EVENT RESOURCE GUIDE

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Welcome to the Kay Bailey Hutchison Convention Center Dallas!

The entire Kay Bailey Hutchison Convention Center (KBHCC) team looks forward to working

with you and your staff. Our goal is to become an extension of your team and assist you in

producing your most successful event.

In order to better serve you, major enhancements have been, and continue to be made to the

KBHCC. In addition to the completion of the adjacent Omni Convention Center Hotel, the D

Ballroom has been added along with upgrades to adjacent the meeting space. Updates to our

facility include strategically located free wireless device charging stations and free Wi-Fi

connections in the common areas to keep you, your exhibitors and attendees connected.

The KBHCC and the City of Dallas are dedicated to responsible environmental stewardship.

Among our achievements are our US Building Council Silver LEED-EB certification, and

certifications in Environmental, Safety and Quality Management Systems. We are committed to

being one of the premier environmentally friendly convention centers in the country and

encourage sustainable practices, including the hosting of green meetings.

Dallas offers a wide variety of exciting options as your host city. A metropolitan lifestyle infused

with warm Dallas hospitality fosters our “can do” spirit. I would like to express my sincere

gratitude to you, for trusting KBHCC to host your event. We are committed to exceeding your

expectations every day, beginning with the information provided in this resource guide.

Our team stands ready to help make your vision a reality.

Welcome to Dallas!

Ron King, Executive Director

Convention and Event Services

City of Dallas

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This Event Resource Guide, effective as of JUNE 1, 2013, acts as an extension of the Kay Bailey Hutchison Convention Center Dallas Contract. It is designed to give the Lessee, its exhibitors and contractors a guideline for operating at the KBHCCD. Every event is different and the Guide cannot conceivably cover every possible scenario. If there is anything that is not covered expressly in this handbook, please know that the KBHCCD reserves the right to determine necessary consideration or stipulations on an as-needed basis. Our sole effort is to insure the success of your event and guard the safety and experience of all visitors. We know that you will appreciate our efforts.

This document is subject to change. For the most current version, please visit our website: http://www.dallasconventioncenter.com

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MEET YOUR TEAM

Several KBHCCD departments are available to assist you as members of your planning team. These are the key players who work on your behalf with the rest of our staff before and during your event.

SALES

Our sales team is your first contact with KBHCCD. We work with you to book your event and administer your contract.

When it is time to think about future dates here at KBHCCD, call us. The Sales Department works in partnership with the Dallas Convention and Visitors Bureau (DCVB) in booking activity into our facility. If you are interested in exploring dates within the next twenty-four (24) months, please call us directly at (214) 939-2750. If your plans are for the more distant future, please call our partners at the DCVB at (214) 571-1000 or visit http://www.visitdallas.com/.

Our Contract Administrator is your main liaison for questions regarding contract language and insurance details.

EVENT SERVICES

After booking, you will be assigned an Event Coordinator, who serves as your main liaison to the KBHCCD staff from initial planning through move-out. Use your Event Coordinator as the principal source of information during the planning process and upon your on-site arrival.

Our teams work with and around your event schedule for setups, cleaning, special lighting and HVAC needs. When you provide the Event Coordinator with facility and setup information, we will communicate the requests efficiently. To insure a smooth planning process and to help us deliver the best level of service, you will be supplied a timeline of important dates.

Please provide your Event Coordinator with your event requirements a minimum of thirty (30) days prior to the move-in day of your event.

UTILITY SERVICES

Utility Services, which includes the Electrical and Plumbing Department and Stage Managers, provides your event with a Customer Service Representative. They look forward to assisting you and your exhibitors prior to the arrival of your event and onsite. For more information, contact your Event Coordinator.

ELECTRICAL AND PLUMBING DEPARTMENTS

The Electrical Department manages all power requests for clients and exhibitors. The Plumbing Department manages facility services such as connection to compressed air, natural gas, hot and cold water, water fills and drains.

STAGE MANAGERS

Our Stage Managers can assist you with any house lighting and audio services. In addition, our Stage Managers work in conjunction with your Audio Visual and Production companies to review and inspect all rigging plots, and install and operate house sound systems and patches. Because they work closely with your contractors, please inform your Event Coordinator as soon as you have selected a service provider.

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LIFE SAFETY AND SECURITY

The primary goal of the Life Safety and Security Department is to protect people and assets. This department is supported by a Life Safety Manager for event security and medical services, and a Security Manager who oversees 24-hour perimeter security of the facility. Our Life Safety/Security Manager(s) look forward to becoming an extension of your event security staff to ensure a successful and safe event.

During the planning process, our Life Safety Manager will work closely with your Event Coordinator on your event security and medical needs and scheduling, and walk you through the appropriate documents needed, such as: Memorandum of Understanding, licenses, and insurance, etc. For more information, contact your Event Coordinator.

ACCESSIBILITY (ADA)

KBHCCD is ADA compliant. As new standards are introduced it is our goal to implement those changes or upgrades in a timely manner. In accordance with the ADA we are responsible for permanent premises access accommodations such as, but not limited to: wheelchair lifts, elevator standards, door width standards and restroom accessibility. It is the Lessee’s responsibility to provide non-permanent accessibility requirements, such as, but not limited to, hearing-assistive or visually-assistive devices, and temporary seating accessibility and/or interpreters.

ADVERTISING

KBHCCD offers a variety of advertising options for Lessee and other interested groups or companies. Options include static and digital signage, mobile charging stations, and a mobile app. As an added value, our website and media calendars as well as social media outlets such as Facebook, Twitter, Google+, Sharethis, and Pinterest are complimentary public relations services.

AEDS

KBHCCD has Automatic External Defibrillators (AEDs) strategically placed throughout the building.

AFFIXING OF DECORATIVE MATERIALS

Nothing may be taped, nailed, stapled, tacked or otherwise affixed to doors, ceilings, walls, floors, painted surfaces, fire sprinklers, columns or windows or any other location within KBHCCD. The only exception is painter’s tape, approved by KBHCCD. Please inform all show management staff and speakers, as well as exhibitors, contractors, vendors, etc. Check with your Event Coordinator for further information on appropriate display methods in the Convention Center. Any and all damages will be charged directly to Lessee.

AIR CONDITIONING AND HEATING

KBHCCD provides heating or cooling in the exhibit halls during show hours, rehearsals and in-hall registration up to sixteen (16) hours per day. Heating or cooling is not provided on non-event days, except when conditions warrant limited heating or air conditioning for health and safety reasons.

The default temperature set point for events is 70°F to 74°F for cooling and 68°F to 72°F for heating; per Energy Star guidelines and summer heat index or winter freeze advisory. Any temperature set outside of these set points incurs an energy surcharge. Changes to the temperature, once it has been set, may take up to 1-2 hours for a noticeable difference.

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AIR CONDITIONING AND HEATING, cont’d

Air conditioning or heating in exhibit halls during move-in/move-out, or HVAC service requested beyond sixteen (16) hours on leased show days shall be provided at the prevailing, per exhibit hall, hourly rate. The meeting rooms used as show offices will receive air conditioning or heat from move-in through move-out. For prevailing rates of additional services, see ATTACHMENT 1 - KBHCCD Equipment and Service Rates, Utilities.

ALCOHOLIC BEVERAGES

In compliance with Texas Alcoholic Beverage Commission laws, no alcohol may be brought on to or removed from KBHCCD property except by the exclusive provider to KBHCCD.

ANCHORING/DRILLING

Anchoring and or drilling on any KBHCCD surface is strictly prohibited.

ANCILLARY CHARGES

During your budget planning process, contact your Event Coordinator to help identify possible charges based upon your event needs and minimize any unexpected charges.

ANIMALS/PETS

KBHCCD allows people with disabilities to bring their service animals (any guide dog, signal dog or other animal trained to provide assistance/comfort to an individual with a disability) onto the premises. Notify your Event Coordinator sixty (30) days in advance of the event date for any domesticated animal (cat, dog, etc.) to be allowed to appear in a show or booth. The following must be adhered to while any domesticated animal is on the property:

 The animal present must have some relevance to the booth or show (e.g., a dog used in commercials, films, etc.).

 Animals may not remain in the building overnight.

 A trainer/owner must accompany the animal(s) at all times.

 The trainer/owner will be responsible for care and cleaning up after the animal(s).  All current tags/immunizations are required before bringing the animals into KBHCCD.  Animals must be kept sixty (60) feet from any food locations.

 Lessee is ultimately responsible for the liability and sanitary needs associated with the animals. Any animal, other than a common domestic species and regardless of state or duration of captivity, that poses a potential physical or disease threat to the public or that is protected by international, federal or state regulations, may be considered on an individual basis. A Variance Request, with approval of Show Management, must be submitted to the Event Coordinator, a minimum of sixty (30) days prior to the first move-in day of your event. Your Event Coordinator will provide further information for review by the City of Dallas Animal Control Division.

ANTI-IDLING ORDINANCE

In cooperation with the City of Dallas Environmental Practices, KBHCCD has instituted an anti-idling ordinance based on a 5 minute maximum idle time. Exceptions are granted for Safety, Security, Traffic, or Queuing purposes. The following are exceptions that might apply to event related activities:

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ANTI-IDLING ORDINANCE, cont’d

The vehicle is idling to supply heat or air conditioning necessary for passenger comfort/safety in those vehicles intended for commercial passenger transportation or school buses, in which case idling up to a maximum 30 minutes is allowed.

The vehicle is idling to provide heat or air conditioning for the driver while using the sleeper berth during a federally mandated rest period.

The vehicle is providing a power source necessary for mechanical operations, not propulsion, and/or passenger compartment heating or air conditioning.

AUDIO EQUIPMENT (see SOUND OPERATORS/EQUIPMENT)

BALLOONS

Helium balloons are not allowed (including distribution and sale).Static helium balloon displays are permitted as an integral part of the exhibit. Any helium-filled balloons, such as advertising balloons, larger than eighteen (18) inches, may be used only if they are securely anchored to the exhibit.

Please notify your Event Coordinator of all balloon displays a minimum of sixty (60) days prior to the move-in day of your event.

PLEASE NOTE: Storage of helium or compressed air cylinders is prohibited in the building.

Lessee is responsible for retrieving all helium balloons that may escape and float to the ceiling or other areas. Labor costs associated with the removal of balloons will be charged to Lessee at the prevailing rate. Balloon drops are allowed with a fee assessed for cleanup. Due to the proximity of the heliport, FAA Regulations prohibit balloons from being released outside.

BANNERS AND SIGNAGE

KBHCCD has several locations within the facility to hang banners and signage, please contact your Event Coordinator for details.

Show banners and signage may be displayed adjacent to the exhibit hall(s) leased and displayed by approved methods. In any location, the ventilation system may not be blocked. KBHCCD maintains the right to refuse signage based on content and/or location. Any damage to the facility caused by banners and signage will be charged at the prevailing rate.

Show banners hung over the existing graphics in A/B Upper Lobby must be hung from the extension clamps on the permanently installed rod so as to avoid potential damage.

Nails, screws and/or any type of tape or adhesive, other than KBHCCD approved painter’s tape, may not be used to hang signs and banners on walls, doors, columns, room/directional signs or any painted surface.

Only existing eyebolts may be used for hanging. No additional eyebolts may be drilled in any location. No mechanical fasteners of any kind may be used in the installation of magnetic signage.

Banners or signage may be floor supported in all interior locations with an approved base design.

Signs (i.e. static cling, foam core, etc.) placed on windows above the entrance doors, around/between the escalators or stairs, or any other surface, must not leave any residue.

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BANNERS AND SIGNAGE, cont’d

Installation of graphics between escalators is allowed on a case-by-case basis and must be approved by Event Coordinator and/or Facility Manager a minimum of thirty (30) days prior to the move-in day of your event. Any damage to the escalators will be billed to Lessee at prevailing rates.

Vehicles with advertising that may conflict with an event may not be parked on KBHCCD property. Vehicles part of an outdoor exhibit must be approved by KBHCCD and included on a floor plan.

A permit is required to hang signs or banners on any streets or light poles in Dallas. Please contact the City of Dallas Office of Special Events at (214) 939-2701 to obtain additional information at least sixty (60) days prior to the event dates.

BUILDING SECURITY (also, see EVENT SECURITY AND CROWD MANAGEMENT)

KBHCCD Security Services provides 24-hour general security and patrols of all common areas, the facility perimeter, and docks.

Any additional services that Lessee requests in KBHCCD Security controlled areas are at additional cost to Lessee at prevailing rates.

KBHCCD reserves the right to eject disorderly persons or any person who is causing disruption to an event and/or the conduct of business.

In addition, KBHCCD Security enforces NO PARKING areas. Your Event Coordinator can provide information for any towing related to parking violations on KBHCCD property.

CABLE TELEVISION SERVICES

Cable service is provided thru SmartCity Networks. They will provide a form with all the requirements and applicable pricing.

CANDLES/OPEN FLAME

In accordance with applicable life safety codes, KBHCCD does not allow candles/open flame in any location.

CLEANING (see HOUSEKEEPING)

COAT/BAGGAGE CHECK

Coat/baggage check service is available and should be considered when planning your event. Contact your Event Coordinator to discuss location options. Your Catering Sales Manager will provide information on costs and scheduling.

COMMON AREAS (also, see LOBBIES)

Except when granted special approval by KBHCCD, certain areas of the facility are not available for the setup of exhibits. These areas include all common spaces, ballrooms, and meeting rooms.

The desired use of any common, non-leased area needs to be fully discussed with your Event Coordinator. During the initial stages of planning, feasibility of the proposed use especially for registration and other related ancillary displays may be explored. Once space has been determined as appropriate and available, an initial floor plan outlining the proposed usage must be submitted to the Event Coordinator for Fire Marshal approval at least forty-five (45) days in advance of load-in.

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COMMON AREAS, cont’d

The areas adjacent to the escalators and common lobby/foyer/landing areas are not allocated to a particular event and are considered integral to maintaining the ingress/egress requirements necessary to facilitate overall building traffic. As a general rule, exits, restrooms, box offices, and other lobby specialty services may not be obstructed.

When KBHCCD grants approval for exhibits in normally excluded areas, it becomes the responsibility of the Lessee to provide protection for floor coverings, walls, doors, etc. in the affected areas. Additional security must be provided through your Event Security provider for these areas. Consult your Event Coordinator for clarification on these requirements.

CRATE STORAGE

In the interest of safety, all crate storage is subject to onsite review and adjustment.

EXHIBIT FLOOR

 Crate storage is allowed with Fire Marshal approval under the following conditions:  Areas no larger than ten(10) feet by fifty (50) feet and no higher than eight (8) feet  Aisles no less than ten (10) feet must separate adjacent storage areas

 Areas must be within leased space

 Paths of travel to common exits must be available and clearly marked

 Areas separated from exhibit space by pipe and drape, or other traditional service contractor supplied materials

 Areas kept neat, clean and orderly throughout the course of leased time in the facility  Areas predefined on your floor plans

LOADING DOCK

 Limited storage of empties is available under the following conditions:

 Twenty-four (24) inch clearance from the building overhang must be maintained in all areas  Storage must be in compliance with the KBHCCD’s ability to contain flame spread

 Ramp ways and entrances must be kept clear at all times  No crate storage on the bridge over Griffin Street

 All fire lanes must be kept clear at all times

 KBHCCD reserves the right to define the number of docks available for storage of event equipment and empties

 If a fire watch is required, any associated costs are the responsibility of the Lessee.

DAMAGE

Damage to KBHCCD property or equipment is to be reported immediately to your Event Coordinator. Lessee is responsible for all damage to KBHCCD property or equipment caused by their contractor, employees, attendees, or exhibitors during the event, including move‐in/out periods. Charges will be made at prevailing rates and/or replacement costs.

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DAMAGE, cont’d

INSPECTION PROCESS

KBHCCD conducts an inspection of all leased space (exhibit halls, ballrooms and meeting rooms) during the move‐in and move-out of your event. These inspections are done to record and repair damage immediately. We strongly encourage you to participate in these inspections, to help verify damage charges that may be billed to you.

DALLAS AREA RAPID TRANSIT (DART)

Dallas Area Rapid Transit (DART) has a light rail station located at the convention center. For more information on DART, you may contact DART Corporate Sales at (214) 749-2985 or at http://www.dart.org.

DEBRIS REMOVAL (see WASTE DISPOSAL)

DOCKS

The dock area is One Way, with the entrance on Lamar Street and the exit on Canton Street. The Lamar Street entrance is open from 6:00 am until 10:00 pm The Canton Street exit is open 24 hours.

Special requests for use of Canton Street as an entrance, or for hours open outside of the normal for the Lamar Street entrance, must be made in writing to your Event Coordinator a minimum of (14) days prior to the first move-in day of your event. Additional staff fees will apply.

Your Event Coordinator can provide detailed directions and maps upon request.

No portion of the dock may be blocked under any circumstances.NO PARKING and TOWING signs will be strictly enforced.

KBHCCD Building Security assists with control at the entrance of the docks, beginning when the contractor arrives and continuing until move-out is completed. The contractor will be responsible for providing logistical support staffing for controlling the main dock area as it pertains to the movement of all vehicles and equipment for your event.

A list of exhibitors and all service contractors requiring dock access must be provided to your Event Coordinator prior to move-in. No privately owned vehicles (POV) will be allowed on the dock except for loading and unloading of exhibits. KBHCCD Building Security issues a dock entry authorization form to each POV, allowing one hour access.

A limited number of dock permits is available. Dock parking permits are issued under the condition that the holder of the permit assumes all liability. Please see your Event Coordinator for additional assistance with parking requirements or for special arrangements.

Only KBHCCD authorized trucks and/or trailers may be left overnight on the loading dock.

Placement of temporary structures on the docks requires the approval of KBHCCD and is subject to any applicable inspection.

Forklifts, trucks, trailers or other vehicles cannot be parked on any ramp or blocking trash bins or doorways. Empty crates must be stored in designated areas only. All fire safety and security guidelines will be strictly enforced.

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ELECTRICAL SERVICES

EXHIBITS

Energizing of electrical services must be completed by KBHCCD personnel.

All equipment, regardless of source of power, must comply with federal, state and local codes. KBHCCD reserves the right to inspect equipment at the exhibitor’s expense.

Electrical outlets must be ordered for each booth requiring power.

During the event, KBHCCD electrical staff conducts an audit of power supplied to all exhibits, meeting rooms, ballrooms and lobbies. Any unauthorized use of power will be billed at the standard rate.

Up to 100 AMP service can be provided at any floor pocket in the exhibit halls.

Submit a floor plan a minimum of thirty (30) days prior to the first move-in day of your event showing the location of the service to be installed.

MEETING ROOMS/BALLROOMS

Any power used in a meeting room/ballroom is subject to audit and charge.

Please notate locations of any equipment for projection, lighting, sound, etc., in each meeting room/ballroom, so KBHCCD may place appropriate electrical drops.

EMERGENCY PROCEDURES (see LIFE SAFETY AND EVENT SECURITY)

ESCALATORS/ELEVATORS

The transportation of dollies, luggage, boxes or freight on escalators and passenger elevators is prohibited.

Escalators are located in the A, B, C, D and E pre-function lobbies to facilitate passenger movement between levels. As part of our energy conservation and green practices, escalators are turned off during move-in and move-out.

Five (5) passenger elevator banks are located throughout the building: Levels 1, 2, and 3 of the A area, and levels 1 and 2 of B, C, and D areas.

Service elevators are located in the backstage Arena concourse, in the C Lobby east side, in D Lobby and in E Lobby next to the passenger elevator.

EVENT SECURITY AND CROWD MANAGEMENT

A well-executed security plan is essential for the well-being of attendees and protection of assets. Properly placed personnel facilitate a smooth traffic flow for your attendees as they visit different locations in the facility. In addition, your crowd management staff will be prepared should an emergency occur.

Lessee shall be responsible for hiring security personnel on a 24-hour basis from the initial move-in date/occupancy until completion of move-out. A list of preferred event security companies is available from your Event Coordinator.

Event security at KBHCCD is provided by state-licensed, trained, insured and bonded professionals and includes: ushers, ticket takers, floor security agents, door security agents, roving personnel, overnight security, their supervisors and managers, and law enforcement agencies and first responders.

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EVENT SECURITY AND CROWD MANAGEMENT, cont’d

The appropriate licenses, insurance, and company requirements have been approved by the Life Safety Manager and KBHCCD. All security personnel are required to enforce the policies of KBHCCD.

Lessee will submit a detailed security plan a minimum of thirty (30) days prior to the first move-in day of the event. The plan must indicate the number of security supervisors and security personnel, dates, times and assigned locations. KBHCCD may request the Lessee make reasonable modifications to the plan.

EVENT SPECIFICATION GUIDE

To help us deliver the best level of service, please provide your Event Coordinator with your event requirements a minimum of thirty (30) days prior to the first move-in day of your event. This allows our staff to anticipate labor requirements and schedule crews so that all of your needs can be handled smoothly, especially in the case of tight turnovers.

EXCLUSIVE SERVICE PROVIDERS

Please see your contract for a list of these services. In addition, your Event Coordinator can provide a list of vendors for other services.

EXHIBIT HALLS

Exhibit Halls are given in clean, broom swept condition, at commencement of contract period. KBHCCD requires that Exhibit Halls be returned in clean, broom swept condition, at close of move-out.

Exhibitors are responsible for providing or arranging for their own carpeting in the booth area.

When an Exhibit Hall is used for a General Session, or event other than exhibits, equipment provided by KBHCCD is charged on a per piece basis. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Equipment.

FIRE SAFETY

Depending on the type of event, show schedule, the number of attendees or use of pyrotechnics, some events may be required to have special event permits for pyrotechnics, lasers, open flame or other special effects. Additional standby fire personnel may be required to be on duty during show hours at Lessee’s expense. See your Event Coordinator for these permit applications.

If you have a particular question or concern, please contact the Life Safety Manager at (214) 939-2872 or the Dallas Fire - Rescue Department at (214) 670-4319 or Fax (214) 670-4324. For details, see ATTACHMENT B - Fire Code Requirements for Exhibits and Special Events.

FIRST AID

Medcor, Inc. is the exclusive provider of emergency medical services at KBHCCD. Their staff is specifically trained to respond to public health and safety conditions in our active environment. The required EMS/First Aid coverage provides for Basic Life Support (BLS) service, medical emergencies, minor illnesses, and over-the-counter medications for all personnel involved with the event. Advance Life Support (ALS) coverage is also available. Upon execution of your contract, a representative from Medcor, Inc. will initiate contact with you to discuss scheduling and any other medical needs.

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FIRST AID, cont’d

For your convenience, there are three (3) permanent first aid rooms:1) On the 3rd level concourse around the Arena, 2)In the C Lower Lobby next to C150 and 3)In E Hall by dock door 8B next to the Security Office on the southeast wall. Each room is equipped with a direct dial telephone line, a bed, all the necessary medical equipment and an Automated External Defibrillator (AED). In addition to the First Aid locations, additional AED’s are strategically placed throughout the building.

ADDITIONAL/ALTERNATE LOCATIONS

Should the established permanent first aid locations not be desirable for your event, Lessee may work in conjunction with the exclusive provider of emergency medical services to designate and provide an enclosed, hard walled space within their floor plan or leased space, at Lessee’s expense.

For more information, contact your Event Coordinator.

FLOORING (see LOBBIES)

FLOOR LOAD LIMITS

EXHIBIT HALLS

The main exhibit floor load limit is 350 pounds per square foot distributed load.

LOBBIES

The upper and lower lobbies have a general floor load limit of 150 pounds per square foot distributed load. Weighted exhibits in any lobby must be pre-approved prior to load-in to confirm building capacity.

BALLROOMS/ALL OTHER AREAS

The floor load limit is 150 pounds per square foot distributed load.

IN ALL AREAS

Vehicles/display items with a Gross Vehicle Weight over twenty-thousand (20,000) pounds must be approved prior to placement.

FLOOR PLANS

Submit all initial floor plans through your Event Coordinator, who will coordinate their delivery to Dallas Fire Rescue. Final plans must be approved by DFR a minimum of forty-five (45) days prior to the first move-in day of your event.

The plans should include layouts of all building areas being used, dates and times of the show, any structures being built inside the facility, as well as the placement of any tents and vehicles on display. Your contractor is responsible for drafting and creating your floor plans based on parameters set by KBHCCD. This includes space for food preparation and service or other operational requirements. The initial inspection of floor plans by Dallas Fire-Rescue is conducted at no charge.

The second re-inspection is subject to a $100.00 fee, with all re-inspections there after subject to a $105.00 fee.

Exhibitors, service contractors and show management must comply with all federal, state and local fire and building codes that apply to public assembly facilities. For details, see ATTACHMENT B - Fire Code Requirements for Exhibits and Special Events, Plans.

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FOOD AND BEVERAGE SAMPLING

Food and beverage (non-alcoholic) sampling is permissible. Items dispensed are limited to products manufactured; represented or processed by the exhibiting firm. For alcoholic beverage sampling, see “ALCOHOLIC BEVERAGES”

Exhibitors offering a sample of their food (“bite size”; 2 oz or less) or beverage (3 oz or less) product must comply with all local, state and national regulations of transport, storage, preparation and distribution of the product to include refrigeration of any perishable products. It is Lessee’s responsibility to inform their exhibitors of this requirement and to determine that all such permits are in place prior to show opening.

FOR FOOD INDUSTRY TRADESHOWS

If food show exhibitors either give away or sell food or beverage products not provided by our in-house catering department, KBHCCD will obtain health permit(s) covering the tradeshow.

FOR EVENTS OPEN TO THE PUBLIC

The City of Dallas requires a Temporary Food Establishment Permit be obtained by each exhibitor sampling their manufactured product at their booth. The permit can be obtained by calling the City of Dallas Department of Environmental Health at (214) 670-8083 a minimum of thirty (30) days prior to the first move-in day of your event.

All sampling must be coordinated with Centerplate.

FOOD AND BEVERAGE SERVICE

All food and beverage at KBHCCD is provided through our food and beverage contractor, Centerplate, (214) 743-2514.

FREIGHT

Shipments delivered to KBHCCD during the term of the contract must be addressed to the attention of your contractor. Delivery address should reference the name of the event location (i.e. exhibit hall or meeting room) and show contact name.

Freight and C.O.D deliveries including but not limited to UPS, FedEx, etc., will not be accepted or stored by KBHCCD before, during, or following the contract term.

Movement of boxes, products, supplies, furnishings, equipment, etc., must be arranged through a contractor.

If your group does not employ the use of a contractor, freight delivery must coincide with your staff being available on-site to receive.

KBHCCD staff does not move freight. KBHCCD equipment may not be used to move freight.

FURNITURE

KBHCCD does not provide furniture for exhibitor booths. Tables, chairs, risers, etc. used in the exhibit halls for general session purposes will be provided at a charge. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Equipment.

GRATUITIES

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GREEN PRACTICES/RECYCLING

KBHCCD is a Silver LEED-Certified Existing Building, making us one of the greenest facilities in the nation. We are determined to reduce energy usage and save millions of kilowatt hours of electricity per year by replacing and retrofitting light bulbs. We revamped the heating and air conditioning design to enhance efficiency and installed high speed automatically closing dock doors to maintain temperature in the Exhibit Halls.

Millions of gallons of water are being saved every year by replacing plumbing fixtures. We have installed low flush commodes and a more efficient cooling tower.

Energy Conservation is a critical component in our GREEN Practices. By reducing the lighting load or not running escalators during move-in or move-out, you are participating in our energy conservation program.

With the use of environmentally safe and friendly cleaning products, and recycled products in our offices and food service areas, we are paying more attention to the environment and our place in it.

Recycling is a big portion of being GREEN and one of the easiest ways you can get involved in the KBHCCD GREEN practices. It not only reduces costs for you, your attendees and exhibitors, but also reduces landfill space and energy used. Encourage your general contractor and exhibitors to take an active role in recycling. When they use recyclable materials, trash is diverted from landfills. You will ultimately save on your bottom line, as there are no charges for recycling hauls as there are for additional trash hauls.

If you have a sponsor for your recycling programs, depending on the situation, we may be able to feature them in conjunction with our recycling program for your event. Speak with your Event Coordinator on this and other ways to GREEN your meeting.

MATERIALS RECYCLED

 Paper: High Grade (white) and Low Grade (mixed colors, coated paper, computer paper, carbonless forms, envelopes with or without plastic windows, file folders, magazines, newspapers and misc.)  Cardboard

 Bottles: plastic and glass

 Metal cans (steel, aluminum, tin, etc.)

HOUSEKEEPING

Professional, efficient and friendly, our cleaning staff takes great pride in maintaining an immaculate facility from top to bottom, inside and out. Ecology-minded, we use cleaning products that are friendly to the earth; our housekeeping staff and guests are at the heart of our recycling program.

KBHCCD provides custodial service for all common spaces, restrooms, and meeting rooms before, during and after an event.

Trash receptacles provided by the contractor (i.e. within registration areas, show offices, meeting rooms, and exhibit space) must be serviced by your general contractor.

During move-in and move-out, the Lessee is responsible for the removal of bulk trash in the exhibit halls, meeting rooms and pre-function areas; e.g., registration and show offices. Bulk trash is defined as boxes, crates, lumber, pallets, packing materials. Additional charges will be assessed for removal of these items.

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HOUSEKEEPING, CONT’D

Confetti and loose glitter will be assessed a clean-up fee. A request detailing the use of confetti must be submitted to KBHCCD Management a minimum of thirty (30) days prior to the first move-in day of your event. The clean-up charge will be assessed based on the number of cannons and the size of confetti. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Confetti Clean-up.

EXHIBIT HALLS

During show hours and at close of the show day, KBHCCD removes recycling and trash from KBHCCD receptacles.

KBHCCD delivers a “broom swept” floor. We expect show management to deliver it back in the same condition. There will be an additional charge assessed for cleaning tape residue on the floor and for bulk trash removal at the conclusion of your event. Please see your Event Coordinator for more details. KBHCCD provides a refresh for non-carpeted areas when Exhibit Hall is set as general session, based on event schedule.

MEETING ROOMS

Meeting rooms are cleaned based on event schedule.

HVAC (see AIR CONDITIONING AND HEATING)

IN CASE OF EMERGENCY

The Kay Bailey Hutchison Convention Center Dallas has emergency procedures in place to protect all visitors and employees. The complete Emergency Operating Procedures are available through the Life Safety Manager or your Event Coordinator.

We all must be prepared for an emergency. Knowing where to go, and what to do are key elements for your safety. Whether it be a fire alarm, bomb threat, severe weather or a suspicious person, it is important to make immediate contact with our Security Dispatch Office or building staff.

We will provide you with In Case of Emergency (ICE) cards with quick reference tips.

HOW TO CONTACT THE PARAMEDICS ON-SITE

Contact your Event Coordinator. If you are unable to make a phone or radio call, make contact with the closest event security, building security, or building staff to assist you.

INTERNET AND WIFI

Complimentary Wi-Fi service is located in lobbies. For additional service, contact SmartCity Networks, (214) 853-8119.

INVENTORY

KBHCCD has an inventory of equipment including but not limited to: chairs, tables, lecterns, and stage risers. Some sizes of tables are available in ABS and wood. Skirting cannot be stapled to ABS tables. Tables and stages set by KBHCCD are not covered or skirted.

The use of KBHCCD Equipment (e.g., tables, chairs, risers, etc.) within exhibitor booths is prohibited. KBHCCD staff sets KBHCCD equipment only. For prevailing rates, see ATTACHMENT 1 - KBHCCD Equipment and Service Rates. Please contact your Event Coordinator with your equipment needs.

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LABOR UNIONS

While the KBHCCD does not have any contracts or formal agreements with any labor unions, your contractors may have their own.

LECTERNS

The convention logo and theme may be attached to lecterns with KBHCCD approved low adhesive tape that does not leave a residue.

For sizes and inventory, see ATTACHMENT 1 - KBHCCD Equipment and Service Rates.

LICENSES, TRADEMARKS, PATENTS AND SERVICE MARKS

ASCAP, BMI, dramatist fees, copyright license fees, patent fees or any other fee or royalty attached to copyrighted or proprietary material are show management’s responsibility. Please ensure that the appropriate reporting and payment of fees cover all presentations associated with an event. KBHCCD is not responsible for any violation for infringement rights of any owner or presented material

LIGHTING (EXHIBIT HALL)

One hundred percent (100%) lighting will be provided in exhibit halls during show hours beginning one (1) hour prior to show opening on the first day and thirty (30) minutes prior to opening on subsequent days. At the close of exhibit hours, lighting will be adjusted.

During move-in and move-out, twenty-five percent (25%) lighting will be provided at no charge.

If 100% lighting is necessary before or after show hours, please contact your Event Coordinator to make arrangements and to inquire about the prevailing fees.

At the exhibitor’s request and with show management’s approval, lights and screens may be turned off over booths in exhibit halls and meeting rooms. For prevailing labor rates, see ATTACHMENT A – KBHCCD Service Equipment and Service Rates, Lighting General. Please contact the show service desk.

LOBBIES (also, see COMMON AREAS)

Lobbies and/or other common areas of the facility will be provided for the event’s registration and informational needs. Discuss with your Event Coordinator your plans for lobby use early in the planning process. Use of lobbies/common spaces is subject to the approval of KBHCCD and must have a floor plan for Fire Marshal approval.

When off-loading counters, booths and other heavy objects; the use of floor protection and extreme care are required in areas outside the Exhibit Halls for rolling handcarts, show boxes, and hand-pulled pallet jackets; and/or employing any heavy mechanized lift (forklift, scissor lift, cherry picker, etc.). Carpeted areas must be protected by a path of visqueen − six (6) mil polyethylene sheeting, reinforced preferred. Epoxy and terrazzo areas require Masonite to be placed and secured over the visqueen. Motorized vehicles, personal carts, bicycles, and other conveyances with metallic wheels are not permitted in KBHCCD lobbies.

Lifts and other wheeled vehicles used in any areas outside the Exhibit Halls MUST be driven on a path of Masonite and have tires covered with carpet tape, heavy-duty polyethylene sheeting/visqueen, or canvas boots.

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LOBBIES, cont’d

Metal, wood or adhesive may not come in direct contact with the terrazzo or epoxy floor.A piece of carpet must be placed under the items.

Weight restrictions in common spaces/lobbies vary. Any object over 1500 pounds must have approval from Facility Management.

Any lobbies/common spaces used for commercial exhibitors or substantial displays must have additional protective carpet laid over KBHCCD’s flooring (carpet/terrazzo/epoxy) to protect from inordinate wear and tear or damage.

Tabletop displays may be allowed in a carpeted area without additional treatments

Lessee is responsible for all damage during an event and will be billed for cleaning/repair costs associated with the removal of stains or replacement of flooring.

LOCK CHANGES/KEYS

LIMITED KEYED ACCESS

Locks are available for the meeting rooms with some limitations. Requests for keys should be made through the Event Coordinator at least thirty (30) days prior to scheduled move in. Three (3) keys per room are issued at no charge.

Please keep in mind that most rooms have multiple doors. If meeting rooms are combined, the space is considered one room, with multiple lock changes. Your Event Coordinator will advise if a room requesting limited keyed access connects to another room that would need to be secured as well. Rooms with limited keyed access are under control of the Lessee. KBHCCD will access lock-changed rooms only in emergency situations. Lessee is responsible for daily locking and unlocking of each of these rooms for activities.

Arrangements must be made with the Catering Manager for delivery and removal of food and beverage service in these rooms. Cleaning arrangements must be made through the Event Coordinator.

All keys must be returned on the last day of the contract. For prevailing rates for lock changes, additional keys and keys not returned, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Locks.

LOST AND FOUND

A lost and found location may be operated at Lessee’s discretion. Every effort shall be made by our staff to see that property found or turned in to Building Security is handled in such a way as to provide the best possible opportunity for return of the property to its rightful owner.

PLEASE NOTE: Because we do not store show materials, unclaimed items may be disposed of at the conclusion of the move out.

Security Dispatch Office (214) 939-2941 (214) 939-2566 (fax)

MEDIA (see ADVERTISING)

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MEETING ROOMS AND BALLROOMS

A one-time set up within each of your leased meeting rooms is included in the rental rate for meeting rooms and ballrooms. This includes an unskirted riser, an unskirted head table, lectern, tables and chairs in the room. Once equipment is set by KBHCCD, any change from the original set-up requested by Lessee, either prior to initial use or during the course of the event, will be subject to a changeover fee. Setup information received less than fourteen (14) calendar days prior to the first move-in day of your event will be subject to setup fees for each meeting space.

PLEASE NOTE: Your contractor or decorator is responsible for providing skirting for all stages and tables. KBHCCD maintains an inventory of chairs, tables, staging, and lecterns, and will allocate equipment proportionately among simultaneous events.

Lighting presets and changes should be discussed in advance with your Event Coordinator.

Maximum occupancies are assigned for each of the meeting rooms by fire code. Please adhere to set limits.

Room refreshes are provided daily according to the event schedule. The refresh includes straightening of tables and chairs, trash disposal, and replacement of the speaker’s water. Additional charges may be assessed for excessive trash.

Bottled water is placed inside the lectern, based on the number of chairs at the head table. Two five-gallon water coolers are provided in each long meeting room corridor, refreshed as necessary, up to five 5-gallon containers per location per day.

Only painters tape, approved by KBHCCD may be used to affix anything to any walls, ceilings, signs, or surfaces in the rooms or hallways. If any facility equipment, wall, floors, etc. are damaged, contact your Event Coordinator immediately so that repair or restoration may take place.

MERCHANDISE FEE (NOVELTIES)

Except as otherwise stipulated in the applicable contract, KBHCCD retains the exclusive right to approve, sell, and/or collect a commission from any event-related novelty or merchandise item. For those events of a nature that meets the potential criteria for any such exemption, a request for such exemption of specific items must be submitted to the Convention Center. KBHCCD will issue written approval to exempt these sales from exclusive rights after review and concurrence that the items are specifically germane to the nature or purpose of the Lessee or its event.

PLEASE NOTE: The proposed sale of any items competing with those regularly offered at our concession stands or specialty carts will not be allowed.

MOTORIZED CARTS, SEGWAYS, AND SCOOTERS

The use of motorized or foot-powered scooters, including Segways, is permitted in accordance with the Americans with Disabilities Act (ADA), with wheel coverings on the tires when travelling in carpeted areas.

The use of in-line skates, roller-skates, and skateboards (either motorized or foot-powered) is not permitted on convention center property.(City Ordinance 43-48)

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MOVE IN/MOVE OUT

The use of any special equipment (such as cranes, large lift trucks, etc.) for move-in and move-out shall be coordinated with the Event Coordinator a minimum of sixty (60) days in advance, so provisions can be made to ensure proper ventilation. If the existing ventilation system cannot provide adequate air exchanges, the Lessee shall be responsible for means of ventilation including the expense. All equipment utilized for move-in and move-out shall be in compliance with all governing laws and regulations.

Motorized pallet jacks may not be used outside of the exhibit halls.

Doorways, carpeted areas, terrazzo and epoxy floors must be protected from the movement of crates, registration counters, pallets, and equipment during move-in and move-out.

Passenger elevators or escalators are not to be used for moving boxes or freight.

Freight elevators are available to move equipment between floors. To remove/move-out items larger than those that can be hand carried, please access the dock.

In the contracting/booking process, please allow sufficient dates to include contractor move-in/move-out. If available, additional days for move-in/out can be provided at prevailing rates. Your Sales/Event Coordinator will provide information on any costs before additional days are confirmed.

NON-DISCRIMINATION

A Lessee conducting an event that is open to the public shall not discriminate against any person based on gender, race, religion, national origin or disability. The Lessee shall not directly or indirectly display, circulate, publicize or mail any advertisement, notice or communication, which states or implies that any facility or service shall be refused or restricted.

OCCUPANT CAPACITY

The capacity of the leased premises will be limited to the occupant load approved by Dallas Fire-Rescue. Capacity information and diagrams are available from your Event Coordinator and the Life Safety Manager. Discuss the intended use of spaces early in the planning process and provide preliminary floor plans to avoid capacity issues.

STANDARD OCCUPANT LOADS MAY BE SUBJECT TO FIELD INSPECTION AND ADJUSTED BY THE FIRE MARSHAL OR DESIGNATED REPRESENTATIVE. WHEN CAPACITY HAS BEEN REACHED, KBHCCD MAY, AT ITS SOLE DISCRETION, FOR REASONS OF LIFE SAFETY, CLOSE THE DOORS AND DENY ENTRY TO FURTHER PATRONS, EVEN IF THEY POSSESS A VALID TICKET. PLEASE CONSULT YOUR LIFE SAFETY MANAGER FOR ANY REQUIRED INFORMATION.

OPERATING HOURS

Standard operating hours for KBHCCD are 6:00am – 10:00pm.Arrangements for activity before or after these hours are subject to overtime charges for necessary staff, and can be made through your Event Coordinator.

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PARKING

Parking management/valet services for KBHCCD are provided thru Ace Parking (214) 671-9509; fax (214) 670-4255

KBHCCD retains exclusive rights and privileges in all parking areas of the facility, including the right to charge a parking fee to all users of its parking areas. For prevailing rates, see ATTACHMENT 1- KBHCCD Equipment and Service Rates, Parking. KBHCCD charges a parking fee per entry of its parking areas on move-in, show and move-out days.

KBHCCD has reserved spots on each level of the garage for alternative fuel vehicles. Loading, unloading or parking is not allowed on any KBHCCD plazas or sidewalks. Valet Service can be arranged, at the lessee’s expense, through Ace Parking.

Overnight parking on KBHCCD property is prohibited by the City of Dallas Municipal Code – Volume II, Chapter 31 Article 1, section 31-13; violators will be cited and/or towed at the owner’s expense.

Recreational vehicles (RV’s) may use KBHCCD parking areas for event parking only. Upon request, the Event Coordinator can provide a list of RV Campgrounds in the area.

PERMANENT SIGNAGE/PLASMA SCREENS

Permanent facility signage throughout KBHCCD: including but not limited to directional graphics, emergency exits, restrooms, concessions, exhibit halls, etc., and plasma screens may not be altered, removed or visibly blocked in any manner.

Building exit signs must be illuminated and visible at all times and cannot be turned off. If an exit is not to be used as approved by the Fire Marshal, a sign stating, "This is Not an Exit" must be posted with directions to the nearest available exit. Any drape, exhibit or convention-related material hung or built near an exit sign must be installed so the exit sign is NOT covered. If an exit sign is blocked from the usual sight line, another emergency exit sign must be temporarily installed with a secondary power source as approved by the Fire Marshal.

PRE/POST-CON MEETINGS

We encourage you to take this time to put a face with a name of all the folks on the team, working to make your meeting a success. KBHCCD and our contractors are an extension of your staff.

Would you like a quick meet and greet meeting or a more in-depth review of the event? KBHCCD has a general format if you would like to use it, which typically includes department heads and staff involved with your event from the beginning.

KBHCCD staff and contractors are always available for post-convention meetings as well and look forward to hearing about your experience.

PRIZE DRAWINGS

In accordance with Texas Law, a qualified organization may offer any prize except money. “Money” is defined as coins, paper currency, or a negotiable instrument that represents and is readily convertible to coins or paper currency. If the raffle organizers offer a prize which they have purchased or have given other consideration for, the value of the prize may not exceed $50,000 or $250,000 if the purchased prize is a residential dwelling. There is no value limit on prizes donated to the organization.

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PRIZE DRAWINGS, cont’d

Texas lottery tickets may be purchased and offered as prizes, even though the tickets' payoff may exceed $50,000. The organization must have each raffle prize in its possession or ownership or must post a bond for the full amount of the value of the prize with the Dallas County clerk.

Proceeds from ticket sales must be used only for the charitable purposes of the qualified organization. Please see https://www.oag.state.tx.us/consumer/raffle.shtml for more information about prize drawings in Texas.

PROPANE

For your safety and the protection of our environment, propane must be stored in designated areas. All canisters, whether full or empty, must be kept in closed and locked cages designed for fuel storage. All refueling, changing of propane/natural gas bottles/containers or recharging of all forklifts, trucks, platform lifts, aerial lifts and other gas and/or propane fuel vehicles must be conducted outside the facility.

PUBLIC ART

“LIGHTSTREAM” in A - B LOBBIES

The “Lightstream” public art display hanging from the ceiling in the A and B Lobbies is a pre-programmed lighting installation. It seeks to build on the power of an extremely long space by creating continuous kinetic light effects along the entire ceiling of the lobbies. By placing scores of floating dichroic “light sticks” suspended in an apparently random arrangement, flowing pools of color are painted across the ceiling, and a feeling of continuous change and process is affected. Crowds of conventioneers form an additional random element, further layering the composition. Microprocessors control the movement and fading of the light sequences in subtle watery patterns, with waves of light washing from one end to the other, or sometimes crossing in the middle, rippling like liquid in a wave tank.

Please be aware this is the only lighting available in the area. The brightness of the area varies based on outdoor conditions. Additional lighting may be required depending on your event’s specific needs. The large graphic prints highlight cultural activities held in venues of the Dallas Arts District.

TERRAZZO FLOORS in C - F LOBBIES

KBHCCD’s public art installation of the Terrazzo Floors is a picture album that tells the story of Dallas and our inhabitants, our accomplishments, diversity, and aspirations. The Convention Center not only recounts and displays the history of the city—it is the heart of the city as well. Millions of people from all areas of the world and all walks of life gather here each year and, for many, the Convention Center is the focal point of their Dallas experience. More than 135 artists applied, only seven were chosen to participate in this monumental project. Ultimately, they produced a dynamic visual record of the city’s past influences, its present human condition and the future. Never before had the City of Dallas attempted a public art program of this kind. It is, by far, the largest collaboration of artists ever undertaken. The resulting creation is a kaleidoscope of images that defines the history of this area and the spirit of the city.

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PUBLIC ADDRESS SYSTEM

A public address (PA) system is available for paging in the Exhibit Halls.

For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates.

PYROTECHNICS AND LASERS

A special permit is required for the use of pyrotechnics and/or lasers. Each situation must be individually pre-approved by KBHCCD and the Fire Marshal. If approved, the use of pyrotechnics and/or lasers will be strictly controlled and continuously monitored. Standby Fire Personnel may be required. Lessee will be charged by the KBHCCD for the cost of standby personnel.

RADIO-OPERATED AIR DEVICES

Motorized blimps or dirigibles may be flown around the exhibit hall/leased areas with advance written approval from KBHCCD, Smart City Networks and Lessee.

RAFFLES

In Texas, in order to conduct a raffle legally, a nonprofit organization must have, among other criteria, an exemption from federal taxes under Section 501(c) of the Internal Revenue Code. A qualified nonprofit must also have been in existence for three years. The law permits only two raffles per calendar year, requires several disclosures printed on tickets, and limits the value of prizes purchased by the organization to $50,000, or $250,000 if the purchased prize is a residential dwelling.

It is also against the law to hold a raffle in which cash, or anything readily convertible to cash, is offered as a prize, or which is promoted statewide or through paid advertising, including television, radio or newspapers.

An unlawful raffle could be considered illegal gambling, which may carry criminal penalties. A county attorney, district attorney or the attorney general may also shut down an illegal raffle.

Please see the following websites for more information about raffles in the State of Texas. https://www.oag.state.tx.us/alerts/alertsviewalpha.php?id=58&type=1

https://www.oag.state.tx.us/consumer/raffle.shtml

RIGGING

All rigging must be approved in advance, and once installed is subject to inspection by KBHCCD.

Other policies and procedures for rigging apply. Please contact your Event Coordinator or the KBHCCD Stage Manager for more specific details regarding the policy and weight/rigging limits.

RISERS/STAGING

Risers come in 4’x8’ uncarpeted, non-skirted sections, and are available in the following heights: 8”, 16”, 24”, 36”, and 48”. Concert Stage sections are 3’x8’ uncarpeted, non-skirted and available in 60” and 72” heights, with a maximum stage size of 60’x40’.Weight limits are: twenty-five (25) pounds per square foot on 4x8 sections and seventy-five (75) pounds per square foot on concert staging.

Stages are typically set in rooms over 1,100 square feet. Small/smaller rooms do not receive a stage unless requested. All stages are subject to inventory availability.

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ROOF ACCESS

Care of the roof surface at KBHCCD is important to maintaining a leak-free building, therefore, roof access is not permitted. Signs and banners may not be hung from the roof of the building. Antennas may not be installed on the roof.

SALES AND USE TAX

If you engage in business in Texas and sell or lease tangible personal property or provide taxable services in Texas to customers in Texas, and/or you acquire tangible personal property or taxable services from out-of-state suppliers that do not hold a Texas Sales or Use Tax permit, you must apply for a Texas Sales Tax Permit and collect appropriate sales tax.

To apply, complete Form AP-201 from the Texas Comptroller’s Office. Additional information is available by calling (800) 252-5555 or (512) 463-4600 or online:

http://www.window.state.tx.us/taxinfo/taxforms/01-forms.html

SECURITY (see LIFE SAFETY AND EVENT SECURITY)

SEGWAYS (see MOTORIZED CARTS)

SERVICE DESKS

There are several areas for each exhibit hall that your contractor can recommend to fit your service desk needs. In addition to the desks required by the contractors, a desk may be required for KBHCCD Utilities and SmartCity.

SERVICES INCLUDED IN RENTAL

Your space rental includes several base services:

 All permanently installed lighting at a fixed setting. Meeting rooms with dimmable lights are equipped with wall mounted dimmers (not all meeting rooms have dimmable lights).

 Heating or air conditioning as needed on event days. (HVAC will be provided in the sections of meeting rooms with show offices from move-in through move-out.)

 Initial room set of theater, classroom, hollow-square, conference, or banquet/food function, lectern and small unskirted stage (8’x12’) in rooms over 1,100 square feet. ABS and/or wooden tables are available for all sets to the extent of KBHCCD inventory.

 Bottled water for the head table or speaker platform, placed inside the lectern.

 Water coolers (two per hallway), with four complimentary refills per day are placed in the long meeting room corridors.

 Water coolers, with four complimentary refills per day will be placed in the ballroom corridors when used for meeting space.

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SERVICES (BILLABLE)

The following services will be billed on your final, post-event invoice:

Initial room set, if information is received less than fourteen (14) days prior to the first move-in day of your event.

Stages over 8’x12in size, if required for your meeting space

Changeover – Changes to the initial set including, but not limited to the addition or removal of inventory (e.g., tables, chairs, risers, etc.)

For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Changeover Rates.  House sound and lighting, including personnel to operate house systems

 Utility services

SITE VISITS

KBHCCD has activities in progress throughout the year. To help us provide the best service and maintain the wishes/integrity of the event(s) in the building, please schedule requests for site visits, tours and meetings well in advance.

SMOKING POLICY

The Kay Bailey Hutchison Convention Center Dallas is a NON-SMOKING facility. The facility includes the parking garage, dock areas, stairwells and all areas within twenty-five (25) feet of all entrances.

SOUND OPERATORS/EQUIPMENT

KBHCCD staff must be utilized to operate KBHCCD Audio equipment. This includes setup and for all instances in which an outside A/V contractor employs KBHCCD in-house sound equipment either for amplification and distribution or as a signal source for recording (house patch). A completely self-contained system installed and maintained by the contractor does not require such services.

KBHCCD has a limited inventory of wireless microphones available for rental. Due to possible radio frequency interferences of wireless microphones, please have your production company or AV provider contact the KBHCCD Stage Manager with frequency ranges for any wireless microphones used.

The KBHCCD offers limited in-house A/V services. Contact the KBHCCD Stage Manager to discuss your sound needs. For prevailing rates, see ATTACHMENT A - KBHCCD Equipment and Service Rates, Audio and Production Service Personnel.

TABLE AND STAGE SKIRTING

The Convention Center can provide tables for meeting room setups, however KBHCCD does not top and skirt tables and stages. It is the responsibility of your contractor or decorator to provide skirting for all stages and non-food service tables. KBHCCD’s food service contractor provides table skirting for all tables being used in a food and beverage function, including buffet tables.

TEMPORARY SEATING (RISERS/BLEACHERS)

The City of Dallas Building Code requires all temporary seating structures to be inspected. Clients bringing in riser and/or bleacher type seating must receive a Temporary Permit via the City of Dallas Building Inspection Application from the City of Dallas Building Inspection Division at 320 E. Jefferson Blvd, Room 118, Dallas, TX75203, (214) 948-4352.

EVENT RESOURCE GUIDE

Welcome to the Kay Bailey Hutchison Convention Center Dallas!

The entire Kay Bailey Hutchison Convention Center (KBHCC) team looks forward to working

with you and your staff. Our goal is to become an extension of your team and assist you in

producing your most successful event.

In order to better serve you, major enhancements have been, and continue to be made to the

KBHCC. In addition to the completion of the adjacent Omni Convention Center Hotel, the D

Ballroom has been added along with upgrades to adjacent the meeting space. Updates to our

facility include strategically located free wireless device charging stations and free Wi-Fi

connections in the common areas to keep you, your exhibitors and attendees connected.

The KBHCC and the City of Dallas are dedicated to responsible environmental stewardship.

Among our achievements are our US Building Council Silver LEED-EB certification, and

certifications in Environmental, Safety and Quality Management Systems. We are committed to

being one of the premier environmentally friendly convention centers in the country and

encourage sustainable practices, including the hosting of green meetings.

Dallas offers a wide variety of exciting options as your host city. A metropolitan lifestyle infused

with warm Dallas hospitality fosters our “can do” spirit. I would like to express my sincere

gratitude to you, for trusting KBHCC to host your event. We are committed to exceeding your

expectations every day, beginning with the information provided in this resource guide.

Our team stands ready to help make your vision a reality.

Welcome to Dallas!

Ron King, Executive Director

Convention and Event Services

City of Dallas

CONTENTS

MEET YOUR TEAM

SALES

EVENT SERVICES

UTILITY SERVICES

ELECTRICAL AND PLUMBING DEPARTMENTS

STAGE MANAGERS

LIFE SAFETY AND SECURITY

ACCESSIBILITY (ADA)

ADVERTISING

AEDS

AFFIXING OF DECORATIVE MATERIALS

AIR CONDITIONING AND HEATING

AIR CONDITIONING AND HEATING, cont’d

ALCOHOLIC BEVERAGES

ANCHORING/DRILLING

ANCILLARY CHARGES

ANIMALS/PETS

ANTI-IDLING ORDINANCE

ANTI-IDLING ORDINANCE, cont’d

AUDIO EQUIPMENT (see SOUND OPERATORS/EQUIPMENT)

BALLOONS

BANNERS AND SIGNAGE

BANNERS AND SIGNAGE, cont’d

BUILDING SECURITY (also, see EVENT SECURITY AND CROWD MANAGEMENT)

CABLE TELEVISION SERVICES

CANDLES/OPEN FLAME

CLEANING (see HOUSEKEEPING)

COAT/BAGGAGE CHECK

COMMON AREAS (also, see LOBBIES)

COMMON AREAS, cont’d

CRATE STORAGE

EXHIBIT FLOOR

LOADING DOCK

DAMAGE

DAMAGE, cont’d

INSPECTION PROCESS

DALLAS AREA RAPID TRANSIT (DART)

DEBRIS REMOVAL (see WASTE DISPOSAL)

DOCKS

ELECTRICAL SERVICES

EXHIBITS

MEETING ROOMS/BALLROOMS

EMERGENCY PROCEDURES (see LIFE SAFETY AND EVENT SECURITY)

ESCALATORS/ELEVATORS

EVENT SECURITY AND CROWD MANAGEMENT

EVENT SECURITY AND CROWD MANAGEMENT, cont’d

EVENT SPECIFICATION GUIDE

EXCLUSIVE SERVICE PROVIDERS

EXHIBIT HALLS

FIRE SAFETY

FIRST AID

FIRST AID, cont’d

ADDITIONAL/ALTERNATE LOCATIONS

FLOORING (see LOBBIES)

FLOOR LOAD LIMITS