Good Planning Makes a Good Event
Every event is different, but successful events share one thing: good planning. DEC works with organizers in advance to coordinate event layouts, operations, service requirements and venue procedures before move-in begins.
Floor Plans & Event Layout
Event floor plans are reviewed in advance to address layout, entrances, exits, aisles, exhibits, stages, food service and other operational or safety requirements.
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Move-In & Move-Out
Schedules are established in advance based on event requirements, loading access, exhibitors, decorators and other operational considerations. Organizers should coordinate loading schedules with DEC before instructing exhibitors and vendors.
Event Services
Electrical, internet, security, cleaning, parking management and other required services should be identified early to support proper staffing. Final requirements and costs are established based on the approved plan.
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Decorators & Service Contractors
Organizers may work with approved decorators and service providers in accordance with DEC’s venue requirements. Contractors are responsible for complying with applicable insurance, safety, access and operational requirements.
Food & Beverage
Food and beverage activity must be coordinated in advance and is subject to applicable venue requirements, licensing, health regulations and event-specific approvals. Detailed requirements are provided in the Event Planning Guide.
Security & Safety
Security and emergency requirements are established based on the nature of the event, attendance, hours, floor plan and other operational considerations. Event plans must comply with applicable fire, life-safety and governmental requirements.
Insurance
Event organizers and applicable contractors must maintain insurance coverage consistent with DEC’s contractual and operational requirements. Detailed coverage requirements are provided in the applicable agreement and planning materials.
Key Planning Milestones
90 Days Before
Submit preliminary event floor plans and begin detailed operational planning.
60 Days Before
Finalize major operational requirements and begin confirming event services, contractors and staffing.
30 Days Before
Complete outstanding plans, service orders and event details required for final coordination.
Before Move-In
Confirm final schedule, access, contacts, floor plan and operational procedures with the DEC team.