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This section of the Event Planning Guide will provide useful information on key areas instrumental to planning and implementing of your event at the Albuquerque Convention Center . Throughout your coordination process, your Event Coordinator/Manager is also readily available at your service.
Audio-Visual
The ACC's preferred in-house audio-visual provider, AVHQ, offers a full range of audio-visual services including slide and video projection, sound reinforcement, video production, video conferencing and much more. AVHQ is also the exclusive operator of the Center's in-house sound system and exclusive provider of a cable television feed into the Center. Patch fees may apply for an outside A/V provider requiring access to any in-house system. Please contact AVHQ at 505-768-4591 for further details.
Please refer to Center's Approved Vendors List for a list of all approved audio-visual providers.
Deposits
Rental fees are due prior to the start of the event. The ACC's standard rental payment schedule is outlined in the “Facility Booking Policy” section of the Event Planning Guide.
The ACC may require a contingency deposit on certain services and types of events. Your salesperson will determine and communicate this requirement prior to the License Agreement being issued.
Electrical & Other Utilities
At the ACC, our Engineering Staff provides of all event electrical and utility needs for all clients and exhibitors. Your Event Coordinator/Manager coordinates and forwards your electrical and utilities needs to our Engineering Staff to ensure that your requirements are taken care of in a timely and cost-efficient manner. All your utility requirements (with the exception of exhibitor orders) should be included with your event information to your Event Manager. Please contact your Event Coordinator/Manager for current electrical/utility rates.
Exhibitor orders are handled by our Exhibit Services Managers, who will work with your general services contractor to communicate and distribute our electrical/utility forms to your exhibitors. Please contact our Exhibitor Services Manager at 505-768-3863 for further information on exhibitor utilities service.
Basic room rental includes standard overhead lighting and heating and/or air-conditioning. Any additional electrical needs are subject to an additional cost.
Engineering
Our Engineering Staff ensures that heating, ventilation and air-conditioning, and other critical building systems work correctly for the comfort and safety of your staff, attendees, and exhibitors.
They rely on your Event Coordinator/Manager for information as to event hours and HVAC needs. Providing our Engineer Staff with the information they need is just another important way in which your Event Coordinator/Manager is working for you, again, reinforcing how crucial it is to provide clear, concise and timely information.
Equipment Inventory/Rental
The Center is equipped with an inventory of tables and chairs to meet your requirements. Additionally, we have an inventory of special items (dance floor, lecterns, staging, easels, podiums, coat racks, etc.) available for rent. Please contact the Sales & Services Department at 505-768-3879 or visit our website at www.albuquerquecc.com for the current Equipment and Labor Rate Sheet, which details equipment available through the Center.
Event Management
Following the execution of the License Agreement for your event, the ACC will assign an Event Coordinator/Manager to work with you on event planning and implementation. Your Event Coordinator/Manager will contact you as soon as they are assigned and will remain your primary Center Liaison through the conclusion of your event.
The ACC's Event Coordinators/Managers are skilled professionals who are thoroughly familiar with the policies, procedures, and services of the facility. A major function of the Event Coordinator/Manager is to gather all event information and distribute it to our internal operating departments. These departments include Engineering, Security, Housekeeping, Set-up, Audio-Visual, Medical, Electrical, Telecommunications, and other technical services.
A separate catering contract and deposit will apply for all pre-planned events. You will be introduced to a Catering Sales Manager early in the event planning process to ensure that you benefit from their inventory of products, services, and expertise.
Expenses
Inclusive in the rental fee of meeting room and ballroom space contracted in the License Agreement, the ACC will provide overhead lighting, HVAC, initial room set-up, a riser and lectern, a head table, water service for the speaker and housekeeping of restrooms, lobbies, corridors, and other public areas at no additional charge. Additional services, or expenses, shall be outlined by your Event Coordinator/Manager once final event requirements are provided. An estimate of event expenses will be prepared and will indicate the services desired, the price, and the authorization of the Licensee or designated representative. Please contact the Sales & Services Department at 505-768-3879 or visit our website for the current Equipment & Labor Rate Sheet to assist with budgeting potential expenses.
Exclusive Services
The ACC is proud to provide the following services on an exclusive basis for all events in the Facility:
• Food & Beverage
• Electrical & Utility Services
• Telecommunications & Internet
• In-House Sound/Patches
• Cable Television
Finance
Room rental charges and appropriate deposits are due in full prior to a group arrival. Please refer to your License Agreement for amounts and due dates. Invoices for deposits may be requested; otherwise the License Agreement shall serve as the total invoice. The Center accepts business/personal checks, major credit cards (American Express, Visa, Master Card, Discover) and wire transfer for payment of fees.
Event expenses and on-site services will be invoiced at the conclusion of the event and payment is due upon receipt of the final invoice.
Payment on catering and food & beverage services is handled directly through the Center's exclusive F&B provider. Please contact Aramark at 505-768-3885 for payment and deposit requirements.
First Aid/Emergency Medical Services (EMT)The Center recommends that public events, trade shows, and/or events of one thousand (1,000) or more attendees, to schedule on-site emergency medical personnel, especially during your move-in/move-out periods when your exhibitors are working on-site. This is when we have found that injuries requiring medical assistance are more likely to occur. Your Event Coordinator/Manager will be able to assist you in scheduling this service through the Albuquerque Fire Department.
Floor Plans
Floor plans for meeting and ballroom space can be designed with the assistance of your Event Coordinator/Manager to ensure fire code requirements are met. You can access floor plans and standard room sets on our website.
Your designated general service contractor will help you design your exhibit space (including registration areas). Exhibit floor plans must be submitted to your Event Coordinator/Manager to be approved by the Albuquerque Fire Marshall's office no later than thirty (30) days prior to move-in day. Please refer to the “Exhibit Services Guidelines” section of the Event Planning Guide.
Food & Beverage/Concession ServiceARAMARK is proud to be the exclusive caterer at the Albuquerque Convention Center and stands ready to offer the finest quality product and service for all your events. Gourmet coffee breaks, receptions, black-tie dinners, and theme parties are just samples of the events that ARAMARK can provide.
ARAMARK 's concession operations is available to provide food and beverage service for your event. Permanent stands and themed portable stations will enhance any event's program by featuring a variety of specialty food and beverage items. ARAMARK will work with show management to ensure that food and beverage service will accommodate your group's needs. Please contact ARAMARK at 505-768-3885 for ideas on how food & beverage can bring a unique quality to your event.
The food and beverage department will allow sampling of products as long as the following sample size is followed: Food item samples are limited to a maximum of 1oz. “bite size” portions and non-alcoholic beverages are limited to a maximum of 2 oz. serving size. Aramark must be notified if products are to be sampled. Please contact Aramark for further details and required waivers.
Housekeeping
As our motto of the “Three C's” suggests, cleanliness is a priority to ACC staff and we are proud of our reputation of maintaining the beauty of our facility. Maintaining such a reputation rests with our Operation Staff – they are the men and women who take exceptional care of the ACC.
We will keep the restrooms, lobbies, corridors, and other public areas clean and tidy during all of your event hours, and we will also refresh your meeting rooms between sessions, should time allow. Please be sure to tell your Event Manager about special cleaning schedules or restricted housekeeping areas.
All events booked at the ACC are required to provide liability insurance. Event insurance can be self-provided or SMG offers an excellent event insurance option through the Master Venue Program (MVP) .
The ACC requires commercial general liability insurance policy with combined limits of liability for bodily injury or property damage as follows:
$1,000,000 Per Occurrence
$1,000,000 Policy Aggregate
$1,000,000 Products Liability/Completed Operations
$1,000,000 Personal and Advertising Injury
$ 50,000 Fire Legal
$ 5,000 Medical Payments
Additional insurance coverage, such as vehicle insurance, may be required depending on building usage. Please refer to your contract for full insurance details.
The Certificate of Insurance shall name “The City of Albuquerque and SMG, its officers, agents and employees” as additional insureds. The Certificate of insurance is due no later than thirty (30) days prior to the first day of occupancy.
If you have the required general liability insurance coverage, request a certificate of insurance from your insurance agent. To make certain that the certificate of insurance meets the required specifications please send Section 9 of the License Agreement to your insurance agent.
The insurance can be purchased from any A VIII rated insurance provider or from the Master Venue Insurance Program (MVP) through SMG. MVP insurance is provided by a qualified insurance provider that has contracted with SMG to issue coverage to our clients at a discounted rate.
To purchase insurance under our MVP contract rate please contact your Event Coordinator/Manager.
Internet & TelecommunicationsYour internet & telecommunication needs are exclusively provided by the ACC. We help your event with its technology and communication needs by providing voice lines, high-speed data lines and wireless internet service. Our telecommunication & internet partner, Showtel Communications, will install telephone lines and instruments and Internet connectivity for your staff offices as well as for your exhibitors in their booths. Exhibitors are able to order their telephone and Internet services on-line before they arrive on site direct with Showtel Communications. Please be sure to include Showtel's order forms in your exhibitor service kit. Please contact the Sales & Services Department at 505-768-3879 or visit our website at www.albuquerquecc.com for order forms.
OperationsThrough your Event Coordinator/Manager, our Operations Staff will set all tables, chairs, risers and other Center-provided equipment where and when you need it. They will move the meeting room airwalls into the right places and handle your changeover requirements with dispatch. Some services may involve a labor charge and/or rental fees. Please ask your Event Coordinator/Manager about changeover fees.
Room Set-Ups & ChangeoversThe ACC will provide the initial set-up for meeting rooms and Ballrooms at no charge with rental. An initial room set-up will include seating (theater, classroom, banquet, hollow-square or conference), a riser, a podium, a head table and water service for the speaker. Changeover fees will apply for any changes to the room set-up thereafter, with the exception of changes required to go to or from a catered function. Please contact your Event Coordinator for applicable changeover fees.
Rental of exhibit space does not include an initial set-up. You may opt to rent tables, chairs and staging for exhibit space through your Event Coordinator/Manager or through one of the Center's approved vendors.
Please provide your Event Coordinator/Manager with room set-up and space specifications no later than thirty (30) days prior to your event.
Sales & BookingFollowing the designation of available space, our Sales Representatives may enter a space reservation for your event. All space reservations are designated as “prospect” on a first or second option basis, “tentative” or “definite.” Potential date and space availability will be discussed as appropriate. An event will be regarded as “definite” following the execution of a License Agreement and payment of deposit. The parameters for issuing and executing License Agreements are dependent upon the type of event being considered. Please refer to the following section of the Event Planning Guide, “Facility Booking Policy,” for more details on booking space at the ACC.
Security (Building & Event)The Center maintains an exclusive in-house security operation for the building. Our trained building Security Staff maintains 24-hour security coverage for the Center's perimeter areas, internal corridors and life safety alarm system. Security staff will also open and secure the interior and exterior access doors as well as monitor internal traffic flow.
The Center may require certain events to provide minimum levels of event security coverage (including Albuquerque Police Department staffing) in any leased space and other areas (i.e. docks, public access areas, registration areas, etc.). Such coverage will be at Licensee's expense. Licensee must obtain event security services from a vendor on the Center's approved list and provide the Center its proposed event staffing scheduling for approval no later than two (2) weeks prior to move-in day.
All incidents of injury, vandalism, fire, theft, etc. should be reported to the ACC Security Office immediately at 505-768-4590. Following notification of any incidents, event staff will initiate appropriate reports and investigations.
The use of armed guards is prohibited without written consent from the Center.
Vendors & Service Providers
To assist with your planning efforts, the ACC has compiled a list of vendors approved to work and provide non-exclusive services in the Facility. These include general service contractors, exhibit services, event security/staffing, production services and stagehands. Please refer your Event Coordinator or visit our website at www.albuquerquecc.com for the Center's Approved Vendors List. In the event your designated vendor does not appear on the Center's approved list, please contact your Event Coordinator/Manager.
