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Event Planning and Planner's Checklist


7.1 Event Agenda

A tentative agenda is recommended at least six (6) months before the first contract day. A preliminary agenda is required forty-five (45) days before the first contract day. A final agenda containing complete event requirements is due thirty-one (31) days before the first contract day, including but not limited to, event schedule or timeline, exhibition timeline (move-in, show, move-out) and diagram, approved floor plans (exhibits, meetings, general sessions), utility and technical requirements, event security, AV and General Service Contractor production schedules. Send the event agenda and all event specs to your Event Coordinator via e-mail.


7.2 Event Coordinator

An Event Coordinator will be assigned to your event once the event has an executed contract. Your Event Coordinator will be available to assist you throughout the planning process and make the transition from event planning to show execution as smooth as possible.


7.3 Event Insurance

A Certificate of Insurance (COI) is required for all events and must be submitted to the Department sixty (60) days prior to the first contract day.


7.4 Event Invoice

The balance, if any, owed to the PEC is due and payable within thirty (30) days upon receipt of the final invoice. Your Event Coordinator will present an itemized invoice to the Client reflecting charges for rental, services or equipment used and damages or excessive cleanup costs incurred during the event. The invoice shall reflect any payments received by the PEC.


7.5 Facility Floor Plans and Dimensions

PEC Facility Dimensions are listed to assist you with the planning process for your event. Your Event Coordinator may assist you with determining if the facility dimensions are appropriate for your event’s needs.


7.6 Facility Rates

The PEC offers an Incentive Rate to the Client on equipment and services if the assigned Event Coordinator receives all complete event requirements and specifications forty-five (45) days out from the first contract day. Add-ons and change orders received thirty (30) days or less from the first contracted day are charged the Standard Rate.

Complete event requirements include, but are not limited to:


7.7 Hours of Operation

An event contract day is from 6:00am to 11:59pm. Event hours outside of a contract day are subject to overtime rates plus applicable labor charges at prevailing rates. Administrative office hours are Monday – Friday 8:00am-5:00pm CST. The Administrative office is closed on most major holidays.