San Jose Convention & Cultural Facilities
Facility User’s Guide
I have received the Facility User’s Guide for the San José Convention &
Cultural Facilities. This acknowledgment notes that I have read and understand
the information described for all venues included in the San José Convention
& Cultural Facilities. I understand that all information contained in this Guide
is subject to change. I look forward to experiencing great customer care and
efciency during my scheduled event.
Today’s Date
Name
Title
Organization
Event Name
Event Date
Facility User’s Guide Acknowledgement
2
Table of Contents
Welcome 4
Meet Your Team 5
Our Facilities 9
Facility Services 13
Important Dates and Deadlines 16
Potential Expenses Checklist 19
Potential Expense Details 22
General Facility Information 46
Theater and Concert Policies 52
Food and Beverage Service 55
Health Department of 58
Santa Clara County
General Rules and Regulations 60
Fire Regulations 83
Liability Insurance Requirements 90
Environmental Policies 92
Dear Client,
Team San José would like welcome you to San José! I am personally committed
to ensuring that you have a productive and enjoyable event experience in our
Convention & Cultural Facilities.
The mission of Team San José is to provide excellent professional services and
exceptional customer service, setting the stage for the success of your event. Our
highly experienced staff includes experts in sales, marketing, event services, food
and beverage, facilities, technology services, and security management. We have
partnered with local labor unions, the San José hotel community, and the San José
Arts Council to build an environment that will allow you and your guests to conduct
business effectively and enjoy our city.
Enclosed is the most up-to-date information we offer about our facilities, although
changes may occur after we publish this Guide. The most current information can
be found in your Facilities Use Agreement and at www.sanjose.org. Also, please feel
free to contact your Event Services Manager, the San José Fire Department, and
other appropriate government agencies.
Your Event Services Manager is your key link to our organization. Like me, your
Event Manager is empowered to assist you in every way to show our commitment to
making your event a success. And if you have issues or concerns that are not being
addressed, please feel free to contact me directly.
We value and appreciate your business, and are glad you chose the San José
Convention & Cultural Facilities for your event. We look forward to working closely
with you and encourage you to advise us of your needs and expectations.
Sincerely,
Dan Fenton
Dan Fenton, CEO
Team San José
408-792-4107
dfenton@sanjose.org
welcome
4
Meet Your Team
5
Meet Your Team
Convention Sales
Our Convention Sales Department is the rst point of contact for every event held at
San Jose Convention Center & Cultural Facilities. Our Convention Sales Department
will work closely with each planner in selecting San Jose as a destination for your
event. Convention Sales will assist you in securing hotel rooms and negotiate facility
contracts and rental rates.
When it is time to rebook your event, contact our Convention Sales Department.
We would like nothing more than to have your event return to San Jose. If you are
interested in exploring future dates, please contact your Sales representative directly
at 408-295-9600.
Events Services Team
Our Senior Event Services Managers and their teams provide every event with
a principal source of information, both inside the San Jose Convention Center &
Cultural Facilities and within the City of San Jose.
The Event Services Team is accountable for the success of each event. Your
Event Services Manager is responsible for receiving all of the event requirements,
assuring that all events are well planned and smoothly executed. The three areas
of focus are pre-event planning, event day(s) and post-event coordination. Here
is a list of details needed prior to the event to ensure success within one of our
facilities:
• Day by day agenda of meetings and events
• Floor plans for exhibit area and registration lobbies
• Meeting room diagrams, capacities, and use schedules
• Information for required event stafng
• Information to be coordinated with other service providers
and general service contractors (i.e. audio/visual, staff, etc.)
• Food and Beverage requirements
The Event Services team will also assist with logistics such as:
Convention housing
Inventory control for hotel room blocks, online booking, personalized
e-mail address for reservations, weekly reports, acknowledgments conrmed via
email, fax or mail, on-site housing assistance, VIP and exhibitor room blocks, and
personalized hotel maps.
Registration Service
Professional and reliable registration personnel are available to assist you with on-
site registration, stafng data entry/typing, cashiering and hospitality hosting. Your
Event Services Manager can review rates and availability with you.
6
Meet Your Team
Transportation
We can assist you in obtaining busses, cars, taxis or other modes of transportation.
Parking
Special rates and validation services for the parking garage at the San Jose Con-
vention Center can be arranged at your request.
Civic official liaison
We can assist you with the appropriate contacts in the ofces of the Governor of
California, the Mayor of San Jose and other City and Civic ofcials.
Meeting planner site visits
Accommodation arrangements, agenda for site visits, airport pick-up, and staff
escort for site locations.
Unlimited Possibilities
In addition to these services, our Event Services team is ready to take on additional
and special request that you may need. The possibilities are endless!
Food and Beverages Team
San Jose Convention & Cultural Facilities are renowned for our impeccable,
world-class service, truly delectable cuisine and a superb selection of menus that
can be customized to any event or special occasion. Whether it’s a casual brunch
for 100, an elegant sit-down dinner for 500 or a banquet for 1200 featuring vibrant
international cuisine, our team of culinary wizards will use only the nest and
freshest ingredients to create a truly extraordinary dining experience for you and
your guests. From rst course to last, we are totally committed to providing the very
nest food and beverage experience.
Facility Operations Team
Our Facility Maintenance Department sets a high standard for a spotless and
clean environment to preserve the integrity of each historical venue we manage.
To maintain this standard throughout each event, we maintain restrooms, lobbies,
corridors, and other public areas as well as all meeting rooms between sessions.
Our Set-Up and Conversion crews set meeting rooms according to event
specications. In working directly with your Event Services Manager, your
requirements are communicated and dispatched directly to our crews.
7
Meet Your Team
Engineering Team
Our Engineering Department ensures that heating; ventilation, air-conditioning,
lighting, and other critical building systems work correctly for the safety and comfort
of staff, attendees, exhibitors, and performers.
Engineering relies directly on your Event Services Manager for event-specic details
and requests provided by the Show Manager. Timely, clear, and concise information
is essential to the success of any event.
Public Safety Officers
Our Public Safety team provides important services during each event. Public
Safety will secure entrances, and public areas, and coordinate emergency
information through our high-tech control room.
Event-specic contracted security should be provided through outside security
contractors or off-duty police ofcers at the expense of the Show Manager or
the organizer for each event within one of our facilities. All security providers
must provide copies of current licenses and proof of insurance. Our Public
Safety Department will coordinate with the contracted security provider to ensure
familiarity of our building. A walkthrough of event specied usage areas will be
conducted.
Labor Unions
Our close working relationship with union labor has been created to provide all
events with exceptional and qualied industry technicians and labor. Team San
Jose supports and works closely with the Sign, Display, and Allied Crafts Union, the
International Brotherhood of Electrical Workers (IBEW), the Teamsters Union, and
the International Alliance of Theatrical Stage Employees (IATSE).
All convention and theatrical events are required to utilize qualified San Jose
Local Union technicians and labor to produce those aspects of your events
that fall under the jurisdictions of the unions mentioned above. In addition,
IATSE local 134 is the exclusive provider of all technical and theatrical labor
working within the San Jose Convention & Cultural facilities, with their payroll
being handled exclusively through Team San Jose. Teamsters Local 287 is the
exclusive provider of all freight handling within our facilities with their payroll
being handled exclusively through Team San Jose.
Please see your Event Services Manager to discuss your labor needs for your
program and associated rates for union labor.
8
Our Facilities
9
Our Facilities
Team San Jose manages seven unique facilities in downtown San Jose. Please
use the information below regarding your contracted venue. Complete oor plans
and specications for each venue are available on our website at www.sanjose.
org.
Please use the addresses shown below to publicize your events in our facilities.
San Jose Convention Center
150 West San Carlos Street
San Jose, CA 95113
The Convention Center offers 143,000 square feet of column-free, contiguous
exhibit space and a maximum of 30 meeting rooms for 42 to 2,400 attendees
in what is described by Allan Temko, architecture critic of the San Francisco
Chronicle, as “…the best public architecture the Bay Area has seen in a
generation.” The Convention Center includes Exhibit Halls 1, 2, 3, a grand
ballroom (Ballroom A), Meeting Rooms B through N, concourse areas, a VIP
Lounge and a registration area.
The Convention Center is designed to accommodate persons with disabilities.
Special features include designated parking, ramps on street levels, wide elevator
and restroom doors, Braille designation in elevators, a TDD telephone, and
wheelchair access to telephones and drinking fountains. The building is also
equipped with AED devices.
South Hall
(located adjacent to the Convention Center)
435 South Market Street
San Jose, CA 95113
South Hall is an 80,000 square foot, 131 x 607-foot freestanding, column-free,
aluminum-framed, fully-insulated exhibit hall serving as an overow facility,
extending the Convention Center’s exhibit capacity from 143,000 square feet to
223,000 square feet. Convention patrons will enter South Hall from entrances
located along Market Street and Viola Street. The distance from South Hall to the
Marriott Hotel is approximately 350 feet.
10
Our Facilities
Parkside Hall
(located across W. San Carlos Street from the Convention Center)
180 Park Avenue
San Jose, CA 95113
Connected to Civic Auditorium, Parkside Hall contains 30,000 square feet in
two exhibit halls (Parkside Hall A and Parkside Hall B) and an outdoor plaza.
Designated concessions areas are available.
Civic Auditorium
(located across W. San Carlos Street from the Convention Center)
135 West San Carlos Street
San Jose, CA 95113
Civic Auditorium is a Spanish Mission style building with dual-level auditorium
seating for 3,060. It offers three meeting rooms (Meeting Rooms 2, 4, and 6),
dressing rooms, and designated concessions areas.
Montgomery Theater
(Located across W. San Carlos Street from the Convention Center)
271 South Market Street
San Jose, CA 95113
Montgomery Theater is a full-production theater seating 536 and is in use most of
the year by local performing arts groups. Montgomery Theater has seating space
for wheelchairs. In addition, state-of-the-art devices for the hearing impaired are
available and can be used through the in-house audio system.
Center for the Performing Arts (CPA)
255 Almaden Boulevard
San Jose, CA 95113
The Center for the Performing Arts, with xed continental seating for 2,665,
features full production capabilities and is in use most of the year by performing
arts groups. There is seating space for wheelchairs and designated disabled
parking spaces. In addition, state-of-the-art devices for the hearing impaired are
available and can be used through the in-house audio system.
11
Our Facilities
California Theatre
(located across Market Street, east of the Convention Center)
345 South First Street
San Jose, CA 95113
The newly restored California Theatre is a 1927 movie palace, beautifully
renovated to its historical splendor. The refurbished and expanded stage
house increased the capacity to present fuller and richer productions of Opera,
Symphony, and other live performing arts. In addition, the state-of-the-art
projection booth has been outtted with equipment for screening every lm media
from nitrate (silent movies) to digital. The 1,146-seat auditorium provides luxury
seating with unparalleled sight views and acoustics.
A full size rehearsal hall, dressing room suites, green rooms, and other meeting
space have also been added to the newly created West Wing. The beautifully
restored lobbies and outdoor courtyard make for a sumptuous backdrop for many
kinds of events.
12
Facility Services
13
Facility Services
Visitor Information Center
Our Visitor Information Center is located in the Administrative Ofces on the west
end of the Convention Center and is open from 8am – 5pm daily, Monday through
Friday. The Visitor Information Center offers visitors and attendees a wide array of
services including:
• Dining and lodging information
• Visitor information and supplier referrals
• Brochures and maps of San Jose and the Greater Bay Area
Audio Video/Lighting
Visual Aids Electronics (VAE) Corporation is the preferred provider of all
Audiovisual Production, Staging, and Rental services for Team San Jose and the
San Jose Convention & Cultural Facilities. Their team of over 300 professionals
has been providing seamless production services throughout the United States
and Canada for over 40 years.
VAE is proud to call the San Jose Convention & Cultural Facilities home. They
have on-site Sales and Operations Teams as well as a new state-of-the-art
inventory to assist you with whatever audiovisual support you may need. VAE is
your choice for a seamless production whether you need a podium microphone
and ipchart or a complete package with lighting, video, sound, and staging for
thousands of attendees.
They are also able to provide push-to-talk microphones, interactive voting, and
simultaneous interpretation services through Conference Systems Incorporated
(CSI). CSI has been part of the VAE team for over 30 years.
Team San Jose Advertising
Team San Jose is pleased to offer state-of-the-art, digital signage systems
for use during your show. There are a total of seventeen 50” plasma screens
located throughout the Convention Center. You and your exhibitors can provide
the content or Team San Jose can assist with content creation. Display show
schedules, highlight sponsors, announce speakers, educate the audience,
promote products or whatever you choose. Contact your Event Services Manager
for further details.
Exterior electronic reader boards located at the main entrance of the Convention
Center, the Center for the Performing Arts, and the California Theatre display
event publicity information. Priority is given to events that attract larger audiences.
Events are not required to be displayed on either the reader board or the
marquee. Please notify your Event Services Manager in advance of
your preferences.
14
Facility Services
Internet & Telephone Services
In Silicon Valley, we understand the importance of cutting edge technology. At the
San Jose Convention & Cultural Facilities, we offer all events the most innovative
network and internet services. Streamline Communications is the exclusive
provider of internet connectivity in the San Jose Convention & Cultural Facilities.
They also provide connectivity to local hotels such as the Hilton San Jose &
Towers, the San Jose Marriott, and the Fairmont San Jose.
Streamline customer service is second to none in the industry with proactive
networking monitoring and qualied on-site personnel.
Food and Beverage
San Jose Convention & Cultural Facilities are renowned for our impeccable, world-
class service, truly delectable cuisine and a superb selection of menus that can
be customized to any event or special occasion. Whether it’s a casual brunch for
100, an elegant sit-down dinner for 500 or a banquet for 1200 featuring vibrant
international cuisine, our team of culinary wizards will use only the nest and
freshest ingredients to create a truly extraordinary dining experience for you and
your guests. From rst course to last, we are totally committed to providing the
very nest food and beverage experience.
Ushering/Badge Checking
Our in-house ushering service can provide ushers, door guards, badge checkers,
and ticket takers for an additional charge. The in-house ushering service provides
qualied, uniformed staff that is familiar with the facilities and with event needs.
Any event in one of our Theaters, ticketed events and some public events will
require the use of our exclusive in-house ushering staff. Contact your Event
Services Manager for specic event requirements. He/She can provide rates and
stafng levels and make arrangements for event coverage.
Coat/Bag Checking
Stafng for coat and luggage checking service can be arranged through the in-
house ushering service. See your Event Services Manager for rates.
Electrical Services
Edlen Electrical Services, our preferred electrical and utility provider, has been
serving the convention industry for over 30 years. Edlen can provide temporary
electrical services to any event, inside or outside our facilities. Please contact your
Event Services Manager for additional information.
15
Important Dates
and Deadlines
16
Important Dates and Deadlines
17
Activity Submit To Due Date
Initial site inspection Event Services Manager 9 months
Preliminary oor plan sent Fire Marshal 6 months
Hazardous materials
notication & plan
Event Services Manager 4 months
Attendee transportation
arrangements
Event Services Manager 4 months
General schedule Event Services Manager 90 days
Basic event plan & space
assignments
Event Services Managers 90 days
Food & beverage sample
request
Event Services Manager 90 days
Request for use of outdoor
event space
Event Services Manager or
Ofce of Cultural Affairs
90 days
Exhibitor Service Kit & List
submitted
Event Services Manager 60 days
Certicate of Insurance &
Remaining Rental Due
Booking Manager 60 days
Final oor plan Fire Marshall 60 days
Attendee parking
arrangements
Event Services Manager 60 days
Fire Marshall approved
oor plan
Event Services Manager 45 days
Final Event Plan/all
specications due
Event Services Manager 45 days
Registration Assistance Event Services Manager 45 days
List of all contracted vendors
submitted
Event Services Manager 45 days
Important Dates and Deadlines
18
Activity Submit To Due Date
Facilities Banners & Signage
approval
Event Services Manager 30 days
Welcome messages Event Services Manager 30 days
Lock change request Event Services Manager 30 days
Key requests Event Services Manager 30 days
Catering event order &
concession plan
Event Services Manager 30 days
Security plan Event Services Manager 30 days
Rigging plans Event Services Manager 30 days
Sample security badges Event Services Manager 21 days
Food & beverage guarantee Event Services Manager 3 business days
Pre-event meeting Event Services Manager On-Site
Move-in & Out
Inspection Tours
Event Services Manager On-Site
Post-event meeting Event Services Manager On-Site
Potential Expenses
Checklist
19
Potential Expenses Checklist
The list of potential charges below is intended to help you plan and budget for
your event. It is not meant to be an all-inclusive list of charges. Based on your
event specications additional charges not outlined below may apply. Contact
your Event Services Manager for current rates. A list of outside contracted
services can be provided by your Event Services Manager. Details regarding items
notated with an ** are provided on the following pages. Please ask your Sales or
Event Services Manager how these charges may apply to you.
Expense Item Estimate
Advertising/Banner Space Use Fees**
Audio/visual service/equipment
Broadcast fees**
Cleaning & custodial services**
Coat/parcel checking
Confetti/balloon removal
Contract Event Security ofcers
Damages to facility or equipment
Electrical service
Equipment Fees: Tables/chairs/stages/
dance oors**
Fire Marshall Approval for oor plans
First aid personnel**
Food and beverage costs
Forklift/ boomlift / scissor lift rental
House Lighting and sound in Theaters
Internet and/or telephone connectivity
by Streamline
** Please ask your Sales or Event Services Manager how these changes may apply to you.
20
Potential Expenses Checklist
Linen service for Meeting Rooms**
Loading dock security/marshalling**
Non-contracted Event Hours**
Permit approvals
Police Ofcer coverage**
Production rigging**
Registration services
Room refreshes**
Room set changeovers/Late info**
Security lock changes to
meeting room doors
Sound system**
Telecommunication services**
Ticket sellers
Union labor for sound/lights/
stagehands**
Union Labor for truck loading/
unloading - Teamsters
Usher services**
Utilities and Electrical services**
Validated parking
Water service for Meeting Rooms**
** Please ask your Sales or Event Services Manager how these changes may apply to you.
21
Potential Expense
Details
22
Potential Expenses Details
Advertising/Banner Space Fees
Any banner placed outside of or afxed to any of our facilities is subject to a
space rental fee. This includes banners bearing only Show Management name
or logos, as well as sponsor names or logos. Any sign or banner displayed in a
public area of our facilities that bears the name or logo of a sponsor or afliate
partner of Show Management is complimentary. See your Event Services
Manager for a schedule of rates.
Broadcasting/Televising/Recording/Taping Fees
Videotaping your event is permitted provided that any broadcast or recording of
the event for reproduction will be for your proprietary use and not for broadcast
to the general public. Video that is to be released or sold to the general public is
subject to broadcasting fees.
Cleaning and Custodial Service
The Team San Jose staff provides normal cleaning and general housekeeping in
areas used for meetings and public areas. Meeting rooms are cleaned prior to and
after each day of use. For meetings with duration of 6 hours or more rooms will be
refreshed as possible during an appropriate break. Additional room refreshes can
be arranged through your Event Services Manager for a fee. Charges are based
on the room and amount of time allocated for the refresh. Materials left overnight
are discarded unless otherwise instructed.
Cleaning or custodial service for exhibit halls (to include aisles and carpeted areas),
booths or registration areas is not a complimentary service provided by the Team
San Jose staff. You or your exhibitors should arrange for this service from your
appointed decorator. The decorator is responsible for all cleaning services in
exhibit halls and booths to include last-minute trash and debris discarded in the
aisles by exhibitors prior to show opening. Decorators and other contractors
are expected to dispose of all waste into the appropriately marked bins in our
Recyclables Area, located in the East Warehouse.
23
Potential Expenses Details
Equipment Fees
The basic meeting room rental includes one complimentary set-up per event. The
following will be included in rental:
• Theater-style or classroom-style room set-up (up to 4 chairs per table)
• Head table (skirted) on riser of pre-determined size
• One lectern
• One registration table (skirted) outside meeting rooms (upon request)
• Normal air-conditioning or heating during event hours
• Standard in-house lighting
• Complimentary water for head tables and lecterns (upon request)
Please note that unless negotiated otherwise, any equipment set by Team San Jose
in one of our exhibit halls will be charged according to our published equipment rate
sheet. In addition, complimentary meeting room set ups do not include exhibit or
display tables and skirts.
A complete outline of specic equipment amounts provided complimentary with
each room is provided in the next section.
First Aid Services/Personnel
The health and safety of your attendees and exhibitors are very important to the
success of any event.
Since this is a mutual concern and responsibility, depending upon the nature and
size of your event, Team San Jose may require first aid coverage and if so, it will be
charged to your final invoice. Coverage may be required for move-in and move-out
when your exhibitors and general contractors are working on site to assist in first
response medical injuries of any sort. Coverage is always required for any sporting
event, cheerleading or dance competition.
Based on the dynamics of your event you may also be required to provide a
separate medical team exclusively for your competitors. The stafng schedule will
start one-half (1/2) hour prior to attendees arrival on-site and extend one-half (1/2)
hour beyond departure. Event Medical Service personnel provide basic rst aid
until medical assistance arrives.
Arrangements for rst aid personnel coverage are made by your Event Services
Manager through our approved contractor. Any exceptions to this policy must be
approved by your Event Services Manager.
Public Safety should be paged by calling 3500 from a white courtesy phone when
an accident occurs during your event. All accidents, injuries or illnesses in the
San Jose Convention & Cultural Facilities should be reported to Public Safety
immediately.
24
Linens in Meeting Rooms
Tables provided in all of our facilities do not include a linen covering, unless full
food & beverage service (a plated or buffet meal) is being provided by San Jose
Convention & Cultural Facilities. Tables in meeting rooms are set with the Formica
surface exposed. The exception is meetings that are set at round tables which
have wooden tops. Any meeting set in rounds will be charged for the linen to cover
the wooden topped rounds. Your Event Services Manager can provide you with
rates for linens if you wish to cover the tables for meeting room set ups.
Loading Dock Security/ Marshalling
The loading dock of the San Jose Convention Center is accessed directly from
a major San Jose City street and is limited in capacity. It is imperative that all
trade show move in and out activity must be monitored to restrict the possibility
of trucks or vehicles blocking the city street. This activity must be monitored
by an off-duty San Jose Police Ofcer that has authority to control trafc on a
city street. The cost for retaining the Police Officer is the responsibility of Show
Management or the event organizer. See your Event Services Manager for details
and rates.
Non-contracted Event Hours
All aspects of your event should occur within the time frame outlined in your
Facility Use Agreement. Additional charges may be incurred if your event or set up
begins before the contracted time or extends past the contracted time. This includes
event tear down.
For specic information, contact your Event Services Manager.
Police Officer Coverage/ Other Events
Team San Jose may require an off-duty San Jose Police Ofcer to be retained
during your event. Examples of events that may require Police coverage are as
follows (but not limited to): sporting events, public events where alcohol is served,
theater events, concerts, group street crossing, etc. This coverage would be in
addition to independently contracted security that you must arrange for your
event. Your Event Services Manager will help you determine if Police Coverage
is required. If it is determined that coverage is required, the cost for retaining the
officer(s) is the responsibility of Show Management or the event organizer.
Production Rigging
All production rigging will be coordinated exclusively by VAE Corp., who will use
qualied technicians from local unions to perform rigging duties. Please contact
Zack Brush with VAE Corp. for rates and additional information.
25
Potential Expenses Details
Room Refreshes
Meeting rooms are cleaned prior to and after each day of use. For meetings
with duration of 6 hours or more rooms will be refreshed as possible during an
appropriate break. Additional room refreshes can be arranged through your Event
Services Manager for a fee. Charges are based on the room and amount of time
allocated for the refresh. Materials left overnight are discarded unless otherwise
instructed.
Room Set Changeovers/ Late Information Charges
We will provide the initial set-up in each meeting room at no charge, provided
we receive your nalized set-up requirements at least twenty-one (21) days prior
to your rst move in day. This includes non-exhibit areas only. You will incur
charges to any changes to the initial set-up if we do not receive your nalized
set-up requirements, within the twenty-one (21) day time frame, or if changes are
requested after we have scheduled labor or set the space. You will be charged
for the labor to set and or change the rooms. Team San Jose reserves the right to
charge for excessive, unplanned changes or numerous changes per day.
Sound System / Audio Visual Services
VAE Corp. is the preferred full service provider for all audio/visual needs in the San
Jose Convention & Cultural Facilities. They are a full-service company, capable of
supplying professional sound reinforcement, data and video projection, drapery,
and lighting services. VAE Corp. also has exclusive control over all house sound
and lighting systems and production rigging.
Telecommunications / Network Services
Streamline Communications is the exclusive full services provider of internet
connectivity in our facilities. For installation of a high-speed internet connection
to networking, Streamline Communications can provide services for the exhibitor
and show management. Services include:
• Wired service
• Copper (primarily) or ber uplink cable
• PC connection(s) options
• 10/100 Ethernet connections
• IP programming information provided
• Wireless service
• Streamline wireless access system + internet service
• Client-supplied equipment on internet connection
26
Potential Expenses Details
Union Labor
Our close working relationship with union labor has been created to provide
all events with exceptional and qualied industry technicians and labor. Team
San Jose works closely with the Sign, Display, and Allied Crafts Union, the
International Brotherhood of Electrical Workers (IBEW), the Teamsters Union, and
the International Alliance of Theatrical Stage Employees (IATSE). All convention
and theatrical events are required to utilize qualified San Jose Local Union technicians
and labor to produce those aspects of your events that fall under the jurisdictions of
the unions mentioned above. In addition, IATSE local 134 is the exclusive provider of
all technical and theatrical labor working within the San Jose Convention & Cultural
facilities, with their payroll being handled exclusively through Team San Jose.
Teamsters Local 287 is the exclusive provider of all freight handling within our facilities
with their payroll being handled exclusively through Team San Jose. Please see
your Event Services Manager to discuss your labor needs for your program and
associated rates for union labor.
Ushering Service
Our in-house ushering service can provide ushers, door guards, badge checkers,
and ticket takers for an additional charge. The in-house ushering service provides
qualied, uniformed staff that is familiar with the facilities and with event needs.
Any event in one of our Theaters, ticketed events and some public events will require
the use of our exclusive in-house ushering staff. Contact your Event Services
Manager for specic event requirements. He/she can provide rates and stafng
levels and make arrangements for event coverage.
Listed below are the positions and job responsibilities of the in-house ushering
staff. Your Event Services Manager can furnish additional ushering positions.
Aisle Captain Directs guests to the correct areas of
the Facilities and/or seating section.
Badge Checkers Checks the credentials of attendees
during an event.
Door Guard Limits access from specic door
locations.
Head Usher Supervises the ushering staff, oversees
event needs (as dened by you) and
serves as your contact person.
Ticket Taker Receives tickets from guests at entry
doors.
Usher Aids in seating guests, provides
assistance to persons with disabilities,
and guards interior doors.
27
Potential Expenses Details
Location Description Quantity Comments
Exhibit Hall 1 Airwall Set-Up* 1 Airwall set-
up to Client
specications per
event
Door Lock
Schedule
Daily Control of lock/
unlock schedule
for doors to
contracted space
HVAC Standard
temperature
control (71°-74°)
during event hours
Loading Dock
Bays
2 Dock-high truck
spaces
Non-Show Hours
Lighting
Non-show hours
will receive one
third house
lighting, if
requested
Show-Hours
Lighting
Show-hours full
house lighting and
house lighting
presets (up to 60 foot
candles)
Paging
microphone
1 Includes 1
house sound
patch for paging
microphone
Restroom
Services
1 Cleaning and
supply services
28
Potential Expenses Details
Complimentary Services and Equipment
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Show Ofce 1 Show ofce
overlooking the
exhibit hall oor
Trash Services 1 Access to a
40-cubic yard
trash compactor
Exhibit Hall 2 Airwall Set-Up* 1 Airwall set-
up to Client
specications per
event
Door Lock
Schedule
Daily Control of lock/
unlock schedule
for doors to
contracted space
HVAC Standard
temperature
control (71°-74°)
during event hours
Loading Dock
Bays
2 Dock-high truck
spaces
Non-Show Hours
Lighting
Non-show hours
will receive one
third house
Show-Hours
Lighting
Show-hours full
house lighting
and house lighting
presets (up to 60
candles)
29
Potential Expenses Details
Complimentary Services and Equipment
Paging
microphone
1 Includes 1
house sound
patch for paging
microphone
Restroom
Services
Cleaning and
supply services
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Show Ofce 1 Show ofce
overlooking the
exhibit hall oor
Trash Services 1 Access to a
40-cubic yard
trash compactor
Exhibit Hall 3 Airwall Set-Up* 1 Airwall set-
up to Client
specications per
event
Door Lock
Schedule
Daily Control of lock/
unlock schedule
for doors to
contracted space
HVAC Standard
temperature
control (71°-74°)
during event hours
Loading Dock
Bays
2 Dock-high truck
spaces
Non-show Hours
Lighting
Non-show hours
will receive one
third house
lighting, if
requested
Potential Expenses Details
Complimentary Services and Equipment
30
Show-Hours
Lighting
Show-hours full
house lighting
and house lighting
presets (up to 60
foot candles)
Paging
microphone
1 Includes 1
house sound
patch for paging
microphone
Restroom
Services
Cleaning and
supply services
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Show Ofce 1 Show ofce
overlooking the
exhibit hall oor
Trash Services 1 Access to a
40-cubic yard
trash compactor
Potential Expenses Details
Complimentary Services and Equipment
31
Ballroom A Airwall Set-Up* 1 Airwall setup
to Client
specications per
event
Ancillary Tables 4 Skirted tables
Dance Floor*** 49 3’x3’ dance oor
sections for food
and beverage-only
events (21' x 21'
dance area)
HVAC Standard
temperature
control (71°-74°)
during event hours
Lighting Event-hours
standard house
lighting and house
lighting presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or
classroom set-up
per event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Staging 8 6’x8’ sections
of staging,
height based on
availability
Potential Expenses Details
Complimentary Services and Equipment
32
Meeting Room B Airwall Set-Up* 1 Airwall set-
up to Client
specications per
event
Ancillary Tables 2 Skirted tables
HVAC Standard
temperature
control (71°-74°)
during event hours
Lighting Event-hours
standard house
lighting and house
lighting presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or
classroom set-up
per event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room C Airwall Set-Up* 1 Airwall set-
up to Client
specications per
event
Ancillary Tables 2 Skirted tables
HVAC Standard
temperature
control (71°-74°)
during event hours
Potential Expenses Details
Complimentary Services and Equipment
33
Lighting Event-hours
standard house
lighting and house
lighting presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or
classroom set-up
per event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room D Ancillary Tables 1 Skirted table
HVAC Standard
temperature
control (71°-74°)
during event hours
Lighting Event-hours
standard house
lighting and house
lighting presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or
classroom set-up
per event
Meeting Room E Ancillary Tables 1 Skirted table
Potential Expenses Details
Complimentary Services and Equipment
34
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room F Airwall Set-Up* 1 Airwall set-up to
Client specica-
tions per event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Ancillary Tables 2 Skirted tables
Potential Expenses Details
Complimentary Services and Equipment
35
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Set-Up* 1 Theater or class-
room set-up per
event
Meeting Room G Ancillary Tables 1 Skirted table
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
show day
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room H Ancillary Tables 1 Skirted table
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Potential Expenses Details
Complimentary Services and Equipment
36
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room J Airwall Set-Up* 1 Airwall set-up to
Client specica-
tions per event
Ancillary Tables 4 Skirted tables
Dance Floor*** 49 3’x3’ dance oor
sections for food
and beverage-only
events (21’ x 21’
dance area)
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Potential Expenses Details
Complimentary Services and Equipment
37
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Staging 6 6’x8’ sections of
staging, height
based on availabil-
ity
Meeting Room K Ancillary Tables 2 Skirted tables
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room L Ancillary Tables 1 Skirted table
Potential Expenses Details
Complimentary Services and Equipment
38
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Meeting Room M Ancillary Tables 1 Skirted table
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Potential Expenses Details
Complimentary Services and Equipment
39
Meeting Room N Ancillary Tables 2 Skirted table
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
VIP Lounge
HVAC
Standard tempera-
ture control (71°-
74°) during event
hours
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Hollow square set-
up for 30 people
with skirted and
linened tables
Potential Expenses Details
Complimentary Services and Equipment
40
South Hall Door Lock
Schedule
Daily Control of lock/
unlock schedule for
doors to contracted
space
Heating Standard heating
services during
show hours
Non-Show Hours
Lighting
Non-show hours
will receive one
third house lighting,
if requested
Show-Hours
Lighting
Show-hours full
house lighting and
house lighting pre-
sets (up to 50 foot
candles)
Ground Level
Truck Parking
2 Ground-level truck
spaces
Restroom Services Cleaning and sup-
ply services
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Trash Services 1 Access to a 40-cu-
bic yard trash
compactor
Parkside Hall A Ancillary Tables 3 Skirted tables
Dance Floor*** 49 3’x3’ dance oor
sections for food
and beverage-
only events (21’x21’
dance area)
Potential Expenses Details
Complimentary Services and Equipment
41
Door Lock
Schedule
1 Control of lock/
unlock schedule for
doors to contracted
space
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Non-Show Hours
Lighting
Non-show hours
will receive one
third house lighting,
if requested
Show-Hours
Lighting
Show-hours full
house lighting and
house lighting pre-
sets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Staging 8 6’x8’ sections of
staging, height
based on availabil-
ity
Parkside Hall B Ancillary Tables 2 Skirted tables
Potential Expenses Details
Complimentary Services and Equipment
42
Potential Expenses Details
Complimentary Services and Equipment
43
Dance Floor*** 49 3’x3’ dance oor
sections for food
and beverage-only
events (21’x21’
dance area)
Door Lock
Schedule
1 Control of lock/
unlock schedule for
doors to contracted
space
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Non-Show Hours
Lighting Non-show hours
will receive one
third house lighting,
if requested
Show-Hours Light-
ing
Show-hours full
house lighting and
house lighting pre-
sets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Staging 6 6’x8’ sections of
staging, height
based on availabil-
ity
Potential Expenses Details
Complimentary Services and Equipment
44
HVAC
Standard tempera-
ture control (71°-
74°) during event
hours
Lighting Event-hours stan-
dard house lighting
and house lighting
presets
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
Ancillary Tables 2 Skirted tables
Civic Auditorium Door Lock
Schedule
1 Control of lock/
unlock schedule for
doors to contracted
space
HVAC Standard tempera-
ture control (71°-
74°) during event
hours
Non-Show Hours
Lighting
Non-show hours
will receive one
third house lighting,
if requested
*All Set-Ups are subject to re marshal approval and any charges.
**1 clear room banquet set-up is complimentary per event when a
plated or buffet meal is served. 1 room turn per day from theater or
classroom to banquet is complimentary based upon the time allowed
for the turn. Please see your Event Services Manager for the minimum
***Initial 21’x21’ dance area are complimentary. time required to be
eligible for the complimentary turn.
Potential Expenses Details
Complimentary Services and Equipment
45
Show-Hours
Lighting
Show-hours full
house lighting and
house lighting pre-
sets
Paging micro-
phone
1 Includes 1 house
sound patch for
paging microphone
if used as an
Exhibit Hall
Refresh 1 Mid-day room
refresh (Does not
include a room
reset)
Restroom Services Cleaning and sup-
ply services
Set-Up* 1 Theater or class-
room set-up per
event
Set-Up*,** 1 Banquet style set-
up for a food and
beverage function
General Facility
Information
46
Please also refer to the General Rules & Regulations section of this guide for more
information regarding producing an event in our facilities.
Administrative Offices
408 South Almaden Boulevard
San Jose, CA 95110
408-295-9600
Our Administration Ofce is not set up to receive packages or boxes. We can
receive letters or small envelopes addressed to you at the Administration Ofce.
Any mail received prior to your rst event day will be delivered by your Event
Services Manager upon your arrival at our facilities.
To avoid any confusion, please include:
Event Name
Person to receive letter
Attn: Your Event Services Manager’s Name
Freight deliveries or parcel post packages may only be received on the rst day
of your event at our loading dock and must be accepted by you, a staff member
or your decorator. For specic information, refer to “Deliveries & Storage” in the
General Rules & Regulations section of this guide. The loading dock address is
410 Almaden Blvd., San Jose CA, 95110.
Facilities Security
SJCVB maintains twenty-four (24) hour security for monitoring the building
perimeters, parking areas, and pedestrian trafc in interior public space.
Additionally, security staff serves as a central radio control unit for all our Facilities
staff. A copy of the emergency procedures plan is available upon request from
your Event Services Manager.
You are responsible for providing independently contracted event security for all of
your authorized space. For specic security information, refer to “Event Security”
in the General Rules & Regulations section of this guide.
Hours of Operation
Staff is available to assist each event based on your requirements. Normal
business hours are Monday through Friday, 8:00am to 5:00pm Pacic Standard
Time.
Lighting
The Convention Center has dimmable uorescent lighting in all Meeting Rooms
with the exception of Meeting Room J. Meeting Room J and Exhibit Halls 1, 2
47
General Facility Information
and 3 have non-dimmable metal halide lighting systems. The lighting in all public
access areas is non-dimmable.
Ballroom A has the following special lighting features:
• Indirect Fluorescent non-dimmable lighting
• Metal halide non-dimmable lighting
• Dimmable incandescent lighting
• Fixed theatrical lighting system with 24 lighting instruments and 12
dimmable circuits. See your Event Services Manager regarding
rates for use of this system.
• Meeting Room J has xed theatrical lighting system with 12
lighting instruments and 6 dimmable circuits.
Parkside Hall has a dimmable incandescent and a metal halide non-dimmable
system.
The Civic Auditorium stage has overhead lighting with three-color wash. Two
followspots are located at the back of the house. See your Event Services
Manager regarding rates for use of this system.
The Montgomery Theater, The Center for the Performing Arts, and California
Theatre have full theatrical lighting systems with a front-of-house position, various
overhead lighting positions, and followspots. See your Event Services manager
regarding rates for use of this system.
Message Screens/Reader Board
The interior of the Convention Center is equipped with seventeen plasma screens,
managed by Team San Jose. Clients may display event title, date, and location on
these screens. Exhibitor advertising, special event announcements and more may
be displayed. Contact your Event Services Manager for details.
Exterior electronic reader boards located at the main entrance of the Convention
Center, the Center for the Performing Arts, and the California Theatre may display
event publicity information. Priority is given to events that attract larger audiences.
See your Event Services Manager for additional details.
Events are not required to be displayed on either the reader board or the marquee.
Please notify your Event Services Manager in advance of your preferences.
48
General Facility Information
Operable Wall Panels (Air Walls)
The congurations of the acoustical, operable wall panels at the Convention
Center are complex. Any proposed changes should be planned in advance with
your Event Services Manager. Your Event Services Manager will assist you in
determining if changes, planned or unplanned, are possible, and of the cost
involved in changing the wall panels. Any changes to any wall congurations after
the initial event set-up diagram will be subject to additional costs
Parking Garage
Managed By: Team San Jose
Space Availability
The Convention Center Garage has 500 spaces for general event use.
Current rates are available from your Event Services Manager. Rates are in effect
seven days a week and are subject to change without notication.
Hours of Operation
The standard operating hours of the Convention Center Garage are:
Monday-Friday: 6:00 a.m. to 1 hour after the last event hour in our facilities
Saturday-Sunday: 7:00 a.m. to 1 hour after the last event hour in our facilities.
Operating hours may be changed for specic event needs. The garage may be
accessed 24 hours through the entrance off Market Street.
Entrances/Exits
The entrances to the Garage are located on Almaden and on Market Street. Both
are generally open during all operating hours.
Clearances
The Almaden garage entrance clearance is 6,8” and the Market Street entrance
clearance is 6’8”.
Passes
Daily passes with unlimited in/out privileges are available to anyone at anytime. In/
out passes are sold on a space available basis only and fees are due upon entry
each day.
Special Arrangements:
The Convention Center Garage allows you to pre-purchase attendee parking
passes for your events. Authorization for the use and distribution of parking
passes must be approved at least sixty (60) days in advance by your Event
Services Manager. Unauthorized passes will not be honored. For complete details
or any special parking needs, contact your Event Services Manager.
49
General Facility Information
Public Areas (Interior and Exterior)
The rights and requirements of guests in the Facilities are a major consideration
of our staff. In order to assure that there are no conicts for simultaneous use,
your Event Services Manager must approve all planned events in public areas
(Arcade level, Concourse, Balconies, Lobbies, Garage, and Entrances/Exits). No
banners or event signage may be placed in public areas without the approval of
your Event Services Manager. For specic approved hanging methods for signage
or banners, refer to “Signs and Banners in the “General Rules and Regulations”
section of this guide.
Radio Communications
Key Convention Center staff members are equipped with radio communication
to facilitate service requests. An Event Services Team member is assigned to
your event during all hours of activity to supervise the event and coordinate last-
minute requests. You can contact any in-house personnel by dialing 3500 from a
white courtesy phone or 408-277-3500 from your cell phone to have the Security
Control Ofce page appropriate personnel. White courtesy phones are located
throughout the San Jose Convention Center.
While Facilities radios are only available to in-house staff, your Event
Services Manager can supply a list of radio rental vendors. To facilitate event
communication, we request that you provide one of your rented show radios to
your Event Services Manager during your event.
Radio transmittal limitations may occur in some areas of the San Jose Convention
& Cultural Facilities.
Recycling Program
Team San Jose is currently applying for LEED Green Building Certication. We
also have a Department Recycling Program that encourages recycling of all paper,
excess brochures, cardboard, cans, bottles, wood pallets, plastic sheeting and
metals. In conjunction with the City of San Jose’s Green Initiatives and State
mandates to reduce the amount of trash landlled by 50%.
Decorators and other contractors are expected to dispose of all recyclable waste,
including wooden pallets, into the appropriately marked bins in our Recyclables
Area, located in the East Warehouse.
Trash
Unfortunately, even with recycling, trash removal is an inescapable cost item.
Each Event at the Convention Center has access to our 40 cubic yard trash
compactor for normal trash and debris. However, if trash generated from your
Event exceeds the 40 cubic yard capacity of the compactor, extra debris boxes
50
General Facility Information
will need to be brought in at an additional cost. Talk to your Event Manager if you
have questions or about specic charges you are likely to incur. An estimate of
your costs can be prepared based on the information you provide to them.
Please see our Environmental Policies section for additional information on
environmental initiatives in process at the San Jose Convention Center.
Smoking
Smoking is prohibited in all meeting rooms, restrooms, exhibit halls, and public
areas within the San Jose Convention & Cultural Facilities. Smoking is allowed
only on exterior terraces adjacent to the facilities
South Hall Operations
The facility operating hours are from 7:00 a.m. to 10:00 p.m. All entertainment shall
cease by 9:30 p.m. daily. The sound level generated on this site shall not exceed
65 dBA DNL at any property line used for residential or commercial purposes.
Parking at South Hall is by permit only. A limited number of permits will be issued
per event and are to be approved and signed by the Director of Operations. If
permits are issued, parking is to be on the Viola Street side of the building and at
the west end of the building. Parking citations will be issued to vehicles that do
not display a permit.
White Courtesy Phones
The San Jose Convention & Cultural Facilities has white courtesy phones located
throughout the Facilities. By dialing 3500 from a white courtesy phone, you can
contact any in-house personnel needed to support your event, through our Public
Safety Department. These phones are for internal communication only. White
courtesy phones are not equipped to provide outside telephone service.
51
General Facility Information
Theater and Concert
Policies
52
Box Office Requirements and Policies
Commercial events will pay space rental charges and/or a percentage of gross
ticket sales. Non-prot events pay only space rental charges. Monies due based
on a percentage of ticket sales will require special measures, such as a certied
ticket manifest from a box ofce or ticketing agency. Ticket accountability must
be discussed with your Event Services Manager prior to publicizing your event or
the selling of tickets. Box ofce settlements with your Event Services Manager will
be held daily or on the last day of the event as specied by your Event Services
Manager.
Food and Beverage/ Merchandising/ Novelty Fees
San Jose Convention & Cultural Facilities is the exclusive catering and
merchandising vendor for all of the San Jose Convention & Cultural Facilities.
Please see Food and Beverage Services under the General Rules & Regulations
section of this Guide.
Any novelties sold by clients in the normal course of their business, excluding
any food and beverage items, are permitted for sale during the client’s event. All
sales are subject to a 30% commission on net revenues, payable to San Jose
Convention & Cultural Facilities, when San Jose Convention & Cultural Facilities
provides the cashiers for sales. If you provide your own cashiers for sales, the
commission would be 20%.
Any food and beverage events (with the exception of concession sales) taking
place at the California Theatre are subject to a $5,000.00 food and beverage
minimum, excluding alcohol, tax and gratuity.
House Staffing (Ushers, ticket takers, etc.)
Any event in one of our Theaters will require the use of our exclusive in-house
ushering staff.
Please see your Event Services Manager to discuss the specic details of your
event. He/she will determine the actual number of staff required to service your
event and inform you of the rates.
Theater Sound and Lighting Systems
All house sound and lighting systems in our theaters must be operated by an
IATSE engineer. Please see the attached rate sheets for the cost to use the system
and required labor.
Stage Hand Requirements (IATSE)
Any event in one of our Theaters will require the use of IATSE Local 134
Stagehand labor.
53
General Facility Information
Theater Preservation Fee
In consideration for the use of a Theater Venue for a Ticket Event, Client will pay
to TSJ a fee equal to the product of One Dollar ($1.00) multiplied by the number
of tickets issued with respect to the event (the “Theater Preservation Fee”). The
Theater Preservation Fee is in addition to any and all other charges due under this
Agreement. Client shall provide TSJ with an accounting of the ticket sales, tickets
issued, and attendance for each event at a Theater Venue, and shall pay the
Theater Preservation Fee to TSJ within ve business days after the event date for
which the tickets were issued. For purposes of this Section, tickets “issued” shall
include full price, discounted, and/or complimentary tickets and passes issued
for each Show Day. Notwithstanding the foregoing, complimentary tickets issued
by Client will not be subject to the Theater Preservation Fee to the extent that the
number of complimentary tickets issued does not exceed 10% of the total seating
capacity of the particular Theater Venue at which the Ticketed Event is being
held (the “Complimentary Maximum Number”). If the number of complimentary
tickets issued exceeds the Complimentary Maximum Number, then the Theater
Preservation Fee will be applicable to all complimentary tickets issued in excess
of such number.
54
General Facility Information
Food and Beverage
Services
55
Exclusive Caterer
Team San Jose has the exclusive right to provide all food and beverage, novelty,
and concession services in the San Jose Convention & Cultural Facilities. Team
San Jose offers a complete range of services to meet your food and beverage
needs. No outside food or beverages may be brought into the Facilities. Please
contact your Event Services Team regarding menu planning information.
A signed Banquet Event Order with the appropriate deposit must be on le in the
Team San Jose ofce ten (10) days prior to the function date; otherwise, items
cannot be guaranteed.
Due to our insurance regulations, no leftover food or beverages may be taken from
the premises. At the conclusion of the function, such food becomes the property
of Team San Jose and is donated to local shelters.
Alcoholic Beverages
Alcoholic beverages will not be served to minors or to persons who appear
intoxicated. No alcoholic beverages are allowed in the exhibit halls during
decorator or exhibitor move-in and move-out for an event.
Team San Jose reserves the right to terminate the service of alcoholic beverages
if your event is in violation of federal, State, County or City laws relating to the
service of alcoholic beverages or if deemed to be necessary for public safety
reasons. All serving times must be in accordance with state law.
Banquets
Standard banquet set-ups at the Convention Center are based on round tables
with ten (10) chairs per table.
Concession Stands
Ten (10) complimentary tables are provided at each open Concession Stand for
attendee seating during an event, presuming space is available. Additional tables
will be charged at the prevailing rate.
Hospitality Catering
All events and their participants are prohibited from bringing food, beverage, and/
or alcoholic beverages into the Facilities for hospitality purposes.
Novelty Concessionaires
Novelty sales must be arranged in advance with Team San Jose. Appropriate
licenses and insurance forms may be required. Arrangements for novelty
concessions must be made three (3) weeks in advance.
56
Food and Beverage Services
Sampling Guidelines
Exhibitors may only exhibit merchandise that they normally serve or produce in the
ordinary course of their business and may only distribute such quantities that are
reasonable with regard to the purpose of promoting the event.
Food service exhibitors may distribute food samples in your authorized space
only and must not be in competition with products or services offered by Team
San Jose. Free samples are limited to two (2) ounces of non-alcoholic beverages
and one (1) ounce of food. Exact descriptions of sample and portion size must
be submitted to Team San Jose for written approval fourteen (14) days prior to
the opening of the event. No alcoholic samples may be distributed. Any exhibitor
giving away and/or selling food in their booth must have a permit and all fees
current on le with the Santa Clara Health Department. Any exceptions to the
above require a minimum of two (2) months prior written approval.
57
Food and Beverage Services
Health Department of
Santa Clara County
58
General Rules and
Regulations
60
Access to Concession Stands
Access and visibility to the Exhibit Hall Concession Stands must be maintained
throughout the event. When possible, the San Jose Convention & Cultural Facilities
will provide a limited number of tables and chairs in front of each Concession
Stand for attendee seating.
Adhesives
Show Management, service contractors, or exhibitors are responsible for removing
tape and other adhesives used to secure carpets, tiles, or other covering and for
restoring the oor to its original condition. Team San Jose requires the use of a
specic type of tape be used on the carpet and oors of our facilities. The tape to
be used is Bron BT279, which is available in 2” and 3” widths.
A specialized, approved tape for securing signs and/or logos to Team San
Jose lecterns can be obtained from an Event Services Manager for a fee. Show
Management is responsible for the removal of any logos and/or signs attached
to Team San Jose lecterns and for any damages incurred to the lecterns if
inappropriate adhesives are used.
Exhibitors should not distribute self-adhesive stickers to attendees as removal
could result in additional charges.
Americans with Disabilities Act
Show Management will be responsible for complying with the ADA by:
• Setting up and running the event, including, setting up exhibits, seating
and access ways in an accessible manner and otherwise removing physical
barriers created in connection with the event.
• Providing auxiliary aides and services where necessary to ensure
effective communications to individuals with disabilities who participate or
desire to participate in the event.
• Ensuring that exhibitors at the event and any other event representative,
including employees, contractors, and subcontractors all comply with the
ADA.
• Modifying policies, practices, and procedures as necessary to enable
individuals with disabilities to participate equally in the event.
Team San Jose approval of any aspect of Show Management’s activities is not an
endorsement of ADA compliance.
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General Rules and Regulations
Amplified Sound/Noise Level
Other functions may be scheduled in different portions of the San Jose Convention
& Cultural Facilities at the same time as your event. Each Show Manager or Event
Organizer must ensure that amplied sound used in connection with your event
shall not disrupt or interfere with other events or persons using the Facilities.
Furthermore, each Show Manager or Event Organizer shall immediately comply
with a Team San Jose Event Services Manager’s request to reduce the noise
generated by the Event.
Animals
Animals may not be brought into the San Jose Convention & Cultural Facilities,
without the prior written consent of an Event Services Manager, except guide
dogs used by a visually impaired person. If any animal is brought into the Facilities
in connection with the event, you are responsible for ensuring that the animal
is adequately controlled and supervised and that all other appropriate safety
measures are in place to protect persons in and out of the Facilities. Furthermore,
you are responsible for ensuring that any animal brought to the Facilities in
conjunction with your event is treated in a humane manner and in compliance with
all laws regarding transportation and handling of animals. Show Management or
the Event Organizer must obtain any additional insurance coverage required to
Team San Jose’s Risk Manager prior to allowing an animal to enter the Facilities.
Also, Team San Jose is responsible for adhering to local health code regulations.
Use of live animals for exhibits or displays may affect the scope of food and
beverage services permissible under law. An Event Services Manager can assist
you with live animal display locations for your event.
ASCAP, BMI and SESAC Agreements
Team San Jose does not have a licensing agreement with ASCAP, BMI or SESAC.
Therefore, it is important that you or your exhibitors obtain your own licensing
agreements prior to the use of music during your event.
Without appropriate licenses, we will be unable to provide the audio systems for
playback of ASCAP, BMI or SESAC material.
See also “Copyright Laws”.
Audiovisual Service Vendors
All outside Audiovisual service vendors that are contracted to work within the
San Jose Convention & Cultural Facilities are subject to the Audiovisual Service
Standards outlined in the attachment to this Facility Users Guide titled Attachment
A: Audiovisual Service Standards for Outside Audiovisual Service Providers.
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General Rules and Regulations
Bicycles and Carts
Motorized vehicles, other than those used for health reasons, are discouraged
in Ballroom A, on the concourses, and any other carpeted area in the San Jose
Convention & Cultural Facilities. A plan for protecting the carpeted areas must be
submitted to your Event Services Manager for approval to use motorized vehicles
in these areas.
Child Care Services
If you are providing childcare in the Facilities, you are required to adhere to specic
guidelines set by the City of San Jose Child-Care Coordinator.
Ceiling Tile Replacement
If ceiling tiles in the Convention Center are removed, they must be replaced. Failure
to replace all ceiling tiles by the end of the last move-out day will result in labor
charges incurred for in-house tile replacement.
Condition of San Jose Convention & Cultural Facilities
Team San Jose will conduct a walkthrough with each client prior to the end of
the last move-out day to determine the condition of the San Jose Convention &
Cultural Facilities used. The Facilities and any equipment used shall each be in
at least as good condition and repair as before your event move-in, except for
ordinary wear and tear. Show Management will be charged a fee for failure to leave
the Facilities and equipment in such condition as described herein, in addition to
any other right and remedy Team San Jose may have.
Control of San Jose Convention & Cultural Facilities
The San Jose Convention & Cultural Facilities, including all facility keys, shall
be at all times under control of the Public Safety Ofcers who have the right to
enter the Facilities, and all portions of it, at all times during the period covered
by your Facility Use Agreement. The entrances and exits of the Facilities shall be
locked and unlocked by the Public Safety Ofcers as required for your use of the
Facilities. Show Management, at its own expense, must at all times place proper
security personnel at appropriate entrances and exits when they are locked,
including, without limitation, a minimum of one off-duty San Jose Police Ofcer
at the loading dock entrance on move-in and move-out days. Show Management
must le with the Event Services Manager, at least fourteen (14) days prior to the
rst move-in day, a full and detailed security plan. Your security plan is subject to
approval of the Event Services Manager.
Copyright Law
No copyrighted musical composition shall be played or sung, whether amplied,
televised, in the form of a mechanical recording or personal rendition, or otherwise,
in connection with any use of the San Jose Convention & Cultural Facilities, unless
Show Management shall have rst obtained all approvals and paid any license fee
or other fee required by the copyright owner. Show Management shall indemnify
Team San Jose, its ofcers, and employees and save them free and harmless from
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General Rules and Regulations
and against any and all liability and responsibility whatsoever for any infringement
of and/or other violation of the right of any such copyright owner under any
copyright law.
Crate Storage
The San Jose Convention & Cultural Facilities do not have storage capabilities.
Your service contractor can assist you and individual exhibitors with bulk crate
storage. Costs for movement of crates to storage and return are the responsibility
of the trade show, convention, exhibitors, or service contractor.
Damages to the San Jose Convention & Cultural Facilities
Team San Jose will repair or replace, as the case may be, any defects or damage
to the San Jose Convention & Cultural Facilities that are identied in a pre-event
walkthrough by Show Management and Team San Jose if agreed to by Team
San Jose as likely to materially interfere with the client’s use and occupancy of
the Facilities. After the event, Team San Jose and Show Management agree to
confer on all damage or other problems alleged by Team San Jose to be the
responsibility of Show Management. Show Management agrees to pay costs of
repair or replacement arising from damages caused to the Facilities by any agents
for any and all damages to agents, employees, contractors (including independent
contractors), exhibitors, registrants, or other persons attending the Event with the
express or implied permission or invitation of the client. Such responsibility shall
not cover damage caused by the negligence or willful misconduct of Team San
Jose, its ofcers, agents, contractors, or employees.
Decorations
Prior written approval by your Event Services Manager is required before placing
decorations on ceilings, painted surfaces, fabric or decorative walls. Exhibitors
and other event participants must have the approval of Show Management. All
decorative materials must be ame-retardant in accordance with the City of San
Jose Fire Codes. For more information regarding ame-retardant requirements,
refer to the Fire Regulations section of this Guide.
Glitter, gum, confetti, stickers and door or window decals may not be used,
distributed, or afxed inside the Facilities without prior approval from your Event
Services Manager. For more specic guidelines on the use of decorations, contact
your Event Services Manager.
Helium-lled latex balloons are permitted in our facilities, with the exception of The
Center for Performing Arts, Montgomery Theater and California Theatre. Use by
exhibitor and event participants is subject to Show Management and Team San
Jose approval. Show Management is responsible for the retrieval of all balloons,
including, without limitation, those escaping in the ceiling areas. All balloons must
be retrieved by the end of the last move-out day. Charges will be incurred for
removal if balloons must be retrieved by SJCC staff.
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General Rules and Regulations
Mylar air-lled balloons are permitted in the San Jose Convention & Cultural
Facilities. Mylar streamers or Mylar Helium lled balloons are not permitted in any
of our facilities. Outside balloon releases are not permitted.
Deliveries and Storage
The San Jose Convention & Cultural Facilities have no secure storage areas. Show
Management is responsible for arranging off-site storage of items related to the
event prior to the move-in days. Delivery items will be received at the Facilities
no earlier than the rst move-in day listed on your Facility Use Agreement. Show
Management or the service contractor must be present to accept freight deliveries.
If Team San Jose determines, in its sole discretion, that arrangements should
be made for storage, receipt, handling, care, or custody of anything shipped or
otherwise delivered to the Facilities, whether prior to, during, or subsequent to
Show Managements use of the Facilities and Show Management fails to make
such arrangements, Team San Jose and its ofcers, agents, and employees may
make arrangements for storage at the sole cost of Show Management, acting
solely for the accommodation of the client, and shall not be liable for any loss,
damage, or injury to your property. Team San Jose is not a bailee, and is therefore
not responsible for any damage to Show Managements property or the property of
Show Managements agents, contractors, employees, directors, or representatives.
We cannot accept freight shipments for exhibitors or show management. Freight
should be consigned directly through the service contractor or the exhibitors’
shipping company. Your Event Services Manager can also give you information
on local companies that will receive advance shipments and deliver them to the
Facilities on the date requested.
Exhibits and property cannot be delivered until a Certicate of Insurance has been
received and approved by Team San Jose and the insurance coverage required by
Team San Jose is in effect.
Team San Jose (or its ofcers, agents, or employees) are not liable for any loss,
damage or injury to properties of any kind that are shipped or otherwise delivered
to the San Jose Convention & Cultural Facilities.
Event freight deliveries for Exhibit Halls 1, 2, or 3 in the Convention Center should
be consigned to your show Service Contractor and addressed as follows:
Name of Exhibiting Company
Name of Show/Booth#
c/o (contractor’s name)
San Jose Convention Center
410 South Almaden Boulevard
San Jose, CA 95110-2715
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General Rules and Regulations
Freight deliveries for Parkside Hall should be consigned to your Show Services
contractor and addressed as follows:
Name of Exhibiting Company
Name of Show/Booth #
c/o (contractor’s name)
Parkside Hall
180 Park Avenue at Market Street
San Jose, CA 95113-2008
Distribution of Materials
Show Management may only distribute or circulate, or permit to be distributed or
circulated, reasonable advertising matter or programs pertaining to the San Jose
Convention & Cultural Facilities, the event, the client, or exhibitors within the space
outlined in the Facility Use Agreement. Any handouts or leaets distributed inside
of the San Jose Convention Center or the outside grounds that do not pertain to
the Center or the Client shall be subject to additional cleanup costs. The Event
Services Manager may deny distribution of any materials not in compliance with
this Section.
Energy / Water Conservation
During move-in, move-out, and non-event periods, minimal (but comfortable)
levels for house lighting and ventilation will be maintained. Requests for service
beyond minimal levels on non-event days may be accommodated for an additional
charge. Generally, full house lighting, ventilation, heating, and air-conditioning are
maintained from one hour prior to show hours until the close of the event.
Water used to cool or operate equipment such as lasers, spas, etc. is considered
extra and may incur a charge or require alternative water sources other than the
water available at the San Jose convention & Cultural Facilities. Should you require
hot water for any aspect of your event, you must make arrangements to rent and
bring in hot water heaters.
Entrances and Exits
All persons, articles, exhibits, xtures, displays, and other equipment shall be
brought into and out of the San Jose Convention & Cultural Facilities only at
designated loading doors. Only hand-carried items may be brought through
entrance doors of the Facilities.
The West San Carlos Street entrance of the Convention Center is an undesirable
location for move-in or move-out. However, if materials must be brought on street
level for the Registration Area or Arcade, limited move-in and move-out periods
may be allowed. Specic guidelines must be followed to protect the integrity of the
Facilities.
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General Rules and Regulations
Vehicular trafc or parking on the West San Carlos Street entrance turnout requires
prior approval of your Event Services Manager. Signage, displays, and exhibits are
permitted if approved by your Event Services Manager and the Fire Marshall, in the
turnout and in front of the Convention Center.
Equipment
Team San Jose has sufcient equipment (i.e. tables, chairs, staging, etc.) to
support the usual needs for events and room capacities in our facilities. Should
equipment requirements exceed or differ from our inventory, outside vendor rental
will be required. Your Event Services Manager can provide a list of local outside
vendors for additional equipment needs.
A pre-determined quantity of standard equipment will be provided complimentary
with each function room rented. Any equipment requirements over and above the
pre-determined amount will be charged to your nal invoice. Your Event Services
Manager can provide you with a list of equipment provided and the rates for
additional equipment needed.
Chairs – When a service contractor is being used, all chairs in the exhibit areas
and/or registration area are to be supplied by the service contractor.
Forklift/Boomlift Rental – Team San Jose forklifts and boomlifts are not available
for rental. Your Event Services Manager can provide you a list of rental companies
to distribute to your service contractors. Team San Jose is not responsible for
rental equipment left on the premises from outside rental companies. Upon
delivery/pick-up of rental equipment; either Show Management or the service
contractor must be on-site and available for service personnel.
Furniture – The SJC&CF provides standard furniture for Show Management
ofces. When a service contractor is being used, all furniture for exhibitors and
additional furniture for Show Management should be supplied by the service
contractor. Team San Jose provides standard tables and chairs for lounges,
exhibits, or exhibit ofces on the exhibit oor at an additional charge.
Portable Staging (Risers) – Limited skirting is available for portable stages.
Limited carpeted staging is available in the Convention Center in 6’x8’ sections
with elevations of 16, 24, and 32 inches. Limited uncarpeted staging is available in
the Convention Center in 6’x8’ sections with elevations of 48, 56, and 72 inches.
Limited carpeted staging is available in Civic Auditorium and Parkside Hall in 6’x8’
sections with elevations of 16, 24, and 32 inches.
Limited uncarpeted staging is available in Civic Auditorium and Parkside Hall in
6’x8’ sections with elevations of 48 inches. Your Event Services Manager can
provide you with a list of rates for staging.
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General Rules and Regulations
Tables – See your Event Services manager for available equipment inventories.
Tables available in the Convention Center have a light grey Formica top in the
following dimensions:
• Classroom 8’x18’
• Rectangular 8’x30”
• Round 66” diameter
Tables available in Parkside Hall and civic Auditorium have the following
dimensions:
• Classroom 8’x18” (brown Formica tops)
• Rectangular 8”x30” (brown Formica tops)
• Oval 59”x72” (light grey Formica tops)
Tables provided in all of our facilities do not include a linen covering, unless full
food & beverage service is being provided by San Jose Convention & Cultural
Facilities. Your Event Services Manager can provide you with rates for linens.
Table Skirting – your service contractor is responsible for providing tables and
table skirting in main registration areas. If you do not have a service contractor,
Team San Jose can provide tables with clip-on table skirting as available for your
registration area at the prevailing rate.
For meeting rooms, clip-on skirting is provided for a registration table (one per
meeting room) and head tables at no charge. Classroom-style set-ups do not
include table skirting. A limited number of black clip on skirts are available. A
service contractor can supply tables and assorted colors for stapled skirting.
Tablecloths – For catered functions, white tablecloths are provided at no charge
by Centerplate. Tablecloth arrangements for non-catered functions can be made
for a charge.
Event Plan
A basic Event Plan outlining event related information and requirements for use of
the facilities are required 90 days prior to event move-in. A comprehensive Event
Plan must be submitted to your Event Services Manager no later than 21 days
prior to the rst move-in date and should include the following information:
• Registration or admission information
• Publicity information
• A timeline of all activities
• Room set-up requirements
• Room set-up changes
• Sound & lighting requirements
• Telephone and internet installation requirements
• A/V equipment requirements
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General Rules and Regulations
• Food & beverage requirements
• Stafng plans and requirements
• Parking and transportation plans
• Signage plans
• Contact names & phone numbers for key event staff members
• Contact names & phone numbers for all contractors providing services
Labor charges will be incurred for event plans submitted within 20 days of the rst
move-in date, and for substantial changes to event plans submitted.
Event Security/Badges
A critical part of event security is controlling the entrance/exit from your exhibit
or event area. It is important that each individual, including exhibitors, service
contractor personnel, technical crews, ushers, etc. contracted for the event be
issued a dated badge for building access. Please provide your Event Services
Manager with samples of event badges before the rst move-in day.
All Team San Jose personnel will have picture ID cards and/or will be uniformed.
When necessary, please provide Team San Jose personnel with additional event
badges. If, for any reason, you do not wish to allow Team San Jose personnel
access in your authorized space during your show, your Event Services Manager
must be notied in advance.
Event Security/Staff
The responsibility for complete event security and related costs in your authorized
space belongs to Show Management and/or the exhibitors.
An approved list of bonded security companies may be obtained from your Event
Services Manager. These are the only agencies that can provide security services
in the Facilities. Show management may coordinate requirements with any of these
approved agencies.
Team San Jose reserves the right to require that an appropriate number of off-duty
San Jose Police Ofcers be retained at Show Management expense for all public
events, event move-in and move-out, and certain food or beverage functions.
Event Set Up and Personnel Levels
The Event Services Manager and Show Management shall consult upon the
number of personnel, set up, and optional equipment needed for your event.
A basic and preliminary Event Plan to include agenda and Facility Space Use
assignments is required 90 days prior to event move in. At least twenty-one (21)
days prior to the rst move-in day, Show Management is to provide to the Event
Services Manager a full and detailed description of:
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General Rules and Regulations
• The San Jose Convention & Cultural Facilities set-up, all equipment,
services, and stage requirements required by the client;
• The number of personnel to be utilized by Show Management during
the event which may include, without limitation, contractors, security
personnel, emergency medical personnel, event security personnel, San
Jose Police Ofcers, stagehands, projectionists, ticket sellers, ticket
takers, necessary labor for move-in and move-out, management for
the event, audio/visual services, ushers, and door guards; and any
other information that may be reasonably required by the Event Services
Manager regarding the event.
• While Show Management is responsible for hiring all personnel
required for the event, event stafng plans and qualications of required
personnel are subject to the approval of the Event Services Manager.
Show Management shall only select and use contractors, decorating
companies, and service contractors for the event which demonstrate to
the Event Services Manager that they possess the necessary
experience, qualications and Union afliations for such tasks.
• Team San Jose will not make any Team San Jose employee available
for the use of Show Management unless the requested services of
the employee coincide, in the Event Services Managers judgment, with
his or her regularly assigned duties. Show Management shall pay for all
personnel, without cost to or reimbursement from Team San Jose, at the
established rates for such personnel, on the date of the event. If
requested, Team San Jose will assist Show Management in obtaining
information on the established rates for any required personnel.
• Additional equipment, services, and/or changes to stage requirements
requested less than twenty-one (21) days prior to the event are only
available at the discretion of the Event Services Manager and are subject
to additional charges. If Show Management requests changes in
personnel levels for the event less than twenty-one (21) days prior to the
event, Show Management will be responsible for reimbursing Team San
Jose for the time expended by Team San Jose employees to revise work
plans for the event to accommodate the change.
• If the information required above is not provided to the Event Services
Manager in a timely manner, the Event Services Manager will determine
the necessary stafng set-up, optional equipment, and stage
requirements based upon the information readily available to him/her.
Team San Jose shall not be obligated to make available set-up, optional
equipment, or stage requirements in excess of those determined by the
Event Services Manager.
Furthermore, Show Management will be responsible for reimbursing
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General Rules and Regulations
Team San Jose for the time spent and/or costs incurred by any Team
San Jose employee in determining necessary stafng, set-up, optional
equipment, and stage requirements and in making available such items
to the client.
Exhibits in the Ballroom, Meeting Rooms, and Parkside Hall
When it is necessary to use the Ballroom, Meeting Rooms B or C or Parkside Hall
for exhibit space, special guidelines have to be followed. Because these areas
are carpeted, forklifts are not allowed unless equipped with white tires or tires
are wrapped with plastic. Plastic sheeting or run-off carpeting laid over existing
carpeting, provided by the client or a service contractor and approved by your
Event Services Manger is necessary to protect the carpet during move-in and
move-out. Any cleaning or damage to the carpet affected by this usage will be
included in the client’s invoice. At Parkside Hall, a dual forklift system will be
required, with one forklift operating outside and one operating inside that does not
go outside.
Electrical power is limited for exhibits in Ballroom A and the Meeting Rooms.
Access to these areas is also limited. Your Event Services Manager will assist you
with details regarding your move-in/move-out and provide additional electrical
information and potential charges for electrical services. Electrical services and
equipment can be provided by the SJC&CF preferred electrical vendor or by an
approved outside vendor.
Exhibits in South Hall
Due to the special ooring surface in South Hall, the same requirements for
forklifts apply as outlined above in guidelines for the Ballroom.
Exhibit Floor Plans
A preliminary oor plan of the exhibit and registration areas drawn to scale
indicating dimensions of all seating areas, stages, exhibit booths, and aisles, is
to be submitted to the Event Services Manager no less than six (6) months prior
to the event. The Event Services Manager will notify you if the plans are suitable
to be submitted to the Fire Marshall or if modications may be necessary. Show
Management or their Service Contractor must submit to the Fire Marshall eight
(8) originals of a complete oor plan of the event for approval no less than sixty
(60) days prior to the rst contracted move-in day for the event. Any changes
or alterations required by the Fire Marshall must be incorporated into the oor
plan approved and signed by the Fire Marshall. An original copy of the complete
and nal oor plan, signed by the Fire Marshall, shall be submitted by Show
Management to the Event Services Manager no less than forty-ve (45) days prior
to the rst contracted move-in day for the event. The Fire Marshall shall have
nal approval on all submitted plans. Show Management will not be permitted to
occupy any portion of the San Jose Convention & Cultural Facilities or move any
property into the Facilities, until the Event Services Manager has received and
reviewed a complete and nal oor plan signed by the San Jose Fire Marshall.
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General Rules and Regulations
Federal, State, and Local Laws
Show Management or the Event Organizer must comply and ensure that its
ofcers, employees, agents, contractors (including independent contractors).
Exhibitors, registrants, and events comply with all federal, state, and local laws,
ordinances and regulations now or hereinafter in effect, and obtain all permits
and licenses, bonds and insurance required for conducting any Event. Show
Management or the Event Organizer shall take all steps reasonably achievable to
ensure that its ofcers, agents, employees, contractors (including independent
contractors). Subcontractors, exhibitors, registrants, and other persons attending
the events, comply with any rules and regulations regarding use of the San Jose
Convention & Cultural Facilities established by the Event Services Manager, as
amended from time to time, and with the instructions of Event Services Manager
or authorized Team San Jose employees.
Floor Load Capacity
The maximum load-bearing capacity of the oors in the San Jose Convention &
Cultural Facilities is as follows:
• Exhibit Halls 1, 2, and 3 of the Convention Center each have
oor loads of three hundred fty (350) pounds per square foot.
• Ballroom A has a oor load of one hundred fty (150) pounds
per square foot.
• Parkside Hall has an unlimited load capacity. Floor protection
measures are required to protect the carpeted ooring in all venues.
Illegal Activity
No performance, exhibition, or entertainment, which is illegal, shall be given or
held at the San Jose Convention & Cultural Facilities. Show Management or the
Event Organizer agrees that Show Management, its ofcers, agents contractors
(including independent contractors), subcontractors, employees, and exhibitors
shall not engage in any illegal activity, or permit any of the foregoing persons
to engage in any illegal activity, in connection with any performance, exhibit, or
entertainment at an event.
Intermission
All continuous programs lasting ninety (90) minutes or more, except religious
services or other engagements specically excluded by the Event Services
Manager, must contain an intermission of not less than twenty (20) minutes,
unless the Event Services Manager explicitly consents to a modication of this
requirement.
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General Rules and Regulations
Keys
A limited number of keys to interior doors and convention support spaces are
available for your use. Key requests should be made thirty (30) days in advance
with your Event Services Manager. Your Event Services Manager will issue
requested keys on the rst move-in day of your event.
Any keys issued must be returned to your Event Services Manager before leaving
the San Jose Convention & Cultural Facilities on the last event day. There will be a
$100.00 per key charge for any keys that are not returned. Lost key charges will be
added to your nal invoice
Liens
Show Management or the Event Organizer must keep the San Jose Convention
& Cultural Facilities free of any liens arising out of any activity at the Facilities or
materials furnished or obligations incurred by Show Management in connection
with any such activities. Show Management must notify Team San Jose at least
ten (10) business days prior to the commencement of any work to be performed
or materials to be furnished at the Facilities, which could give rise to any such lien,
and shall post any bonds as required by Team San Jose. Team San Jose shall
have the right to post and keep on the Facilities any notices that may be required
by law or which Team San Jose may deem proper for the protection of Team San
Jose and/or the Facilities from such liens.
Lighting
The Convention Center has dimmable uorescent lighting in all Meeting Rooms
with the exception of Meeting Room J. Meeting Room J and Exhibit Halls 1, 2
and 3 have non-dimmable metal halide lighting systems. The lighting in all public
access areas is non-dimmable.
Ballroom A has the following special lighting features:
• Indirect uorescent non-dimmable lighting
• Metal halide non-dimmable lighting
• Dimmable incandescent lighting
• Fixed theatrical lighting system with 24 lighting instruments and 12
dimmable circuits. See your Event Services Manager regarding rates
for use of this system.
Meeting Room J has a xed theatrical lighting system with 12 lighting instruments
and 6 dimmable circuits. See your Event Services Manager regarding rates for use
of this system.
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General Rules and Regulations
Parkside Hall has a dimmable incandescent and metal halide non-dimmable
system.
The Civic Auditorium stage has overhead lighting with three-color wash. Two
followspots are located at the back of the house. See your Event Services
Manager regarding rates for use of this system,
The Montgomery Theater, the Center for the Performing Arts, and California
Theatre have full theatrical lighting systems with a front-of-house position, various
overhead lighting positions, and followspots. See your Event Services Manager
regarding rates for use of this system.
Loading Access
All exhibits, xtures, materials, displays, and other property necessary for an event
shall be brought into and out of the San Jose Convention & Cultural Facilities only
at entrances designated by the Event Services Manager.
Loading Dock and Ramp
Your Event Services Manager will meet with event personnel to determine
appropriate dock locations for vehicles to unload or load during move-in and
move-out periods. Vehicles left unattended at the loading dock for an excessive
period of time or are not part of the actual process of loading or unloading, are
subject to being ticketed or towed. Parking is not allowed unless a permit is issued
by the Event Services Manager. Limited dock parking is available for you and
your service contractor. Arrangements must be made in advance with your Event
Services Manager.
Show Management or its service contractor is responsible for cleaning loading
dock areas of all excessive trash, debris, skids, and equipment related to your
event and depositing them in the appropriate recycling container in our East
Warehouse. Failure to do so will result in additional charges to the event for the
costs of cleaning the dock area. Team San Jose reserves the right to require an
off-duty San Jose Police Ofcer on the loading dock during the event move-in and
move-out at Show Managements expense.
Lost and Found
It is recommended that you have a lost and found area during your event. At the
conclusion of the event, you may leave unclaimed articles with your Event Services
Manager. All lost and found articles are logged and placed in the Administration
Ofce located at the San Jose Convention & Cultural Facilities for approximately
two months, after which time they will be donated to a charitable organization.
For lost and found information, call the Administration Ofce. During large, public
events (especially where children may be attending), you are encouraged to have a
lost and found station available for paging during an event.
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General Rules and Regulations
Marshalling Yards
The San Jose Convention & Cultural Facilities has leased a marshalling yard
located under Interstate 280, two blocks from the Convention Center. For
availability and rates, please contact Team San Jose’s Booking Manager.
Media Parking
Media vehicles may park within the Convention Center Garage or in designated
parking areas on Almaden Boulevard or Market Street. Media vehicles may not
park in Facilities turn-outs at the San Jose Convention Center or Parkside Hall.
Motorized Vehicles in Exhibit Halls
Authorization must be obtained from your Event Services Manager to drive
vehicles onto the Exhibit Hall oors during move-in and move-out. Unless vehicles
are an integral part of display, they must be removed after unloading or loading.
Diapers or drip pans must be placed under any vehicle being displayed. Exhibitors
or Show Management are responsible for any oor damage caused by spillage
of fuels, Oils, or similar substances. All vehicles must conform to Fire Marshall
Regulations. See the Fire Regulations section of this Guide.
Motorized Vehicles on Carpet Areas
Approval must be obtained from your Event Services Manager (and the Fire
Marshall) before motorized vehicles may be exhibited within the San Jose
Convention & Cultural Facilities. Specic measures to protect carpeted areas must
be addressed before approval may be granted. Access is limited on the concourse
areas, and access to the concourse and arcade levels is limited by door opening
widths. Diapers or Drip pans must be placed beneath any vehicle being displayed.
Nondiscrimination
Show Management or the Event Organizer may not discriminate in any way,
against any person on the basis of age, sex, race, color, creed, disability, or
national origin or in any other manner in connection with or related to the Event or
with the use of the San Jose Convention & Cultural Facilities
Obstructions and Fire Hazards
Show Management or the Event Organizer shall not engage in any activity, or
permit any of its ofcers, agents, contractors (including independent contractors),
subcontractors, exhibitors, registrants, and other persons attending the event, to
engage in any activity, which will obstruct or interfere with the rights of any other
user of the San Jose Convention & Cultural Facilities, or otherwise interfere with
free access to and from the Facilities or any other portions of the Facilities, or will
cause damage to the Facilities, or is prohibited by a standard form of re insurance
policy, or will in any way increase or affect the then existing rate of any re or other
insurance at the Facilities. No open ames including candles shall be permitted in
the Facilities, without express written consent of the Event Services Manager
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General Rules and Regulations
Show Management or the Show Organizer must pay for any charges imposed by
the Fire Department for responding to a re alarm at the San Jose Convention
& Cultural Facilities during the event or otherwise as a result of the event, unless
such re alarm was caused by Team San Jose’s negligence or willful misconduct.
Opening House
Show Management must open the doors of its event as advertised unless
otherwise agreed to by the Event Services Manager.
Additional charges may be incurred if the event begins before the contracted time
or extends past the contracted time of your Facility Use Agreement. Your Event
Services Manager can provide additional information for cost.
Post Event Function Room Condition
When utilizing any space in the San Jose Convention & Cultural Facilities, Client
is responsible for returning the facility in the same condition as received (except
normal wear and tear), free and clear of all debris. Unmarked materials that are
left behind are subject to disposal. Disposal fees, if applicable, will be charged to
Show Management. Team San Jose and the facility are not responsible for any
equipment or materials left behind by you or any of your vendors at the conclusion
of your event.
Painting
No painting is allowed in the San Jose Convention & Cultural Facilities, other than
minor touch-up painting.
Promotional Materials
It is necessary that we review any materials that you may wish to use or print
regarding San Jose or the San Jose Convention & Cultural Facilities in order to
ensure their accuracy.
In addition, Team San Jose and the Bureau have many promotional photographs
and materials available for your use. If desired, your Sales Representative or Event
Services Manager can provide you with this promotional information.
Registration Space
As available, and with consideration to other users, lobby registration space will be
provided. Registration equipment must be provided by outside suppliers. Stafng
for registration can be arranged through the San Jose Convention & Visitors
Bureau.
Preliminary oor plans for registration in the lobby or the Exhibit Halls must be
submitted six (6) months in advance for approval by the Fire Marshall. The copy
of the oor plan with the Fire Marshall approval is to be submitted to your Event
Services Manager forty ve (45) days prior to your event move-in by you or your
service contractor.
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General Rules and Regulations
Rigging
All production rigging will be coordinated exclusively by VAE Corp. who will use
qualied technicians from local unions to perform these duties. Rigging plans
and/or drawings should be submitted to VAE Corp. at least fourteen (14) days in
advance of the event. Rigging plans and/or drawings should include:
• Load capacities
• Dimensions
• Locations
• Installation methods
Please contact Zack Brush with VAE Corp. for rates and additional information.
Seating Capacity, San Jose Convention &
Cultural Facilities Capacity
Show Management or the Event Organizer may not sell, or permit to be sold or
distributed, tickets or passes in excess of the capacity of the San Jose Convention
& Cultural Facilities, or admit to the Facilities a larger number of persons than can
legally, safely, and freely move about within the facility. The maximum capacities
for the Facilities are on le with the Event Services Manager.
Security Deposit
Show Management or the Event Organizer may be required to deliver to Team
San Jose a reasonable security deposit if a prior event you organized resulted
in damage to the San Jose Convention & Cultural Facilities or, if the Event
Services Manager determines in his or her reasonable judgment, that there is
a risk of damage to the Facilities. The Event Services Manager shall give Show
Management notice that a security deposit will be required at least ve (5)
business days prior to the due date. Any or all of the security deposit that is not
needed to satisfy such costs will be refunded without interest to the client upon
the expiration or termination of the Facility Use Agreement.
Security Locks
Upon request, security locks can be installed in designated rooms for an additional
charge. One key for each secured lock is kept for emergency purposes in the
Team San Jose Security Control Ofce located at the Convention Center. Advance
arrangements can be made with your Event Services Manager to secure specic
rooms. There is a $25.00 charge to re-key each designated door lock. There is a
$100.00 per key charge for security keys not returned prior to departure on the last
event day.
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General Rules and Regulations
Service Desk
Space for service desks should be included on all oor plans. Space is limited to
accommodate service desks outside of contracted exhibit and/or meeting space.
Contact your Event Services Manager for information. Please make requests sixty
(60) days in advance of rst contract date.
Services Provided
Team San Jose will provide appropriate heating/air conditioning and overhead
lighting for ordinary use in the areas occupied by your event, during normal event
hours, as described on the Summary Pages of the Facility Use Agreement. Team
San Jose will provide without extra charge:
• Cleaning consisting of washing, mopping, sweeping, vacuuming,
trash removal, and maintaining supplies as needed in the areas
accessible to the general public and event attendees, but not
including exhibit space and carpeted aisle space.
• One mid-day cleanup in session rooms where more than one session
is scheduled per day.
• The initial set-up for each meeting room (excluding exhibit halls) to be
utilized by the client under the Facility Use Agreement (including,
subject to availability, tables, chairs, lecterns, trash receptacles, and
one paging microphone in an exhibit hall).
• An Event Services Team to oversee and support the event.
• If available, dressing rooms, box ofces, and show manager ofces.
Set-up Changes
Your nal event plan, which includes meeting room set-ups, is to be provided to
your Event Services Manager forty ve (45) days before your rst move-in day.
Set-up changes made one to twenty-one (21) days prior to the rst date of your
event may be assessed additional late charges for staff time. Requests for
adjustments after set-up will be handled as expeditiously as possible and you will
be advised, when possible, of the approximate cost of those changes. Team San
Jose reserves the right to charge for excessive, unplanned changes or numerous
changes per day.
Signs and Banners
Signs, banners, posters, placards, displays, or other materials may not be
attached or afxed to walls, doors, panels, columns or other portions of the San
Jose Convention & Cultural Facilities by any method, unless rst approved by your
Event Services Manager. All signs and banners must be hung by labor contracted
through the Sign and Display Union, Local 510. For approved hanging methods,
specic locations, and weight limits, contact your Event Services Manager. All
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General Rules and Regulations
banners and advertising located at the Facilities are subject to advertising fees.
Installation and removal of banners and advertising must be provided by Show
Management or the Event Organizer, at their expense. Any damage to the Facilities
caused by prohibited afxation or attachment is the responsibility of Show
Management or the Event Organizer, and you will be fully liable to Team San Jose
for any damage. No advertisement of the event may be placed in the public right
of way, except as permitted in Chapter 23 of the San Jose Municipal Code,
and Show Management or the Event Organizer is liable for payment of charges
imposed by Team San Jose for removal of any illegal signs advertising the event or
any portion of it.
Following are general banner and signage guidelines:
• Plastic-coated cables or other similar coated materials may be utilized.
• Interior banners may be suspended from the slotted aluminum ceiling
slats on the Concourse level and from the suspended cable on the
back wall of the Registration Area. Banners are not to be suspended
from ventilation panels or sprinkler heads.
• Signage may be displayed in glass sign cases, on portable sign holders,
bulletin boards, easels or other xed method with approval from your
Event Services Manager. Show Management or the Event Organizer is
responsible for the provision, installation and removal of such materials.
• Signs are not allowed to be taped, tacked, stapled, nailed or
otherwise afxed to any wall or surface in the San Jose Convention &
Cultural Facilities.
• The Arcade is considered public space for all events in the San Jose
Convention Center. Any signage in this area must be approved by your
Event Services Manager.
• Your Event Services Manager can provide you with a specialized tape
to attach signage to the meeting room lecterns for your event. Adhesive
tape is to be avoided.
• You may not place signage inside the Convention Center Parking Garage.
The San Jose Convention & Cultural Facilities does not provide directional signage
for your event. It is your responsibility to create and provide adequate signage
to inform your guests of the room name of your event to direct them to the
appropriate section of the Facility. See your Event Services Manager for further
information.
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General Rules and Regulations
Ticketed Events
Ticket Sales, Controls and Accounting
The Facility Use Agreement must be in effect and any deposit or other security
required by the Event Services Manager paid in full before any ticket sales to
an event can begin. Whenever the Event Organizers fee schedule is based on a
percentage of gross ticket sales, the Event Services Manager will prescribe the
form of tickets, accounts, delity insurance, records, and reports that shall be used
by the client in staging the event and accounting for the gross receipts. The Event
Services Manager may, at any and all times, investigate or inspect any or all of the
Event Organizers tickets, accounts, records, and reports as may be necessary for
the purpose of verifying the amount of gross receipts. The Event Organizer is to
secure all tickets from a bonded ticket printing company meeting with the approval
of the Event Services Manager and is to direct the ticket company to transmit the
ticket manifest directly to the Event Services Manager. Tickets are to show the
price, show time, name of event, and venue and be in sequential, numerical order.
When utilizing the services of a computerized ticket agency, the Event Organizer
is to direct the ticket agency to provide the Event Services Manager with access
codes and up-to-date ticket sales information.
The event Services Manager is acting for the accommodation of the client in the
handling, control, custody, and keeping of funds, whether received through the
box ofce or otherwise. The City and its agents and employees are not liable to the
client or to any other person for any loss, theft, or embezzlement of these funds.
Ticket Prices, Complimentary Tickets, Passes
The Event Organizer is required to sell tickets at the prices that have been
advertised. The Event Organizer must provide documentation of discounted
tickets with sufcient information for Team San Jose to determine that discounts
were granted only in accordance with the Facility Use Agreement. Complimentary
tickets and passes are limited to no more than 10% of the number of tickets sold.
The form of complimentary tickets and passes and the number which may be
issued must be approved by the Event Services Manager. If more complimentary
tickets and passes are issued than the number authorized by the Event Services
Manager, the Event Organizer must pay to Team San Jose the applicable
percentage for the unpaid admissions in excess of the approved number of
complimentary tickets and passes, as though the highest admission charge had
been collected. The Event Organizer must deliver to the Event Services Manager
any tickets that remain unsold no later than one hour after the start of each
performance or one hour prior to the end of each show day, as determined by the
Event Services Manager.
The Event Organizer will be subject to additional charges as established by City
Council if unsold tickets, accounts, records, and reports are not made available
to the Event Services Manager in a timely manner or upon request of the Event
Services Manager. The Event Organizers ticket manifest for the event shall be
delivered to Team San Jose no later than fourteen (14) days prior to the rst move-
in day.
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General Rules and Regulations
Ticket Office Lien
Team San Jose will have the rst lien against ticket ofce receipts and all property
of the Event Organizer upon the San Jose Convention & Cultural Facilities for all
unpaid fees, reimbursable expenses, and appropriate Team San Jose taxes due
for the event. If requested by the Event Services Manager, the Event Organizer
must execute UCC-1 Financing Statement(s) for ling with the Secretary of State
and/or the County Recorder and/or other security instruments reasonably required
by Team San Jose to evidence its security interest in such receipts. Team San
Jose is empowered to withhold from ticket ofce receipts all money and apply
receipts to any amounts owed to Team San Jose. If funds are not available at
the conclusion of the event, Team San Jose is empowered to impound the Event
Organizers property. If unpaid charges remain ten (10) days after the end of the
event or the expiration or termination of the Facility Use Agreement, whichever is
earlier, Team San Jose shall have the power to deduct from receipts and to sell
property at a public auction and to apply cash proceeds from the auction to the
retirement of unpaid charges.
Site Inspections
We strongly encourage you to conduct a site inspection at the facility you have
contracted to use. We request that site inspection arrangements be made in
advance to assist us with the coordination of any in-house guests during this
period and to enable us to prepare for your needs. Our staff makes every attempt
to arrange site inspections in advance on non-event days.
Team San Jose reserves the right to conduct public tours and site inspections of
the San Jose Convention & Cultural Facilities during your period of occupancy in
such a manner as to not interfere with your event.
Trash Removal
Unfortunately, even with recycling, trash removal is an inescapable cost item. Each
event at the Convention Center has access to our 40 cubic yard trash compactor
for normal trash and debris. However, if trash generated from your event exceeds
the 40 cubic yard capacity of the compactor, extra debris boxes will need to be
brought in at an additional cost. Talk to your Event Manager if you have questions
or about specic charges you are likely to incur. An estimate of your costs can be
prepared based on the information you provide to them.
Utility Connections
The installation, maintenance, and removal of gas and plumbing connections
may be made by Show Management or your contractors but only if approved
in writing no less than twenty-one (21) days prior to the event by your Event
Services Manager. The work to be performed will be at the sole expense of Show
Management. Show Management may not do, or permit to be done, anything that
may interfere with the effectiveness or accessibility of utility, heating, ventilating,
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General Rules and Regulations
or air conditioning systems, or any portion of them, in the San Jose Convention &
Cultural Facilities.
Electrical installations are to be completed only by electricians approved by and
registered with Team San Jose. Show Management is responsible for contracting
with a qualied service contractor for temporary hookups in the San Jose
Convention & Cultural Facilities. All events are responsible for providing electrical
equipment for staged productions and should ensure that all exposed electrical
cables within rented space are covered. All electrical equipment and connections
are subject to the approval of the in-house electricians.
Utility charges will be incurred by the event or service contractor for event
electrical use in the San Jose Convention & Cultural Facilities.
Electrical, water, drainage, and air utility diagrams are available. Please contact
your Event Services Manager for copies.
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General Rules and Regulations
Fire Regulations
83
84
Fire Regulations
General Safety Requirements
These guidelines are provided to assist a successful and safe event. The re and
safety regulations pertinent to an event may include, but are not limited to, the
following information.
• Literature on display shall be limited to a one day supply. Reserve
supplies shall be kept in closed containers and stored in a neat and
orderly manner in an approved location. Empty cardboard boxes shall
not be in or behind the booth area.
• Fire codes prevent any item or device from being hung from or afxed
to any sprinkler head or piping.
• Posted occupancy loads in the San Jose Convention & Cultural Facilities
shall not be exceeded.
• Electrical installations shall be in conformance with the Uniform Building
Code and the National Electric code. All extension cords must have
grounded plugs. Equipment considered unt for use, including extension
cords, will be prohibited.
The following fees for services provided by the San Jose Fire Department may
occur:
• Inspection Fee
• Fire Watch
• After hours Inspection of Fire Watch
• Permit Fees
• Variance Fees
• Plan review (if necessary)
Permits may be required for various operations involving, but not limited to,
ammable, combustible liquids or materials. An on-site inspection will be required
prior to issuance of a permit to determine location and safety of operations.
To obtain more specic information about the re code requirements relevant to
our facilities, please contact the Fire Marshall at:
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Fire Regulations
San Jose Fire Department
Bureau of Fire Prevention
Attention: Special Occupancy Section
170 West San Carlos Street
San Jose, CA 95113-2005
408-277-5323
Because the re codes may change with time, we encourage Show Management
to reconrm the re code requirements prior to the event.
Display of Motorized Vehicles
Your Event Services Manager and the Fire Marshall must be notied in advance
if motorized vehicles are to be displayed during an event. Displayed motorized
vehicles shall comply with the following rules and may also have to comply with
any additional rules and regulations required by the Fire Marshall:
• No vehicle may be started or operated within any assembly building
during show hours.
• All fuel tank openings shall be locked or sealed in an approved manner
to prevent escape of vapors.
• Batteries shall be disconnected. Connections shall be taped to
prevent arcing.
• Adding or removing fuel, on site, is prohibited.
• Liquid petroleum fuel tanks shall be removed.
• A diaper or drip pan shall be placed under each vehicle.
• Vehicles shall not be moved during show hours.
• A vehicle key may be left in the Security Control Ofce for emergencies.
• Vehicle should have fuel level at 5 gallons or less.
Exhibit Booths
Exhibit booths and other structures, constructed within an area equipped with an
automatic sprinkler system, shall not be constructed with any roof, ceiling, or other
enclosure that would prevent the sprinkler system from protecting the booth area.
For approved canopy structures, contact the Fire Marshall.
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Fire Regulations
Exhibit booth stands and other like construction shall be substantial and xed in
position in specied areas (according to approved plans) for the duration of the
show and/or exhibit.
Flame Retardant Treatment
All decorative materials or other combustible materials shall be made from a
nonammable material or shall be treated and maintained in a ame-retardant
condition by means of a ame-retarding process approved by the San Jose Fire
Marshall.
Treatments must be renewed as necessary or after cleaning. All treated materials
or items must have a tag afxed (or a sign displayed in the booth) showing the
date and type of treatment and the name of the rm which applied the treatment.
Exceptions are:
• Plywood or factory ame-proofed cardboard
• Tables covered with ordinary paper products if the material is attached
at against the table with no overhang
• Objects on display, such as arts and crafts
All ame-retardant materials are subject to a Fire Marshall test. Oilcloth, tarpaper,
nylon, plastic cloth, and certain other plastic materials that cannot be made ame-
retardant are prohibited in the facilities
Floor Plans
The client shall submit to the Event Services Manager a preliminary oor plan
of the exhibit and registration areas drawn to scale indicating dimensions of all
seating areas, stages, exhibit booths and aisles, no less than six (6) months prior
to the event. Your Event Services Manager will notify you if your plan is suitable for
submission to the Fire Marshall or if it may need modication before going to the
Fire Marshall.
The client shall submit to the Fire Marshall eight (8) originals of a complete
oor plan for the event for approval no less than sixty (60) days prior to the rst
contracted move-in day for the event. Plans submitted will be reviewed and if they
meet the San Jose Fire & Building Codes, they will be stamped “Fire Clearance
Granted Pending Site Inspection”. Any changes or alterations required by the Fire
Marshall must be incorporated into the oor plan approved and signed by the
Fire Marshall. An original copy of the complete and nal oor plan, signed by the
Fire Marshall, shall be submitted by the client to the Event Services Manager no
less than forty-ve (45) days prior to the rst contracted move-in day of the event.
The Fire Marshall shall have nal approval on all submitted plans. The client shall
not commence occupancy of any portion of the San Jose Convention & Cultural
Facilities or move any property into the Facilities, until the Event Services Manager
has received and reviewed a complete and nal oor plan signed by San Jose’s
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Fire Regulations
Fire Marshall. If upon nal inspection, the Fire Marshall discovers any changes
to the approved plans that create an unsafe environment, block exits, cause
overcrowding of space or risk life safety to attendees, the Fire Marshall will delay or
cancel the show opening until compliance is met and maintained.
Hazardous Materials
Hazardous materials, ammable/combustible liquids, and compressed ammable
gases are prohibited inside the building. Hazardous materials are any substances
or materials that have been determined by any federal, state, or local government
authority to be capable of posing risk or injury to health, safety, or property.
Hazardous materials include, but are not limited to, pesticides, acids, alkalis,
poisons, corrosives, toxins, pool chemicals, and aerosols. Only empty containers
shall be used for display.
When hazardous materials are to be brought into the San Jose Convention &
Cultural Facilities by Show Management, its contractors, or exhibitors, you must
notify your Event Services Manager in writing four (4) months in advance of the
event. Storage or disposal of any hazardous materials in the facilities is prohibited.
Each Event is responsible for compliance with all federal, state, local laws,
ordinances, and regulations concerning environmental laws and hazardous
materials. A hazardous materials removal plan must be submitted to your Event
Services Manager thirty (30) days in advance of the event.
Unless expressly permitted by the San Jose Fire Department, no open ames are
allowed. Any special effects, decorative displays, operating equipment, or any
exhibits of questionable re safety must rst be approved by the San Jose Fire
Department before being installed.
For a current listing of regulated hazardous materials, containment standards,
responsibility, permit applications, enforcement, etc. contact the City of San Jose
Fire Department’s Hazardous Materials Division at 408-277-4659.
Lasers
Lasers are permitted in the San Jose Convention & Cultural Facilities. All events
must comply with all re regulations, safety codes, and Facilities policies regarding
the use of lasers. Arrangements for electrical power, water sources, water
drainage, water pressure, water recycling processes, and the use of smoke or fog
machines should be discussed in advance with your Event Services Manager.
Additional charges for water connections and water use fees apply. Alternative
water resources may be required by Team San Jose.
The presence of an on-site Fire Marshall may be required at your expense if, by
using lasers, the ventilation and re alarm systems have to be turned off during the
laser performance.
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Fire Regulations
Obstructions/Fire Extinguishers
Aisles and exits, as shown on the approved oor plan, must be kept clean, clear,
and free of obstructions. A minimum aisle width of ten (10) feet shall be maintained
at all times. All exit signs shall be unobstructed and visible at all times. Easels,
signs, etc. cannot be placed beyond the booth area.
Fire extinguishers, hose cabinets, re hose connections, re alarm pull stations,
and other re alarm devices shall remain clear, visible, and unobstructed at
all times. Additional extinguishers may be required where special hazards are
created.
Prohibited Materials
Unless expressly permitted by the San Jose Fire Department, the use of the
following materials is prohibited in the San Jose Convention & Cultural Facilities:
• Fireworks or pyrotechnics
• Blasting agents
• Explosives
• Compressed ammable gases (including liquid petroleum gas)
• Flammable gases
• Aerosol cans with ammable propellants
• Toxic materials including any substance regulated under California’s
Proposition 65
• Gas-operated cooking equipment
• Wood matches with all-surface strikes
• Cellulose nitrate motion picture lm
• Portable heating equipment
• Flammable liquids
• Flaming swords, re batons, etc., and use of open ame devices
Pyrotechnic Permit and Insurance Required
Clients must obtain a permit from the San Jose Fire Department and deliver to
the Event Services Manager a copy of such permit no less than seven (7) days
prior to any use of reworks, ashpots, explosives, or similar items (referred to
as “pyrotechnics”). Fire liability insurance, approved by Team San Jose’s Risk
Management, must be in place prior to any pyrotechnics being allowed at the San
Jose Convention & Cultural Facilities.
Show/ Exhibit Inspections
Compliance inspections may be conducted by the San Jose Fire Department
during an event. These inspections may include:
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Fire Regulations
• Walk-through inspections with Show Management or its authorized
representative prior to the move-in/set-up period. This would be
advisable for shows or exhibits, which have questionable problems
or situations.
• Inspection of the show or exhibits during the move-in/set-up period.
• Once the show or exhibit has opened, periodic inspections may be made
to ensure compliance with all re regulations.
During the inspections and/or walk-through tours noted above, any problems or
violations found are required to be corrected immediately.
Liability Insurance
Requirements
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Liability Insurance Requirements
All events held at the San Jose Convention & Cultural Facilities are required to have
liability insurance coverage. The primary purpose of this insurance is to cover the
people who will be attending your event. This type of insurance does not cover
such items as theft, malicious damage, worker’s compensation, or automobile
insurance. California state law requires you to have worker’s compensation
insurance whenever anyone is working for you and/or automobile insurance
whenever you or any of your employees are using a motor vehicle.
General Liability Coverage and Endorsements Required
• $1,000,000 combined single limit
• Comprehensive form
• Premises operations
• Broad form property damage
• Personal injury
• Fire legal liability
• Additional Insured: Team San Jose and The City of San Jose, its ofcers,
agents, and employees
• Additional Insured (if using the California Theatre): Team San Jose, The
City of San Jose, and the Redevelopment Agency of San Jose, its
ofcers, agents, and employees
• Policy is deemed primary insurance
• Policy will act for each insured and additional insured as if a separate
policy had been written for each and will not act to increase the limits of
liability under the policy
• A minimum of sixty (60) days notice of cancellation or changes of
coverage
A standard form “Certicate of Insurance” is required and must include the name
and date(s) of your event, including move-in and move-out dates, and additional
insured. Your Certicate of Insurance is due in our ofce sixty (60) days prior to
move-in of your event.
Your Certificate of Insurance can be sent to:
San Jose Convention & Cultural Facilities
Attention: Sales Department
408 Almaden Boulevard
San Jose, CA 95110
Fax: 408-271-0799
Failure to show proof of insurance by submitting a valid Certicate of Insurance will
result in the cancellation of your event.
Environmental Policies
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Environmental Policies
Solid Waste Reduction and Recycling
Monitor solid waste disposal
• Identify volume and percentage of recycled solid waste.
• Assess and audit waste composition regularly.
Reduce paper
• Set black-and-white copier default to duplex printing.
• Purge mailing lists quarterly to eliminate duplication.
• Maintain forms on electronic media and print only as needed
• Remove company and employees from junk mail lists.
Visit www.junkmail.org.
• Order supplies electronically.
• Use continuous-circulation envelopes for intra-ofce and City mail.
Reduce other waste
• Use bulk-dispensed soap in rest rooms.
• Centralize purchasing to eliminate duplication and attention to
waste reduction policies.
• Select products with minimal and/or recyclable packaging.
• Purchase reusable (rather than disposable) ofce supplies – e.g. rellable
pens, pencils and calendars.
• Purchase in bulk to minimize packaging. Make sure we need everything
we are purchasing.
Recycle and reuse materials
• Recycle:
Ofce paper – computer, copy, letterhead
Mixed paper – color, glossy, junk mail, magazines, directories
Newspaper
Food and beverage plastics – Numbers 1 to 7 inside chasing
recycling arrows (except #6 polystyrene – Styrofoam)
Beverage bottles and cans
Corrugated cardboard
Plastics
Glass
Carpeting
Pallets
Food waste
Green waste
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Environmental Policies
• Reuse unwanted but usable items – e.g. furniture, supplies, scrap
material – by donating them to schools, churches, hospitals, libraries, non-
prot organizations, teacher resource organizations, etc.
• Purchase recycled-content and environmentally-conscious products
• Copy, computer and fax paper – 30 percent recycled content
• Folders and other ofce products – 30 percent recycled content
• Soaps, detergents and cleaners
• Carpet
• Toilet paper, tissues and paper towels
Energy Conservation
Optimize the use of the cogeneration system
Increase the efciency of the HVAC system
• Perform regular maintenance on HVAC system
• Apply window lm to reduce solar heat gain
• Shade sun-exposed windows and walls during the cooling season with
awnings, sunscreens, shade trees, or shrubbery
• Maintain thermostat settings of 68 degrees for heating and 78
degrees for cooling
Implement equipment/facility changes
• Select computer and ofce equipment with the Energy Star logo
• Increase the efciency of incandescent xtures
- Replace incandescent bulbs with halogen, compact uorescent
or low-voltage track lighting
- Install occupancy sensors, bypass/delay timers, photocells,
or time clocks
• Increase the efciency of uorescent xtures
- Replace magnetic ballasts with electronic ballasts
- Install T-8 or T-5 lamps
- Replace warehouse xtures with high-pressure sodium
or metal halice
- Disconnect unused ballasts in delamped xtures
- Replace burned-out lamps quickly to avoid ballast damage
• Increase the efciency of signage
- Install LED marquees and signage
- Install electroluminescent exit signs
- Use compact uorescents in existing exit signs
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Environmental Policies
• Improve employee practices
- Turn off lights when leaving an area
- Set refrigerator temperature to 38 to 42 degrees, freezer
temperature to 0 to 5 degrees
- Close blinds to reduce air conditioner load during cooling season
Water Conservation
Improve facility maintenance practices
• Regularly check for and repair all leaks
• Install low-ow aerators (1.5 GPM) in all kitchen faucets
• Use dry sweeping, water-efcient “spray brooms,” or low-ow spray
nozzles to wash down concrete or asphalt surfaces
• Improve landscaping water practices
- Test irrigation sprinklers every quarter and adjust them
for each season
- Select drought-resistent plants
- Hydrozone: Group plants with similar water requirements on the
same irrigation line
• Install more efcient restroom xtures
• Replace pre-1992 toilets with 1.6 GPF units.
• Replace the ush mechanism in urinals with 1.0 GPF diaphrams or
install waterless urinals
• Install self-closing faucets in rest room
Pollution Prevention
Improve construction, maintenance and janitorial practices
• Select Green Seal cleaning products
• Label all storm water drains with “No dumping, ows to bay” message
• Wash equipment, ooring materials, and other items where wash water
can be directed to a sewer drain
• Clean parking lots with sweepers and equipment that collects dirty water
• Keep dumpsters covered when not in use
• Routinely check company vehicles for leaks and establish a “ground
staining” inspection routine
• Select low-emission building materials, carpets, xtures, and furniture
for remodeling projects.
Implement environmentally-conscious pest management practices
• Specify and use “least toxic” pest control methods and products
• Use traps, baits, barriers, and biological controls
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Environmental Policies
• Select less toxic pesticides such as soaps, oils and microbials, and apply
as needed rather than on a set schedule
• Landscape with pest-resistant plant varieties
Implement environmentally-conscious employee practices
• Purchase unbleached or chlorine-free paper products – e.g. paper towels
and coffee lters
• Select rechargeable batteries and appliances
• Dispose of used batteries properly
• Do business with “green” vendors
Audiovisual service standards for outside audiovisual
service vendors
Visual Aids Electronics (hereinafter called “VAE”) maintains full service, on-site
audiovisual rental, staging and production services at the San Jose Convention
Center and Cultural Facilities (hereinafter called “SJC&CF”). VAE and the SJC&CF
recognize that certain groups may elect to bring in an outside vendor (hereinafter
called “outside vendor(s)”). These guidelines have been developed to ensure the
utmost safety and care for all guests of the SJC&CF and the SJC&CF premises,
and to uphold a level of service and quality that is necessary to ensure a
successful event.
• All outside vendors planning to do audiovisual work within the SJCCF
must contact VAE and the SJC&CF no less than 45 days prior to load in.
VAE and the SJC&CF will advise vendors of the provisions that must be
met and will assist in assuring that your function runs smoothly.
• The SJC&CF is a full union facility. A contract with the IATSE Local 134
is in place between Team San Jose and the IATSE Local 134 and all
labor for the audiovisual production portion of your event must be
supplied by the Local 134 through VAE. Team San Jose serves as the
exclusive payroll agent for all Local 134 Labor utilized in the SJC&CF.
Please contact VAE for specic Labor quote for your event.
• All outside vendors planning to do audiovisual work within the SJC&CF
must place on le with VAE and Team San Jose 30 days prior to load-in,
a certicate of insurance evidencing commercial general liability (CGL)
and commercial auto insurance (including but not limited to personal
injuries, bodily injuries, premises/operations, completed operations/
products, contractual liability, independent contractors (if any part of
the work is to be subcontracted), broad form property damage and
cross-liability coverage) with a minimum of $2,000,000.00 per
occurrence. The CGL policy must be endorsed to name VAE and Team
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Environmental Policies
San José, the Redevelopment Agency of San Jose, their ofcers, agents,
contractors, employees, and volunteers as additional insured under an
ISO CG 20 10 11 85 or equivalent, indicate that such insurance shall be
primary and not contributory with VAE or City of San Jose insurance or
self-insurance and provide for a waiver of any subrogation rights against
the City via an ISO CG 24 01 10 93 or its equivalent.
• Outside vendors must place on le with VAE 30 days prior to load-in
a certicate of insurance evidencing workers’ compensation coverage
in accordance with California Labor Code section 3700 with a minimum
of $500,000 per occurrence for employer’s liability and a waiver of
subrogation policy endorsement in favor of the City of San Jose for
all work performed by the outside vendor, its employees, agents
and subcontractors.
• All outside vendors planning to do audiovisual work within the SJC&CF
must sign the attached Hold Harmless Agreement 30 days prior to the
event in order to protect VAE and Team San Jose the Redevelopment
Agency of San Jose, their ofcers, agents, contractors, employees, and
volunteers against claims or damages caused or occasioned as a result
of their work performed and/or equipment utilized within the SJC&CF.
• All outside vendors planning to do audiovisual work within the SJC&CF
must assume complete responsibility for equipment malfunction, loss,
damage or theft. VAE and Team San Jose accept no responsibility for the
outside vendors’ lost, damaged, malfunctioning or stolen property.
• All outside vendors planning to do audiovisual work within the SJC&CF
must dress (drape) all screens, carts and stands in accordance with
VAE’s standards.
• Cable ramps must be used on any and all cabling that crosses any public
or service doorways and hallways.
• Gaff tape must be used to secure cabling that is not placed against
any wall. All cable runs should be straight and/or at 90 degree angles.
Tape is never to be used on walls, doors, wooden oors, trim, and
ceiling surfaces.
• To maintain the integrity of the in-house audio systems, outside vendors
are not permitted to patch into these systems without the assistance of
a VAE technician.
• Storage space for outside vendors planning to do audiovisual work is
the sole responsibility of the outside vendor. Under special
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Environmental Policies
circumstances, the SJC&CF may provide space. A rental fee will apply
and a cleaning fee if appropriate based on the condition of the space to
be billed to the vendor. Nor outside vendor’s equipment, carts, stands, or
cases are to be stored in the back service hallways, freight load-in areas,
service storage areas, emergency exits, and stairwells at any time.
• The outside vendor is completely responsible for leaving the SJC&CF in
the condition it was given to them. This includes disposal of all trash,
gaffer/duct tape, props, cardboard, plastic, etc. If a dumpster is required,
advance notication and approval must be received. Cleaning fees will
be assessed should oor, wall, door or ceiling marks require more
than traditional cleaning.
• Electrical requirements must be presented show management’s
contracted & approved electrical contractor or to Edlen Electrical
Exhibition Services 14 days prior to the event. If power requirements are
supplied by Edlen, services will be billed by the SJC&CF to the group’s
master account at the prevailing rates.
• Nailing, screwing or similar actions into staging, ceilings, ooring, doors,
podiums and/or walls is strictly prohibited. This is to preserve the
integrity of the SJC&CF property.
• Rigging requirements must be presented to VAE 30 days prior to
the event. The SJC&CF has an exclusive agreement with VAE, when
rigging audiovisual and lighting equipment from ceilings or walls is
permitted. It is mandatory that a certied rigger from VAE be hired and
utilized by the outside vendor. For rigging fees, please review the
attached VAE Rigging Policies.
• Banner hanging should be coordinated with the SJC&CF. The SJC&CF
will advise of any fees and regulations.
• Scissor Lifts and/or Ladders are not available for use. These are the sole
responsibility of the vendor. Any lifts to be used must be hydraulic
powered and have the wheels covered. The SJC&CF does not have
space for lift storage and the vendor is responsible for making
necessary arrangements.
• All outside vendors planning to do audiovisual work must meet the
following dress code to work in the SJC&CF: Polo shirts, slacks and
polished shoes must be worn at all times. No t-shirts, jeans, shorts,
muscle shirts or sneakers are permitted. Outside vendor employees
must be clean shaven (neatly trimmed beards, mustaches, and goatees
are acceptable) and practice good hygiene.
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Environmental Policies
• All outside vendor’s empty cases are to be removed from the public area
and to be placed in a pre-determined and approved area. If such space
is not available, the outside vendor must place all empty cases back in
the vendor’s truck.
• Room diagrams with exhibit, audiovisual equipment, and rigging
requirements must be presented to VAE 30 days prior to the event.
Please refer to the San Jose Convention & Cultural Facilities
Website for Additional Standards and Fees pertaining to
Outside Vendors.
