Event Planning Guide / Building Rules
BUILDING SERVICES / a. additional utilities
Air Conditioning/Heat, Escalators, and Lighting are provided during show hours only.Air and Heat are not provided for contracted move-in and move-out times.
Work lights (50%) are used for all move-in and move-out hours.
Air and Full lighting can be provided at the following rates:
Air Conditioning - Exhibit Hall $100/hall/hour
(Not available when the loading dock doors are open)
Air Conditioning - Meeting Rooms $ 85/wing/hour
Air Conditioning - Ballroom $100/hour
Lighting - Show Lights (100%) $ 80/hall/hour
Escalators $100/hour
BUILDING SERVICES / b. aisle carpet cleaning
The Rhode Island Convention Center holds the exclusive cleaning contract in the building. Please arrange aisle carpet cleaning times with your Event Manager. Aisle carpet cleaning costs five cents per square foot per cleaning.BUILDING SERVICES / c. audio visual
AVS of Rhode Island, the in-house AV vendor at the Rhode Island Convention Center, can provide everything for your event from microphones to lighting and sound packages for full productions. They also hold the exclusive rigging contract at the Rhode Island Convention Center. A free podium mic is included with every meeting room if you contract AVS as your Audio-Visual company. Please be aware that any electrical for your AV production must be ordered through the Rhode Island Convention Center.Outside AV vendors are subject to approval and must provide the Rhode Island Convention Center with proof of insurance 10 days in advance of the event. Outside vendors will be subject to and must be made aware of charges with respect to truck loading and unloading, house sound system usage fees, and electrical fees. The Licensee is responsible for informing the contractor of these charges and is ultimately responsible for the payment of these charges.
Please ensure that you contract enough time for the complete move-in and out of your Audio-Visual supplier. You will be responsible for all late charges should they need additional time.
BUILDING SERVICES / d. box office
If admission to your Event is charged, all ticket sales shall be made by the Rhode Island Convention Center's Box Office through the ticket system utilized by the Center or other locations selected by the Center.At least sixty (60) days prior to the time Licensee desires the sale or distribution of tickets to commence, Licensee shall deliver to the Center all information required in order for such tickets to be printed. The Center will give Licensee an accounting of all tickets. The Center reserves the right to charge its prevailing customer ticket service charge on all tickets sold through the Center's ticket system. The prevailing customer ticket service charge is subject to change at any time without notice. Rolled tickets are adequate when there is no reserved seating and no advance ticket sales. These reserved tickets are pre-printed and pre-numbered and are sold only at entrance doors when Licensee offers tickets at fixed prices to the general public. Charges to Licensee for this service are estimated as reimbursable expenses.
The Center's box office will maintain control of ticket distribution, box office operation, ticket sales personnel, and ticket sales revenue through the completion of final settlement. All expenses will be deducted from box office receipts at settlement. The issuing of complimentary tickets will be limited to five (5%) percent of capacity or as dictated by prudent business practice. Additionally, the Rhode Island Convention Center requires a minimum of one hundred tickets for each show day/performance for its own use.
At least one Senior Box Office Manager, two Ticket Sellers, and two Ticket Takers are required for all ticketed events. The Box Office Manager and Ticket Sellers are scheduled starting one hour before the event to one hour after the event closes. The Ticket Sellers are scheduled one-half hour before and after the event. The number of Sellers and Takers needed is determined by the Box Office Manager and Event Manager depending on estimated attendance, past event turnout, and/or special events related to your event. There is an additional charge for the use of any box office besides the Lobby Box Office.
There is a two (2%) percent Box Office Administration fee of after tax sales or one hundred ($100.00) dollars a day, whichever is greater. The administration fee covers the cost of set-up charges, scheduling of Box Office personnel, having adequate change, depositing receipts, settlement with Licensee for proceeds from ticket sales and other administrative details.
By execution of the License Agreement, Licensee grants the Center's Authority a security interest in all box office receipts and agrees that receipts may be held by the Center's Authority. These receipts may be applied to payment of all sums of money which shall become due and owing for payments by Licensee to the Center's Authority; including, but not limited to, all amounts which shall become due and owing for payments by Licensee for personnel, services, materials, and equipment furnished under the Licensee Agreement. The Center's Authority will remit, out of Box Office receipts, to the State of Rhode Island, City of Providence, and/or any other taxing authority any applicable taxes due on the Licensee's behalf. Any surplus remaining shall first be applied in satisfaction of any remaining obligation or liability under the License Agreement, including without limitation, any damages, whether stipulated herein or not, to which the Center's Authority may be entitled to reason of any breach of the License Agreement.
Within five working days after the conclusion of the Event, the Center's Authority shall furnish the Licensee with a Box Office statement and at the Licensee's request, make a provisional settlement, with the Center's Authority withholding such sums from such provisional settlement as it deems reasonable. Within fifteen days after the Event, the Center's Authority shall pay to the Licensee such monies as shall be due and owing the Licensee. The Licensee agrees to examine such statement and notify in writing of any error or of any objection to any charge within five business days after delivery of such statement, and unless the Licensee shall notify the Center's Authority of such claimed error or objection within five business days, such statement shall be deemed to be a true, correct, and final statement of the account between the Center's Authority and the Licensee. The Licensee agrees to pay the Center's Authority promptly any amounts shown to be due on such final statement which were not paid by the application of box office receipts. In the event any checks received by the Center's Authority for mail orders do not clear the bank for any reason the sum total of such checks not collected shall be deducted from box office receipts as an expense.
BUILDING SERVICES / e. business center
The RICC Business Center, located on the third floor directly across from Exhibit Hall D, provides show managers, attendees, and exhibitors the convenience of complete office services away from home. The Business Center accommodates almost any need from making full color and black and white copies to faxing, scanning, office supplies, and even shipping (FedEx, under 5 lbs). Spacious workstations with constantly updated PC's and connections for personal laptops are available for word processing, desktop publishing, printing documents, internet access and checking email.The Business Center is staffed by computer proficient business professionals and is routinely open from 8:30am to 5:00pm Monday -Friday. Hours can be extended to accommodate show hours; please speak to your Event Manager to make arrangements.
BUILDING SERVICES / f. catering
The Rhode Island Convention Center maintains exclusive catering privileges within the building. Your Catering Sales Manager will provide you with a menu and work with you to ensure that every part of your food function is a success.The Convention Center's kitchen is a state-of-the-art facility that can prepare full meals for up to 2000 guests in an evening. Our creative staff prides themselves on delicious meals and excellent presentation. Your Catering Sales Manager will work closely with you to ensure your event has the look and fee.
Your Catering Sales Manager must be notified of the exact number of guests to be served three business days prior to the function. The number most recently provided to the Convention Center on this date will be considered as the guarantee for which the client will be charged. The Rhode Island Convention Center will set for and prepare 5% above the guarantee for plated meals with a maximum of 25 additional meals.
The Rhode Island Convention Center can arrange a number of services to enhance your event, from Ice Sculptures starting at $175.00 to Floral Centerpieces starting at $7.00 per arrangement. Linen Service upgrades are also available. Please speak with your Catering Sales Manager.
The Rhode Island Convention Center reserves to itself or its agents, contractors, or concessionaires, the sole right to the following services: A. Sales and serving of all foods and confections for consumption in the Center, beverages (alcoholic and non-alcoholic), and tobacco. Licensee shall not give away or sell items without written permission of the Center. Licensee is responsible for entering into a separate agreement with the Center's Food and Beverage department covering the services to be provided. B. Sales of souvenirs, novelties, and other merchandise without prior approval.
Exhibitors who manufacture, process, or distribute food in the normal course of business may distribute food samples, provided their food samples are not larger than two (2) ounces, and the beverages are no larger than three (3) ounces.
Exhibitors who do not manufacture, process, or distribute food in the normal course of their business and would like to distribute food samples must purchase their food samples from the Center's Food and Beverage department.
BUILDING SERVICES / g coat / luggage check
Coat Check arrangements can be made through your Catering Sales Manager. Both Cash and Hosted coat checks are available at one dollar per item. If less than 100 items are checked, the client is responsible for the difference. A portable coat check stand allows convenient placement of the check area to your event. Unattended coat racks are available is well but coats and other items left at the racks are not the responsibility of the Rhode Island Convention Center.BUILDING SERVICES / h. concession stands
A concession stand is located in each Exhibit Hall. Fifteen feet of space must be left in front of each stand for seating and lines to form. Concession areas are also available on the Mezzanine (between the Ballroom and Exhibit Hall Level) as well as on the 3rd level near the Business Center and Hotel Connector (as of January 2001). To arrange specific concession times or locations, please contact your Catering Sales Manager.Our Concession Stands are open during show hours. The Catering Sales Manager handling your event will work with you concerning concession hours. Concessions may be opened during move-in. There is a $300 minimum; the Licensee is responsible for the difference should the minimum not be met
BUILDING SERVICES / i. first aide
A fully-stocked first aid station is available for use if a Rhode Island Convention Center nurse is hired for your event. This station is located on the Lobby Level (1). Wheelchairs can be distributed from this location. For events attended by more than one thousand (1,000) people, you must employ and pay for a RICC Staff - Registered Nurse, who is licensed by the State of Rhode Island. Events less than one thousand (1,000) people may require a RICC Staff - Registered Nurse at the discretion of the Director of Security/Public Safety and your Event Manager. You must also provide and pay for first aid personnel and services in connection with any injury or sickness occurring to your agents, employees, contractors, invitees, attendees, patrons, and guests while within or about the Rhode Island Convention Center or the Premises during your event.BUILDING SERVICES / j. parking
A 2400-car parking garage is attached to the Convention Center and Westin Hotel. Parking Passes and Validated Parking can be purchased through the Parking Garage Office at (401) 458-6338. Handicapped parking is available. Parking for oversized vehicles should be arranged through your Event Manager.BUILDING SERVICES / k. security
The Rhode Island Convention Center maintains security for the Center perimeter. Licensees are responsible for complete security within the premises at their sole cost and expense. The Convention Center bears no responsibility for equipment, property, or possessions left unattended, without hired Security to protect same. For events attended by more than one thousand (1,000) people, you must employ and pay for a security agency licensed in the State of Rhode Island and approved by the Rhode Island Convention Center. The security agency shall provide an adequate number of guards for the regulation of traffic, maintenance of order, and protection of persons and property on the Premises. You must notify the Center in writing thirty (30) days prior to your event as to the number, placement, hours, and agency employed to provide security, all of which shall be subject to the approval of the Center. Outside security forces must be in uniform and display identification badges, and must be from an approved security vendor. The use of armed guards is prohibited without prior approval of the Rhode Island Convention Center. Security services are available through the Rhode Island Convention Center. Please contact your Event Manager to arrange a security schedule for your event.The building is secured in the evening after every group has completed their events. Rooms can be secured upon request. Video Cameras monitor selected areas within the Convention Center and the Garage. Key requests and change-of-lock requests can be a accommodated in most cases. Please contact your Event Manager for pricing and information.
Security personnel from the Rhode Island Convention Center must have full access to every area of the facility. Access cannot be restricted under any circumstance.
Any person in the facility or on Center property who appear to be intoxicated or under the influence of drugs will be expelled from the premises.