Event Planning Guide by Orange County Convention Center

Welcome

Welcome to the Orange County Convention Center, (OCCC), the Center of Hospitality. Thank you for choosing the OCCC for your event. The OCCC is owned and operated by Orange County Government, led by Mayor Teresa Jacobs and our six county commissioners. We have created this Event Planning Guide to assist you and your team with logistical planning information for hosting your event. This guide will introduce you to our team, on-site service partners and procedures regarding the support services provided by the Convention Center. We are proud to be known as â&#x20AC;&#x153;The Center of Hospitality.â&#x20AC;? This symbolizes outstanding service to our clients, exhibitors and attendees. As a world-class convention facility, we host some of the most dynamic regional, national and international conventions, tradeshows and meetings. This allows the Center to fulfill its mission of economic development, ultimately benefitting the Center Florida region. We encourage you to communicate with your assigned Event Manager throughout the planning stages of your event and we look forward to helping make your event a success! Sincerely,

Kathie Canning Executive Director

Orange County Convention Center (OCCC) Mission Statement

The mission of the Orange County Convention Center is economic development. By hosting regional, national and international conventions, meetings and trade shows, the Convention Center infuses the local economy with new money and expanding business opportunities.

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Table of Contents

Section 1: Orange County Convention Center Overview ................................................................................................. 8 1-A. Sales, Marketing, Advertising and Communications ................................................................................................... 9 1-B. Event Services ........................................................................................................................................................... 12 1-C. Exhibitor Services ...................................................................................................................................................... 13 1-D. Campus Overview ..................................................................................................................................................... 14 North/South Building ...................................................................................................................................................... 14 West Building ................................................................................................................................................................. 15 The Chapin Theater (W320) .......................................................................................................................................... 15 The Lecture Hall (W300) ................................................................................................................................................ 16 The Valencia Ballroom (W415) ...................................................................................................................................... 16 The Westwood Lobby .................................................................................................................................................... 17 Center-to-Table Gardens ............................................................................................................................................... 17 Section 2: Planning Information ........................................................................................................................................ 18 2-A. Decorations, Signs, Decals, and Banners ................................................................................................................. 18 2-B. ADA Accessibility ....................................................................................................................................................... 19 2-C. Aircraft Display Guidelines......................................................................................................................................... 20 2-D. Air Conditioning/Heating ............................................................................................................................................ 21 2-E. Animal Policies ........................................................................................................................................................... 22 2-F. Balloon Policy ............................................................................................................................................................. 23 2-G. Cable Television Options........................................................................................................................................... 24 2-H. Cadaver Policy ........................................................................................................................................................... 25 2-I. Discrimination .............................................................................................................................................................. 26

2-J. Door Keys & Lock Changes ....................................................................................................................................... 27 2-K. Drones........................................................................................................................................................................ 28 2-L. Environmental Policy ................................................................................................................................................. 29 2-M. Services ..................................................................................................................................................................... 30 Rigging ........................................................................................................................................................................... 30 Event Utilities ................................................................................................................................................................. 30 FedEx Office .................................................................................................................................................................. 31 Centerplate .................................................................................................................................................................... 31 Smart City ...................................................................................................................................................................... 31 2-N. Exhibitor Booths and Displays ................................................................................................................................... 33 2-O. Floor Plan Review ..................................................................................................................................................... 34 Guidelines for All Exhibits .............................................................................................................................................. 35 Guidelines for Covered Booths Less Than 300 Square Feet ........................................................................................ 36 Guidelines for Multi-Level Exhibits & Covered Booths Over 300 Square Feet ............................................................. 37 Exhibit Hall Fire Watch Personnel Guidelines ............................................................................................................... 38 2-P. Fog & Haze Machines ................................................................................................................................................ 40 2-Q. General Session Information ..................................................................................................................................... 41 2-R. Gratuities & Gifts ........................................................................................................................................................ 43 2-S. Guest Services / Information Desk ............................................................................................................................ 44 2-T. Inventory..................................................................................................................................................................... 45 2-U. Room Adjustments .................................................................................................................................................... 46 2-V. Smoking Policy (including e-cigarettes & vaping) ...................................................................................................... 47 2-W. Parking ...................................................................................................................................................................... 48 2-X. Public Ticketed Events ............................................................................................................................................... 49 2-Y. Raffles, Lotteries, and Games of Chance .................................................................................................................. 50 2-Z. Safety Information ...................................................................................................................................................... 51 2-AA. Sales Tax ................................................................................................................................................................. 52 2-AB. Vehicle Guidelines & Vehicle Display Guidelines ................................................................................................... 53 2-AC. Water Service Information ....................................................................................................................................... 56 Section 3: Building Procedures ......................................................................................................................................... 57 3-A. Carpet & Terrazzo Floor Protection ........................................................................................................................... 58 3-B. Catwalk and Roof Access .......................................................................................................................................... 59 3-C. Doors ......................................................................................................................................................................... 60 3-D. Exhibit Hall Equipment & Freight Movement ............................................................................................................. 61

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3-E. Electronic Systems Guidelines .................................................................................................................................. 62 3-F. Fire Code Regulations ............................................................................................................................................... 63 3-G. General Concourse/Public Space Areas ................................................................................................................... 64 3-H. Guest Elevators and Escalators ................................................................................................................................ 65 3-I. Hazardous Work Areas ............................................................................................................................................... 66 3-J. Loading Dock Information........................................................................................................................................... 67 3-K. Meeting Room Equipment & Freight Movement ........................................................................................................ 69 3-L. OSHA Standards ........................................................................................................................................................ 70 3-M. Rigging Regulations .................................................................................................................................................. 71 3-N. Service Corridors ....................................................................................................................................................... 73 3-O. Service Elevators ....................................................................................................................................................... 74 Service Elevator Map ..................................................................................................................................................... 75 3-P. Storage....................................................................................................................................................................... 76 3-Q. Tape Removal ........................................................................................................................................................... 77 3-R. Trash Removal .......................................................................................................................................................... 78 3-S. Truck Staging Information .......................................................................................................................................... 80 3-T. Wall Protection ........................................................................................................................................................... 81 Section 4: Orange County Fire Rescue ............................................................................................................................ 82 4-A. Capacity Concerns ..................................................................................................................................................... 82 4-B. Exhibit Hall Floor Plan Approval ................................................................................................................................ 83 4-C. Fire Watch.................................................................................................................................................................. 84 4-D. Fire Retardant ............................................................................................................................................................ 86 4-E. Gas Information ......................................................................................................................................................... 87 4-F. Hazardous Chemicals ................................................................................................................................................ 89 4-G. Regulated Materials ................................................................................................................................................... 90 4-H. Open Flame, Pyrotechnics and Special Effects ........................................................................................................ 91 4-I. Permit Overview/Cooking Information ......................................................................................................................... 93 4-J. Welding ....................................................................................................................................................................... 95 Section 5: Security Policies ............................................................................................................................................... 96 5-A. Contracted Security Providers ................................................................................................................................... 97 5-B. Homeland Security Advisory System ......................................................................................................................... 99 5-C. Package & Vehicle Inspection ................................................................................................................................. 100 5-D. Severe Weather ....................................................................................................................................................... 101

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5-E. Staff Identification .................................................................................................................................................... 102 5-F. VIP and Government Dignitaries ............................................................................................................................. 103 5-G. Weapons Policy ....................................................................................................................................................... 104 Section 6: Transportation Information ............................................................................................................................ 105 6-A. Directional Signage .................................................................................................................................................. 105 6-B. Dock Coordination/Access ....................................................................................................................................... 105 6-C. Dock Staff (Dock Officer) ......................................................................................................................................... 106 6-F. Overnight Parking .................................................................................................................................................... 106 6-G. Traffic Coordination ................................................................................................................................................. 106 6-H. Transportation Staff ................................................................................................................................................. 106 Appendix A: Event Services & Exhibitor Services Checklist ....................................................................................... 107

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Section 1: Orange County Convention Center Overview

MANAGEMENT TEAM Our Executive Management Team consists of our Executive Director, two Deputy Directors and two Assistant Directors. Collectively, they are responsible for the day-to-day operations of the OCCC, administered through the following divisions: 

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    

Sales o Marketing o Communications o Advertising Event Services o Exhibitor Services o Event Set-up o Event Utilities o Rigging Business Capital Planning Facility Services Security Strategic Planning o Transportation/Parking

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1-A. Sales, Marketing, Advertising and Communications Our Sales Managers are your first point of contact. Sales Managers submit proposals outlining your requested event dates and space based on our booking guidelines and space availability. Once mutually acceptable, the Business Division will issue a lease agreement confirming the event booking. One year prior to the event or sooner the Sales Manager will then meet with the OCCC Event Manager and the Exhibitor Services Coordinator, to review the client’s program for a seamless transition from sales to service. After this turnover meeting occurs, the OCCC Team will continue to remain in close association with the event throughout the planning process.

MARKETING RESOURCES A Marketing Resources Toolbox is available online, with OCCC marketing assets for use in digital and print. The toolbox may be access at: https://app.box.com/v/occc-marketing-resources Resources include:    

Photo Gallery – high resolution photos of the OCCC exterior and interior spaces, available in JPG format OCCC Logos – logos available in EPS and PNG formats Floor Plans – high resolution floor plans available in PDF and EPS formats Maps – high resolution maps available in PDF and EPS formats

ADVERTISING/SPONSORSHIP OPPORTUNITIES The OCCC offers advertising and sponsorship opportunities for show management to increase exposure, branding, and revenue opportunities. Oversight Pedestrian Bridge and North/South Connector Signage Static signs along the Oversight Pedestrian Bridge, connecting the West Building to the Hyatt Regency Orlando and the North/South Building, offer multiple high-traffic opportunities for advertising and sponsorship. The same type of signage is available along the North/South Connector. Arrangements for this type of advertising are made through your OCCC Event Manager and our on-site Advertising Specialist. Specs: 14” H x 91.625” W (artwork size) / 17” H x 95” W (frame size) West Concourse Digital Signage Dynamic, large format advertising on digital signs in high traffic areas are located throughout the West Concourse. Arrangements for advertising on digital signage are made through Smart City. Specs: 1 screen x 4 screens – 1920px x 270px (15’ W x 3.5’ H) 2 screens x 5 screens – 1920px x 432px (19’ W x 4.5’ H) Additional digital signage is available in the Westwood Lobby and the North/South Building. STATIC ADVERTISING The OCCC manages and controls the use of all non-leased space (i.e. public areas, concourses, lobbies, corridors, pre-function space, registration areas, food courts, sidewalks, glass areas, stairs, parking lots and outdoor space, etc.) Use of non-leased space requires OCCC approval. For all advertising/sponsorship opportunities in non-leased public space please check with your Event Manager for prior approval.

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The Lessee must submit plans requesting approval for use of non-leased space to his/her OCCC Event Manager prior to the sales of any sponsorship, advertising and/or exhibit booths. Revenues generated from sponsorship sales in non-leased space may be subject to commission fee. The OCCC’s digital and static signage may not be covered or otherwise obstructed at any time. COMMUNICATIONS Public Relations services provided by the Orange County Convention Center are designed to build awareness about your organization, the actual event and any charitable or positive impact that is left on Central Florida as a result of your organization meeting at the OCCC. Below is a list of the efforts the OCCC can extend, at no charge, to support your event:  

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Press Releases - Publish pre-show and post show press releases on the OCCC website as well as distribution of releases to local media. Media Contacts - Provide a list of local media contacts along with the added service of contacting local media for pitching event storylines. As an added advantage we can assist with coordinating a media site tour for press kit distribution. Social Media - Platforms for each event are monitored for questions or comments that need to be addressed. Throughout your event, important information such as; who to contact in case of an emergency will be posted to your social media sites. Media Coordination - Assist & direct media logistics for live shows, interviews, and remote broadcasts. Additionally, we can inform you of the policies and procedures practiced to guarantee a positive experience for media in regards to parking and any equipment show management may have to provide to media. Reusable Donations – The Orange County Convention Center works with each of its clients to ensure that any leftover food and/or products after an event or show are donated to local schools, hospitals, or other non-profit organizations. Corporate Social responsibility (CSR) - The destination offers many diverse opportunities that engage meeting attendees as part of corporate social responsibility initiatives. Options include donation programs, team-building exercises and volunteer projects with a wide range of groups that benefit children, animals, education and numerous other community groups.

SERVICE PARTNERS Exclusive Service Partners Centerplate - Centerplate’s experienced team of professionals offers corporate, convention and local guests a level of food and service rich in detail and comprehensive in approach. Centerplate also arranges specialty massage and shoe shine services for Show Management, Event Planners, Exhibitors, and Corporate Clients to help make every event a unique and restorative experience for attendees, exhibitors, VIP clients, and staff. FedEx Office - FedEx Office is the exclusive business center for all convention participants, offering full-service printing of conference materials, production of vinyl banners/signs, Internet access and faxing. Mobility services and solutions are also available via FedEx Office. SmartCity - Smart City, the Center’s exclusive provider of Internet and telecommunications services, offers facility-wide shared Ethernet access, the country’s largest Wi-Fi convention network, turnkey data networking, and support for LANs, WANs and VPNs. Smart City has partnered with EventPath™, connecting the Orange County Convention Center to

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surrounding hotels and venues, creating an integrated event network which makes conventions more effective, efficient and profitable. Preferred Service Partners The OCCC identifies the following vendors as preferred partners. The OCCC recognizes the high quality of service these partners provide and encourages Lessees and exhibitors to utilize these vendors when possible. Preferred partners are given unobstructed access to the OCCC tunnel space, storage areas and loading docks. Bags – Bags (Baggage Airline Guest Services) offers premium “front door services” designed to raise the bar on quality and convenience. Bags combines a full-service, multi-airline, remote Skycap operation and baggage and coat-check services, with a first-class valet service, to give attendees the freedom to focus on their event. LMG, Inc. – LMG, Inc. is the in-house provider of audiovisual equipment and production services. LMG, Inc. has the capability to provide expert technical support and a range of services that includes video projection. Gold Key Partners The OCCC’s Gold Key partners bring to show management and exhibitors a unique and innovative opportunity for offsite meetings and entertainment while in Central Florida. These Gold Key partners occupy onsite offices, provide show mangers and exhibitors a personal representative to assist with customizing an offsite networking event at one of their unique venues and serve as an extension of the OCCC Sales Team. ®

SeaWorld Orlando - Less than two miles from the OCCC in the Convention Center District, SeaWorld Orlando offers unexpected encounters and unbelievable offsite group events at its theme park properties; SeaWorld, Discovery Cove and Aquatica, SeaWorld’s waterpark. ®

Universal Orlando Resort - “Think outside the ballroom” at Universal Orlando Resort with two amazing theme parks, four incredible onsite hotels and a nighttime entertainment complex – all just minutes from the OCCC.

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1-B. Event Services The OCCC Event Services Section is comprised of a staff of Event Managers with a combined 100+ years of event planning and entertainment production experience. Each contracted OCCC event is assigned an Event Manager, who will work with your show management team, as they prepare to host your event at our facility. Your Event Manager (EM) is the primary contact for all show management planning, acting as a liaison for all services provided by the Center and our on-site service partners. Show managers and meeting planners are required to deliver event/show specifications, including floor plans, meeting room requests and overall show program information to their Event Managers, once the event/show specifications have been established. From the initial site visit, followed by planning meetings and constant communication and interaction, your Event Manager is standing by to ensure that your proposed event program transitions from concept to reality, as smoothly as possible. Once all final event specifications have been received, your Event Manager will then finalize the process of distributing show information to other pertinent divisions within the Convention Center. Your Event Manager will also arrange a preconvention meeting for your management team to discuss and review top-line program information or last-minute changes with OCCC support staff, prior to your first show day. ď&#x201A;ˇ ď&#x201A;ˇ

All Rigging orders are placed directly with the OCCC Rigging section. All Event Utilities orders are placed directly with the Event Manager

For a detailed Event Services planning timeline, refer to Appendix A - Event Services & Exhibitor Services checklist

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1-C. Exhibitor Services The OCCC is proud to have a dedicated team of Exhibitor Services Coordinators (ESC) to provide personal customer service in assisting exhibitors with comprehensive information on all the services offered by the OCCC. The Exhibitors Services section of the OCCC is the exclusive agent of rigging and utilities to exhibitors utilizing the facility. The OCCC prohibits the repackage, resale, and/or change of the rates established and published. The goal of the Exhibitor Services section is to provide your exhibitors with excellent customer service through the advance ordering process, as well as on-site during the show and move-out. Each event is assigned their own Exhibitor Services Coordinator, who will then work with your exhibits manager. Your ESC is the primary contact for all OCCC event utility services.

Exhibitor List The Lessee must provide a complete and updated exhibitor list to the OCCC Exhibitor Services Coordinator 45, 30 and 15 days prior to the event date. The exhibitor list is to include the following:    

Company Name Booth Number Booth Dimensions Contact Information

The OCCC will use this list to assist exhibitors with placing orders.

Exhibitor Kit The Lessee’s general service contractor is required to distribute all OCCC provided services and onsite service partner order forms as part of the event’s print or digital exhibitor kit. No rates or services forms may be altered in any way. The Lessee is required to provide a web link or an electronic or printed copy of the exhibitor kit to OCCC Exhibitor Services, 3 months prior to your event.

Service Desks The Lessee’s general service contractor is required to provide the OCCC with a minimum of two (2) service desks per exhibit area to service exhibitors during move-in, event and move-out. The Lessee should advise their OCCC Exhibitor Service Coordinator of requested staffing hours and desired location of the serve desks on the event floor plan. For a detailed Exhibitor Services planning timeline, refer to Appendix A - Event Services & Exhibitor Services checklist

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1-D. Campus Overview The OCCC campus consists of two buildings: the North/South and the West, and five pedestrian bridges which connect the two buildings and adjacent hotels. Mailing Address: The Orange County Convention Center has two different mailing addresses. Traditional correspondence and letters should be sent to the P.O. Box address listed below. For overnight and express deliveries, which cannot be sent to a post office box, please use the Universal Boulevard address, also listed below. Attn: (Name of OCCC Event Manager)/Event Management -andOrange County Convention Center P.O. Box 691509 Orlando, FL 32869 Use for Personal Correspondence/Letters -orOrange County Convention Center 9860 Universal Boulevard Orlando, FL 32819 Use for Express Deliveries (FedEx, UPS, DHL, etc.) North/South Building The North/South Building is a three (3) story building, with exhibit halls located on the first floor and meeting rooms located on the second and third floors of the building. The North/South Building is a separate building from the West Building, but is accessible via either direct drive-up/drop-off service or via the Oversight Bridge for pedestrians. In North Hall A, there is an air wall track that can divide the hall into NA1 and NA2. In South Hall A, there is an air wall track that can divide the hall into SA1 and SA2. In the North/South Halls, there is an exit pod located towards the rear of the hall, along the air wall divider panels, for emergency egress. The North exhibit halls can be completely separate from the South exhibit halls via the air wall panels. If such hall configuration should apply, pedestrian access from one side of the building to the other side of the building can be provided by the exterior covered walkway that runs along the Hall A sections of the N/S Building. The second level of the North Concourse has an outdoor veranda for additional event activity. The veranda is open-air, uncovered and has approximately 24,350 square feet of open space. The North/South Building has two physical address locations: North Concourse Orange County Convention Center 9400 Universal Blvd. Orlando, FL 32819

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South Concourse Orange County Convention Center 9899 International Drive Orlando, FL 32819

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West Building The West Building is a four (4) story, one-half mile long building, with the exhibit halls located on the second floor of the building. The first floor of the West Building does not run consistently from one end of the building to the other end. For planning purposes, West Halls C, D, E and F are directly accessible from the ground floor, which is the second floor of the building. Access to West Halls A and B is available via the second floor of the building; however, pedestrian and shuttle drop-off locations for these halls occur on the first floor. The West Building has one physical address location: Orange County Convention Center 9800 International Drive Orlando, FL 32819 The Chapin Theater (W320) The Chapin Theater is a state of the art venue with excellent acoustic qualities. The theater has digitally-controlled audio and lighting systems, backed up by a large inventory of audio and lighting support equipment, while maintaining flexibility to support a wide variety of multi-media presentations. The theater audio system includes the following (refer to contracted rate schedule):  Proscenium speaker stacks  56 Channel audio control console  All permanent playback and processing gear The theater lighting system includes the following (refer to the contracted rate schedule):  Road Hog 4 lighting control console  Theatrical dimmers  Over 300 theatrical lighting instruments in “house focus”  Labor rates apply for any adjustments to & restoration of “house hang”  Labor rates apply for soft good relocations and/or additional lighting focus The OCCC Theater Technical Director is required to be on-site while the theater is occupied and will be billed at prevailing rates. OCCC Technical Services personnel are required to operate the venue’s audio, lighting, and rigging systems within the theater and their services will be billed at the prevailing hourly rate. The theater has four dressing rooms with venue audio infrastructure: Headliner Room – (2) makeup stations; (1) basin & toilet w/shower (1) Chorus Room – (14) makeup stations; (2) basins & toilet w/shower (1) Chorus Room – (16) makeup stations; (3) basins & toilet w/shower Ensemble Room – (12) makeup stations; (3) basins & toilet w/shower The theater has four interpreter’s booths located at the rear of the mezzanine section, which is located on the third floor.

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The Lecture Hall (W300) The Lecture Hall is located in the West Building on the third level and is also referred to as West Room 300. The hall has 160 seats at desks, in a permanent classroom set up. The hall includes a stage with curtain. The Lecture Hall rental package includes the following:  Basic house audio system, including automatic audio mixer & (1) lectern  Basic theatre lighting system, utilizing pre-set house focus  One dressing room with venue audio infrastructure The Valencia Ballroom (W415) The Valencia Ballroom is a carpeted, multi-purpose ballroom, which is centrally located on the fourth level of the West Building. The Valencia Ballroom has two air walls and be divided into three (3) sections.

Valencia Ballroom, pre-function area

Valencia Ballroom

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The OCCC does not provide standard audio or lighting packages for The Valencia Room. Audio/visual or production equipment can be added to the room via third party vendors, per OCCC building guidelines and appropriate fire and life safety codes. The OCCC Rigging Services section must be contracted for any and all rigging services required for show installations and removals.

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The Valencia Room has two (2) dressing rooms available, with six (6) makeup stations and full restroom/shower facilities in each room. One dressing room is located behind West 415A and the other is located behind West 415D.

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For production purposes, The Valencia Room has a front of house balcony for spotlights and technical support to other lighting and/or show elements.

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ď&#x201A;ˇ

Freight access to the Valencia Room is available from two freight elevators, which are located directly behind the Valencia Room on either side of the main room. The freight elevators enable the movement of freight from the dock slips onto the elevator, up to the fourth floor and then directly into the Valencia Room.

ď&#x201A;ˇ

The Valencia Room also has Pre-Function space available for receptions, breakfast buffets, etc.

The Westwood Lobby The Westwood Lobby entrance is accessible from the parking lots located behind the West Building. Advertising and sponsorship opportunities are available on the large digital screen inside the Westwood Lobby. The space is available for registration and receptions. Center-to-Table Gardens Located inside the Westwood lobby, the Center-to-Table Gardens are 2,000 sq. ft. of aeroponic gardens that yield edible greens grown on property in an all-natural, chemical-free environment. A total of 81 towers with 44 planting spots on each tower produce ingredients for many of the meals that are prepared at the OCCC. Plants are grown in scheduled increments, allowing for harvest according to demand. Therefore, each of the 81 towers continuously grow plants at various stages.

Center-to-Table Gardens

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Westwood Lobby

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Section 2: Planning Information

2-A. Decorations, Signs, Decals, and Banners Decorations, Signs and Decals OCCC Event Management must approve the location of special decorations, banners or signs. The method of installation must be submitted to OCCC Event Management and approved by OCCC Rigging Services. Painting of signs, banners, exhibits or other objects is not permitted inside the OCCC. Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled or otherwise fastened to ceilings, walls, doors, windows, painted surfaces or columns. Holes may not be drilled, cored, or punched into any walls, floors or ceilings of the OCCC. Adhesive-backed (stick-on) decals or similar items (except nametags) are not permitted in the OCCC and may not be distributed by exhibitors. Any costs incurred by the OCCC for the removal of these items will be charged to Lessee. The OCCC strongly encourages all show managers to pursue the creation and display of custom show messaging. However, there are a few areas and/or surfaces where custom show signage is not permitted:  The covering of building directional signage is prohibited.  The covering of exit signs in meeting rooms or exhibit halls is prohibited.  The covering of fire strobes, fire hoses or fire extinguishers is prohibited.  The covering of exit stairwells and/or elevator access is prohibited.  Signage on ceilings, walls, doors, windows, painted surfaces or columns is prohibited.  Signage that is taped, nailed, tacked or stapled to the building is prohibited.  Holes may not be drilled, cored or punched into any surface of the OCCC. Banner Opportunities There are several banner opportunities that exist throughout the West Building and the North/South Building. Extensive planning details regarding banner placement, dimensions and technical rigging specifications can be located on our website at: West concourse: http://www.occc.net/Planner/riggingsigns/rigging_main.asp North/South concourses: http://www.occc.net/Planner/riggingsigns/rigging_mainNS.asp Please consult your Event Manager during the planning process to coordinate the intended use of banner signage with regards to or the OCCC rigging section for additional planning information. Rigging is an exclusive service provided by the OCCC. The OCCC rigging section must install all show management and exhibitor rigging elements, including banners, static signs and production equipment.

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2-B. ADA Accessibility In regard to the Americans with Disabilities Act and all regulations thereunder, the OCCC shall be responsible for the permanent premises access accommodations, such as, but not limited to, wheelchair lifts, elevator standards, doors width standards and restroom accessibility. The Lessee shall be responsible for non-permanent accessibility requirements, such as, but not limited to, auxiliary aids for the visually impaired, hearing impaired and mobility impaired, meeting room seating arrangements and exhibit accessibility. Both the West Building and the North/South Building are designed with wheelchair ramps, automatic doors, passenger elevators and handicap-accessible restroom facilities. The Chapin Theater The Chapin Theater, located in the West Building, is fully wheelchair accessible and has 27 wheelchair accessible parking spaces. Assisted Listening Devices are available upon request. Braille Throughout the facility, meeting room, restroom and elevator signs contain Braille text for our visually impaired guests. Parking The OCCC has parking spaces available for guests with disabilities at various locations for those guests visiting both the West Building and the North/South Building. Restrooms All restroom facilities are accessible for guests with disabilities. Scooter and wheelchair rentals A broad range of services include scooter rentals (Sit down and Stand Up), wheelchair rentals and oxygen rentals. Equipment is available for daily or weekly rental. Rentals can be facilitated at the Scootaround booth and/or through FedEx Office. Electric scooters are available to OCCC guests while they are on property. FedEx Office business centers at the OCCC serve as a drop-off and pick-up locations for electric scooter rentals. Because these scooters are distributed through a private company and are a high demand service, advance reservations are encouraged. FedEx Office also provides overnight scooter battery recharge. To make a reservation for an electric scooter for use at the OCCC, please contact Scootaround at 1-888-441-7575 or visit https://locations.scootaround.com/rentals/o/occc/ There are three (3) FedEx Office locations at the OCCC:  West Hall C Lobby of the West Building  North Concourse of the North/South Building  South Concourse of the North/South Building

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2-C. Aircraft Display Guidelines Aircraft and helicopter exhibitors must contact the Orange County Fire Rescue (OCFR) Fire Marshal in advance, prior to hall move-in, to discuss all aircraft/helicopter specifications and the appropriate minimum fuel guidelines that will apply to each exhibit. In order for the OCCC to provide a safe and secure show environment for your guests, we have included the following Aircraft Display Guidelines, in accordance with Orange County Fire Rescue: 1) Batteries will be disconnected and terminals taped before entering the facility. Circuit breakers for fuel and starting systems will be de-activated. All systems that could functionally operate (create ignition) to the aircraft must be disconnected. 2) Fuel caps and fuel vents will be sealed (taped) and/or locked. 3) A minimum of a 4A 60-BC fire extinguisher, with a current inspection tag, should be available in close proximity to each aircraft. The fire extinguisher to be brought in by Lessee and/or their designee, as the OCCC will not provide or rent fire extinguishers. 4) Aircraft shall be cooled down in accordance with the manufacturer’s recommendations. 5) Aircraft fuel systems will be shut off and verified that there is no fuel leakage or seepage. 6) Lessee is responsible for providing a Spill Clean Up Kit, available in the exhibition hall, in the event of a fuel spill.

Fire Watch Requirements for Aircraft Displays A fire watch will be required in the exhibition hall. The number of personnel requested will be determined based on the number of aircraft in the exhibit/hall. Please refer to Orange County Fire Rescue - Fire Watch, section 4-C, in this Event Planning Guide for more details regarding Fire Watch. It is recommended, though not required, that aircraft being trucked into the OCCC have their fuel tank system purged prior to arrival. The exhibitor is required to order fire watch personnel through OCCC Event Management no less than two (2) weeks before the show moves in. The Orange County Fire Rescue Department requires fire watch personnel for the following:  All multi-level exhibits (regardless of the square footage)  All other covered exhibits exceeding three hundred (300) square feet  On all show days  Beginning one half (1/2) hour prior to show opening and ending one half (1/2) hour following show closing. Fire watch personnel are charged at the prevailing rate.

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2-D. Air Conditioning/Heating Rent includes air conditioning or heating in the public concourses during move-in, show and move-out. Air conditioning or heating in exhibition halls is provided complimentary on leased show days for the following:  Show hours for exhibits  Session hours for general sessions  Rehearsals  Poster sessions  In-hall registration Meeting room air conditioning is provided complimentary for rehearsals and session times only. Air conditioning or heating for all other activity on a leased move-in or move-out day shall be billed at the applicable rate. When registration is open in an exhibition hall and air conditioning is requested on a leased move-in day, the applicable rate will also apply. Air conditioning and heating is provided complimentary on a leased move-in day in exhibit halls used as a general session for dress rehearsals only. Open doors must be minimized at all times when air conditioning is on. Air conditioning or heating on leased move-in days (including in-hall registration) and move-out days will be charged at $.0030 per gross square foot (gsf). Please see the example below on how to calculate the fee for additional exhibit hall air conditioning or heating: West Hall A1: 91,800 gsf x $.0030 = $275.40 per hour Exhibit hall air conditioning or heating is not provided for exhibitor access, exhibitor move-in or exhibitor move-out. “Cool down time”, meaning the time that it takes the OCCC to lower the temperature in the exhibit hall to the acceptable air-conditioned temperature, is not a client billable item. The goal of the OCCC HVAC section is to have the exhibit halls cooled to the appropriate temperature for the start time of the appropriate exhibit hall activity, (show hours, rehearsals, general session and in-hall registration).

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2-E. Animal Policies Animals are not permitted on the premises of the OCCC, except in conjunction with an approved exhibit, or in accordance with Americans with Disabilities Act as a service animal trained to do work or perform tasks for the benefit of an individual with a disability. Animals that are approved to be on the premises must meet the following confinement guidelines: 1. 2. 3. 4. 5.

Animal(s) is to be on a leash at all times, if not confined to a pen. Animal(s) is to be confined within a pen, if not on a leash. Animal(s) must be under constant control at all times. Animal exhibits are not permitted on carpeted OCCC areas. The owner or handler will be fully responsible for their animal(s) at all times.

The OCCC Event Management section must be notified in advance of any planned animal exhibit and/or any intended general public interaction with live animal displays. A detailed schedule must be provided in advance, outlining the nature of the animal exhibit and all appropriate move-in, show and move-out information. ď&#x201A;ˇ

The decorator/general contractor will be responsible for placing plastic sheeting and any other floor coverings required for the animal, on the exhibit hall floor. The decorator or general contractor will also be responsible for the removal and disposal of any hall floor coverings from the animal display area.

ď&#x201A;ˇ

If necessary, any vehicles associated with the move-in/move-out of an animal display, will be required to adhere to the OCCC Vehicle Display Guidelines.

ď&#x201A;ˇ

The decorator/general contractor or animal handler/owner will be responsible for the removal of any and all waste from the animal exhibit area, per OCCC guidelines.

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2-F. Balloon Policy The OCCC has a Balloon Policy in place that prohibits the use of helium filled balloons, either for displays, exhibits or general public access, in both the West Building and the North/South Building. This policy can be waived if a Balloon Waiver is submitted either by show management to the OCCC Event Management section or by an exhibitor to the OCCC Exhibitor Services section, prior to the first day of show. The Lessee is permitted to use static helium balloon displays after submitting a Balloon Waiver to OCCC Event Management. A charge is assessed per helium balloon that escapes. Helium balloons may not be used as giveaways. Helium tank storage inside the OCCC is prohibited. With the Lesseeâ&#x20AC;&#x2122;s approval, exhibitors are permitted to display static helium balloons after submitting a Balloon Waiver and paying a damage deposit to OCCC Exhibitor Services. The Balloon Waiver Form Helium filled balloons will only be allowed on OCCC premises if a Balloon Waiver has been submitted to your OCCC Event Manager or the Exhibitor Services division. The purpose of the Balloon Waiver is to hold the exhibitor or show manager financially responsible for any retrieval fees that may occur, should any helium filled balloons become unanchored and lodged within our ceiling catwalks or lobby atrium areas.

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2-G. Cable Television Options The OCCC has an agreement with a local cable television provider, Charter Spectrum TV, to offer a cable television program package for those show managers and exhibitors who would like this service. Show management requests for cable television service should be made directly to the OCCC Event Management section, during the planning process. Exhibitor requests for cable television service should be made directly to the OCCC Exhibitor Service section. Requests for cable television service should be submitted twenty-one (21) days prior to the start of the event. Cable television service requests include labor, infrastructure patch fee and HD cable service. A television/monitor is not supplied with the request for cable service.

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2-H. Cadaver Policy           

Cadavers should be managed by a reputable company Room temperature must be kept cooler than normal (around 65 degrees) Recommend proper ventilation as the cadavers will likely have a very strong odor from the formaldehyde All bio-waste must be removed by reputable company Cadavers should be moved during off-peak activity hours through back of house access Room should be placed on Lock Change so it remains a secure environment Staff is notified so if anyone has issues, they can be assigned another location to work Floor should be covered with plastic Table tops should be covered with plastic Consider placing black tarp (drape would work as well) at each door so when the door is opened no one could see into the room At the end of the day, place OCCC trash cans outside the room

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2-I. Discrimination A Lessee conducting an event open to the public shall not discriminate against any person because of sex, race, color, religion, ancestry, 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 due to discrimination.

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2-J. Door Keys & Lock Changes Key cards are available to access meeting rooms. Five (5) key cards per room can be issued at no charge. Additional key cards will be charged at the prevailing rate. All key cards must be returned within three (3) days after the last day of the Lease. Charges for secure rooms and key cards not returned are listed on a separate rate schedule. Secure rooms are under complete control of the Lessee. The OCCC will access secure rooms only in emergency situations, e.g., fire alarm. The Lessee is responsible for daily locking and unlocking of each secure room for event activities. Arrangements must be made through Centerplate for the delivery and removal of food and beverage service. Cleaning arrangements must be made through OCCC Event Management. When show management requests a lock change on a meeting room, the OCCC Security section will reprogram the locks on both the front guest access doors and the service access doors. If a lock change is ordered for a particular meeting room, all locks will be changed and OCCC staff and providers will not be able to access a room for service or refreshes, unless room access is otherwise arranged.

The lock and key hardware for meeting room doors consists of an electronic key card activation system, in which access to a locked meeting room is made possible by a customized proximity card. Lock Change Requests When a show manager requests a lock change, the Security section reprograms the room access system, so that the lock-changed room becomes under the complete control of the Lessee. The show manager/Lessee and their appropriate designees are the only ones who then have access to the lock-changed room. The OCCC will only access a lock-changed room in an emergency situation. Lessee is responsible for the daily locking and unlocking of each lock-changed room for the duration of their event activities. All lock-changed rooms require advance schedule arrangements between Lessee and the OCCC Event Management section for daily room refreshes and food & beverage deliveries via Centerplate. In order to qualify for the Incentive Rate, all door key cards and lock-change requests need to be placed at least twentyone (21) days prior to the event move-in. A reprogramming fee is applied to every door of all possible room entry areas. Each meeting room has a set of main or front entry doors and also a secondary set of service entry doors, resulting in an average of (2) lock changes per room.

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2-K. Drones Drones can be utilized within the OCCC when the following requirements have been met.  Equipment operator must provide a flight plan to the Event Manager which must include flight plan, date and time, as well as the names of those authorized to fly.  As specified in the Lessee Agreement, all vendors, including equipment operators, must carry insurance (same level as Lessee) to cover potential damages to OCCC and or Exhibitors. Insurance must show OCCC as Additional Insured.  A Hold Harmless Agreement between Show Management, equipment operator and the OCCC stating that in the event of an incident, the Orange County Convention Center will not be held liable.  A meeting between OCCC Manager of Building Security and equipment operator to discuss logistics both in advance of show dates and upon arrival to property prior to usage during the show. A demonstration of the device may be requested.  Areas that are considered for drone use are the bus drop area, parking lots and inside the leased exhibit hall below a maximum height of 30 feet.  All public areas to include concourse, lobbies, corridors, pre-function space, registration space, registration areas and food courts are considered restricted flight areas and drone usage is not approved.

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2-L. Environmental Policy The OCCC’s North/South Building is home to one of the largest solar panels arrays in the southeastern U.S. and is LEED Gold-certified, making it a prime example of sustainable practices. These are two of the many examples which demonstrate the OCCC’s commitment to conducting our operations in an environmentally-responsible manner through the establishment of an environment management system. In fulfillment of this commitment, it is the policy of the OCCC to emphasize: 

Opportunities for pollution prevention



Conservation of resources



Continual improvement of environmental practices



Compliance with environmental laws and regulations

This policy is communicated to all OCCC employees through training and education and will be made available to our customers, the public and any other interested parties.

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2-M. Services EXCLUSIVE SERVICES PROVIDED BY THE OCCC Rigging Lessee, exhibitor and production rigging are exclusive services that must be installed and supervised by OCCC rigging services. Approval of rigging locations in public areas is required and approval is based on multiple event requirements. Event Utilities Utility Services, provided by the OCCC Event Utilities section, are an exclusive service provided by the OCCC. Temporary utility service can be arranged for the following options: • • • • •

Compressed Air Electric Natural Gas Plumbing Water

Electrical equipment must be Underwriter Laboratory or equipment approved. Gas operated equipment must be approved by the American Gas Association (AGA) and the required permits and/or approvals must be obtained in advance from the Orange County Fire Rescue Department through OCCC Event Management. The OCCC’s electrical equipment, e.g., extension cords, electrical distribution panels, pole lights, etc., should not be removed by exhibitors, general contractors or other personnel. Exceptions regarding location and/or availability may occur. The installation/removal of any and all electric, gas, plumbing, steam and water, either into or out of any OCCC venue connectors by non-Event Utilities section personnel, is strictly prohibited. All requests for electrical service include complimentary installation labor and the electrical service is provided for a 24hour period. For exhibitor and show management orders placed twenty-one (21) days in advance of the first move-in day, the OCCC provides a 30% discount on services. The exhibit halls in both the West and the North/South Buildings have utility floor pockets in the floor of each hall that are spaced every thirty (30) feet on center. Each utility floor pocket in the exhibit halls includes access for electric, telephone, internet, drainage and water. West Hall D being the exception. In West Hall D exhibit hall only, the utility floor pockets that provide water and drain access are available every sixty (60) feet, per every other floor pocket.

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EXCLUSIVE SERVICES PROVIDED BY OCCC CONTRACTED ON-SITE SERVICE PARTNERS FedEx Office FedEx Office operates a business center in each of the OCCC’s three concourses. These business centers provide for shows photocopying, facsimiles, signs, binding, packaging, shipping and receiving, etc. Shipping, receiving and packaging are exclusive services for attendees and speakers. All other services provided at the FedEx Office business centers are exclusive to exhibitors, speakers and attendees. Show management, their designees, and/or sponsors are not permitted to profit from these services to attendees, exhibitors or speakers. Show management has the right to bring office equipment and supplies into the OCCC for its use.

Centerplate Catering, concessions, alcohol and exhibitor booth catering are provided by Centerplate. Arrangements for Centerplate food and beverage services on the OCCC campus must be made through a Centerplate Catering Manager. Food and beverages, including alcohol, will not be permitted into the OCCC by the Lessee. Any exhibitor’s installation company, or any other entities hired by the exhibiting company, are not allowed to bring in food and beverages without the prior approval and written authorization by Centerplate. Food and beverages are not permitted on premises unless purchased through Centerplate, the OCCC’s exclusive food and beverage partner, or as an approved exhibit by the legal manufacturer and/or distributor. Food or beverages may not be brought in or delivered to the OCCC for personal consumption. Exhibitors planning to distribute food and beverages, whether manufacturer or distributor, must make advance arrangements with Centerplate. A special permit is required from the State of Florida for alcoholic beverage samples used as part of an exhibit or display. Contact OCCC Event Management for permitting procedures. Alcoholic beverages must be served according to Florida Statute and identification must be checked prior to serving alcoholic beverages. See Florida Statute 561-569 www.leg.state.fl.us. Exhibitors may distribute food and beverage samples as an approved exhibit if the exhibiting company is the legal manufacturer and/or distributor of the product. A Booth Sampling form must be completed. Samples sizes must be limited to four (4) ounces of beverage and three (3) ounces of food. No products may be sampled or given away outside the exhibit hall or inside any meeting room of the OCCC. All other food and beverage samples must be purchases through Centerplate. Smart City The OCCC’s telephone, Internet, wired and wireless data communication services (voice and data), equipment and transmission lines are exclusive services, provided by Smart City. Services provided: 

Telephone Equipment, lines and related services.

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 



Data networking equipment, lines and related services to include wired and wireless Internet web service and other computer networking services. Data communication transmission – OCCC is equipped with fiber optic: Multi-mode fiber is available in the West Building; single mode fiber is available in the North/South Building; and category five (5) and above transmission cabling is available with access from most locations. The use of other fiber or data transmission cabling is prohibited without the express written permission of the OCCC and/or Smart City. The OCCC is also equipped with various wireless products (i.e. 802.11 a/b/g) for both voice and data transmissions. The use of other wireless transmission systems inside the OCCC is prohibited without the express written permission of the OCCC. Wireless Communications – The OCCC owns and operates a full–building Wi-Fi (802.11 a/b/g) system in both the North/South and West Buildings. This system is provided for our clients and is an exclusive service. Therefore, clients are not authorized or permitted to install and operate their own Wi-Fi systems. The OCCC can transport audio and video signals via RF distribution systems to most locations.

Smart City operates the following: 



800 MHz wireless public safety radio system with a frequency range of 806 MHz to 868 MHz. Any other wireless system that could, would, or may cause interference on these channels or to this system is strictly prohibited. This is a public safety system that allows police and fire response to critical life/safety issues that may arise inside the facility. Interference to this system caused by any client or a party to his/her event must be immediately corrected by the client and/or his/her party to include shutting down the interfering or believed interfering system/equipment and at the client’s own expense. Wireless Wi-Fi LAN (802.11 a/b/g) network throughout the facility that uses Cisco technology and operates on ten (10) channels in the 2.4-GHz range and eight (8) channels in the 5-GHz frequency range. The use of any wireless devices or equipment in the OCCC that conflicts with OCCC wireless data communication or voice frequencies is strictly prohibited.

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2-N. Exhibitor Booths and Displays  



 

Exhibits or displays, equipment, stock or supplies will not be allowed to enter or leave by way of the front entrances of the OCCC. Permits are required for booth and/or exhibitor activity that includes cooking, pyrotechnic, tent, welding or cutting and multi-level or covered booths or other potentially dangerous hazards. Each situation must be individual approved. Permit information may be obtained from your exhibitor kit, show management or OCCC Event Management. Cooking permits must be obtained from your exhibitor kit or show management, complete and accepted by the OCCC prior to any cooking activity. A 2A 40-BC fire extinguisher must be in the booth, no more than thirty (30) feet from each cooking device. Exhibitor shall comply with all Orange County Health Department rules and regulations. Exhibits involving cooking or food preparation must provide a clean-up area or use those provided by show management. Disposal of cooking residue into the OCCC’s drainage system is prohibited. Holding tanks for disposal of cooking residue (oil, grease, etc.) are required. “Day tanks” of bottled gas may be used, during show hours, for cooking or demonstration purposes. Tanks must have a release valve and be removed from the OCCC. Multi-level and/or covered exhibits require fire watch personnel or an automatic extinguishing system and submittal of scaled, stamped plans. Guidelines are available through your exhibitor kit, show management or OCCC Event Management. Exhibitor will be charged for fire watch personnel per Orange County’s fee schedules.

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2-O. Floor Plan Review Floor plans, including general session, registration and pre-function space, must be submitted to OCCC Event Management at least six (6) months prior to the event for approval by the Orange County Fire Rescue Department. Applications may be obtained from OCCC Event Management. The Lessee must remit fees for approval of plans per the Orange County Fire Rescue Department fee schedule. Exhibit hall floor plans should be submitted to the Orange County Fire Rescue Department for approval prior to the sale of exhibit space by the Lessee. Floor plans must be scale and include the OCCC’s utility grid and all exiting doors. Plans must include the name, dates and location of the event. The OCCC requires a digital copy be submitted to OCCC Event Services. Exhibit plans may be submitted separately from general session, registration and pre-function plans. If the Lessee’s general service contractor is unable to provide scaled plans, they are available upon request through OCCC Event Management. This is a two-step process, as listed below: 1. A completed Plans Review Application* and a check for $73.00 payable to the “Orange County Board of County Commissioners” should be sent to: Orange County Fire Rescue Department Office of the Fire Marshall/Plans Review 109 E. Church Street – Lower Level Orlando, FL 32801-3319 2. A completed floor plan packet including a copy of the above application, a copy of the above check and eleven (11) folded copies and one (1) small copy of the proposed floor plan, should be sent to:

Attn: OCCC EM Name/Event Management Section

Orange County Convention Center

P.O. Box 691509 Orlando, FL 32869

9860 Universal Boulevard Orlando, FL 32819

Use For All Personal Correspondence/ Letters

Use For All Express Deliveries

All exhibit hall floor plans should include:  Event name, date of event and event exhibit hall  All “Entrances” and “Exits” clearly marked  Exhibits at least 20’ from entrance lobby doors and dock recesses  Visible/non-blocked access to fire apparatus and strobe lights  Utility grid on plan and aligned with exhibits  Floor plans drawn to scale with scale legend on plan

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 

An Exhibitor Service Center Display or exhibit vehicles

Plans Review Applications can be obtained through OCCC Event Management section. Lessee will be charged for approval of plans per County’s fee schedules. Rates are subject to change without notice. Exhibit floor plans should be submitted prior to the Lessee selling exhibit space. Exhibit plans may be submitted separately from general session, registration and pre-function plans. Guidelines for All Exhibits For the protection of our facility and for those guests either working or attending an event on our premises, the OCCC Facility Planning Guide contains a brief overview of Orange County Fire Rescue information that applies to exhibit construction in the exhibit halls. Firefighting and emergency equipment may not be hidden or obstructed, including fire extinguishers, strobes, fire hose cabinets and standpipes. All emergency exits, hallways and aisles leading from the OCCC must be kept clear and unobstructed. Fire lanes must be maintained at all times on the loading dock. Information Regarding Fire Retardant:  All woodwork, stage scenery, furnishings, decorations and sets used upon a working permanent or temporary stage, or within an exhibit, shall be coated or treated by approved methods to render them fire retardant.  All fabrics, films, draperies, curtains and similar furnishings must be flame resistant as demonstrated by testing in accordance with NFPA 701 Standard Methods of Fire Tests for Flame Resistant of Textiles and Films.  Acoustical and decorative material including, but not limited to, cotton, foamed plastic, hay, paper, wood chips, split bamboo and thatch must be flame-retardant treated. Mulch and Straw cannot successfully be treated with a flame-retardant.  Documentation of fire retardant treatment must be available for review upon request.  Additional fire retardant treatments shall be applied in accordance with the appropriate product direction.  The use of Styrofoam products for set construction is not permitted. Registration Areas The OCCC provides registration space in public areas and includes air conditioning on a complimentary basis. Should the Lessee place registration inside the exhibit hall(s), the hall(s) must be rented at the show day rate on open registration days, or changes for air conditioning will be incurred. Registration counters may be set up only in designates areas. In order to provide safe and attractive access to the OCCC, any registration areas, entrance units and other show-specific displays may only be installed in public areas during times when it does not conflict with the activity of other events already in progress. In the occurrence of multiple OCCC events, drape lines are required to cover construction or demolition of registration areas in public space. Access times to all public space must be scheduled through OCCC Event Management. Contact OCCC Event Management for more information. Covered Exhibits 299 sq. ft. or less  Fire watch or extinguishing system not required  All booths to be constructed as required by applicable codes and standards

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Covered Booth, Tent and Theatre 300 sq. ft. to 1,000 sq. ft. – maximum allowed  Fire watch or extinguishing system required  All booths to be constructed as required by applicable codes and standards Multi-Level Exhibits 299 sq. ft. or less  Fire watch or extinguishing system required  Minimum 1 stair required  All booths to be constructed as required by applicable codes and standards

300 sq. ft. to 900 sq. ft. – maximum allowed  Fire watch or extinguishing system required  Minimum 2 stairs required  All booths to be constructed as required by applicable codes and standards

Guidelines for Covered Booths Less Than 300 Square Feet Covered Booth - To place something over or upon an exhibit or portion of an exhibit (e.g. roof, ceiling, tenting, lattice, fabric, plastic) to cover the ground level and/or support decorative structures. The upper portion of the “covered” exhibit is not occupied. 



  

All materials used in construction of covered exhibits and all decorative materials within the exhibit must be noncombustible or limited combustible (flame-retardant) materials. Certification of flame retardant treatment, along with samples of said materials, must be submitted, if requested by the Orange County Fire Rescue Services Department. It is recommended that certifications of flame retardant treatments also be available at the show site. Exhibitor must install a single station and battery-operated smoke detector on the interior of each covered exhibit or structure regardless the square footage. The detector must sound an audible alarm and be installed per the manufacturer’s instructions. Exhibitor must provide at least one (1) 2A 10-BC portable, dry chemical fire extinguisher for each level or each covered exhibit or structure. Fire extinguisher(s) must be mounted in a visible location and be accessible at all times. Fire watch or extinguishing system not required. At least (1) 2A 10-BC fire extinguisher must be provided. All booths to be constructed as required by applicable codes and standards.

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Guidelines for Multi-Level Exhibits & Covered Booths Over 300 Square Feet Multi-Level Booth - To construct a level or tier atop an exhibit or portion of an exhibit, with the intention of being occupied by one (1) or more persons. Multi-Level Booths, regardless of square footage, and Covered Booths exceeding 300‟ require additional approval and fire watch preparations prior to their acceptance on the exhibit hall floor by the OCCC. Requests for construction of multi-level (regardless the size) or covered exhibits (larger than 300 square feet) must be reviewed by OCCC Event Management and the Orange County Fire Rescue Department. To ensure success of an exhibit, please read and comply with the following guidelines for compliance with the requirements of the Life Safety Code (NFPA 101), as adopted by Florida Administrative Law, State Fire Marshal’s Rules and Regulations, Chapter 4A-3, and the Standard Fire Prevention Code as adopted by Orange County, Florida: Plans should be submitted before exhibit construction begins and must adhere to the following:  They must be scaled, signed and dated by a registered architect or engineer.  They must include the show name and dates.  They must include exhibitor’s name and assigned booth number.  They must include directional information (i.e. indicate neighboring aisles and/or booth numbers).  They must indicate maximum exhibit height within the booth. Height guidelines are established, per event, by show management. Refer to the Exhibitor’s Manual/Kit for applicable guidelines.  They must include the rise and tread of the stairs.  They must include the guard rail measurements. Send two (2) copies of scaled, signed and dated blue prints (with front and side elevations), by a registered architect or engineer, to the following: Orange County Convention Center Attn: Event Management Regular Mail: PO Box 691509 Orlando, FL 32869 Overnight: 960 Universal Boulevard Orlando, FL 32819 All materials used in construction of multi-level and/or covered exhibits and decorative materials must be noncombustible or limited combustible (flame-retardant). If requested, certification of flame-retardant treatment, along with samples of said materials, must be submitted to Orange County Fire Rescue Services Department for review, prior to booth construction. It is recommended certifications of flame retardant treatments are available at show site. The upper deck of multi-level exhibits, if larger than three hundred (300) square feet, shall meet the following requirements:  

The upper level may not have a “cover” of any kind (e.g., roof ceiling, tenting, lattice, fabric and plastic). Exhibits with an enclosed room or occupied second story must post notice at the bottom of the stairway, indication maximum permitted occupancy (or total permitted weight load of the second level).

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

 



 

If the second level is to be occupied and greater than three hundred (300) square feet, two (2) stairways are required, remote from each other. If second level is to be occupied and less than three hundred (300) square feet, one (1) set of stairs is permitted. All stairs must be a minimum of three feet (3’) in width, equipped with a handrail on at least one (1) side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not permitted. Individual areas of upper decks or covered areas must be limited to dimensions that do not exceed one thousand (1,000) square feet. If the upper deck, or covered area, is greater than one thousand (1,000) square feet, a clear fire break (unobstructed aisle), of not less than ten feet (10’) must be provided on all four (4) sides of each one thousand (1,000) foot area. To avoid transfer of fire to another area, the firebreak (unobstructed aisle) shall not contain displays, furniture, or other materials. The ten foot (10’) clear space may be spanned by an overhead bridge or canopy which must not exceed four feet (4’) in width. The bridge or canopy must be constructed of non-combustible materials. Exhibitor must install a single station and battery-operated smoke detector on the interior of each covered exhibit or structure regardless the square footage. The detector must sound an audible alarm and be installed per manufacturer’s instructions. Exhibitor must provide a portable, dry chemical fire extinguisher for each level or each covered exhibit or structure. At least one (1) 2A, 10-BC portable fire extinguisher must be provided for each three hundred (300) square feet. Fire extinguishers must be mounted in a visible location, near exit doors, and be accessible at all times. Fire watch or extinguishing system is required. All booths to be constructed as required by applicable codes and standards.

Exhibit Hall Fire Watch Personnel Guidelines Orange County Fire Rescue Services Department requires fire watch personnel for:  

All multi-level exhibits (regardless of square footage) All other covered exhibits exceeding three hundred (300) square feet

Fire Watch Personnel Guidelines A fire watch is ordered through the OCCC Event Management section. All requests should be submitted, no less than twenty-one (21) days before the exhibit hall move-in begins. Fire watch is required: a. For all multi-level exhibits regardless of square footage and all covered exhibits exceeding three hundred (300) square feet. b. On all show days. c.

Beginning one half (1/2) hour prior to show opening and ending one half (1/2) hour following show closing. Fire watch personnel are charged at the prevailing rate.

d. To place order, please contact: Orange County Convention Center Event Management Section Phone: (407) 685-9882

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Fax: (407) 685-9866 e. The minimum Fire Watch is four (4) hours and the cost is $200.00, (at $50.00 per hour). A Fire Watch schedule can be expanded for additional coverage, per $50.00 for each additional hour or fraction thereof. All Fire Watch schedules are based on hour increments, to include a 1/2 hour prior to the start of event activity and a 1/2 hour after the conclusion of event activity.

4 hours

$200

9 hours

$450

5 hours

$250

10 hours

$500

6 hours

$300

11 hours

$550

7 hours

$350

12 hours

$600

8 hours

$400

13 hours

$650

Rates are subject to change without notice.

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2-P. Fog & Haze Machines The use of fog and haze machines for lighting and theatrical effects is permitted within the OCCC, provided that the fog/haze fluid used in those machines is water-based. The use of non-water-based fog/haze fluid, specifically with an oilbased composition, is prohibited. In order to comply with various state and federal life safety codes, it is required that all fog and haze fluid be appropriately labeled and available for inspection by the Orange County Fire Rescue (OCFR) Department, if necessary. OCFR guidelines apply to the use of fog and haze machines and their interactions with OCCC building safety devices and/or detectors. The Event Management section must be notified twenty-one (21) days in advance with a schedule of intended use of water-based fog or haze machines, including rehearsals, technical runs and actual show/event times of use. Should the use of fog or haze fluid create a residue or slippery coating on any of the OCCC infrastructure, (catwalks, stage steps, handrails, etc.), the clean-up or wipe down of those areas will be charged to the Lessee at the prevailing rate.

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2-Q. General Session Information SEATING/LAYOUT •

Theater seating capacity should not exceed the Fire Marshal Approved Exiting Capacity North/South Building Hall NA1 – 8,400 Hall NA2 – 13,204 Hall NB – 12,527 Hall SA1 – 8,400 Hall SA2 – 13,204 Hall SB – 12,527

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West Building Hall WA1-WA4 – 6,120 each hall Hall WB1 and WB4 – 6,120 each hall Hall WB2 and WB3 – 3,060 each hall Hall WC – 7,120 Hall WD1 – 3,630 Hall WD2 – 7,711 Hall WE1 – 4,968 Hall WE2 – 4,484 Valencia A (Room W415A) – 1,953 Valencia B (Room W415B) – 918 Valencia C (Room W415C) – 918 Valencia D (Room W415D) – 1,953

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• • • • • • • • • • • • •

Chair size – 20”w x 21”d No more than 14 chairs in a row without a break No more than 24 rows in a section without a break Distance between rows should be a minimum of 14” back to front, prefer at least 16” or more Aisle widths must be at least 8’ wide First row of chairs must be at least 8’ from the stage Structures/seating must be at least 20’ off the entrance and exit doors If stage is set on the Dock side of the Exhibit Hall, an Emergency Exit must be provided on each end of the stage. The Emergency Exit must also be identified with lighted Exit signs. Baffling is not permitted. Fire cabinets and Fire strobes cannot be blocked. Removal of Bulk Trash is the responsibility of the General Service Contractor/Production Company. Event Security is required during move-in, show and move-out. When submitting Floor Plans for Fire Marshal Approval, the electrical ports (floor pocket grid) should be shown as a point of reference.

STAGING • OCCC Staging – 4’x8’ Stage Right starting at 4’ increasing in 2” increments to 6’. • OCCC Risers – 6’x8’ risers starting at 18” increasing in 6” increments (18”, 24” and 30”). • 2400 square feet of stage/risers is provided complimentary. Additional stage/riser is charged at the prevailing rate. This total includes main stage, camera risers and production risers. LOADING DOCKS OCCC does not provide dock plates for loading and unloading equipment. It is the responsibility of the Production Company/Service Contractor to provide this equipment. • Theater seating capacity should not exceed the Fire Marshal Approved Exiting Capacity

EXHIBIT HALL LIGHTING Lighting is provided in public concourse areas and meeting rooms during move-in, show, and move-out. During move-in and move-out, fifty percent (50%) exhibit lighting will be provided at no charge in exhibit halls. One hundred percent (100%) exhibit lighting will be provided in exhibit halls during show hours beginning forty (40) minutes prior to show opening on first day and twenty (20) minutes prior to opening on subsequent days. Additional lighting in exhibit halls must be scheduled through OCCC Event Management and may be subject to a fee of $150 per hall, per hour.

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2-R. Gratuities & Gifts The OCCC policy prohibits any OCCC employee from accepting gifts, gratuities, or any other favors from anyone doing business with the OCCC pursuant to the Orange County Personnel Policy Manual, Code of Conduct.

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2-S. Guest Services / Information Desk The OCCC partners with Visit Orlando to provide several Guest Service Desks throughout the facility. Operating hours vary and are based on show activity. The Guest Service Desks are staffed by Visit Orlando. The friendly and experienced Guest Service staff can assist show management and their attendees with the following: Area Restaurant Information Building Directional Assistance Convention/Show Details Dining Reservations I-Ride Trolley Ticket Sales Orlando Area Information/Maps Theme Park Ticket Sales

West Building Information Desk Locations West Hall C Lobby - This Non-Movable desk is specifically located just to the right of the main West Hall C Lobby entrance doors. Depending on show activity within the building, this Information Desk is the most frequently staffed location, based on show activity Guest Services Booths – Movable booth located in the West A/B Lobby. Guest Services Booths – Movable booth located in the West E/F Lobby. North/South Building Information Desk Locations Guest Services Booth – Non-Movable booth located on the North Concourse. Guest Services Booth – Non-Movable booth located on the South Concourse. Opportunities for Show Management Information Desks There are several opportunities within the OCCC for additional show-related information desks. The specific locations of these information desks can vary, depending on building location, show activity kiosks, cyber cafés, registration locations, etc.

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2-T. Inventory Standard Building Inventory The OCCC has an extensive inventory of standard meeting room chairs, tables, risers and stages of various dimensions. Listed below is a brief summary of those items and their dimensions, should they apply. OCCC Standard Building Inventory CHAIRS • West Building Brown Padded Meeting Room Chairs (32” tall x 20” wide x 21” deep) • North/South Building Green Padded Meeting Room Chairs (32” tall x 20” wide x 21” deep) TABLES • Banquet Rounds – 72” • Banquet Rounds – 60” • Rectangular Tables – 8‟x 30” • Rectangular Tables – 8‟x 18” • Rectangular Tables – 6‟x 30” • Rectangular Tables – 6‟x 18” • Limited High Boys RISERS/STAGING UNITS OCCC meeting room risers come in 6’x8’ sections and per the following height: • 18” • 24” • 30” OCCC staging comes in 4’x8’ sections and height ranges from 4’-6’ high increasing in 2” increments. OCCC rectangle table linen is a black fitted cloth. OCCC linen color for round tables is cream and is a 90” square. All performance stages and meeting room risers not positioned with the rear of stage or riser flush against a wall, must be equipped with safety railing. The Lessee is required to sign a waiver of liability should he/she requests the removal of the railing. All performance staging stair units are equipped with non-removable handrails.

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2-U. Room Adjustments The initial room set is complimentary for all meeting rooms (theater, classroom, conference, banquet or reception style) and exhibit halls (used for general session and/or banquet style), within the limits of OCCC inventory, during the term of the Lease. The convention center does not provide riser or tiered seating. Changes to the approved set five (5) days or less prior to the first move-in day will be charged at the prevailing rate. This includes, but it not limited to, the addition or removal of inventory, e.g., tables, chairs, risers, performance staging and lecterns. Changeover charges are outlined on a separate rate schedule (see OCCC Event Personnel, Services, Equipment and Utilities Rates for Show Management). OCCC equipment must be set up and operated by authorized OCCC personnel. Labor charges for operators shall be in addition to the rental charge for equipment. Tables and chairs, when used for exhibits, will be charged at the prevailing rates. Equipment, e.g., chairs, tables, risers, performance staging is provided within the limits of OCCCâ&#x20AC;&#x2122;s inventory. If inventory limits are exceeded, equipment rental is the responsibility of the Lessee. Movable Walls The movable walls in the exhibit halls and meeting rooms must be installed and removed by OCCC personnel only.

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2-V. Smoking Policy (including e-cigarettes & vaping) In compliance with the Florida Clean Indoor Air Act (FCIAA), Florida Statutes Section 386.204 and other local, state and federal regulations, smoking is not permitted within the OCCC. Smoking is also strictly prohibited during any show movein or move- out activity. The Lessee and his/her general service contractor shall enforce this policy and post appropriate signage. The OCCC will provide designated smoking areas that are at least 25 feet from building ventilation, doors, windows, work spaces or regulated materials. Smoking is prohibited in any location not designated for smoking. Exterior smoking areas have been designated for those exhibitors who require dock access for smoking. In addition, there are designated smoking areas located outside the buildings, at various locations.

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2-W. Parking The OCCC charges a parking fee per entry to all users of its parking areas at the prevailing rate on move-in, show and move-out days. Exhibitors receive daily in/out privileges with a valid parking receipt and exhibitor badge â&#x20AC;&#x201C; based on space availability. Overnight parking on OCCC property is prohibited. Recreational vehicles (RVs) may use the OCCC parking area for parking purposes only. Parking in the loading dock basin or on dock ramps is prohibited and violators will be towed at the ownerâ&#x20AC;&#x2122;s expense. Lessee shall not place exhibits outside the OCCC or in any parking areas unless that area has been leased as exhibition space. Tents and other structures placed in parking areas must be approved by OCCC Event Management and applicable permits must be acquired. Non-destructive methods of supporting structures are preferred, e.g., sand bags, water bags, etc. Any pavement penetrations must be approved by OCCC Event Management and repaired per OCCC Facility Maintenance guidelines. DISABILITY PERMIT PARKING The OCCC has a limited number of disability permit parking spaces available at different locations for those guests visiting both the West and the North/South Buildings. Please consult with your Event Manager for further details regarding this subject. LABOR PARKING Complimentary labor parking is provided at the Destination Parkway flat lot, located off International Drive, near State Road 528. SHORT TERM METERED PARKING Short Term Metered Parking is available in front of the West Building in the Northbound Lane. Parking in this area is limited to 3 hours at the prevailing parking rate.

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2-X. Public Ticketed Events The OCCC books Public Ticketed Events within twelve months of the event. While planning for a public (non-trade show) event, it may be necessary to coordinate a few additional logistical details, depending on the nature of the public event. Examples of public ticketed events are dance recitals and competitions, cheerleading competitions, automobile shows, boat shows, graduation ceremonies, basketball tournaments, volleyball tournaments, and other related shows specifically geared for general public admission. The event program and details must be communicated in writing to your OCCC Event Manager at least 2-6 months in advance of the event’s first move-in day. Specific event schedule information must be submitted to the Event Management section at least twenty-one (21) days in advance of the activity in order to coordinate various support services, such as Transportation and Security. All OCCC equipment and service orders received prior to twenty-one (21) days before the first move-in day are also eligible for the incentive rate. Your Event Manager is available to provide informational assistance for event specific signage requirements and to provide guidance to maximize sign placement throughout the facility. Lessee must submit to the Event Manager a draft copy of advertising information referencing the OCCC to include the building location, parking fee and dates prior to advertising to the public or on Lessee website. Advertising is not permitted without a fully executed lease and approval by the Event Manager. Be sure to include the appropriate building location, West Building or North/South Building, for all advertising and directional show information. For events that only take place on the North side of the North/South Building, please use “North Concourse‟ when identifying the show location. For events that only take place on the South side of the North/South Building, please use “South Concourse‟ when identifying the show location.

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2-Y. Raffles, Lotteries, and Games of Chance Florida State Statutes regulate raffles, lotteries, and various games of chance. See www.myfloridahouse.gov or www.leg.state.fl.us for additional information regarding Statute #849.0935 addressing non-profit organizations and drawings of chance, and Statute #849.094 addressing drawings of chance by business organizations. Also refer to the Department of Business and Professional Regulations with the State of Florida at www.myflorida.com for more information.

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2-Z. Safety Information The safety of attendees is the number one concern of the Orange County Convention Center. Uniformed guards are on patrol 24 hours per day, seven days per week in addition to the maintenance of closed circuit TV monitoring of the OCCC buildings, parking lots and surrounding grounds. CABLES Any and all cables run across any floor surface must be either taped down with safety hazard tape or placed within the appropriate cable covering option, to minimize the possibility of pedestrian or vehicular injury. Uncovered, unfastened, or unsecured cables, cords, wires, etc. are strictly prohibited. Cable ramp covers can be rented from the OCCC at the prevailing rate. MEDICAL SERVICE PROVIDERS The OCCC will require events to contract emergency medical services, if deemed necessary based on the type of event. As an example, athletic events are required to contract emergency medical service providers. The OCCC strongly recommends obtaining the services of an emergency medical service provider during your event. Your OCCC Event Manager will notify you of any additional medical emergency procedures required. The OCCC strongly recommends that all Lessees consider retaining the services of a Contracted Medical Provider for trade show and public ticketed events. Your OCCC Event Manager may provide a list of medical services providers. First Aid Rooms are available for the Lesseeâ&#x20AC;&#x2122;s use. A list of emergency medical service providers is available through OCCC Event Management. A Lessee contracting emergency medical service is required to inform OCCC Event Management of the supplierâ&#x20AC;&#x2122;s name, service location, type of service, and hours of operation. EXIT SIGNS/EGRESS The covering of Exit signs, or any objects placed in front of any Exit signage, creating limited visibility of the Exit signage, is strictly prohibited. All doors, including meeting rooms, exhibit halls, concourses, docks, and all back of house areas must remain free of any obstructions to provide a clear path for emergency egress. FIRE EXTINGUISHERS, HOSES & STROBES Booths, displays, signs, etc. shall not block or obstruct any fire hose, fire extinguishers, fire alarm pull stations, fire alarm strobes or any other fire protection appliance inside of the building at any time. Any noted obstructions will result in an immediate removal of the obstruction. To help you with planning your visit to the Orange County Convention Center, we have listed below some helpful information regarding first aid and security at Convention Center: Emergency Telephone Number for major incidents, i.e. seizures & cardiac arrest/ not for use as contact number

Non-Emergency Telephone Numbers for minor injuries/ use as contact number for family and colleagues

Dial 911

West Building Security: (407) 685-9828 North/South Building Security: (407) 685-7102

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2-AA. Sales Tax The Lessee may be liable for collection of tax on the sales of tangible personal property (e.g. books, tapes, souvenirs, etc.) and certain services unless the transaction is specifically exempt. Sales to nonprofit organizations that hold a valid Florida Consumerâ&#x20AC;&#x2122;s Certificate of Exemption (Form DR-14) are exempt from tax. Exhibitors do not need to register and collect tax if the written exhibitor agreement prohibits the sale of taxable goods or services on site. If exhibitors are permitted to sell taxable goods or services on site, exhibitors must register as a dealer with the Florida Department of Revenue. Additional information is available online at www.myflorida.com/dor or by calling 1-800-352-3671. See Florida Statute 212, www.leg.state.fl.us for more information.

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2-AB. Vehicle Guidelines & Vehicle Display Guidelines Motorized vehicles within the exhibit halls are permissible, provided that each vehicle can be defined as a vehicle that is propelled by an internal combustion engine using a Class I or Class II fuel, such as, but not limited to automobiles, trucks, motorcycles, aircraft, watercraft and lawnmowers. All equipment and freight shall be loaded/unloaded in the appropriate building dock area at all times. The loading/unloading of equipment and/or freight from the main guest exterior entrance areas in front of either building is strictly prohibited. Tractors/trailers, cabs/trucks or other gas/diesel power equipment with motors idling are not permitted in any OCCC exhibit halls, as appropriate ventilation is not available. When placing motorized vehicles inside an assembly hall or exhibit, occupancy consideration must be taken into account regarding exits and exit access, so that these areas remain free of any obstructions, thereby ensuring a clear path for emergency egress. Vehicles must be positioned prior to the opening of an event to the public. Vehicles that remain in the exhibit hall as part of a display must have the battery cables disconnected. The gas tank must either be taped shut or have a lockable gas cap and may contain no more than one-fourth (¼ ) or ten (10) gallons of fuel, whichever is less. Doorways, carpeted areas, and terrazzo floors must be protected from the movement of crates, registration counters, pallet jacks, plants, sign-hanging activities, and all other rolling stock during move-in and move-out. When off-loading counters, booths, and other heavy objects, the use of floor protection and extreme care is required. Carpeted areas must be protected by the use of a minimum six (6) mil polyethylene sheeting (reinforced preferred.) For heavy objects, temporary carpet or plywood on top of reinforced polyethylene sheeting must be used to protect the OCCC’s carpet and terrazzo. Worn or torn sheeting must be replaced immediately. Heavy objects are defined as items in excess of 1,500 lbs., exceeding the limits of an average pallet jack. If protective materials are taped to the floor, the Lessee or his/her general service contractor is responsible for the removal; of the entire residue. Each vehicle will be subject to inspection for compliance with the following items: •

All fuel tank openings shall be locked and sealed to prevent escape of vapors.

•

Fuel tanks may not contain more than one-fourth capacity or ten (10) gallons of fuel, whichever is less.

•

At least one battery cable must be removed from the batteries used to start the vehicle engine. The disconnected battery cable must be taped.

•

Batteries used to power auxiliary equipment are permitted to be kept in service.

•

Fueling or de-fueling of vehicles is prohibited.

•

Vehicles may not be moved during show hours.

Vehicles, boats and similar exhibited products with over 100 sq. ft. of covered area must be protected with a listed smoke alarm.

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INDOOR DISPLAY GUIDELINES FOR BUS, RV, TRAILERS, MANUFACTURED/CONSTRUCTED HOMES PASSENGER BUS (i.e. charter bus not for living aboard) • Fire Extinguisher • Smoke Detector • Fire Watch required if awning/canopy is used • Battery cable disconnected • Fuel level ¼ tank or 10 gallons, whichever is lesser amount • Fuel tank cap locked or taped shut • Hand rails on stairs RV/Tour Bus (i.e. live aboard) • Fire Extinguisher • Smoke Detector • Fire Watch required if awning/canopy is used • Battery cable disconnected • Fuel level ¼ tank or 10 gallons, whichever is lesser amount • Fuel tank cap locked or taped shut • Gas/propane cooking equipment disconnected and canister removed • Hand rails on stairs SEMI TRAILERS • Fire Watch required if covered surface exceeds 300 square feet or greater If trailer is occupied: • Fire Extinguisher • Smoke Detector • Hand rails on stairs If tractor remains inside: • Battery cable disconnected • Fuel level ¼ tank or 10 gallons, whichever is lesser amount • Fuel tank cap locked or taped shut

MANUFACTURED HOME/CONSTRUCTED HOMES • Must have working Sprinkler System • Fire Extinguisher • Smoke Detector Non-gasoline powered motorized vehicles or bicycles may be operated in the OCCC’s exhibit halls during move-in and move-out days only. The use of gasoline powered vehicles is prohibited inside the OCCC. Persons under the age of eighteen (18) are not permitted to operate a motorized vehicle on OCCC property. •

Motorized vehicles, personnel carts, bicycles, forklifts, pallet jacks and other wheeled vehicles with steel and/or hard metallic wheels, are not permitted in the public concourses, lobbies and registration areas of the OCCC.

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•

Lifts or other wheeled vehicles approved for use in carpeted areas must have non-marking tires, or tires that are covered with carpet tape or heavy-duty polyethylene sheeting.

Refrigeration Trucks The OCCC requires the use of electric refrigerated trucks for the storage of perishable freight at the loading docks of the North/South Concourse. Arrangements for loading dock access for diesel refrigerated trucks in the West Concourse must be made in advance through OCCC Event Management. Personal Transport Devices Personal transport equipment such as rollerblades, razor scooters, skates, skateboards, and hoverboards are not permitted on OCCC premises. Electric wheelchairs and electric motor vehicles (e.g. Segways®) are permitted to operate on OCCC premises. Prior approval of the Lessee is required for operation of electric motor vehicles (e.g. Segways®) on the show floors. Safe operating practices shall be used at all times. Rental of these personal transportation devices must be arranged through FedEx Office. Segways® and electric scooter-style wheelchairs are currently the only personal transport equipment with rubber wheels allowed in OCCC concourses, lobbies and registration areas. Non-gasoline powered motorized vehicles, such as electric carts and bicycles, may be operated in OCCC’s exhibit halls during move-in and move-out days only. Bicycles must be walked, not ridden, across any OCCC concourse, lobby or registration area. All vehicles, transport devices, and equipment must be operated in a safe manner. Motorized vehicles, such as personnel carts, forklifts, pallet jacks and other related motorized vehicles with steel and/or hard metallic wheels are not permitted on the OCCC’s concourse, lobbies and registration areas. Lifts or other wheeled vehicles approved for use in carpeted areas shall have non-marking tires, or tires that are covered with carpet tape or heavy-duty polyethylene sheeting.

Washing of Vehicles – Environmental Guidelines The washing of vehicles for display purposes is prohibited within any OCCC interior location or OCCC paved exterior location (parking lot or road). Runoff water from vehicle washing must not enter any area storm drains, which are located within close proximity to OCCC paved roadways and dock basins. Vehicle washing is only permitted on designated grassy areas, where water runoff can filter through the ground, per local environmental standards.

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2-AC. Water Service Information The OCCC provides the following complimentary water service: •

Water service for lectern and head tables in meeting rooms

•

Water coolers in meeting rooms

For planning purposes, OCCC staff will set head table water approximately one hour prior to the published start time of the Lessee’s meeting room activity. The complimentary water stations will be stocked with plastic cups. Additional charges may apply for those meetings/shows that expect to consume large quantities of water on a consistent basis.

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Section 3: Building Procedures

For the protection of our facility, and for those guests either working or attending an event on our premises, the OCCC Event Planning Guide contains a brief overview of our Move-In and Move-Out Policies. For a detailed description of these policies, please consult the OCCC Operational Policies, or contact the OCCC Event Management section for further assistance.

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3-A. Carpet & Terrazzo Floor Protection Doorways, carpeted areas and terrazzo floors must be protected from damage from the movement of crates, registration counters, pallet jacks, plants, sign-hanging activities and all other rolling stock during move-in and move-out. When offloading counters, booths and other heavy objects, the use of floor protection and extreme care is required. Carpeted areas must be protected by the use of a minimum six (6) mil polyethylene sheeting (reinforced preferred). Drilling into the OCCC’s walls, floors and ceiling is strictly prohibited. Motorized vehicles, personnel carts, bicycles, forklifts, pallet jacks and other wheeled vehicles with steel and/or hard metallic wheels are not permitted in the OCCC’s concourses, lobbies and registration areas of either building. Lifts or other wheeled vehicles approved for use in carpeted areas must have non-marking tires or tires that are covered with carpet tape or heavy-duty polyethylene sheeting. For heavy objects, temporary carpet or plywood on top of reinforced polyethylene sheeting must be used to protect the OCCC’s carpet and terrazzo. Worn or torn sheeting must be replaced immediately. Heavy objects are defined as items in excess of 1500 pounds, which exceed the limits of an average pallet jack. If protective materials are taped to the floor, the Lessee or his/her general service contractor is responsible for the removal; of the entire residue.

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3-B. Catwalk and Roof Access Access to the catwalks is limited to show management-approval personnel. This may include the event-related placement of control equipment. Arrangements must be made through OCCC Event Management. No event equipment or activity is permitted on the OCCC roofs.

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3-C. Doors In compliance with N.F.P.A. Life Safety Code 101 and Orange County Fire Regulation 6005, OCCC doors cannot be blocked, propped open or altered in any way.

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3-D. Exhibit Hall Equipment & Freight Movement All equipment and freight shall be loaded/unloaded in the appropriate building dock areas at all times. The loading/unloading of equipment and/or freight from the main guest exterior entrance areas, in front of either building, is strictly prohibited. The OCCC Security section coordinates dock access so that no more than three (3) tractor/trailer cabs/trucks, with motors idling, are in any one hall for loading/unloading at any one time. Special ventilation is required prior to entry. Subdividing these halls will limit the number of cabs. Cabs/trucks, with motors idling, are not permitted in West Halls E, as appropriate ventilation is not available. The Lessee and/or his/her general service contractor are not permitted to use the underground parking area, underground loading docks or underground utility corridors to transport equipment during move-in and move-out. The use of service corridors for movement of inventory requires prior approval by OCCC Event Management. Vehicles that remain in the exhibition hall or building, as part of a display must have the battery cables disconnected. The gas tank must either be taped shut or have a lockable gas cap and may contain no more than one-fourth (Âź) tank or ten (10) gallons of fuel, whichever is less. Non-gasoline powered motorized vehicles or bicycles may be operated in the exhibition halls during move-in and moveout days only. The use of gasoline-powered vehicles is prohibited inside the OCCC. Persons under the age of eighteen (18) are not permitted to operate a motorized vehicle on OCCC property. Motorized vehicles, personnel carts, bicycles, forklifts, pallet jacks and other wheeled vehicles with steel and/or hard metallic wheels are not permitted in the OCCCâ&#x20AC;&#x2122;s concourses, lobbies and registration areas of either building. Lifts or other wheeled vehicles approved for use in carpeted areas must have non-marking tires or tires that are covered with carpet tape or heavy-duty polyethylene sheeting. Doorways, carpeted areas and terrazzo floors must be protected from the movement of crates, registration counters, pallet jacks, plants, sign-hanging activities and all other rolling stock during move-in and move-out. When off-loading counters, booths and other heavy objects, the use of floor protection and extreme care is required. Carpeted areas must be protected by the use of a minimum six (6) mil polyethylene sheeting (reinforced preferred). For heavy objects, temporary carpet or plywood on top of reinforced polyethylene sheeting must be used to protect the OCCCâ&#x20AC;&#x2122;s carpet and terrazzo. Worn or torn sheeting must be replaced immediately. Heavy objects are defined as items in excess of 1500 pounds, which exceed the limits of an average pallet jack. If protective materials are taped to the floor,

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3-E. Electronic Systems Guidelines In order for the Orange County Convention Center (OCCC) to provide the best possible service and consistent products to our clients, the following interface and building systems policies are applicable.  OCCC-owned building systems (e.g. lighting, audio, electronic signage, coax, etc.) shall be maintained and operated, exclusively, by OCCC employees from the Technical Services Section.  Any required audio/video/coax cables or adapters are supplied by the “user.”  Line level devices may be interfaced into the house audio system through the available line level inputs. Each meeting room is equipped with one line level input (XLR). There is a wall mounted volume control for the Line Level Input.  Each meeting room is also equipped with three (3) microphone level inputs, in addition to the line level input. If a meeting room requires more audio inputs, or if the vendor chooses, appropriate audio mixing consoles can be utilized.  When audio input requirements exceed four (4) audio sources, the OCCC recommends a technician provided by the contracted A/V vendor operate the equipment.  To ensure availability of equipment and personnel, all requests for services should be made at least 21 days prior to the event.  Meetings utilizing the in-house audio system may be recorded via the audio recording infrastructure via a patch panel in individual meeting rooms. Infrastructure patch fees apply.  HD Cable television ordering and payment arrangements must be made through the OCCC Service Desk. Viewing equipment and RG6 coax cable to the infrastructure tap are not provided by the OCCC. Signal is provided by Charter Spectrum. Customers with an event lease may have this service added to the master invoice. A digital tuner is required to view the HD channels. If the supplied display device does not have a digital tuner, one can be rented from the OCCC.  Routing of client audio and/or video signals through OCCC infrastructure is available. Labor and equipment charges may apply.  Wall mounted lighting controls are available in all meeting rooms. OCCC Technical Services shall provide assistance configuring lighting to accommodate projection screens and general room appearance. When modifications require system programming, labor charges may apply. Remote lighting control devices are available in limited sections of the facility.  Background music is available throughout the OCCC, at no charge. Most locations have local volume controls (e.g. meeting rooms). A client or customer who has a contract for leased spaces is responsible for any music licenses that may be required (e.g. ASCAP/BMI license). If background music is requested, the service must be ordered in advance. There are multiple types of music available. Technical Services Information The OCCC Technical Services section oversees the audio, lighting and video infrastructures of both the West and the North/South Buildings. Lessees of the OCCC are not restricted to using venue audio-visual support services, unless the designated event activity takes place in the Chapin Theater. Onsite requests for service may not be fulfilled on the day the service is requested.

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3-F. Fire Code Regulations Exhibitors, service contractors and event promoters must comply with all federal, state and local fire and building codes that apply to places of public assembly (see Chapters 5, 8, and 31 of the prevailing N.F.P.A. Life Safety Code 101; Orange County Fire Rescue Departmentâ&#x20AC;&#x2122;s Conventions, Trade Shows and Exhibits #6005; and Orange County Fire Rescue Departmentâ&#x20AC;&#x2122;s Tent Standard #6000). All curtains, bunting, draping, etc., must be made of flame retardant materials. Firefighting and emergency equipment may not be hidden or obstructed, including fire extinguishers, strobes, fire hose cabinets and standpipes. All emergency exits, hallways and aisles leading from the OCCC must be kept clear and unobstructed. Loading dock fire lanes must remain clear at all times. Welding and/or cutting equipment is prohibited in the OCCC except as part of an exhibit and must be approved by the Orange County Fire Rescue Services Department through the OCCC Event Management section.

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3-G. General Concourse/Public Space Areas Show managers who are interested in placing registration counters or other show related activities in the concourse of either building, please consult your OCCC Event Manager for placement approval. In the West Building, the concourse areas that accommodate the West Halls C, D, E and F/Tangerine Ballroom registration units, are located within proximity to the hall on the same floor. In the West Building, the concourse areas that accommodate the West Halls A & B registration units are located on Level One, within proximity to the halls. The Concourse areas of the North/South Building are located on Level Two only, which corresponds to the main guest entrance areas of both the North and South sides of the building.

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3-H. Guest Elevators and Escalators Escalators, moving sidewalks and passenger elevators are provided for use by the general public and may not be blocked or used to transport equipment or freight. The OCCC has multiple freight elevators located throughout the facility that are to be utilized when transporting freight and equipment. In addition to freight elevators, the OCCC has several service elevators located throughout the West and the North/South Buildings, which can be used for the movement of freight, equipment and other meeting room support materials in accordance with posted weight restrictions. The use of the Oversight Pedestrian Bridge for the movement of freight, equipment or meeting room support materials is prohibited.

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3-I. Hazardous Work Areas During move-in and move-out, leased space, loading docks, truck staging areas and service corridors are considered hazardous work areas. The following are strictly prohibited:  Alcoholic beverages  Possession or use of controlled substances of any kind  Speeding or reckless use of vehicles or equipment  Irresponsible behavior  Music or noise that may limit the audibility of back-up signals, fire alarms or emergency messages  Children under sixteen (16) years of age

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3-J. Loading Dock Information The OCCC has three main dock/freight access areas: The West Dock, of the West Building The North Dock, North side of the North/South Building The South Dock, South side of the North/South Building A security checkpoint is in place at both the North/South and West buildings for all freight trucks entering and requesting dock access. Listed below is a brief summary of information concerning dock move- in/out. Car Parking on Dock Ramps – Permitted per Dock Officer approval during show move-in/out only. Under no circumstances will cars be allowed to remain parked on dock ramps during exhibit hall guest activity (show hours). Empty Freight Containers – Empty freight containers can be stored on the docks (temporarily) provided that they are kept within the confines of the yellow striped areas. Blue striped areas are reserved for OCCC storage and red striped areas are designated as Orange County Fire Rescue Department safety zones and must remain clear at all times. Personally Owned Vehicle Information – Personally owned vehicles (POV) often require additional advance planning for move-in/out coordination. Rolling Open of Dock Doors – The OCCC Dock Officer will roll open dock doors per Lessee’s show activity, ONLY when it has been confirmed that Lessee’s contracted security provider is in place to guard the appropriate hall. The Security section, via the Dock Officers, is responsible for overseeing all access to OCCC freight dock areas. West Loading Dock Specific Information The loading docks for the West Building are located on the ground level and can be accessed via the rear of the West exhibit halls. They are open air and exposed to minimal environmental conditions. After a preliminary OCCC Security checkpoint, freight trucks can access the dock basin to unload freight directly into the Lessee’s exhibit hall.

WEST LOADING DOCKS West Hall A: 16 Truck Bays (variable dimensions); 4 Ramps West Hall B, C: 33 Truck Bays (variable dimensions); 4 Ramps West Hall D, E: 48 Truck Bays (variable dimensions); 5 Ramps Additional Access: WE2 Ground Level Freight Entry (30‟W x 30‟H) WF1 Ground Level Freight Entry (10‟W x 13‟H)

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North/South Loading Dock Specific Information The loading docks for the North/South Building are located on Level One and can be accessed via the front of the North/South exhibit halls. The loading docks are located underneath the level two meeting rooms, directly adjacent to the exhibit halls. They are not open air, nor exposed to exterior environmental conditions. After a preliminary OCCC Security checkpoint, freight trucks can access the dock basin to unload freight directly into the Lessee’s exhibit hall.

NORTH/SOUTH LOADING DOCKS North Dock: 34 Truck Bays (variable dimensions); 5 Ramps South Dock: 42 Truck Bays (variable dimensions); 5 Ramps Additional Access: NB Aircraft Door (58‟W x 20‟H) NB Roll-up Door (32‟W x 22‟8 H) SB Roll-up Door (32‟W x 22‟8 H)

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3-K. Meeting Room Equipment & Freight Movement All equipment and freight shall be loaded/unloaded in the appropriate building dock area. The loading/unloading of equipment and/or freight from the main guest exterior entrance areas, in front of either building, is strictly prohibited. The OCCC Security section coordinates dock access for meeting room loading/unloading activities based on Show Management’s schedule. The OCCC does not permit the movement of freight, equipment or meeting room support materials via the guest elevators and escalators. Service elevators are conveniently located throughout the West Building and the North/South Building, which can be used for the movement of freight, equipment and other meeting room support materials. Motorized vehicles, personnel carts, bicycles, forklifts, pallet jacks and other wheeled vehicles with steel and/or hard metallic wheels are not permitted in the concourses, lobbies and registration areas of either building. Lifts or other wheeled vehicles approved for use in carpeted areas shall have non-marking tires or tires that are covered with carpet tape or heavy-duty polyethylene sheeting. Doorways, carpeted areas and terrazzo floors must be protected from the movement of crates, registration counters, pallet jacks, plants, sign-hanging activities and all other rolling stock during move-in and move-out. When off-loading counters, booths and other heavy objects, the use of floor protection and extreme care is required. Carpeted areas must be protected by the use of a minimum six (6) mil polyethylene sheeting (reinforced preferred). For heavy objects, temporary carpet or plywood on top of reinforced polyethylene sheeting must be used to protect the OCCC’s carpet and terrazzo. Worn or torn sheeting must be replaced immediately. Heavy objects are defined as items in excess of 1500 pounds, which exceed the limits of an average pallet jack. If protective materials are taped to the floor, the Lessee or his/her general service contractor is responsible for the removal; of the entire residue. The use of The Oversight Bridge for the movement of freight, equipment or meeting room support materials is prohibited. Forklifts are not permitted in the Valencia Room. Electrical pallet jacks should be used for freight movement, if polyethylene sheeting is in place. Freight Deliveries Freight or package deliveries, including, but not limited to UPS, FedEx, RPS, GPS, etc., will not be accepted by the OCCC at any time. Carriers will not deliver to individual booths. Shipments delivered to the OCCC during the term of the Lease must be to the attention of the Lessee’s general service contractor or the onsite FedEx Business Center. Events without a general service contractor should contact OCCC event Management for referral to FedEx Office.

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3-L. OSHA Standards Lessee, providers and contractors must comply with the most current edition of the Occupational Safety and Health Administration (OSHA) standards. OSHA standards can be accessed online www.osha.gov. In the event OSHA arrives onsite, the OCCC Chief Financial Officer or Senior Safety and Loss Prevention Analyst should be notified.

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3-M. Rigging Regulations The installation/removal of any and all signage, banners, production equipment, etc., which requires attachment to the building or the building infrastructure, (catwalks, hand rails, balconies, etc.), by non-OCCC Rigging personnel, is strictly prohibited. If permitted by show management, exhibitor rigging services are available through OCCC Exhibitor Services. Show Management should include a rigging form in the exhibitor kit. Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, or columns by exhibitors or their designee. Rigging requirements and plot diagrams should be submitted for approval a minimum of twenty one (21) days in advance of the event. Approval of onsite rigging requests and changes are subject to availability of personnel. The OCCC may prohibit the installation of any item(s) not approved in advance or not in compliance with the approved request for rigging. The OCCC shall not be held liable if rigging is not installed due to late submittal of specifications. Extensive planning guidelines concerning rigging services and specific rigging locations can be located at www.occc.net/Planner/Services_Rigging_Guidelines.asp In order for the OCCC to provide the best possible service to clients, the following rigging guidelines are applicable to all show managers, general service contractors, installation and dismantle companies, exhibitor appointed contractors (EACs).  All rigging must conform to show management rules, regulations and facility limitations.  All equipment, signs, products, etc. must be designed to suspend safely. In some cases, signs may require a structural engineer’s seal of approval.  Care must be taken to use only rated rigging hardware when designing, constructing or purchasing such items. All hardware is required to have a working load limit (WLL).  Rigging plots, drawings, blueprints or engineer’s certification, when requested, must be submitted to the OCCC Rigging Section a minimum of three weeks (21 days) in advance of the first move-in day for show and must include the location, the dimensions, the height above the floor to the top, and the weight of the suspended item. They must also show the booth outline with aisles marked for reference.  All points where nylon slings are used will require a steel safety cable.  All assembly of equipment, signs, products, etc., is the responsibility of the exhibitor or exhibitor appointed contractor.  Any equipment, signs, products, etc. deemed to be unsafe for overhead suspension by the OCCC Rigging Section will not be allowed.  A credit card must be placed on file with the Method of Payment form for any additional charges.  The OCCC does not accept purchase orders.  Actual time and date of rigging may vary during move-in and move-out of our show in order to reduce costs to you.  All orders for rigging will be handled in the order in which the paperwork is signed off at the OCCC Exhibitor Services desk or at the discretion of the OCCC Rigging Section.  In instances where a definite date and time for rigging services is required, the exhibitor will need to order a dedicated rigging team. The exhibitor will be charged minimum of four (4) hours up and four (4) hours down times the number of riggers needed.  The OCCC is not responsible for any rigging items (banners, signs, etc.) left in the booth during move-out if the exhibitor is not present.

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Seams  When using cloth material, seams need to be double stitched on the top and bottom.  Heat seam is only acceptable when hanging lightweight vinyl drape.  If vinyl drape is to be used as a drop down for a sign or banner and includes a bottom batten to attach the foam core, Sintra, or cloth/vinyl banner, the OCCC requires double stitching on the vinyl drape due to weight considerations and possible failure of the heat seam. Adhesive  Adhesive or glue tape is not acceptable due to the tendency of it to come loose under weight.  The use of any type of adhesive for attaching signs, banners, or decorations to the building walls or decorative surfaces (inside or outside) is not permitted. Exterior Banners Banners to be installed on the exterior of the building must be designed with the following elements in mind:  The banner must be constructed of a material that allows the wind to flow easily through it. If the banner is made of vinyl, construction wind pockets must be cut into the banner. The OCCC recommends the use of a seventy percent (70%) mesh material for banner construction.  Banners must have grommets horizontally along the top and bottom of the banner at a minimum of 18 inches to two-foot intervals.  If the banner is eight (8) feet tall or greater, banners must have grommets vertically placed along both sides of the banner at a minimum of 48 inches.  All edges of the banner will be folded over, glued and double stitched and preferably webbing-reinforced before installation of the grommets. All mesh banners must be webbing-reinforced in between all folds before grommet installation.  The grommets in the corners will be reinforced due to this area handling most of the stress in the banner.  Banners must be made of lightweight materials.  The material should be water-resistant so there will not be a substantial increase in weight when the banner becomes wet.  All banners are subject to removal without notice in the event of a severe weather notice or situation. Hardware  The manufacturer must rate all rigging hardware with a working load limit (WLL).  The manufacturer of the rigging hardware must be legally liable for its products in the continental United States.  All wire rope slings 3/8” and larger must be certified and proof-tested to twice their working load limit.  Flemish eye construction is preferred for all wire rope slings 3/8” and larger.  The OCCC Rigging Section reserves the right to substitute hardware on a case-by-case basis at its discretion. Manufactured or Custom Built Signs  All signs must be well-made and in good condition to be suspended.  All drawings, diagrams, etc. must be submitted at least three weeks (21 days) in advance of the event.  All signage is subject to onsite inspection for final approval.  An engineer’s certification may be required under certain conditions.  All hardware and equipment must be approved by the manufacturer for overhead suspension.

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3-N. Service Corridors Both the West and the North/South Buildings have a service corridor infrastructure which provides an easier â&#x20AC;&#x153;back of houseâ&#x20AC;? move-in/move-out experience for the movement of freight and/or meeting room materials from the docks to the appropriate interior destination. The service corridors also allow easy access for meeting room support services. Throughout the business day, OCCC staff and show providers will require meeting room access via the service corridor infrastructure, in order to provide, refresh or remove products for the appropriate meeting room activity. The Lessee and/or the general service contractor are not permitted to use the underground parking area, underground loading docks or underground utility corridors to transport equipment during move-in and move-out. The use of service corridors for movement of inventory requires prior approval by OCCC Event Management. The storage of freight crates, production cases, cardboard boxes or food product in service corridors is strictly prohibited.

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3-O. Service Elevators In addition to the service corridor infrastructure, both the West and North/South Buildings have Service Elevators to accommodate the movement of freight, equipment and oversized support materials to and from our dock areas. In most cases, all Service Elevators can move freely from Levels 1 â&#x20AC;&#x201C; 3 in both buildings. The West Building does have Service Elevators that service the fourth level.

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Service Elevator Map

Ref #.

LOCATION

TYPE

FLOORS

CAPACITY

DEPTH

WIDTH

HEIGHT

WEST CONCOURSE 4E

West EF Lobby

Freight

10,000

165”

114”

West EF Lobby

Freight

10,000

165”

114”

10E

Dock 6

Freight

10,000

138”

97”

96”

11E

Chapin Th. Int.

Freight

12,000

244”

116”

108”

12E

Dock 6/7

Freight

12,000

244”

116”

108”

17E

Dock 7/8

Freight

10,000

159”

117”

120”

18E

Dock 7/8

Service

7,000

107”

79”

120”

19E

Service

8,000

113”

88”

108”

Service

8,000

115”

88”

108”

25E

Food Court C W209C Corridor W206A Corridor

Service

8,000

115”

88”

108”

27E

Food Court A

Service

6,000

117”

87”

120‟

28E

W205A Corridor

Service

6,000

117”

87”

120”

30E

Dock 11/12

Service

6,000

115”

88”

120”

Freight

10,000

162”

92”

119”

Freight

10,000

166”

93”

119”

Freight

12,000

245”

117”

128”

24E

NORTH CONCOURSE N210A Corridor NF1-E – CP Kitchen N210A Corridor NF2-E – CP Kitchen NF3-E N210C Corridor NS1-E

N210E Corridor

Freight

8,000

140”

93”

119”

NS3-E

N220F Corridor

Freight

8,000

140”

93”

119”

SOUTH CONCOURSE SF1-E

S210A Corridor

Freight

12,000

243”

117”

126”

SS1-E

S210D Corridor

Freight

8,000

137”

93”

119”

SS2-E

S220F Corridor

Freight

8,000

137”

93”

119”

SS4-E

S230D Corridor

Freight

8,000

137”

93”

119”

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3-P. Storage Limited storage for crates, equipment or supplies is available within specifically-marked areas on OCCC loading docks, during the term of a Lease. These areas are not available for storage before or after the term of the Lease. Stored items may not be located in, nor may they block, doorways, exits or fire equipment. Crates, cardboard boxes or fiberglass cases may not be stored inside the OCCC, including service corridors, meeting rooms and exhibit halls. All other storage arrangements must be made with Lesseeâ&#x20AC;&#x2122;s general contractor. Storage by Lessee or contractors, in facility service corridors, is strictly prohibited. Storage in service corridors, from meeting room based activity, is also strictly prohibited. Any property not removed from the OCCC that has not been claimed within forty-eight (48) hours following the term of the lease will be considered abandoned by Lessee, its contractors or exhibitors. The OCCC may take possession of the unclaimed property and treat it as its own or dispose of such property without liability. The Lessee shall be liable for the cost incurred in disposing of the abandoned property. Gasoline, kerosene, diesel fuel, propane, combustible gases or other flammable liquids may not be stored (permanently or temporarily) in the OCCC during an event or its move-in and move-out activities. Overnight storage of propane tanks on forklifts is strictly prohibited inside the facility at any time. Lesseeâ&#x20AC;&#x2122;s Property The Lessee assumes full responsibility of safeguarding display booth, advertising material and goods held for display or sale, and all other property owned or used by Lessee, exhibitors, or attendees.

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3-Q. Tape Removal The lessee or its general contractor is responsible for the removal of all tape and residue marks from the exhibition hall, concourse and meeting room floors. In addition, Lessee or its general contractor is also responsible for the removal of all tape and residue marks from OCCC lecterns caused by custom logo signage enhancements. The repair costs for any damage caused to a surface by the use of inappropriate cleaning chemicals or tools will be billed to the Lessee. The use of high residue tape is strictly prohibited on terrazzo floors and carpeted areas. OCCC requires the use of low residue carpet tape (e.g., Polyken 105C or Renfrew #174) and low residue safety tape (e.g., Asiachem SST-736 or approved equivalent). Tape or residue left on any surface, (floors, walls and lecterns), will be removed by OCCC and the cost of the removal will be billed to Lessee. Any costs incurred by the OCCC for tape and tape residue not removed by Lessee will be charged to Lessee at the prevailing rate. Tape used on exhibit hall floors must be low residue resistant carpet tape (Polyken 105C or Renfrew #174) and low residue safety tape (Asiachem SST-736 or approved equivalent). All tape must be removed from the floor and disposed of immediately after the event.

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3-R. Trash Removal The OCCC provides custodial service for the following spaces before, during and after an event at no additional cost to the Lessee:  All public areas  Restrooms  Meeting Rooms The OCCC will clean the following areas on show days only at no cost to the Lessee:  Non-carpeted aisles  Non-carpeted food service areas The Lessee is responsible for cleaning/trash removal in the following locations: • Registration Areas • Show Offices (when built on exhibit hall floors) • Exhibit Booths • Exhibit hall(s) prior to carpet installation • All show-installed carpeted areas in a meeting room • All carpet installed for an event, including aisles, booths, food service areas, and staging • Special effect items, e.g., glitter, confetti, balloon drops, etc. (or cleanup of these special effect items by OCCC Environmental Services staff will be charged to Lessee at the prevailing rate) • All general contractor installed waste receptacles The Lessee is responsible for returning the space to its original condition at the conclusion of the term of the lease. Any applicable charges may apply if cleanup is not complete. Bulk Trash Bulk trash is defined as boxes, crates, lumber, pallets, packing materials and other items not easily removed by a standard push broom or vacuum. The OCCC provides one complimentary trash haul (one 40 cubic yard container) per leased exhibit hall, per show. All additional hauls are charged at the prevailing rate. During the final move-out of an exhibit hall, Lessee is responsible for the complete trash removal of all bulk trash items as detailed above and the complete removal of all non-OCCC inventory items remaining in the hall. The Lessee Bulk Trash Responsibilities The Lessee is responsible for the removal of bulk trash from the following locations during move-in, show and move-out of an event:  Exhibit halls  Meeting rooms  Pre-function areas, e.g., registration and show offices Any costs incurred by the OCCC for trash not removed by the Lessee will be charged to the Lessee at the prevailing rate. Trash receptacles provided by the general service contractor and located in all areas of the facility, e.g., registration, show offices, meeting rooms, exhibit space, must be serviced by the general service contractor.

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Recycling and Bulk Waste The OCCC complies with Orange County’s recycling program and has worked with clients to reduce bulk trash and increase recycling with some of our clients obtaining recycling rates as high as 8% for their OCCC-hosted events. Contractors and providers are expected to participate in correct disposal of cardboard, bulk and irregular waste. To help ensure the OCCC’s future success, material disposal shall be handled as follows: Cardboard can only be disposed of in separate, specifically-marked compactors dedicated for “cardboard only.” Any other type of material in the compactor that would contaminate the contents including, but not limited to, wooden material, wooden pallets, cement blocks, carpet, padding, or hazardous materials, should not be placed in cardboard compactors. Bulk and irregular waste can only be placed in open-top dumpsters. Waste shall not extend beyond the top or sides of the dumpsters. Recycling cans for show office paper are available at the request of the Lessee.

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3-S. Truck Staging Information For planning purposes, the OCCC has a few different exterior locations that can be used for temporary vehicle and/or aircraft staging. The use of these locations will be dependent on other client activity within the building, as well as preapproval by the OCCC Security Section.

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3-T. Wall Protection OCCC maintains consistent enforcement of the facility protection policies, including Wall Protection. The OCCC Event Management section must approve in advance the location of special decorations, banners or signage. Decorations, signage, banners, etc. may not be taped, nailed, tacked, stapled or otherwise fastened to ceilings, walls, doors, windows, painted surfaces or columns. OCCC reserves the right to remove any unauthorized decorations, signage or banners should they be improperly attached to the building, in the manner previously described above. Adhesive-backed (stick-on) decals or similar items (except nametags) are not permitted in the OCCC and may not be distributed within the facility. Any costs incurred by the OCCC for the removal of these items will be charged to Lessee. The OCCC Rigging section must install all custom signage that requires attachment to the building or the building infrastructure, (catwalks, hand rails, balconies, etc.), in any way.

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Section 4: Orange County Fire Rescue

The Orange County Fire Marshal is authorized by Florida Statutes and the Florida Fire Prevention Code to ensure fire and life safety for the public. Conventions, trade shows and exhibits are reviewed for compliance with the requirements of NFPA 101 Life Safety Code, as adopted by Florida Administrative Law, State Fire Marshallâ&#x20AC;&#x2122;s Rules and Regulations Chapter 69-3 and the Florida Fire Prevention Code. Additional technical codes and standards may apply to specific events. Exhibitors, general service contractors and event promoters must comply with all federal, state and local fire regulations and building codes that apply to places of public assembly (Orange County Standard 6005). Fire-fighting and emergency equipment, including fire extinguishers, strobes, fire hose cabinets, and standpipes, may not be hidden, blocked, or obstructed. All emergency exits, hallways and aisles leading from the OCCC must be kept clear and unobstructed. Fire lanes must be left open at all times. For the protection of our facility and for those guests either working or attending an event on our premises, the OCCC Facility Planning Guide contains a brief overview of Orange County Fire Rescue Information that may apply to various aspects of event planning. A. Capacity Concerns B. Exhibit Hall Floor Plan Approval C. Fire Watch D. Flame Resistance E. Gas Information F. Hazardous Chemicals G.Regulated Materials H. Open Flame, Pyrotechnics and Special Effects I. Permit Overview/Including Cooking Information J. Welding

4-A. Capacity Concerns The OCCC will not permit any leased space to be occupied by persons numbering greater than the listed capacities.

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4-B. Exhibit Hall Floor Plan Approval Preliminary exhibit floor plans, including general session, registration and pre-function space, must be submitted to the OCCC Event Management section at least six (6) months prior to the first move-in day for approval by the Orange County Fire Rescue Department. Please refer to the Floor Plan Review section for further planning details regarding the floor plan approval process. All exhibit hall floor plans must be reviewed and approved by the Orange County Fire Rescue Department six (6) months prior to the first move-in day. Possible move-in delays may occur if the Fire Marshall has not approved a hall floor plan prior to move-in.

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4-C. Fire Watch A Fire Watch is a detail performed by Orange County Fire Rescue Department personnel who are specifically trained for special events and trade shows. A fire watch is ordered through the OCCC Event Management section. All requests should be submitted, no less than twenty-one (21) days before the exhibit hall move-in begins. A Fire Watch is required for the following types of exhibits and activities: • Covered Booths over 300 sq. ft. in an area without automatic suppression • All Multi-level booths without automatic suppression • Cooking without a flue connection • Cooking appliances without automatic suppression • Movement of a vehicle during a show or event • Battery terminals connected to a vehicle during a show or event • Open flames • Pyrotechnic displays • Tents in accordance with OCFR Standard #6000 • Use of nominal 5 lb. containers of Liquid Petroleum The minimum Fire Watch is four (4) hours and the cost is $200.00, (at $50.00 per hour). A Fire Watch schedule can be expanded for additional coverage, per $50.00 for each additional hour or fraction thereof. All Fire Watch schedules are based on hour increments, to include a 1/2 hour prior to the start of event activity and a 1/2 hour after the conclusion of event activity. 4 hours

$200

13 hours

$650

5 hours

$250

14 hours

$700

6 hours

$300

15 hours

$750

7 hours

$350

16 hours

$800

8 hours

$400

17 hours

$850

9 hours

$450

18 hours

$900

10 hours

$500

19 hours

$950

11 hours

$550

20 hours

$1,000

12 hours

$600

21 hours

$1,050

Rates are subject to change without notice. Fire Watch Requirements A fire watch will be required in the exhibition hall. The number of personnel requested will be determined based on the number of aircraft in the exhibit/hall. Please refer to the Fire Watch Information pages contained in this Event Planning Guide for more details regarding Fire Watch. It is recommended, though not required, that aircraft being trucked into the OCCC have their fuel tank system purged prior to arrival. The Orange County Fire Rescue Department requires fire watch personnel for the following:  All multi-level exhibits (regardless of the square footage) and

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

All other covered exhibits exceeding three hundred (300) square feet.

The exhibitor is required to order fire watch personnel through OCCC Event Management no less than two (2) weeks before the show moves in. Fire watch is required for the following:  For all multi-level exhibits (regardless of the square footage) and all other covered exhibits exceeding three hundred (300) square feet  On all show days  Beginning one half (1/2) hour prior to show opening and ending one half (1/2) hour following show closing

Alternative to Fire Watch Personnel (Automatic Extinguishing System) This alternative to fire watch personnel applies to the first level of exhibits with an usable second level, regardless of the size and/or in the instance of single-story covered exhibits where the covered area exceeds three hundred (300) square feet.  Automatic sprinkler systems must be designed in accordance with N.F.P.A. 13 1991 Edition.  These systems may be connected to the OCCC’s existing standpipe system and in some cases, the domestic water supply. Connections to water systems must be made by the OCCC.  Extinguishing system designs must be part of the original plan submissions. The Orange County Fire Rescue Department requires permitting and testing.  Exhibits or structures protected by an automatic extinguishing system must have flow alarm, audible and visual, within that area. This alarm is to be local type, sounding in the vicinity of the exhibit or structure.  Exhibitor must install at least one (1) single station, battery-operated smoke detector on the interior of each covered exhibit or structure regardless the square footage. The detector must have an audible alarm and be installed per the manufacturer’s instructions.  Exhibitor must provide a portable, dry chemical fire extinguisher for each level or each covered exhibit/structure. At least one (1) 2A, 10-BC type fire extinguisher must be provided for each three hundred (300) square feet. Fire extinguishers must be mounted in a visible location, near exit doors, and be accessible at all times.

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4-D. Fire Retardant Information Regarding Fire Retardant: • All woodwork, stage scenery, furnishings, decorations and sets used upon a working permanent or temporary stage, or within an exhibit, shall be coated or treated by approved methods to render them fire retardant. •

All fabrics, films, draperies, curtains and similar furnishings must be flame resistant as demonstrated by testing in accordance with NFPA 701 Standard Methods of Fire Tests for Flame Propagation of Textiles and Films.

•

Acoustical and decorative material including, but not limited to, cotton, foamed plastic, hay, paper, wood chips, split bamboo and thatch must be treated with a flame retardant.

•

Documentation of fire retardant must be available for review upon request.

•

Additional fire retardant treatments shall be applied in accordance with the appropriate product direction.

•

The use of Styrofoam products for set construction is not permitted.

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4-E. Gas Information The Lessee shall not bring upon the premises any exhibit, equipment or vehicle that, in the judgment of the OCCC, would be, or might be, dangerous to persons or property or otherwise incompatible with the structure, systems and furnishings. Hazardous chemicals and materials, including, but not limited to, pesticides, herbicides, poisons, flammable and combustible liquids, hazardous gases, pressurized cylinders and tanks, and hazardous chemicals (including oxidizers) are prohibited inside the OCCC. The intended use of LP gas (i.e. propane, butane) or natural gas must be disclosed on a Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice form, prior to any gas installation or on-site use. Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice forms can be obtained via the OCCC Event Management section, which are then submitted for review and approval to the Orange County Fire Marshal’s office. The use of gas cooking appliances must be disclosed on the Notification Form. Each exhibit using cooking or food warming devices may be subject to an individual inspection. In addition, a 2A 40-BC fire extinguisher must be within thirty (30) feet of all cooking and/or heat producing appliances. Gas – Compressed/Inert Compressed inert gases may be used provided the vessels are stored in a safe manner and the OCCC Event Management section has been notified regarding their intended use and preferred storage location. Demonstrations involving inert gases must comply with all federal and local regulations. Inert Gas Cylinders • Compressed gas cylinders may not be stored on dock areas or the exhibit floor during “move-in” or “move-out”. •

Compressed inert gas cylinders may be located in an exhibit space after “move-in” is complete. Cylinders must be properly secured at all times.

Other Compressed Cylinders • Introduction of all other compressed liquids and gases into the building is prohibited without prior approval from the Fire Marshall. Gas – Natural With advance notice, the OCCC has the capability to provide natural gas for exhibits in West Hall B, North Halls A & B, South Halls A & B and North A Parking Lot. To place an order for this service and to request the appropriate permit, please contact the Event Management section for details and fee information. •

Equipment utilizing natural gas shall be installed in accordance with NFPA 54, Natural Fuel Gas Code.

•

Supply lines will be turned on approximately one (1) hour prior to posted show hours and shut off one (1) hour after the end of each show day, by OCCC Event Utilities staff.

•

A ceiling (rigging) drop is required for natural gas orders in exhibit halls.

Exhibitors placing natural gas orders are to provide a “Service Placement Plot” drawing depicting exact placement of the requested line drop.

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Gas – Liquid Petroleum (LP) The use of Liquid Petroleum is limited on OCCC premises. The Lessee or exhibitor may use liquid petroleum under the following limited conditions with prior approval of the Fire Marshal: •

Non-refillable cylinders with a capacity of nominal 1 lb. Please also see the Open Flame, Pyrotechnics and Special Effects information for additional information.

•

The use of portable butane fueled appliances listed for commercial use, up to a maximum of (2) 10 oz. nonrefillable container, is permitted with prior approval of the Fire Marshal. The containers must be connected directly to the appliance. Manifolding of the cylinders is not permitted. The maximum number of stored butane containers is limited to 24 per day and must be removed at the end of each day.

•

The use of nominal 5 lb. Liquid Petroleum containers, when installed in the OCCC by the Event Utilities section, is permitted with prior approval from the Fire Marshal. A mandatory fire watch is required.

•

Multiple nominal 5 lb. Liquid Petroleum containers, when installed in the OCCC, must be separated by a minimum of 20 feet. Storage of the Liquid Petroleum product must comply with NFPA 58 Liquefied Petroleum Gas Code. A mandatory fire watch is required.

•

All Liquid Petroleum must be removed from the display area at the immediate close of show hours.

•

Any other Liquid Petroleum product not listed above is strictly prohibited at the OCCC.

Gas – Storage Gasoline, kerosene, diesel fuel, combustible gases (cylinders) or other flammable liquids may not be stored (permanently or temporarily) within the OCCC facility, or on dock areas, during an event or its move-in and move-out.

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4-F. Hazardous Chemicals The Lessee shall not bring upon the premises any exhibit, equipment or vehicle that, in the judgment of the OCCC, would be, or might be, dangerous to persons or property, or otherwise incompatible with the structure, systems and furnishings of the building. Hazardous chemicals and materials, including, but not limited to, pesticides, herbicides, poisons, flammable and combustible liquids, hazardous gases, pressure cylinders and tanks, and hazardous chemicals (including oxidizers) are prohibited inside the OCCC. Compressed inert gases may be used provided the vessels are stored in a safe manner and your OCCC Event Manager has been notified regarding their intended use and preferred storage location. Demonstrations involving inert gases must comply with all federal and local regulations. Gasoline, kerosene, diesel fuel, combustible gases other flammable liquids may not be stored permanently or temporarily in the OCCC during move-in, show or move-out of an event. Gasoline, kerosene, diesel fuel, combustible gases and other flammable liquids may not be stored (permanently or temporarily) in the OCCC during an event or its move-in and move-out activities. The Lessee is responsible for the removal of all hazardous waste and must comply with all applicable federal, state and local regulations. Hazardous waste includes materials that are ignitable, corrosive, reactive, toxic or a biohazard (as defined under 40 CFR 261 subpart C and D). If materials are questionable, contact OCCC Event Management for more information. Costs or applicable administrative expenses incurred by the OCCC for the removal of hazardous waste left in, or about, the OCCC will be assessed to the Lessee.

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4-G. Regulated Materials The Lessee shall not bring upon the premises any exhibit, equipment, vehicle or material that in the judgment of the OCCC would be, or might be, dangerous to persons or property or otherwise incompatible with the structure, systems and furnishings of the OCCC. Many materials are regulated for their use, handling storage, transport and disposal. Regulated material may be classified as hazardous, non-hazardous, biomedical or another classification. These materials are defined by Florida Administrative Code FAC 62-730, FAC 64E-16, FAC 62-621 and the Code of Federal Regulations 40 CFR 261. Regulated materials include a wide range of gaseous, corrosive, ignitable, reactive, toxic, biomedical and potentially infectious materials. If a Lessee or exhibitor intends to bring a regulated material into the OCCC facility, he or she must notify the OCCC Event Manager prior to move-in and provide all documentation required by the related regulations governing that material. The Lessee and exhibitors are both expected to be knowledgeable about the regulations governing the materials brought into the OCCC and comply with those regulations. The Lessee and exhibitors must ensure that general service contractors involved in the use, handling, transportation, storage and disposal of any regulated material is knowledgeable with the related regulations and complies with them at all times. Lessees are responsible for regulatory compliance and the costs associated with the removal, disposal and administration of regulated materials. If materials are questionable, contact your Event Manager to get a material determination and instructions prior to movein. All costs and expenses incurred by the OCCC for the administration and removal of regulated material will be assessed to the Lessee.

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4-H. Open Flame, Pyrotechnics and Special Effects The use of open flame devices, including candles, is permitted on OCCC premises with prior approval from the Fire Marshall and the OCCC Event Management section, provided Lessee or exhibitor adheres to the following conditions. Open Flame • Open Flame and Flame Effects must comply with NFPA 160 – Standard for Flame Effects before an Audience. •

Depending on the intended use of an open flame product, a Special Effects permit may be required. (Consult your Event Manager for further information and approval by the Orange County Fire Rescue Department.)

•

A demonstration of the open flame device may be required at the discretion of the Orange County Fire Marshall, while on OCCC premises.

•

Depending on the intended use of an open flame product and the demonstration of an open flame device, a fire watch may be required.

Candles • All candle flames must be enclosed and protected at all times. •

Candles may be used on tables if securely supported on a substantial noncombustible base and located in a position to avoid danger of ignition of combustible material.

•

Advance notification on the intended use of candles and/or candle products must be submitted to your Event Manager prior to the event.

Pyrotechnics • Pyrotechnics must comply with NFPA 1126 Standard for the Use of Pyrotechnics before a Proximate Audience. •

A pyrotechnics permit is required. (Consult the OCCC Event Management section for further information and approval by the Orange County Fire Rescue Department.)

•

A demonstration of the pyrotechnics display may be required at the discretion of the Orange County Fire Marshal.

•

A mandatory fire watch will be required. A fire engine stand-by may be required, per the discretion of the Orange County Fire Marshal’s office.

Special Effects – Fog & Hazers Approval must be obtained through your Event Manager twenty-one (21) days prior to first use of fog/smoke machines. A schedule for the use of fog/smoke machines that includes rehearsal and show times must be submitted in advance to your Event Manager. Smoke/fog atmosphere effect must not impede visibility or egress. Notification of use of fog/smoke machines less than twenty-one (21) prior to first use may result in denial of use. Fog, smoke and special effect equipment must not be operated in areas where the effect could enter adjacent spaces, e.g., exhibit hall entrances, concourses, etc.

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The use of fog and haze machines for lighting and theatrical effects is permitted within the OCCC, provided that the fog/haze fluid used in those machines is water-based. The use of non-water-based fog/haze fluid, specifically with an oilbased composition, is prohibited. In order to comply with various state and federal life safety codes, it is required that all fog and haze fluid be appropriately labeled and available for inspection by the Orange County Fire Rescue (OCFR) Department, if necessary. OCFR guidelines apply to the use of fog and haze machines and their interactions with OCCC building safety devices and/or detectors. The Event Management section must be notified twenty-one (21) days in advance with a schedule of intended use of water-based fog or haze machines, including rehearsals, technical runs and actual show/event times of use. Should the use of fog or haze fluid create a residue or slippery coating on any of the OCCC infrastructure, (catwalks, stage steps, handrails, etc.), the clean-up or wipe down of those areas will be charged to the Lessee at the prevailing rate.

Special Effects – Lasers The use of lasers for lighting and theatrical effects is permitted on OCCC premises, with prior approval from the Fire Marshal, provided Lessee or exhibitor adheres to the following conditions: •

•

• •

• • • • •

Lasers must comply with Florida Administrative Code Chapter 64E-4 Control of Nonionizing Radiation Hazards, NFPA 115 – Standard for Laser Fire Protection, and Florida Department of Health, State Bureau of Radiation regulations. A Laser Permit from Orange County Fire Rescue Department is required. In order to apply for this permit, the requestor must provide information about the proposed laser light show that includes classification of the lasers; sketches indicating the location of the lasers, operators, performers, viewers, beam paths, viewing screens, walls, mirror balls and other reflective or diffuse surfaces which may be struck by any and all laser beams, including scanning beam patterns, scanning velocity and frequency in occupied areas. For open air shows where a laser beam is projected into the sky, requestor must submit basic beam information of intended laser use and a copy of the notification provided to the Federal Aviation Administration. All lasers must be registered with the Florida Department of Health, State Bureau of Radiation. A separate registration is required for each location of intended use. Out-of-state lasers brought into the state for temporary use require notification to the Florida Department of Health, State Bureau of Radiation. The Laser Safety Officer must establish and supervise a program of laser radiation safety for compliance with all applicable rules. Laser system users and staff must be trained on fire safety features prior to the lasers first use and at least annually thereafter. Staff members must be trained in the use of portable fire extinguishers. All training must be documented and available for review. A fire watch will be required during Show Hours.

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4-I. Permit Overview/Cooking Information Special permits are required for event activities and exhibits that involve cooking, lasers, pyrotechnics, tents, multi-level or covered exhibits, and/or potentially hazardous situations. Each situation must be individually approved. Permit information may be obtained by contacting your Event Manager. Appropriate permit applications for the following activities must be made to the Office of the Fire Marshal, at least twentyone (21) days prior to the event move-in: •

The display and operation of any unusual electrical, mechanical or chemical device that may present a hazard. The device, its application and the operation must be approved the Fire Marshal.

•

The display or operation of any heater, barbecue, open flame, candles, lamps, torches, etc.

•

The use or storage of flammable liquids, compressed gasses or dangerous chemicals as determined by the Fire Marshall.

•

The display or operation of a laser. A permit is required from Orange County Fire Rescue Department. Proper notification to the Florida State Bureau of Radiation is required. (See previous page for laser regulations and restrictions.)

•

Any pyrotechnics, fireworks or special effects display or process.

•

Any unusual use of a motorized vehicle inside an enclosed structure.

•

Any special cooking requirements, including cooking inside of ballrooms, convention areas and/or display areas.

•

Multi-level exhibit booths.

•

Tents or covered exhibits in excess of 300 square feet erected inside the OCCC.

•

Tents erected OUTSIDE the OCCC building premises will require a permit issued by the Orange County Building Department if over 100 SF.

If stakes or other items are inserted into the grass, asphalt, and/or concrete pavement to anchor the tent, the Lessee is required to conduct a locator search of buried underground utilities using Sunshine State One-Call of Florida, Inc. at www.callsunshine.com. Repair expenses incurred by the OCCC to restore grounds and parking lots to their pre-exhibit condition will be billed to the Lessee. All exterior exhibit space must be leased and requires prior approval from your Event Manager, regardless of the Lessee’s contracted space agreement. A permit is required for exterior tent installation.

Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice Form A Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice form must be obtained prior to any on-site cooking, and/or food warming activities on the premises. Cooking Notice forms can be obtained from your Event Manager, which are then submitted for review and approval by the Orange County Fire Marshall’s office.

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The use of cooking appliances must be disclosed on the Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice form. Each exhibit using cooking or food warming devices may be subject to an individual inspection. Cooking devices must be separated from the public by at least four (4) feet, or by a substantial barrier between the devices and the public. In addition, a 2A, 40-BC fire extinguisher must be within thirty (30) feet of all cooking appliances. All fire extinguishers must be properly charged and tagged by a licensed fire extinguisher contractor. Events involving cooking or food preparation must provide an appropriate number of utensil clean-up areas. Disposal of cooking residue into the OCCC drainage system is prohibited. Lessee shall provide holding tanks for disposal of all cooking residue (oil, grease, etc.) and these must be removed at the end of the lease. The OCCC has grease barrels and portable sink units available at prevailing rates. The Lessee must make arrangements for proper disposal of cooking residue. Costs or expenses incurred by the OCCC for the removal of cooking residue left in or about the OCCC will be assessed to the Lessee. For planning purposes, the OCCC has portable sink units available and Centerplate has grease barrels (with removal service) available at the prevailing rate. Lessee shall also comply with all Orange County Health Department rules and regulations.

Allowed Cooking Appliances Must Meet The Following Conditions: • Equipment fueled by small heat sources (such as Sterno). •

Flaming sword or other equipment involving open flames and flaming dishes provided that precautions (subject to the approval of the Fire Marshal) are taken. Prior approval from the Fire Marshal is required.

•

Portable butane-fueled appliances (listed and approved for commercial use) with a maximum of (2) 10 oz. nonrefillable containers. The containers must be connected directly to the appliance. Manifolding of the cylinders is not permitted. The maximum number of stored butane containers is limited to 24 per day and must be removed at the end of each day. Prior approval from the Fire Marshal is required.

•

Listed and approved vent less self-contained exhaust systems with an automatic suppression system that complies with NFPA 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations. Prior approval from the Fire Marshal is required.

Cooking Appliances that Require Automatic Suppression and/or Flue Connection: • • •

Fryers Grills, Ranges, Griddles, Broilers, Chain-broilers Ovens

A fire watch may be provided in lieu of automatic suppression and/or flue connection with prior approval from the Fire Marshall.

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4-J. Welding Lasers, welding, and/or cutting equipment are prohibited in the OCCC except as part of an exhibit and must be approved in advance by the Orange County Fire Rescue Department through your Event Manager. Under certain conditions, welding or brazing in an exhibit hall may be permitted, with prior approval from the Fire Marshall and the OCCC Risk Management Division. In addition, depending on the scope of work that requires the on-site welding, a mandatory Fire Watch may also apply. Any unauthorized welding activity is strictly prohibited and will be subject to immediate termination of the activity.

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Section 5: Security Policies

The OCCC Security’s mission is to provide a safe and friendly environment for everyone. The Security section maintains twenty-four (24) hour security overseeing all public areas, concourses, back of house areas, parking lots and related exterior grounds. In addition, the Security section maintains an extensive relationship with the Orange County Sheriff’s Office, as well as many federal law enforcement agencies. The Orange County Sheriff’s Office (OCSO) assigns deputies to the facility on a regular basis. For planning purposes, listed below is a brief summary of security guidelines that are applicable to all Lessees, exhibitors and attendees. A. Contracted Security Providers B. Homeland Security Advisory System C. Package & Vehicle Inspection D. Severe Weather E. Staff Identification F. VIP and Government Dignitaries G. Weapons Policy

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5-A. Contracted Security Providers Lessee is responsible for hiring an event staffing service to secure the Exhibit Halls and the Chapin Theater. A contracted security provider must be selected from the eligible list, or enter into an agreement with OCCC to operate within the facility. The Lessee is responsible for retaining the services of an Event Security Provider. An adequate level of event staffing is required, to include door guards and rover position(s) for each exhibit hall, ballroom or theater that is under the client’s lease agreement. The Lessee is responsible for reviewing the OCCC Emergency Procedure Plan with his/her contracted Event Security Service Provider. To secure the leased premises and support areas, the Event Security Service Provider must be selected from the approved list available on OCCC’s website or enter into an agreement with OCCC to operate within the facility. During move-in and move-out, contracted event security staff must help ensure compliance with OCCC energy conservation policies. Exhibit hall doors adjacent to air conditioned concourses must be kept closed, except when in use for pedestrian or equipment transport. Event security supervisors are expected to review and emphasize this door policy during daily briefings and to work with OCCC personnel to minimize the loss of air conditioning. The event staffing service must be contracted to secure the leased premises and support areas during the scheduled move-in activity through the completion of the move-out from the facility. At least one (1) event staffing person must be posted at any open freight door during move-in and move-out. No freight or personnel door(s) will be opened until event staffing personnel have been posted within the leased space. Event staffing personnel must be posted before any equipment, show material or freight may be moved into the facility. Twenty-four (24) hour event staffing is required once equipment, show material or freight has been moved into the facility. The Event Security Service Provider may not place locks or chains on exhibit hall, meeting room, ballroom, theater or office doors. Keys for exhibit hall doors are not available, but Lessee may issue meeting room key cards to their event security provider. A detailed staffing plan must be submitted for review and approval to OCCC Event Security Liaison no less than twentyone (21) days, prior to the beginning of the Lease term. The plan will indicate the number of event security personnel and supervisors, dates, times and assigned locations. The OCCC may request reasonable modifications to any proposed security plans and will require that any plan meets the minimum requirements of OCCC regulations. Services and rates are outlined in the OCCC Event Services Brochure. Event security service staffing levels for events that are open to the public such as youth events, concerts, plays, ride and drives and/or sporting tournaments, may have additional coverage requirements that will determined on a case-by-case basis and may necessitate the contracting of off-duty Orange County Sheriff’s Deputies. Contact your OCCC Event Security Liaison for more information. Individuals working for the Lessee, the Lessee’s contractor, or any third-party employer must wear an approved photo identification badge provided by their respective employer or obtained from the OCCC’s Security Office. Event security personnel must immediately report any and all incidents to OCCC Security. An event security supervisor must be available to take reports on all incidents (theft, injury, etc.) which occur in areas under the care, custody, and control of the Lessee. Copies of all incident reports must be submitted to OCCC Security within twenty-four (24) hours of each and every reported incident.

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Appropriate event staffing levels for stand-alone Theater events, Valencia Room events, public events, youth events and/or sporting events, will be determined on a case-by-case basis by the OCCC. Law enforcement officers are required for events that generate large quantities of cash, display products with extraordinary value, require special crowd control and/or heavy traffic flow, or pose harmful or threatening situations. The OCCC reserves the right to determine the minimum number of officers and assigned locations based on individual event requirements. The Lessee and exhibitors shall secure the necessary licensed law enforcement officer services through the Event Security Service Provider retained for the show.

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5-B. Homeland Security Advisory System In accordance with federal guidelines, the OCCC Building Security section may impose additional facility protection measures should a change occur within the Threat Condition level of the Homeland Security Advisory System.

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5-C. Package & Vehicle Inspection Vehicles, cartons, packages or other containers brought in or removed from OCCC may be subject to random inspection by OCCC security. Personally owned vehicles and company vehicles are also subject to inspection by OCCC Security.

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5-D. Severe Weather Upon occasion, the OCCC can be subject to a severe weather condition, such as heavy thunderstorms, tropical storms and hurricanes. The OCCC Security section has a detailed response plan that is available upon request, which provides extensive planning information regarding facility preparations for such conditions.

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5-E. Staff Identification All show management, exhibitors and attendees must wear an approved show management badge for admittance to any exhibit hall. It is highly recommended that show management provide badges to their staff, exhibitors and service providers in advance of the show. All other personnel working at the facility must be badged with an approved Show Management or OCCC photo badge. Any person without an OCCC photo badge or Show Management badge wanting access to any exhibit hall should be provided with a wristband, provided by Show Management. To obtain a daily wristband, a â&#x20AC;&#x153;check-inâ&#x20AC;? desk is usually located on the Loading Dock.

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5-F. VIP and Government Dignitaries Your Event Manager should be contacted when planning VIP and Government dignitary appearances within the facility. The Security section can provide extensive planning tips when coordinating the appropriate arrival location, escorts path and departure scenarios for those guests that may require special or unique protocols.

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5-G. Weapons Policy Weapons and firearms are prohibited on OCCC property. Only licensed law enforcement personnel with legal jurisdiction are allowed to carry firearms anywhere in the facility. The OCCC Security section must be notified in advance of any firearm or weapon that is to be brought onto the premises as part of an exhibit or trade show at least thirty (30) days in advance of show move-in. Weapons may be displayed as part of the exhibit’s static display, providing the necessary precautions have been instituted with approval by OCCC Security and the OCCC Risk and Safety Administrator. Those exhibits or shows which utilize fake or prop weapons as part of an exhibit or costume, must also be brought to the attention of the OCCC Security section at least thirty (30) days in advance of show move-in. For the safety of our guests and the facility, appropriate action will be taken to remove any unauthorized weapons or firearms from the premises. Firearms require the OCCC’s Firearm Permit Checklist form be completed and submitted to OCCC Security prior to the arrival of the client to the leased space. Contact OCCC Event Management to obtain the Firearm Permit Checklist form. The OCCC recognizes the holder of a class “B” security agency license, to include security consultants. An unlicensed security consultant cannot exercise operational control of a licensed agency or an agency’s licensed personnel. The use of armed security must be coordinated with the contracted Event Security Provider (ESP) and the assigned OCCC Event Security Liaison (ESL). In accordance with the changes to P.L 790.06 “License to carry concealed weapon or firearm,” individuals other than law enforcement officials may be allowed to carry weapons on the OCCC campus with a Florida concealed weapons permit. Restrictions apply. Orange County employees are prohibited from bringing guns into the workplace. The OCCC Security section may request previous show information from those trade shows or events that may require additional security services or have high-profiled guests in attendance. In some cases, the OCCC Building Security section may contact previous show venues to gather a complete understanding of any perceived threats or security conditions that may warrant additional preventive measures.

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Section 6: Transportation Information

The main mission of the OCCC Security Division is to provide a safe and friendly environment for everyone. Working with the Orange County Sheriff’s Office and other local and state transportation entities, OCCC Security’s transportation team develops weekly comprehensive traffic plans to facilitate the movement of vehicles and pedestrians in a safe and timely manner. For planning purposes, listed below is a brief summary of OCCC Transportation guidelines that are applicable to all lessees, exhibitors and attendees.

A. B. C. D. E. F. G. H.

Directional Signage Dock Coordination/Access Dock Staff (Dock Coordinator and Dock Master) Homeland Security Advisory System OCCC Guest Shuttles (Park-n-Ride) Overnight Parking Traffic Coordination Traffic Staff (Traffic Coordinator and Traffic Master)

6-A. Directional Signage The OCCC Security section has an exterior directional signage system known as the Dynamic Messaging System (DMS), programmed on a daily basis to direct local and out of town show attendees to the closest available parking lot locations. Depending on the events/trade show activity within the facility, these DMS signs can be programmed to direct arriving guests to park at either the West Building, the North side of the North/South Building, the South side of the North/South Building, or to any of the other off-site parking lot locations available.

6-B. Dock Coordination/Access Orange County Convention Center’s Security is responsible for overseeing all access to Convention Center freight docks. The OCCC is divided into three main dock areas: • The West Dock located in the rear of the West Building • The North Dock located on the North side of the North/South Building • The South Dock located on the South side of the North/South Building Since the OCCC encompasses two different buildings, there are multiple ways to reach the loading docks. Regardless of the final destination, a Security checkpoint is in place at either building for all freight trucks entering and requesting dock access. Please refer to the Move-In/Out Policies – Loading Dock Information pages contained in this Facility Planning Guide for more details regarding loading dock move-in/out.

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6-C. Dock Staff (Dock Officer) The OCCC Security oversees docks operations and prepares the move-in/out plans. Dock Officers are supervised by OCCC Security Supervisors and are responsible for executing these plans including granting dock access for exhibit hall activities. Dock Officers monitor speeding and parking regulations, and control dock slip access. The Dock Officer should be consulted for any trailers left overnight in a dock slip, so that a visual inspection of the empty trailer can be confirmed along with a verifiable company logo of the vehicle. All dock issues should be directed to the OCCC Dock Officer and/or OCCC Security Supervisor for resolution.

6-F. Overnight Parking Overnight parking on OCCC premises is strictly prohibited. Any truck or personally owned vehicle (POV) left in the parking lot once all event activity has ceased each day will be towed at the owner’s expense.

6-G. Traffic Coordination OCCC Security Division’s Transportation Supervisor is responsible for developing and overseeing vehicular and pedestrian traffic on and around Convention Center property. Weekly comprehensive traffic plans are developed based on the vehicular needs of each upcoming tradeshow or event. In addition, special arrangements for each show can be accommodated based on the number of tour buses, limos or other vehicles for hire that are required to service each event, regardless of projected attendance. The Transportation Supervisor also works with local and state governmental officials to be advised of any local area road closures or construction delays that may affect the timely movement of OCCC trade show guests, both for arrivals and departures from either building. Any requests or questions relating to traffic, signage, special parking and ADA needs, or other transportation issues, should be directed to the OCCC Transportation Supervisor.

6-H. Transportation Staff The OCCC Transportation Supervisor is directly responsible for developing the weekly traffic plans. The Transportation Supervisor is responsible for coordinating all transportation and traffic needs for clients and ensures this is coordinated with the needs of the Building operations and other traffic impacts of the local area. The Traffic Staff is supervised by the Transportation Supervisor and is responsible for executing the plan in the field. The traffic staff are also available to address guests’ needs (including answering questions and providing directional assistance).

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Appendix A: Event Services & Exhibitor Services Checklist Time before your event move-in date

12 months

Description

Event Services

Exhibitor Services

Your Sales Manager and Event Manager will call you and review your event and our team assigned to assist you in the planning stages. We will also send out a link to a custom e-planning resource tool that is interactive and allows both your team and the OCCC team to share documents, build a library of resources to maximize the experience during your planning stages and provide a mobile directory to use on site during your event for texting, calling or emailing all event contacts.



Call from Sales Manager.



Call from Event Manager.



Review your event and assigned team.



Review your event and assigned team.



Your EM will review with you the Floor Plan Review which is the information tools required to ensure that your proposed event program abides by certain building and fire safety code regulations.



Send link to custom interactive e-planning resource tool; share documents, build resources and provide mobile directory with your team and the OCCC team. Submit Exhibit Hall Floor Plan for Fire Marshal review and approval.



Exhibitor Services Guide information available for the assembly of show exhibitor kits.



Complimentary review of show exhibitor kits available, prior to mailing and/or show distribution.



Available for site/planning visits. Review of show exhibitor kit.



6 months 

3 months

Your EM will request to review all proposed show specifications, proposed meeting room specifications and proposed theater activity. Your ESC will request to review the show exhibitor kit.



Your EM will be requesting the final exhibit hall floor plan, the final show specification and any other information involving related event activity. It is recommended that during this time, show mangers provide their EM with as much event detail as possible, so that the EM can provide accurate and timely support information regarding your proposed event program.



2 months

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Available for site/planning visits. Review of building and life safety codes for event planning and logistics.

Exhibit Hall Floor Plan changes/revisions submitted for Fire Marshal review and approval.

 

Custom webpage available for show website, including real-time online ordering confirmations.

Final Exhibit Hall Floor Plan submitted for Fire Marshal approval.



Review exhibitor list.



Review orders with exhibitors to ensure they are getting the most cost effective service for their booth.



Courtesy calls/emails reminding exhibitors of incentive deadline, saving exhibitors up to 40% on show orders.



Custom webpage available for show web site, including real-time ordering confirmations.



Review of all proposed service contractor information.



Review of all proposed event/show specifications.



Review all proposed meeting room specifications.



Review all proposed theater/production specifications.

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EM should have received all final show specs and final floor plans, if not previously submitted. The Center offers a 30% discount to show management on personnel and equipment service orders received 21 or more days prior to first move-in day. (Incentive Rate).



21 days

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Receipt of all final service contractor information. o Move-in, show and move-out schedules Receipt of all final event/show/meeting room/ theater/production specifications.



Confirmation of show hours and meeting room schedule.



Confirmation of audio-visual requirements.



Receipt of the final contracted security plan.



Receipt of all show management (non-exhibitor) show orders, including Rigging and Event Utilities.



Review exhibitor list.



Review orders with exhibitors to ensure they are getting the most cost effective service for their booth.



Courtesy calls and emails reminding all exhibitors of the incentive deadline, saving exhibitors up to 40% on show orders.



Custom webpage available for show website, including real-time online ordering confirmations.

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The Center of Hospitality, where itâ&#x20AC;&#x2122;s all about your experience

West Concourse 9800 International Drive Orlando, FL 32819 North Concourse 9400 Universal Boulevard Orlando, FL 32819 South Concourse 9899 International Drive Orlando, FL 32819 Toll-Free: 1-800-945-3845 Phone: 407-685-9800 Fax: 407-685-9876 www.occc.net

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