Convention & Event Services Team
Event Manager:
An event manager from our event management department is assigned to your event when, and often before, your license agreement has been executed. Your event manager works closely with you and your staff and contractors from the initial planning stages through your move-out, and is your principle source of information and coordination regarding the convention center and our procedures. Your event manager answers your questions, collects pertinent information and distributes it to our operations team, identifies potential red flags and proposes alternatives before red flags turn into problems. Your event manager facilitates planning meetings and site visits, conducts your pre-event meeting, prepares our event memo and drawings which are the detailed instructions for your event to our staff, and is with you throughout the entire event. In short, your event manager is crucial to the success of your event, and is a key member of your team.
While you are on site, we ask that you provide a radio or portable telephone to your event manager so that they can respond and communicate to all your requirements in a timely manner. We use Nextel devices so we can program your Nextel ID into our units. If you prefer, your event manager can arrange to have the direct connect phone numbers and IDs of the key center staff servicing your event programmed into your Nextel units.
Your event manager communicates your event requirements to the operational departments which follow.
Audio Visual and Production:
Projection Presentation Technology is our exclusive provider of house audio and video system operation and services and is our preferred provider for stand-alone audio and video services, projection and presentation services. Projection and its TeamPRO partners maintain the largest inventory of rental audio, video, presentation and theatrical equipment in the mid-Atlantic. Projection also offers rental office equipment and services, including desktop computers. Projection
Provides exclusive labor services for supervising and installing motorized rigging
for lighting, audio, video and scenic elements for all general sessions, theatrical and special events through their TeamPRO partner, GLP. GLP is also our preferred vendor for complete packages of motors and truss systems.
Electric and Plumbing:
Hi-Tech Electric is our exclusive provider of temporary electrical and plumbing services. Hi-Tech installs, monitors and manages all temporary electrical and plumbing requirements for all shows. This includes electrical and plumbing connections, exhibit hall exclusive labor services for motorized rigging for exhibits, industrials, exhibit lighting, and coordinating skilled labor. Hi-Tech is our preferred vendor for motors, trusses and theatrical lighting for exhibits.
Engineering:
Our engineering staff manages the operation of our physical plant and oversees the maintenance of the building and building systems including HVAC, permanent lighting systems, electrical systems, elevators and escalators.
Food and Beverage:
Our exclusive food and beverage partner, Centerplate/NBSE, will work with you to plan all your food and beverage needs. Menu proposals that personalize your event can be developed for you upon request. Your assigned representative will contact you several months prior to your event. Additionally, Centerplate/NBSE provides catering for booth services and ancillary meetings, rents water coolers for exhibit halls, manages the retail food outlets inside the center including the Supreme Court, Executive Orders, Starbucks, permanent concession stands and portable carts, and provides coat and baggage check services. Please provide an exhibit hall floor plan to your representative at least nine months prior to your event in order to review service areas and determine space for portable retail services and concession seating.
Guest Services:
Our Visitor Information Desk in the Grand Lobby is managed by our guest services staff. Guest services also schedules our ambassadors who are posted at critical locations in the building to provide directions and event information to your attendees.
Housekeeping:
Our housekeeping staff cleans and maintains all public lobbies and concourses,
all meeting rooms, all restrooms, and the exterior of the building at all times. They maintain the uncarpeted aisles in exhibit halls, place trash receptacles in aisles and empty the aisle trash during exhibit hours, and clean the halls and loading docks between events.
Internet and Telecommunications:
Our network and telephone services are provided exclusively by Smart City Washington. Smart City Washington manages all voice and data network systems and offers broad technology service for all events. We have a state-of-the-art data and voice network, utilizing Cisco and Nortel technology along with a complete building fiber and cat5 cable infrastructure.
Meeting Services:
Our meeting services department sets all Center furniture for your meeting rooms, the ballroom and exhibit halls. Meeting services maintains our inventory of tables, chairs, risers, stages and lecterns for standard set-up services. Meeting services also provides head table water delivery and meeting room refreshes.
Security Services:
The security services department manages general building security including oversight of 24-hour command center, building access, building perimeter patrols, securing of leased spaces, and approval of show security deployment plan, coordination with DC and federal law enforcement agencies, and first aid training including automatic external defibrillators (AEDs). Security services also maintain relationships with local and federal emergency response agencies and oversees our emergency preparedness and response planning.
Transportation Services:
Our transportation services staff works directly with your general service contractor, shuttle bus contractor, and valet contractor to maintain orderly truck and vehicle access to the docks and L Street. They also oversee taxi drop-off and pick-up, monitor general traffic around the building and in the surrounding neighborhood, and communicate event transportation activity to city agencies and the surrounding community.