Event Services : Planning

13. Additional Charges & Equipment Rental

• Basic room rental does not include items such as:
  • Event security
  • EMT (first aid)
  • Electrical hook ups
  • Telephone
  • Dance floors
  • Stages
  • Wireless microphone
• For extensive A/V needs, call the MCCC preferred vendor: Nolan's, Inc. 901/ 527-4313
• When the Client and/or service contractor is renting tables and chairs, they will be delivered on rolling racks for the Client's use.

14. Alcohol

• Memphis Marriott Downtown holds the liquor license for the facility. As a result, all alcoholic beverages must be purchased through the Marriott.
• Additional security may be required for events where alcohol is served.
• Client assumes all responsibility for events where alcohol is served.

15. Americans with Disabilities Act (ADA)

• As a facility of public accommodation, the MCCC complies in all respects with the Americans with Disabilities Act (ADA) and regulations issued there under.
• Lessees are also required to comply with all provisions of the ADA.
• The MCCC has available limited quantities of portable amplifiers for the hearing impaired.

16. Booth Cleaning

• The MCCC will provide booth cleaning for a fee of $2 per booth per day or $240 per day, whichever is greater.
• This service includes trash pick-up and vacuuming the carpet.
• This is only available as a whole for the entire event – not on a booth by booth basis.

17. Electrical

• See a sample copy of our Electrical Services Order Form and Telephone/Internet Services Order Form.
• All electrical services are provided by a qualified MCCC electrician.
• All electrical orders must be handled by the MCCC.
• All electrical orders are to be placed by using the official Electrical & Telephone Service Order Form.
• Electrical and Telephone/Internet Service Order Forms for exhibitors will be provided by the MCCC.
• An electrical service desk can be provided during move-in to accept last minute floor orders.
• One electrical drop consists of 2 plugs, which is called a duplex. Your exhibitors can use 1 duplex for 2 pieces of equipment as long as it does not exceed 2,000 watts.
• All equipment to be hooked up must meet all City of Memphis Fire Code Regulations (see Appendix #1).

18. EMT (First Aid)

• The MCCC recognizes that the safety, health and well being of convention center guests are our top priority.
• Emergency Medical Technicians (EMT) are required (at the expense of the Lessee) during events of 600 or more attendees per day.
• The MCCC reserves the right to provide all necessary EMT personnel.
• EMT's will be billed on your final settlement at prevailing rates.

19. Event Cost Estimates & Fact Sheets

• Your Event Services Manager will provide a complete event estimate (Cost Analysis) and Fact Sheet (detailed event resume) prior to your event.
• You will be asked to sign the Cost Analysis and Fact Sheet and agree to the charges prior to your event.

20. Event Manager

• The MCCC will assign an Event Manager to coordinate your event.
• Your Event Manager will provide the most professional, efficient and courteous service you have experienced.
• Your Event Manager will:
  • Contact you following execution of your lease agreement.
  • Be your primary MCCC liaison before, during and after your event.
  • Be responsible for gathering all event information and disseminating that information to all MCCC departments.
  • Generate an Event Fact Sheet for your review and approval no later than 2 weeks prior to your event.

21. Floor Plans

• Three copies of your accurately scaled floor plans must be submitted to your Event Manager at least 60 days prior to your event. Plans should include:
  • Aisle location and size
  • Exits
  • Exhibits
  • Service contractor booths
  • Adequate concession/food areas
  • Registration areas
  • Information tables
• Your Event Manager will submit a copy of your floor plan to our Fire Marshall for review and approval.
• Floor plans are not considered approved without the signed and stamped approval from both MCCC Management and the Fire Marshall.
• Floor plans should not be published or distributed without stamped approval.
• MCCC reserves the right to make changes, additions or deletions to the floor plan as deemed necessary.
• All floor plans are subject to City of Memphis Fire Code Regulations as listed in Appendix #1.

22. Food & Beverage

• Food and beverage services are provided exclusively by the Memphis Marriott Downtown.
• The Memphis Marriott Downtown can provide banquet service, snacks, luncheons, beverage service and concessions.
• A representative of the Food and Beverage Department can be contacted at 901/527-7300.
• All food and beverage consumed in the MCCC must be provided through the Memphis Marriott Downtown.
• No outside food/beverage is allowed in the MCCC.
• Notification of the MCCC’s food and beverage policies/guidelines should be provided in writing to exhibitors by the Show Manager.
• Any exceptions to this exclusive arrangement, including coolers and deliveries, must be approved by Memphis Marriott Downtown and the MCCC.

23. Freight Elevators

• The MCCC currently has (3) freight elevators:
  • Freight Elevator "A" is 10'4" x 15'6" and can access all levels of the MCCC except the Mezzanine level.
  • Freight Elevator "B" is 11'6" x 7'10" and can access all levels of the MCCC including the Mezzanine level.
  • Ballroom Freight Elevator (Front Street side) has a 9'0" opening with a 9'10" x 19'4" cab; it can access P1, Level G (Front Street dock) and the 2nd level of the Convention Center (Ballroom/Exhibit Hall level).
• The weight capacity for each elevator is 10,000 lbs.
• The MCCC’s freight elevators and loading docks are located on the north side of the building between Front St. and Main St. on Winchester.

24. Information Center

• The MCCC Information Booth is located in the Grand Lobby.
• The Information Booth may be staffed by MCCC personnel during certain events.
• Brochures and information on various local attractions are available at the Information Booth.

25. Holiday Labor Rates

• The following dates are considered holidays by the MCCC & SMG:
  • New Year’s Day
  • Martin Luther King Jr’s Birthday
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Veteran’s Day
  • Thanksgiving Day
  • Day after Thanksgiving
  • Christmas Eve Day
  • Christmas Day
• If a designated holiday falls on a Saturday, it will be observed on the previous Friday. If a designated holiday falls on a Sunday it will be observed on the following Monday.
• If your event falls on any of the above mentioned days, you may be charged time and one-half for any labor costs incurred.

26. Keys & Lock Changes

• Our clients have the option of rekeying their meeting room doors for additional security.
• There is a charge of $15 per lock that must be rekeyed.
• Additionally, there is a $35 per key refundable deposit that must be paid prior to keys being issued.
• The MCCC only allows 5 keys per lock to be issued.

27. Move In & Move Out

• Move-in and move-out days will be charged at 1/2 of the daily rental rate.
• During move-in and move-out, the exhibition hall lighting level is no more than 25%.
• Heating or air conditioning is not provided during move-in or move-out.
• Additional lights, heat or air conditioning are available at the prevailing rate.
• The MCCC reserves the right to maintain sole control of the spool ramp area at all times
• Spool ramp traffic may be limited to vehicles that cannot effectively load in or out from the freight elevators.
• The spool ramp is 30' wide and 18' high at the lowest beam.
• Entry into the loading dock is 16' at the lowest point of entry. The width of the entry doors vary from 24'2" to 45'2".
• There are 3 loading bays for trailers on the dock.
• The MCCC has two forklifts with 10,000 lb. and one forklift with 9,000 lb. weight capacities, for which there are labor charges for MCCC to operate. Please notify your Event Manager ahead of time to schedule a forklift operator, if needed.
• The MCCC is not responsible for any items left in the building after an event has moved out.

28. Parking

• The MCCC has an underground monitored parking garage with 3 levels and more than 800 parking spots.
• Parking is available for all events at a cost of $5 per vehicle.
• There is a "no in & out" policy in place. You must pay to park each time you enter the garage.
• You may arrange to purchase passes at a discount for your exhibitors or attendees.
• Our Exhibitor Lot may be rented on show days if you would like to arrange to have it available for your exhibitors. It is also available during move-in and move-out at no charge, dependent upon availability. However, if you wish to staff a security officer during move-in or move-out, there is a charge for the officer.
• If special parking arrangements are required, please contact your Event Services Manager.

29. Payment

• Cash, check, Visa, MasterCard & American Express are accepted for all payments.
• All exhibitors must pay in full at time of orders.
• All clients must pay their rental deposit according to the MCCC Deposit Schedule.

30. Rigging

• All rigging must be approved by MCCC management, meet industry standards, and be in accordance will all national, state and local safety codes.
• Rigging costs are your responsibility.
• All rigging must be contracted through one of the following:
  • IATSE Local 69 901/377-4836
  • Iron Workers Local 167 901/367-1676
• Infringing and rigging upon fireproofed trusses, catwalks, walls, fascia, lights and operable partitions is strictly prohibited.

31. Security

• The MCCC maintains a 24-hour in-house security force responsible for monitoring the facility perimeter, interior public spaces, traffic flow and the MCCC’s life safety system.
• The activities of in-house security personnel cannot be restricted by the activities of the event.
• All security services must be scheduled through the MCCC Event Services department.
• The MCCC reserves the right to provide all event security personnel.
• The MCCC may require minimum levels of security coverage in any leased space and other areas (i.e.: loading docks, registration area, parking garage, etc.).
• The MCCC also requires security during move-in and move-out to monitor traffic flow on the spool ramp and freight elevators.
• No doors may be obstructed or locked when the area is occupied.
• Event security requirements are subject to MCCC approval and must be submitted 30 days prior to your event.
• MCCC in-house security reserves final rights to admit access of any personnel to any MCCC space.
• The prevailing rate per hour will be charged, per guard with a 4-hour minimum (see Appendix #4). Guard service starts 30 minutes prior to activity unless written authorization is given for a variance from policy.
• All holiday and short-notice security officers (less than 7 days notice) will be charged at 1 1/2 times the prevailing rate.
• Armed security officers are required for any ticket sales where cash is collected outside of the MCCC’s permanent ticket office.
• The MCCC is not responsible for any items left in the building after an event has moved out.

32. Service Contractors

• You are encouraged to contact a service contractor for all decorating needs.
• There is no exclusive contractor with the Convention Center.
• The following local companies may assist you:
  • Grand Rental Station 901/366-0670
  • Hicks Convention Services 901/272-1171
• All services provided by the service contractor should meet the rules and regulations of the building.
• Contact your Event Manager for a list of local vendors for other items (i.e.: florists, printers, instruments, balloons, etc.)

33. Shipments to the MCCC

• The MCCC will not accept any deliveries or shipments prior to your event move-in.
• Only your decorator or on-site representative are responsible for receipt of any & all deliveries.

34. Signage

• The MCCC will only provide directional signage for your event.
• Handwritten signage is not allowed.
• Signage is not allowed to be taped, tacked, stapled, nailed or otherwise affixed to any surface of the MCCC.
• Removal of any signage will be billed at the prevailing labor rates.

35. Sponsorships

• The MCCC has contracts with some companies for exclusive representation in the building (i.e.: Pepsi, Budweiser, etc.).
• As a result, certain items can not be served in the building.
• However, if a competitor of our advertisers is a sponsor of your event, we will make an effort to accommodate them.

36. Telephones

• Service is only available through the MCCC.
• Orders for exhibitors telephone service will be filled on a first come, first serve basis.
• Telephone service is available at the following rates:

  Single line extension		$150
  Direct Inward Dial (DID)		$200
  Handset		$35
  Long Distance Access		$20
  Long Distance Fee		$.30/minute domestic
  		$.75/minute international

• For Internet service rates, please see the Telephone/Internet Service Order Form.
• Long distance access is billed after the event.
• Telephone order forms for exhibitors are available through the MCCC. See our Telephone/Service Order Form.

37. Ticket Takers, Cashiers & Ushers

• MCCC reserves the right to provide all box office personnel, ticket takers and ushers for public events.

38. Trash Removal

• For events producing excessive amounts of trash, a trash removal fee of $425.00 per additional scheduled trash pull will be charged to the Client.
• The MCCC trash compactor is 30 cubic feet.

39. Water Service

• Water service for exhibitors is available at limited locations. Please call for availability and locations.
• All orders for water service must be placed in advance.
• Floor orders for water service will not be accepted.