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Event Guidelines

Welcome to the Lynnwood Convention Center! We look forward to helping you plan and produce your event.

To deliver the kind of successful event you and your attendees expect, a smooth, well-coordinated relationship between our staff and your event team is needed. In helping establish just this kind of relationship, we prepared this guide. You may be a seasoned event veteran, having already worked with us; you may be planning your first event at our facility, or this might even be the first time you have ever worked with a convention center anywhere.

We hope you find this planning tips helpful. If you have questions about any of the information, please contact your Event Manager at your convenience.

YOUR EVENT MANAGER

This individual is assigned to work with you and your team from initial planning through move-out. Your Event Manager is your principal source of information during the planning process and a valuable “right hand” once you arrive on-site. He or she answers your questions and conveys information to our team members. Communication with your Event Manager assures your event is well-planned and effortlessly executed.

TIMELINE FOR PLANNING YOUR EVENT

Sixty (60) to Forty-five (45) days prior to your event, you should provide your Event Manager with information for room(s) set and schedule. This is also the time to finalize your food and beverage selections. If there is a bar during your event, your decision on what type of bar, full or beer and wine only, and the payment type for your bar, hosted or cash, should be decided at this time.

Thirty (30) days prior to your event please submit your Certificate of Insurance in accordance with Article 6.A of your License Agreement. If you would like the Lynnwood Convention Center to secure insurance for you, now is the time to discuss your options with your Event Manager.

Five (5) days prior to your event your Event Manager will provide you with your Final Confirmation. The Final Confirmation shows all the details of your event and includes orders for food and beverage, audio visual, room set, and other details. Read through your Final Confirmation information carefully and let your Event Manager know of any changes, and then sign the document and send it back to your Event Manager. The Final Confirmation will show your remaining balance. This balance amount must be paid at least three (3) days before your event.

Three (3) days prior to the event, the balance owed per the provided Final Confirmation estimate must be received. At this time, you also need to provide your Final Guarantee, the total number of people who will be receiving food. If you are having a plated meal with two or more entrees, please specify the count for each entrée. Once determined, the final guarantee is not subject to decrease. If an increase is requested by the client after the guarantee has been submitted, and the Convention Center can accommodate, a 25% overage fee will be added to any additional entrees.

Final payment for all food and beverage and all other ancillary goods and services remaining due upon the conclusion of your event is due within thirty (30) days of invoicing.

IMPORTANT PLANNING INFORMATION

Hotel Room Blocks

There are many local hotels that provide room blocks to events at the Convention Center. As such, our Sales Team can assist you with securing room blocks for your meeting or conference. If you decide later in the planning process that you need hotel assistance, send your Event Manager can assist.

Event Signage

Your event space will be listed on signage on the marquee outside, at the front door and throughout the building on wall mounted monitors. If your event space encompasses several rooms, the Convention Center can provide 8.5”x11” signage that is specific for each room. Let your Event Manager know what specific language you would like for each type of signage.

Banners & Other Signage

Banners may not be affixed to the facility or suspended to any surfaces in the Convention Center without prior review and approval. As ladders are only available for the Convention Center staff, if you require your banner to be hung on pipe and drape, from the ceiling, or from an outside pole, there will be an additional cost associated with that service.

Pins and tacks to hang banners can only be used in the blue corkboards sections inside the event rooms. Banners many not be hung on walls or on windows with adhesives.

Menu Selection

The Convention Center is the exclusive food and beverage provider. Outside food and beverage is strictly prohibited. The only exception for this is auction dessert items with advance notification.

The Convention Center offers a wide assortment of menu selections and options sure to satisfy any pallet. Event Managers can also assist in custom, themed or ethnic cuisine elements for any event. The Convention Center culinary team welcomes the opportunity to customize menus and services to create unique and thematic events.

Audio Visual Equipment

The Convention Center can provide much of your Audio-Visual needs. Equipment like laptops, screens, projectors, microphones, speakers, and up-lighting, can be secured through your Event Manager. All event rooms are connected to the built-in sound system and include one (1) complimentary wired microphone with the event room or combined rooms.

Vendors

All vendors must enter and exit within your contracted time. If your vendors have specific questions about the facility, arrival/departure time, electrical needs, etc., have them contact your Event Manager.

Power

The Upper Concourse, Lower Concourse, Rooms 1DEF and Rooms 2DE require special adaptors for electrical power. Each room rental comes with one complimentary adaptor per room. If you require additional adaptors throughout the room, there is an additional fee. Let your Event Manager know how many adaptors and the location of those adaptors that you need. Complimentary power cannot be used for vendor booths.

The Convention Center does have several charging stations throughout the building. If you require additional charging stations these can be secured for your event at an additional cost through your Event Manager.

Special Equipment

Much of our equipment inventory is provided for your use at no charge. This includes tables, conference chairs, risers, and lecterns. However, there are some things considered to be “special equipment”, and there are charges for those items.

If you need additional equipment, your Event Manager can provide you with the Convention Center equipment inventory list. This list represents our entire inventory and is kept as current as possible. Please understand that if your event runs concurrently with one or more events, priority for available equipment will be given to the group which provides their Event Manager with their requirements first.

Labor for Room Sets and Changeovers

We provide your initial room set-up and overnight conversions at no charge.We can provide daytime set conversions at no charge depending upon the advanced notice given for the change and the time need to perform the change. However, you will be charged for labor costs for any changes during the day if we were not informed in advance so we could plan for them.

Decorations

The Convention Center knows that the right décor is an integral part of your event. Since the Convention Center does not provide décor, we encourage you to bring décor for your event or to secure rented equipment from an outside company. Assembly and set-up of your decor is your responsibility. If you need assistance with centerpieces or placing materials throughout your event space let your Event Manager know. The Convention Center staff may be able to assist, although there may be a fee for this assistance depending on the amount of assembly and/or set-up.

The following decor items are permitted:

  • Latex Balloons – If balloons escape into the ceiling, a removal fee will be charged.
  • Candles inside a vase or within a hurricane cover. The top of the candlewick must be at least 1 inch below the top of the vase or hurricane.
  • Centerpieces Materials: including flowers, feathers, picture frames, chargers, bottles, etc.
  • Specialty Linen

The following décor items are prohibited:

  • Mylar Balloons
  • Fire/Free Standing Candles
  • Glitter/Confetti
  • Pop-up Tents/Free standing structures with ceilings
  • Dirt
  • Hay
  • Chalk

All decorating must occur during the contracted event time.This includes delivery and removal from an outside vendor.As required, your Event Manager can assist you with finding a vendor. Your contracted vendors must provide all supplies and equipment needed including ladders and lifts.The Lynnwood Convention Center will not hang décor on behalf of events.

Additional Staffing

The Convention Center can provide professional and experienced personnel for most of your event needs. They are knowledgeable about the facility and the surrounding area, familiar with our facility’s policies and procedures, and experienced in enforcing event rules and regulations. Some of the areas where Convention Center staffing may be of assistance include: Event Hosts/Ushers, Registration, Badge Check/Ticket Taker, Coat/Parcel Check.Costs incurred for dedicated staffing have a four (4) hour minimum per staff member.

Security

For many events, we require security guards to be present. the Convention Center can provide those security guards at cost or you may secure a security subcontractor. If you decide to go with a subcontractor, please provide your Event Manager contact information for the company along with the dates and hours they will be onsite.

The Convention Center is protected by a security system, which includes video monitoring systems placed throughout the event spaces and concourses, as well as the building exterior and parking lot.

Coat Check

We can provide a complimentary self-service area where coat racks are set in open un-staffed areas. If you would like a manned coat check, an attendant can be secured with an additional fee.

Deliveries/Shipping

Due to limited space, Lynnwood Convention Center cannot accept advance freight shipments more than one business day before the effective date of the License Agreement. Exhibit freight should be directed to a contracted show decorator or freight handler with instructions to deliver to Lynnwood Convention Center within the appropriate time.

Deliveries that arrive during move-in or show days will be directed to the on-site representative of the client’s contracted freight service. In the event the client does not have a contracted show decorator or freight service, all deliveries arriving during the period of the License Agreement will be received by Lynnwood Convention Center and delivered to client’s event space. Should there be special requirements for delivery of event materials, please contact the Event Manager. Lynnwood Convention Center/SMG does not take responsibility for incomplete or mislabeled shipments.

All items to be shipped out of Lynnwood Convention Center must be labeled and have a scheduled pick up within 24 hours of the contracted event end date. Items left more than seven days after contracted event end date will be disposed.


Admissions Tax

The Lynnwood Admissions Tax (Code 3.43) is for any and all events that sell tickets to the general public and will be collected by the Lynnwood Convention Center on behalf of the Public Facilities District.

As a reminder, the imposed tax is 5% of the ticket price (Per Code 3.43.030: There is hereby levied and imposed upon every person without regard to age who pays an admission charge to any place as described in LMC 3.43.010, a tax of five percent of the amount paid for admission. Failure to pay such tax or failure to collect such tax shall be a violation of this chapter. (Ord. 2291 § 1, 1999)).

The imposed tax is also required to appear on each ticket as a city tax (Per Code 3.43.070: A. The established price of admission, any noncity tax, city tax, and the total price at which each admission ticket or card is sold, shall be conspicuously and indelibly printed or written on the face or back of that part of the ticket which is to be retained by the management of the place to which admission is gained. This requirement may be waived in regard to temporary or transient events, which due to time make it impossible to print up admission tickets. This waiver must be reviewed and authorized by the finance director’s office prior to authorizing the event.)

The Lynnwood Convention Center does have a form to fill out to assist you in submitting the correct amount of tax and we would be happy to discuss the amount of tax to add to each ticket. A separate invoice for the admissions tax will be sent following the event and payment is due within 30 days of receipt of that invoice.


DAY OF EVENT INFORMATION

Business Center

Limited business services for your attendees and exhibitors can be provided at our Front Desk. This includes photocopying, transparencies, fax transmission, mail drop off or pick up point (arrangements must be made prior to leaving), UPS, and office supplies. Please note many of the business center services have fees associated with them, which the Front Desk can quote.

Loading/Unloading

Load in/ out can only take place within your contracted time. When working with your Event Manager please be specific about your load in/out timing on your event schedule.

Load in/out should occur through the loading bays only, not through the front entrances. The Convention Center provides a limited number of flatbed carts on a first-come, first-served basis. To avoid congestion and delays, clients/exhibitors are encouraged to bring their own wheeled equipment to help with freight movement.

Only the freight elevator should be use to move materials between the floors. The passenger elevator should not be used. The freight elevator is located on the east side of the loading dock and can be accessed through the roll doors. This elevator has a 10,000 lbs capacity with 8’x8’ door opening and a 12.5’ deep landing.

Loading Dock

The Convention Center Loading Dock is located on Level 2 immediately adjacent to 2DE. There are two standard height bays with dock levelers and one ground level load in door available for client/vendor use. Bay 3, the ground-level roll door, is the most convenient option for smaller load-ins. The raised loading bays are best for vehicles higher than six to nine feet (6’-9’). Because of limited space, vehicles should unload/load as quickly as possible in the loading dock then move to the parking lot. Except during active loading/unloading, vehicles are prohibited from parking in the loading dock area without the express written permission of the Convention Center staff.

Move Out TImes

Clients and all associated vendors must vacate the Convention Center by the end time listed on License Agreement. Failure to do so, may incur additional charges.

Storage

The Convention Center has no facilities for the storage of large crates or materials. During show day(s), empty cases and crates must either be stored offsite or kept inside contracted spaces. Cases, crates and boxes cannot be stored on the loading dock. All remaining event materials must be removed from the Convention Center by the expiration of the License Agreement.

Door Locks

Keys for leased areas can be issued at no charge upon request on the effective date of the license agreement and must be returned after the event. A $150 charge for each key not returned by the expiration of the license agreement will be added to the final invoice. Alternatively, event rooms can be locked and unlocked upon request by Convention Center staff. Please work with your Event Manager to coordinate.

Parking

There are 400 complimentary parking spaces within Convention Plaza for Lynnwood Convention Center attendees. All parking is located on an open-air surface lot without height restrictions.Parking is on a first-come, first-served basis and spaces cannot be guaranteed. A limited number of reserved spaces may be available upon request. Additional overflow parking is located across 36th Ave W at Alderwood Community Church and may be available for your event. Event Managers can work directly with you to plan your transportation needs.

The Convention Plaza is not patrolled by security personnel; guests are advised not to leave valuables unattended in their vehicles.

Alcoholic Beverage Service

The Washington State Liquor Control Board (WSLCB) regulates alcoholic beverages and service. As the holder of the alcoholic beverage license, the Convention Center is responsible for the administration of these regulations within the facility. Accordingly, we reserve the right to refuse alcohol service to intoxicated or underage persons. No outside alcohol is permitted inside the building. Convention Center staff reserves the right to stop your event if outside alcohol is confiscated.

Excess Food

The Convention Center adheres to state and local health guidelines which dictate that food items may not be taken off the premises. Accordingly, all food and beverage prepared and provided by the Convention Center must be consumed during the specific event and may not be taken off property.

Housekeeping / Cleanliness

The Convention Center will maintain all common lobbies and meeting rooms. You are responsible for cleaning up your event materials and décor. Additional housekeeping costs may be incurred for extraordinary cleaning requirements.

Building Damage

Any event-related damage to the building or its facilities beyond normal wear and tear is your

responsibility. This includes damage caused by your attendees and vendors. When appropriate, the Event Manager will contact you to visually inspect the facilities before and after the event. If damage has occurred related to the activities of the event, the cost of repair will be added to the final invoice or billed separately upon completion of the repair

Internet Connections

We offer complimentary WiFi throughout the building under the connection “LCC Free”. If a presentation requires the internet for its success, we suggest securing a hardline to the presentation laptop. If you require a hardline connection or a Static IP, this can be secured through your Event Manager. Visit our WiFi FAQ for more information.

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