5 – Challenging a Tentative Hold.
• Tentative dates may be "bumped" by other tentative dates of a higher priority.
• The holding party of any tentative date will be formally contacted prior to being "bumped" or cancelled.

5. Challenging a Tentative Hold

• Tentative, non-contracted dates may be challenged.
• A deposit of 50% and a signed contract may be required to maintain a tentative hold.
• A refundable deposit of 50% may be required to challenge a tentative hold.
• Tentative holds and challenges are subject to booking priorities listed in Section 1.

6. Date Protection

• Bookings of shows deemed competitive to existing shows will not be accepted within 60 days before or after such existing shows.
• Determination of competing shows will be at the discretion of the MCCC General Manager.
• Competitive shows are described as:
  • shows sharing a common exhibitor base.
  • shows sharing a common content.
  • shows targeting similar, specific interest groups.

7. Lease Agreement Guidelines

• Advertising for any event is not permitted prior to a Lease Agreement being fully executed.
• Tickets for any public show are not permitted to go on sale until a Lease Agreement has been fully executed.
• The MCCC reserves the right to have final approval on all public information (such as advertisements, signs, exhibitor packets, etc.) to ensure that the information in regards to the building is correct prior to publication of any materials.
• Advertisements, exhibitor packets or promotional materials must reference the facility as the "Memphis Cook Convention Center".
• Individuals or companies associated with your event, but not part of your event (i.e.: photographers), must rent space and provide insurance.
• Rental rates for exhibition space will be billed at contracted rate or $.50/SF of sold exhibit space, whichever is greater. This covers show days only.

8. Cancellation

• If the Lessee cancels any event covered by the Lease Agreement, Lessee agrees to pay the MCCC the following amounts as liquidated damages and not as penalty, and the parties agree that such amounts constitute reasonable
  provision for liquidated damages:
  • Cancellation more than 1 year prior to the first move-in day – initial deposit.
  • Cancellation between 6 months to 1 year prior to the first move-in day – one half of the base rent on the lease agreement.
  • Cancellation less than 6 months prior to the first move-in day – entire base rent.
• All amounts are due within 10 days of the invoice date.
• Should the client fail to notify the MCCC of a cancelled event or fail to take possession of and use the premises, no rent refund shall be made and the full rent including any disbursements or expenses incurred by the MCCC in connection with the event shall be payable to the MCCC.

9. Basic Rental Inclusions

Exhibit Space

• Cleaning of exhibition space before and during the event. Cleaning includes uncarpeted aisles, lobbies and restrooms.
• Registration tables & space on an as-available basis and in consideration of other tenants.
• House lighting, ventilation, heat and air conditioning as required during event hours.
• Exhibit hall public address system with one wired microphone. An additional charge will be applied if wireless system is used.
• Office space for event management on an as-available basis.
• Utilities Service Desk during move-in, when applicable.

Meeting Rooms

• House lighting, ventilation, heat and air conditioning as required during event hours.
• One standard room set-up (tables and chairs only).
• Skirted head table.
• Basic wired microphone/podium (there will be an additional charge for the wireless system).
• Speaker’s platform (skirted platform not to exceed 8' x 8').
• Registration space on an as-available basis with 1 skirted table and chair.
• Daily trash removal.

10. Basic Rental Exclusions

• Excessive trash removal, including pallets, crates, lumber and oversized packing materials.
• Booth cleaning and aisle carpet vacuuming.
• Bleacher seating.
• Stages.
• Dance floors.
• Water service in meeting rooms.
• HVAC and maximum lighting during move-in or move-out.
• Please see Appendix #4 Equipment Rental & Ancillary Charges for complete list of billable items.

11. Insurance

• A Certificate of Insurance is required on all events.
• SMG offers the option of purchasing insurance for a nominal charge through our "MVP Program".
• A Certificate of Insurance is to be submitted to the MCCC one month prior to the first day of the event.
• The Certificate of Insurance must meet the specifications in Article 2 of your Lease Agreement.
• The Certificate of Insurance should name the following as additional insureds:
  • SMG
  • The Memphis Cook Convention Center
  • The City of Memphis
  • The County of Shelby
  • Memphis & Shelby Co. Convention Center Commission
  • Marriott Services, Inc. (food service provider)
  • HMH Properties, Inc. (food service provider)
• General liability coverage of not less than $1 million dollars is required.
• Insurance carrier must be rated as a VIII or better as listed in the current A.M. Best Manual.
• Please see your sales managers or event manager for more information on purchasing insurance through SMG’s "MVP Program".

12. Tax Rates

• Applicable Tennessee state sales tax is currently 9.25% and will be charged on:
  • room rental
  • equipment rental
  • parking lot buyouts
• Sales tax will be assessed unless a Certificate of Exempt Status is submitted with Lease Agreement.
• If you or any of your exhibitors will be selling merchandise in the building, you must register with the Tax & Revenue Department (901/537-2900)