Event Planning Guide / Building Rules
BUILDING RULES / a. regulations of use
Licensees may not use the Premises or permit any part of the Rhode Island Convention Center to be used for any purpose other than the event described in the License Agreement.They shall not permit its use: a. For lodging;
b. In conflict with any law, ordinance, rule or regulation of any governmental
authorities; c. In any manner which would violate the provisions or insurance coverage on or related to the Rhode Island Convention Center, or increase the rate of such insurance;
d. In any manner which constitutes waste or nuisance, or
e. In any manner which cause or threatens to cause alteration or injury to the Center
f. In any manner that would disturb or obstruct other occupants, including use of prefunction space, high noise levels, obstruction of signage, or any action that in any way violates the quiet enjoyment of any part of the facility for any occupant.
Management reserves the right to adjust any sound levels that carry beyond the immediate area of the event
BUILDING RULES / b. advertising / promotional events
All advertising shall be approved by the Rhode Island Convention Center before it is distributed. Advertising should clearly state admission charges. The Rhode Island Convention Center logo should be included in all printed promotional materials. For the logo or photos of the Convention Center, please contact the sales department.All promotional events during the show including fashion shows, product demonstrations, and lectures are subject to approval by the Rhode Island Convention Center. Please inform your Event Manager of any events that will be happening during your show.
BUILDING RULES / c. animals / pets
No live animal, reptile, fish, or bird is allowed in the Center, unless proper precautions have been made to control and restrain such animal, fish, or bird, and for which written permission has been provided. Guide dogs may accompany a disabled or physically challenged person within the Rhode Island Convention Center.BUILDING RULES / d. automobiles
Vehicles that are to be brought into the Convention Center must be pre-approved by the Rhode Island Convention Center and all requirements made under that agreement must be followed. In some cases vehicles will not be allowed in the building, and there are restricted areas that vehicles cannot be brought. All vehicles must have carpet squares or plywood under the wheels and plastic under the entire length of the vehicle to be provided by the client. Keys for entry and to start the vehicle, as well as any deactivation codes for security features, must be left with the Rhode Island Convention Center security department. Vehicle gas tanks must be less than 3/4 but more than 1/8 full, and the cap for the fuel tank must be locked closed and cannot be removed while in the building. Vehicle electrical systems must be disconnected by removing at least one battery cable from each set of batteries. At no time during a show may vehicles be moved.BUILDING RULES / d. bellpeople / couriers
Bell people and couriers are not allowed in the building or on the show floor. Deliveries must be received by a RICC laborer on the loading dock or at the doors. No carts are allowed on the passenger elevators.BUILDING RULES / f. damages
Any damage to any Center property or equipment is to be reported immediately to the Rhode Island Convention Center's Security Department located on the Exhibition Level. If the facility is not returned in same condition as received, the Center will clean and make necessary repairs and include the estimated cost for such cleaning in the Licensee's settlement. All damage, except for normal facility wear and tear, is the responsibility of the Licensee. You are encouraged to schedule a mutually convenient "walk-through" appointment to verify the condition of the Facility prior to your event with your Event Manager and the Maintenance Manager. A final walk-through will take place at the completion of the event and a damage evaluation report will be completed.Licensee shall not cause or permit any nails, staples, hooks, tacks, screws, or the like to be driven into any part of the Premises. Licensee shall not erect any decorations or adhesive including tape that would deface the walls, ceilings, floors, facilities, and equipment contained in the Premises.
The walls, floors, ceilings, or other areas of the Center or its furnishings or fixtures are not to be painted by Licensee or have permanent covering applied. Materials may be attached to the Premises by means of cords, ropes, or ribbons or in any other manner which will not mar, deface, or damage the Premises or its furnishings and fixtures provided prior written consent of Licensor for such method of attachment is obtained. Service contractors may not use tape to mark the carpeted areas of the building.
No trucks, carts, or other devices to move equipment or freight will be allowed on the meeting room or ballroom carpet without the use of plywood, maisonette, or visqueen. Freight access to the meeting rooms is through the Freight elevator in the back of the building ONLY. Motorized vehicles, forklifts, gas or electric carts may not be operated in lobbies, concourses, or any carpeted area of the center. Heat tape and double-face tape may not be used on carpeted or terrazzo floors. Additionally, floor coverings over permanent carpet must be approved in advance.
Licensee agrees not to exceed the published load limits of any floor areas and ceiling tracks.
BUILDING RULES / g. decorations / restrictions
Helium filled balloons add to the festive atmosphere of exhibits; however, when released they are difficult and costly to retrieve and may require the use of lifts. The Licensee will be charged for the cost incurred to remove the released balloons at the end of the Term.The use of glitter, sand, or simulated snow types of material are not permitted in the Rhode Island Convention Center without special permission from the Event Manager, and the Licensee will incur additional charges for the clean-up of these materials. Adhesive backed decals may not be given away or utilized without the express permission of the Center. Any costs incurred by the Center for the removal of these items will be charged to the Licensee in the final settlement.
BUILDING RULES / h. deliveries / freight handling
The Rhode Island Convention Center does not accept any deliveries prior to the commencement of the contract term. Exhibitor Shipments and any shipments to be handled by the decorator should be shipped to their attention with the show name and booth number clearly written on the label. Shipments for meetings and other events without a decorator should be clearly labeled to the show manager with the show name and location in the building that the shipment is to go to.The mailing address of the Convention Center is:
Your Event/Contact Name
Location in building
Rhode Island Convention Center
One Sabin Street
Providence, Rhode Island 02903
All deliveries will arrive on the loading dock and must be arranged through your Event Manager.
Any deliveries that arrive before the contract date or without information regarding their show will be refused.
The shipper will be responsible for all associated costs.
BUILDING RULES / i. elevators / escalators & freight handling
Under no circumstances are the passenger elevators or the escalators in the front of the building to be used for the transportation of exhibitor materials, freight, boxes or other large items. All freight should be brought in through the loading dock.BUILDING RULES / j. entertainment & speakers
The Rhode Island Convention Center shall have the right to approve all entertainers and acts to appear in the Event; no substitutions may be made without the prior consent of the Center. No person or persons will be permitted to address an audience in the Center unless prior approval is obtained from the Rhode Island Convention Center.BUILDING RULES / k. floorplans
A minimum of six (6) copies of accurately scaled floor plans of the event should be submitted to your Event Manager for submission to the Fire Department. Plans should include the size and location of all aisles, service aisles, utility floor ports, fire extinguishers and hoses, exits, entrance units, exhibits, general service contractor's booths, food stands or bars, registration areas, information tables, and other displays. The Licensee is required to construct, operate, and maintain the event according to the approved plans. Any changes required by the building must be made and re-submitted to the Rhode Island Convention Center previous to move-in.Public aisles must be a minimum of 8' wide. Service aisles (double-back drape) must be adjacent to any booth receiving any utility, must be placed so that a utility box is inside of the aisle, and must be marked by double-back drape. No exhibitor materials can be stored in this aisle way. Any booth needing a utility that is not adjacent to a service aisle will incur additional charges to the Licensee.
Lobbies, concourses, pre-function areas, and the food facilities are considered public areas and not under Licensee control. All activities using public areas, such as registration, special exhibits or displays, etc, must be noted on the floorplan to be approved by the Center and the Fire Marshal. Temporary advertising and banner hanging is prohibited in the public/common areas and prefunction spaces without prior written approval of the Convention Center.
Please note that clear access must be maintained to all restaurants, cafeterias, lounges, permanent food service facilities, restrooms, telephones, as well as all exit or entrance doors.
BUILDING RULES / l. gratuities
It is against the Rhode Island Convention Center policy for any employee to accept gratuities or gifts from Licensee or exhibitor. Violation of this policy will subject the recipient to termination of employment.BUILDING RULES / m. hazardous chemicals & waste
Storage of hazardous waste is prohibited at the Rhode Island Convention Center. For purposes of photo-development, Licensee is required to inform exhibitors on the proper disposal methods. For exhibits that generate a hazardous waste, material data requirements must be met as well as providing written instruction on disposal methods.BUILDING RULES / n. media
The media are welcome to events in the Rhode Island Convention Center, and will be directed to Show Management upon arrival. No media vehicles may be parked on Convention Center property without prior consent of the Rhode Island Convention Center. Under no circumstances should any vehicle, media or otherwise, be parked in the taxi stand area in the front of the building or on the sidewalk. Any vehicle parked in such a manner will be towed.BUILDING RULES / o. noise levels
The Rhode Island Convention Center reserves the right to require any group whose noise levels disturb another group within the building to reduce their sound to a reasonable level that does not disturb any other group. If you feel that your event will have high noise levels at any time (including bands, loud music for dancing, shouting, singing, or other noise), please make arrangements with your Sales Manager and Event Manager to ensure that no other group will be in the vicinity of your event. The Rhode Island Convention Center is not responsible for any losses or damages associated with sound level requirements.BUILDING RULES / p. rigging
All signage, decorations, and other materials must be hung by an approved service contractor and must be approved by the Rhode Island Convention Center. Licensee is responsible for all costs associated with unapproved hanging materials. The rigging of all trussing is the exclusive contract of AVS of Rhode Island.BUILDING RULES / q. signage
Signage may be hung in the rented area with prior approval of the Rhode Island Convention Center. No signage can be hung that blocks emergency signs/exits or building signage. Small directional signage can be placed on easels in the common areas; however, no promotional materials may be hung without prior approval and they can in no way infringe on any other group in the building. No signage may be hung or placed on the exterior of the building or on the sidewalk.BUILDING RULES / r. smoking
The Rhode Island Convention Center is a non-smoking facility. Smoking is not allowed in the building at any time, including move-in and move-out times. Licensee will be responsible for any damages caused by attendees or contractors who smoke or use tobacco products in the building. Smoking areas are located outside of the building.BUILDING RULES / s. solicitations
Use of space outside of the rooms directly named within the contract is limited to the area immediately outside the space, and may be used for registration purposes only. Use of this space may not in any way disturb or obstruct other occupants. If you have any questions about space availability or use, please contact your Event Manager.Licensees may not occupy their space anytime before or after the time listed on the contract. This includes time for Set-up, Audio-Visual set-up and break-down, Decorator Move-in and out, or storage of materials. Please ensure that your space is contracted to allow you and your service providers sufficient time for move-in and out. You are responsible for ensuring that your sub-contractors have sufficient move-in time and are out by the end of the contracted period. Any hours in excess of this agreement are subject to fines.