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Catering | Convention Services  | Parking | Policies |  Rules & Regulations

Building Rules and Regulations.

EVENT PERSONNEL:

1. All show, service contractor, temporary help and other workers affiliated with an event taking place within the Reno/Sparks Convention Center, must wear an identification badge provided by their respective employer.
2. Show managers and service contractors are responsible for the conduct of their personnel. Employees under their supervision who do not comply with building rules/policy, will be subject to dismissal from the building and may be restricted from the building or premises as deemed appropriate by the Building Management.
3. Restricted areas of the building labeled "Authorized Personnel Only", are off limits to all personnel except employees of the Reno/Sparks Convention Center.
4. Normal working hours are 7:00 a.m. until 6:00 p.m. For all show personnel, service contractors, exhibitors and stage hand personnel working past normal business hours, a supervisor that is in charge of these individuals, shall notify Building Management of the approximate working hours of his/her crew.
5. Service contractors, stage hands and other contracted employees of an event are responsible for keeping the following areas neat, tidy and clean at all times during their occupancy of the Convention Center: Crew check-in/out areas, break areas and all storage areas.
6. All electrical/plumbing service contractors shall make sure that all catwalks and areas where electrical/plumbing connections are made, are left clean and free of debris after the event has concluded.

PARKING/STAGING OF TRAILERS:

1. The Reno-Sparks Convention Center operates and controls all parking facilities on site. A paid parking system is operated for all events. Exhibitor parking permits (allows unlimited in/out privileges) are available through the Convention Center Security Department.
2. All trailers that are staged either empty or full for an event shall be confined to the East Parking Lot. When this is not at all possible, either due to another event taking place or not enough area due to the size of show, the trailers shall be staged in the North Parking Lot. Exceptions must be approved by building management. All trailers must have wood blocks under their landing gear when being staged on the grounds of the Reno/Sparks Convention Center.
3. Service contractors, stage hands, exhibitors and other temporary employees shall not park their vehicles in front of the Convention Sales Office located on the East side of the building. Any vehicles that are parked in these areas or other areas designated as RSCVA Employee Parking, shall be removed at the expense of the owner.
4. Any special parking arrangements for show managers, service contractors, etc., must be arranged with Building Management prior to an event taking place.
5. All vehicles shall park in designated parking spots while on the grounds of the Convention Center. All Fire Lanes shall remain clear and unobstructed at all times. Vehicles are not permitted on any concrete patio areas of Convention Center for the purpose of loading or unloading. Vehicles used for a static display on any patio area must have written permission from Building Management.
6. When vehicles are illegally parked on the grounds of the Convention Center, every effort will be made to make announcements regarding the vehicle(s) that are in violation. After a reasonable amount of time, if the vehicle(s) are not removed, the vehicle(s) will be removed at the expense of the owner.

FIRE DEPARTMENT REGULATIONS:

1. All events, service contractors and exhibitors must comply with all Federal, State of Nevada, City of Reno, Washoe County, Uniform Fire Code and National Fire Prevention Association Fire Codes which apply to places of public assembly.
2. All floor plans must be submitted to the City of Reno Fire Prevention Bureau for approval. A copy of the approved floor plan must be on file at the Convention Center. The Lessee is responsible for all fees that are imposed by the City of Reno Fire Prevention Bureau.
3. All drapery, buntings, decorations, etc., must be flame proof. All decorations are subject to inspection by the City of Reno Fire Prevention Bureau Officer.
4. All exit doors inside the building shall remain clear and unobstructed at all times during occupancy of the building.
5. All fire fighting equipment inside the building shall not be blocked or obstructed under any circumstances. This includes all fire hose cabinets, fire extinguishers and all fire alarm pull boxes.
6. All 110 volt extension cords shall be a minimum three (3) wire, #14 gauge wire when used in booths. Extension cords must be terminated with a fused end or power strip.
7. No person shall cause or permit any open flame to be used in or for any exhibit, except when used in conjunction with an approved heating or cooking appliance. Any deviation from this policy, the exhibitor must have a special permit issued by the City of Reno Fire Prevention Bureau. (UFC 25.116)
8. All vehicles, boats, recreational vehicles and other fuel operated equipment must be secured as follows: Disconnect the batteries, fuel tanks must be full, gas caps should either be locking or taped, LPG tanks shall be empty.
9. At no time will power be left energized to exhibits in the exhibit hall without a competent licensed electrician on the premises. All power to exhibits shall be turned off during non-show hours to insure against potential fire hazards.
10. Whenever, in the opinion of the Fire Prevention Bureau, it is deemed necessary to have a Fire Prevention Officer work an event, the cost involved will be the responsibility of the Lessee. The Fire Prevention Officer shall be subject to the fire Marshall's orders at all times when so employed, and shall be in uniform and remain on duty during the times of an event.

FREIGHT/SHIPMENT OF MATERIALS:

1. The Convention Center will not accept advance shipment of freight and materials prior to the first contracted move-in day. All shipments should be to the attention of the show service contractor. All rental equipment should be directed to the show service contractor and all rental equipment should be scheduled to be picked up on the last contracted move-out day.

SIGNAGE/DECORATIONS:

1. Signs, banners and similar materials may not be nailed, stapled, hung or attached to ceiling, walls or other painted or fabric surfaces. Any exception to this policy is at the discretion of Building Management.
2. When removing acoustical ceiling tiles for the purpose of rigging or hanging signage/decorations, any damaged ceiling tiles will be charged to the Lessee. All tiles that are removed must be replaced when the event has concluded. Tiles that are not replaced will be replaced by Building Personnel and the time charged to the Lessee.
3. Helium balloons are NOT PERMITTED in the building.
4. Adhesive backed decals are NOT PERMITTED in the building.
5. All exterior signage must have written approval from Building Management prior to installation. At no time, will service contractors be allowed on the roofs of the Reno/Sparks Convention Center.
6. All damages to any area of the building due to the hanging of signage/decorations will be charged to Lessee.

MOTORIZED VEHICLES:

1. Reno/Sparks Convention Center equipment may be operated by authorized building personnel only. Exceptions to this rule are subject to Building Management approval.
2. No motorized vehicles may be operated on carpeted areas of the building. Exceptions may be authorized by Building Management only. When motorized vehicles are approved for use on carpeted areas, a protective sheet of visqueen, tarpaulin or comparable material is to be used to eliminate damages to the carpet from leaks of gas, oil, tire marks, etc.
3. A certified operator must operate all forklifts or other heavy equipment operated within the building. All operators must be in compliance with OSHA standards (sub part F 1910.66-1910.70/sub part N 1910.178). Service contractor to provide RSCVA with copies of operator's certificates. Building damages due to improper operations of equipment will be charged to the Lessee. Any operator of equipment in the building shall operate the equipment at a safe speed. Any operator that is operating any equipment in the building at an excessive rate of speed or in an unsafe manner will be banned from the building.

TELEPHONES:

1. All telephone service lines and equipment must be ordered direct from PCS World the exclusive telecommunication provider at the Reno/Sparks Convention Center. They can be reached at (775) 348-6580 or (800) 922-2556.
2. It is strongly recommended that you have a telephone installed during your event. The Reno/Sparks Convention Center telephones are reserved exclusively for Convention Center Business. The Convention Center telephone numbers may not be published as an official show or convention telephone number.

CATERING/FOOD AND BEVERAGE:

1. Any arrangement for the serving of food and beverages in the Convention Center must be made through the official caterer of the Convention Center, ARAMARK Inc., at (775) 825-2627.
2. It is the responsibility of Show Management to make sure that all exhibitors in their event adhere to the policy, that ARAMARK is the exclusive caterer for the Convention Center. Exhibitors SHALL NOT BE PERMITTED to bring food and beverage into the building during an event. Any deviation from this policy will constitute a breach of contract with the Convention Center.
3. Exhibitors wishing to distribute or dispense, without charge, samples of food, beverage and sundries related to the show or their exhibit, must obtain written permission from ARAMARK, Inc., prior to the event taking place. Building Management and ARAMARK, Inc., have the right to regulate the size of samples that are being given out.
4. ARAMARK, Inc., will open concession stands during your regularly scheduled show hours. However, at their option, they may close concession stands at any time during the day if the business that they are doing does not warrant them being open. In the event this happens, prior to closing a concession stand, a representative from ARAMARK, Inc., will notify show management of the early closing.

INSURANCE REQUIREMENTS:

1. The Lessee shall provide the Reno/Sparks Convention Center with a liability insurance policy or certificate in the amount of $1,000,000.00 combined single limit, covering bodily injury and property damage, and naming the Reno/Sparks Convention Authority as additional insured. This policy shall be deposited the Reno/Spark Convention Center at least ten (10) days prior to your event's first contracted move-in day, and Lessee alone shall be responsible for the premium.

ELECTRICAL/PLUMBING SERVICE:

1. The Reno/Sparks Convention Center agrees to make available to the Lessee, at the Lessees expense, through the Lessees electrical or service contractor, all electrical power required subject to the existing capacity. A surcharge at the current (_____) percentage shall be paid to the Reno/Sparks Convention Authority for the gross billing on all electrical services performed, (i.e., booth outlets, flood lights, power drops for show lighting, etc.). The Lessee further agrees that its electrical or service contractor will supply the Reno/Sparks Convention Center with duplicate copies of all electrical charges for your event. The electrical/plumbing service contractor must be approved and under contract with the Reno/Sparks Convention Center. It is the responsibility of the Lessee to make sure that his/her electrical or service contractor complies with this requirement. The payment for the electrical surcharge shall be deposited with the Reno/Sparks Convention Center not more than thirty (30) days after the event.
2. The Reno/Sparks Convention Center does not supply power to exhibit booths in the building. All requirements for extension cords should be made through your electrical or service contractor.
3. All power, water and air connections for your event shall be made by a licensed electrician/plumber in the State of Nevada.

SET-UP REQUIREMENTS:

1. All set-up requirements that relate to your event shall be forwarded to the Reno/Sparks Convention Center Facilities Department for their review ten (10) days prior to your event.
2. Any major changes to the physical set-up of your event twenty-four (24) hours prior to your event, will be charged at the prevailing labor rates.

MEETING ROOMS:

1. All meeting rooms are set with folding padded chairs, bare tables and bare risers. The Convention Center does not provide table skirts or draping for risers. If your event needs these items, they can be obtained from your official service contractor. If you need tablecloths for your event, you need to contact the exclusive caterer for the Convention Center, ARAMARK, Inc., at (775) 825-2627.
2. All meeting rooms are set with one hard wire microphone of your choice, additional microphones required in a room, subject to available inventory, will be charged at the established rental rate.
3. The Convention Center will provide ice water to all head table arrangements only. If you require a water station for a meeting room, you will need to contact ARAMARK, Inc. at (775) 825-2627.
4. The Convention Center does not have any visual equipment in its inventory, (i.e., overhead projectors, slide projectors, tape players, etc.) If your event will require these items contact your service contractor or an audio/visual company.
5. All meeting rooms will be arranged in either theater, classroom, conference, banquet or reception style, one (1) time during the term of your contract. Any changes that are requested after the initial set will be charged at the prevailing rate.
6. All meeting rooms will be cleaned thoroughly during non-show hours of your event. Meeting rooms will be policed through out the day and refreshed as needed.
7. When meeting rooms are used for exhibit space, it is the responsibility of the Lessee to arrange for the cleaning of these areas through lessee's official service contractor.

EXHIBIT HALLS:

1. During the term of your agreement, the Lessee shall be responsible through his/her designated service contractor for all trash removal from exhibit halls during move-in, show and move-out.
2. The Reno/Sparks Convention Center currently employs the following policy with regard to exhibit hall(s): When your event takes possession of the exhibit hall(s), the hall(s) are clean. When your event concludes, the exhibit hall(s) shall be returned in the same condition. This policy will be the responsibility of the Lessee through his/her official service contractor.
3. Motorized vehicles are permitted in the exhibit hall(s) for the purpose of loading and unloading only. Under no circumstances may vehicles remain parked in the exhibit hall(s) unless they constitute an integral part of a display. Clean up of any spills or residue from any vehicle(s) in the building and parking lot is the responsibility of the Lessee.

DEFINITION OF "NET SQUARE FEET":

1. Net square feet shall consist of actual display area used.
2. The Reno/Sparks Convention Center, AT ITS OPTION may elect to exclude from the net square footage computation exhibit space provided at no charge by show management, up to a maximum of five percent (5%). It shall be the obligation of the Lessee to substantiate no remuneration, either direct or indirect, has been received from such complimentary space. Lessee must request exclusion in writing thirty (30) days prior to the event taking place.
3. Convention Center caterer is permitted by the Lessee to provide an area for food service within the gross exhibit floor area, the space so used will not be computed as part of the square footage occupied by Lessee.

SERVICES AND FACILITIES INCLUDED IN BASIC RENTAL:

1. Show offices as required by Lessee and in consideration of other tenants.
2. Press offices as required by Lessee and in consideration of other tenants.
3. House lighting, ventilation, heat or air conditioning as required during open times. ENERGY CONSERVATION IS OF PRIME CONCERN TO THE RENO/SPARKS CONVENTION CENTER AND MINIMAL LIGHT AND COMFORT LEVELS WILL BE MAINTAINED DURING MOVE-IN AND MOVE-OUT PERIODS. Rehearsals and similar pre-event activities will be assessed a utility charge for special light and comfort levels.
4. Janitorial services during open hours in aisle (non-carpeted), corridors, open spaces and rest rooms, plus one thorough cleaning of these same areas during non-open hours. Specific times to be coordinated with Building Management.
5. The Reno/Sparks Convention Center provides a twenty-four (24) yard compactor per show and each exhibit hall rented receives a complimentary thirty (30) yard open top dumpster. Additional compactors and dumpsters required for trash removal will be billed to Lessee.
6. LESSEE IS RESPONSIBLE FOR REMOVAL OF BULK TRASH, CRATES, PALLETS, PACKING MATERIALS, LUMBER ETC., PRIOR TO SHOW OPENING AND FOLLOWING MOVE-OUT.
7. RENO/SPARKS CONVENTION CENTER PERSONNEL DO NOT CLEAN INTERIOR BOOTH AREAS.

SECURITY:

1. Lessee is responsible for complete security within the exhibit area, meeting rooms and other areas used by the Lessee. The Reno/Sparks Convention Center maintains twenty-four (24) hour security for building perimeter areas and internal patrols. Lessee MAY BE REQUIRED TO PROVIDE SECURITY in loading dock areas, emergency exits, meeting rooms, fire lanes and other leased areas of the building from the time of initial occupancy until completion of move-out. Such services, when required, will be at the expense of the Lessee.
2. Lessee will use only Nevada Licensed security firms.