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THE CENTER OF HOSPITALITY

Event Planning Guide

OCCC Event Planning Guide 2 ← Back to Table of Contents

Welcome

Welcome to the Orange County Convention Center,

(OCCC), the Center of Hospitality. Thank you for choosing

the OCCC for your event.

The OCCC is owned and operated by Orange County

Government, led by Mayor Teresa Jacobs and our six

county commissioners.

We have created this Event Planning Guide to assist you

and your team with logistical planning information for

hosting your event. This guide will introduce you to our

team, on-site service partners and procedures regarding the

support services provided by the Convention Center.

We are proud to be known as “The Center of Hospitality.”

This symbolizes outstanding service to our clients,

exhibitors and attendees.

As a world-class convention facility, we host some of the most dynamic regional, national and

international conventions, tradeshows and meetings. This allows the Center to fulfill its mission

of economic development, ultimately benefitting the Center Florida region.

We encourage you to communicate with your assigned Event Manager throughout the planning

stages of your event and we look forward to helping make your event a success!


Orange County Convention Center Mission Statement The mission of the Orange County Convention Center is economic development.

By hosting regional, national and international conventions, meetings and trade shows, the

Convention Center infuses the local economy with new money and expanding business

opportunities.

The mission of our staff is to provide outstanding service to the clients and users of the Center,

to stimulate their desire to return and to enhance the community’s reputation for excellence.

At the Orange County Convention Center we are proud to be known as “The Center of

Hospitality” (COH). This symbolizes outstanding service to our clients and community,

motivating their desire to return and enhancing the community’s reputation for excellence.

● To maximize economic impact by maintaining its position as a top convention and trade

show Destination

● To provide clients with a positive experience, ensuring repeat business while enhancing

the community’s reputation for excellence

● To develop new business to maximize space utilization at the OCCC while securing

continued convention group bookings well into the future

● To maintain a highly visible presence in the convention industry and Orange County

● To work together with community partners in educating national, regional and local

stakeholders on the benefits of marketing Orlando as the complete destination package


Table of Contents Welcome 2

Orange County Convention Center Mission Statement 3

Table of Contents 4

Section 1: Orange County Convention Center Overview 8

Sales, Marketing, Advertising and Communications 9

Event Services 13

Exhibitor Services 14

Campus Overview 15

Mailing Addresses 15

North/South Building 15

West Building 16

Section 2: Planning Information 19

Decorations, Signs, Decals, and Banners 20

ADA Accessibility 22

Aircraft Display Guidelines 23

Air Conditioning/Heating 23

Animal Policies 25

Balloon Policy 26

Cable Television Service 27

Cadaver Policy 28

Copyrights & Proprietary Material 29

Discrimination 30

Door Keys & Lock Changes 31

Drone/Unmanned Aerial Vehicle (UAV) Policy 32

Environmental Commitment 34

Exclusive Services 35

Rigging 35

Event Utilities 35

FedEx Office (Business Center) 36

Centerplate (Catering, Concessions and Alcohol) 36

Smart City (Telephone and Internet) 37

Exhibitor Booths and Displays 38

Floor Plan Review 39


Guidelines for All Exhibits 41

Guidelines for Covered Booths Less Than 300 Square Feet 43

Guidelines for Multi-Level Exhibits & Covered Booths Over 301 Square Feet 44

Exhibit Hall Fire Watch Personnel Guidelines 45

Fog & Haze Machines 48

General Session Information 49

Gratuities & Gifts 51

Guest Services / Information Desk 52

Interactive Floor Plans (upon request) 53

Inventory 54

Room Adjustments 55

Smoking Policy (including e-cigarettes & vaping) 56

Events – Open to the Public 57

Raffles, Lotteries, and Games of Chance 58

Safety Information 59

Sales Tax 61

Vehicle Guidelines & Vehicle Display Guidelines 62

Water Service Information 66

Section 3: Building Procedures 67

Carpet & Terrazzo Floor Protection 68

Catwalk and Roof Access 69

Doors 70

Exhibit Hall Equipment & Freight Movement 71

Electronic Systems Guidelines 72

Fire Code Regulations 74

General Concourse/Public Space Areas 75

Guest Elevators and Escalators 76

Hazardous Work Areas 77

Loading Dock Information 78

Meeting Room Equipment & Freight Movement 80

OSHA Standards 81

Rigging Regulations 82

Service Corridors 85

Service Elevators 86

Storage 88


Tape Removal 89

Trash Removal 90

Truck Staging Information 92

Wall Protection 93

Section 4: Orange County Fire Rescue 94

Capacity Concerns 95

Exhibit Hall Floor Plan Approval 96

Fire Watch 97

Fire Retardant 99

Gas Information 100

Hazardous Chemicals 102

Regulated Materials 103

Open Flame, Pyrotechnics and Special Effects 104

Permit Overview/Cooking Information 106

Welding 108

Section 5: Security Policies 109

Contracted Security Providers 110

Homeland Security Advisory System 112

Package & Vehicle Inspection 113

Severe Weather 114

Staff Identification 115

VIP and Government Dignitaries 116

Weapons Policy 117

Dock Coordination/Access 118

Dock Staff (Dock Officer) 119

Section 6: Transportation & Parking Information 120

Bus Move Requests 121

Directional Signage 122

Parking 123

Overnight Parking 124

Traffic Coordination 125

Transportation Staff 126

Appendix A: Event Services & Exhibitor Services Checklist 127


Section 1: Orange County Convention Center Overview

Management Team

The Orange County Convention Center’s Executive Management Team consists of the

Executive Director, two Deputy Directors and two Assistant Directors. Collectively, they are

responsible for the day-to-day operations of the OCCC, administered through the following

divisions: Business, Capital Planning, Event Operations, Facility Operations, Sales and

Marketing, Security and Strategic Planning and Development.

Division structure:

● Sales

○ Marketing

○ Communications

○ Advertising

● Event Services

○ Event Management

○ Exhibitor Services

○ Event Setup

○ Event Utilities

○ Rigging

● Information Technology

● Business

● Capital Planning

● Facility Services

● Security

● Strategic Planning

○ Transportation/Parking


Sales, Marketing, Advertising and Communications Our Sales Managers are your first point of contact and submit proposals outlining your

requested event dates and space based on our booking guidelines and space availability. Once

mutually acceptable, the Business Division will issue a lease agreement confirming the event

booking. One year prior to the event or sooner the Sales Manager will meet with the OCCC

Event Manager and the Exhibitor Services Coordinator assigned to your event, to review the

program for a seamless transition from sales to service. After this turnover meeting occurs, the

OCCC Team will continue to remain in close association with the event throughout the planning

process.

Resource Materials

Resources are available online, for your use in both digital and print. To access, visit:

https://app.box.com/v/occc-marketing-resources

Resource materials include:

● Event Planning Guide

● Floor Plans

● Interactive Floor Plans

● Personnel & Utility Services

● Photos, Graphics and Logos

Advertising & Sponsorship Opportunities

The OCCC offers advertising and sponsorship opportunities for show management to increase

exposure, branding, and revenue opportunities.

Static Signage

The OCCC manages and controls the use of all non-leased space (i.e. public areas,

concourses, lobbies, corridors, pre-function space, registration areas, food courts, sidewalks,

glass areas, stairs, parking lots and outdoor space, etc.) Use of non-leased space requires

OCCC approval. For all advertising/sponsorship opportunities in non-leased public space please

check with your Event Manager for prior approval.

The Lessee must submit plans requesting approval for use of non-leased space to his/her

OCCC Event Manager prior to the sales of any sponsorship, advertising and/or exhibit booths.

Revenues generated from sponsorship sales in non-leased space may be subject to

commission fee. The OCCC’s digital and static signage may not be covered or otherwise

obstructed at any time.

Static signs along the Oversight Pedestrian Bridge, connecting the West Building to the Hyatt

Regency Orlando and the North/South Building, the North/South Connector and the new Hyatt

Regency Bridge connecting to the West Building at level III offer multiple high-traffic

opportunities for advertising and sponsorship. Arrangements for this type of advertising are

made through OCCC Marketing & Communications and our on-site Advertising Specialist.

Specs: 14” H x 91.625” W (artwork size) / 17” H x 95” W (frame size)

https://app.box.com/v/occc-marketing-resources


Digital Signage

Dynamic, large format advertising on digital signs in high traffic areas are located throughout the

West Concourse and the Westwood Lobby. Arrangements for advertising on digital signage are

made through Smart City.

West Concourse Specs

1 screen x 4 screens – 1920px x 270px (15’ W x 3.5’ H)

2 screens x 5 screens – 1920px x 432px (19’ W x 4.5’ H)

Westwood Lobby Specs

Single screen – 1200px x 200px

Three screens – 3600px x 200px

Communications

Public Relations services provided by the Orange County Convention Center are designed to

build awareness about your organization, the actual event and any charitable or positive impact

that is left on Central Florida as a result of your organization meeting at the OCCC. Below is a

list of the efforts the OCCC can extend, at no charge, to support your event:

● Press Releases - Publish pre-show and post show press releases on the OCCC

website as well as distribution of releases to local media.

● Media Contacts - Provide a list of local media contacts along with the added service of

contacting local media for pitching event storylines. As an added advantage we can

assist with coordinating a media site tour for press kit distribution.

● Social Media - Platforms for each event are monitored for questions or comments that

need to be addressed.

● Media Coordination - Assist & direct media logistics for live interviews, and remote

broadcasts. Additionally, we can inform you of the policies and procedures practiced to

guarantee a positive experience with media outlets in regards to parking and any

equipment show management may have to provide.

● Reusable Donations – The Orange County Convention Center works with each of its

clients to ensure that any leftover food and/or products after an event or show are

donated to local schools, hospitals, or other non-profit organizations.

● Corporate Social Responsibility (CSR) - The destination offers many diverse

opportunities that engage meeting attendees as part of corporate social responsibility

initiatives. Options include donation programs, team-building exercises and volunteer

projects with a wide range of groups that benefit children, animals, education and

numerous other community groups.


Service Partners

At the Center of Hospitality, it’s our number one goal to make things easy for planners,

attendees and everyone who walks through our doors. With top-notch services and a team

that’s as detail oriented as they come, we believe that our show management and exhibitor

services—from catering to telecommunications—are the best in the convention industry. We

have no doubt that you’ll agree.

Exclusive Service Partners

● Centerplate’s experienced team of professionals offers corporate, convention and local

guests a level of food and service rich in detail and comprehensive in approach.

Centerplate also arranges specialty massage and shoe shine services for Show

Management, Event Planners, Exhibitors, and Corporate Clients to help make every

event a unique and restorative experience for attendees, exhibitors, VIP clients, and

staff.

● FedEx Office business center is available for all convention participants, offering full-

service printing of conference materials, production of vinyl banners/signs, Internet

access and faxing. Mobility services and solutions are also available via FedEx Office.

● SmartCity the Center’s provider of Internet and telecommunications services, offers

facility-wide shared Ethernet access, the country’s largest Wi-Fi convention network,

turnkey data networking, and support for LANs, WANs and VPNs. Smart City has

partnered with EventPath™, connecting the Orange County Convention Center to

surrounding hotels and venues, creating an integrated event network which makes

conventions more effective, efficient and profitable.

Preferred Service Partners

The OCCC identifies the following vendors as preferred partners. The OCCC recognizes the

high quality of service these partners provide and encourages lessees and exhibitors to utilize

these vendors when possible. Preferred partners are given unobstructed access to the OCCC

tunnel space, storage areas and loading docks.

● Bags (Baggage Airline Guest Services) offers premium “front door services” designed to

raise the bar on quality and convenience. Bags combines a full-service, multi-airline,

remote Skycap operation and baggage and coat-check services, with a first-class valet

service, to give attendees the freedom to focus on their event.

● LMG, Inc. is the in-house provider of audiovisual equipment and production services.

LMG, Inc. has the capability to provide expert technical support and a range of services

that includes video projection.

Attraction Partners

The OCCC’s Attraction Partners bring to show management and exhibitors a unique and

innovative opportunity for off-site meetings and entertainment while in Central Florida. These

partners occupy onsite offices, provide show managers and exhibitors a personal representative

to assist with customizing an off-site networking event at one of their unique venues and serve

as an extension of the OCCC Sales Team.


● SeaWorld® Orlando - Unexpected Encounters…Unbelievable Events - this is

SeaWorld® Orlando’s promise, where one of-a-kind experiences abound. This is where

exhilarating coasters, awe inspiring shows, up-close animal encounters, and incredible

culinary creations combine to make your event a memory that will last a lifetime.

● Universal Orlando® Resort - “Think outside the ballroom” at Universal Orlando®

Resort with two amazing theme parks, four incredible onsite hotels and a nighttime

entertainment complex – it’s time your guests left the ordinary behind!


Event Services The OCCC Event Services Section is comprised of a staff of Event Managers with a combined

100+ years of event planning and entertainment production experience. Each contracted OCCC

event is assigned an Event Manager, who will work with your show management team, as they

prepare to host your event at our facility.

Your Event Manager (EM) is the primary contact for all show management planning, acting as a

liaison for all services provided by the Center and our on-site service partners. Show managers

and meeting planners are required to deliver event/show specifications, including floor plans,

meeting room requests and overall show program information to their Event Managers, once the

event/show specifications have been established. From the initial site visit, followed by planning

meetings and constant communication and interaction, your Event Manager is standing by to

ensure that your proposed event program transitions from concept to reality, as smoothly as

possible.

Once all final event specifications have been received, your Event Manager will then finalize the

process of distributing show information to other pertinent divisions within the Convention

Center. Your Event Manager will also arrange a pre-convention meeting for your management

team to discuss and review top-line program information or last-minute changes with OCCC

support staff, prior to your first show day.

● All Rigging orders are placed directly with the OCCC Rigging section;

● All Event Utilities orders are placed directly with the Event Manager.

For a detailed Event Services planning timeline, refer to Appendix A - Event Services &

Exhibitor Services checklist.


Exhibitor Services The OCCC is proud to have a dedicated team of Exhibitor Services Coordinators (ESC) to

provide personal customer service in assisting exhibitors with comprehensive information on all

the services offered by the OCCC. The Exhibitors Services section of the OCCC is the exclusive

agent of rigging and utilities to exhibitors utilizing the facility. The OCCC prohibits the

repackage, re-sale, and/or change of the rates established and published.

The goal of the Exhibitor Services section is to provide your exhibitors with excellent customer

service through the advance ordering process, as well as on-site during the show and move-out.

Each event is assigned their own Exhibitor Services Coordinator, who will then work with your

exhibits manager.

Your ESC is the primary contact for all OCCC event utility services.

Exhibitor List

The Lessee must provide a complete and updated exhibitor list to the OCCC Exhibitor Services

Coordinator 45, 30 and 15 days prior to the event date.

The exhibitor list is to include the following:

● Company Name

● Booth Number

● Booth Dimensions

● Contact Information

The OCCC will use this list to assist exhibitors with placing orders.

Exhibitor Kit

The Lessee’s general service contractor is required to distribute all OCCC provided services

and onsite service partner order forms as part of the event’s print or digital exhibitor kit. No rates

or services forms may be altered in any way. The Lessee is required to provide a web link or an

electronic or printed copy of the exhibitor kit to OCCC Exhibitor Services, 3 months prior to your

event.

Service Desks

The Lessee’s general service contractor is required to provide the OCCC with a minimum of two

(2) service desks per exhibit area to service exhibitors during move-in, event and move-out. The

Lessee should advise their OCCC Exhibitor Service Coordinator of requested staffing hours and

desired location of the serve desks on the event floor plan.

For a detailed Exhibitor Services planning timeline, refer to Appendix A - Event Services &

Exhibitor Services checklist.


Campus Overview The OCCC campus consists of two buildings: the North/South and the West, and five pedestrian

bridges which connect the two buildings and adjacent hotels.

Mailing Addresses

The Orange County Convention Center has two different mailing addresses. Traditional

correspondence and letters should be sent to the P.O. Box address listed below. For overnight

and express deliveries, which cannot be sent to a post office box, please use the Universal

Boulevard address, also listed below.

Attn: (Name of OCCC Event Manager), Event Management

-and-

Orange County Convention Center

P.O. Box 691509

Orlando, FL 32869

Use for correspondence/letters

-or-


9860 Universal Blvd

Orlando, FL 32819

Use for express deliveries/packages

(FedEx, UPS, DHL, etc.)

North/South Building

The North/South Building is a three (3) story building, with exhibit halls located on the first floor

and meeting rooms located on the second and third floors of the building. The North/South

Building is a separate building from the West Building, but is accessible via either direct drive-

up/drop-off service or via the Oversight Bridge for pedestrians.

In North Hall A, there is an air wall track that can divide the hall into NA1 and NA2.

In South Hall A, there is an air wall track that can divide the hall into SA1 and SA2.

In the North/South Halls, there is an exit pod located towards the rear of the hall, along the air

wall divider panels, for emergency egress.

The North exhibit halls can be completely separate from the South exhibit halls via the air wall

panels. If such hall configuration should apply, pedestrian access from one side of the building

to the other side of the building can be provided by the exterior covered walkway that runs along

the Hall A sections of the N/S Building.

The second level of the North Concourse has an outdoor veranda for additional event activity.

The veranda is open-air, uncovered and has approximately 24,350 square feet of open space.

The North/South Building has two physical address locations:

North Concourse


9400 Universal Blvd.

Orlando, FL 32819

South Concourse


9899 International Drive

Orlando, FL 32819


West Building

The West Building is a four (4) story, one-half mile long building, with the exhibit halls located on

the second floor of the building.

The first floor of the West Building does not run consistently from one end of the building to the

other end. For planning purposes, West Halls C, D, E and F are directly accessible from the

ground floor, which is the second floor of the building. Access to West Halls A and B is available

via the second floor of the building; however, pedestrian and shuttle drop-off locations for these

halls occur on the first floor.

The West Building has one physical address location:


9800 International Drive

Orlando, FL 32819

The Chapin Theater (W320)

The Chapin Theater is a state of the art venue with excellent acoustic qualities. The theater has

digitally-controlled audio and lighting systems, backed up by a large inventory of audio and

lighting support equipment, while maintaining flexibility to support a wide variety of multimedia

presentations.

The theater audio system includes the following (refer to contracted rate schedule):

● Proscenium speaker stacks

● 56 Channel audio control console

● All permanent playback and processing gear

The theater lighting system includes the following (refer to the contracted rate schedule):

● Road Hog 4 lighting control console

● Theatrical dimmers

● Over 300 theatrical lighting instruments in “house focus”

● Labor rates apply for any adjustments to & restoration of “house hang”

● Labor rates apply for soft good relocations and/or additional lighting focus

The OCCC Theater Technical Director is required to be on-site while the theater is occupied

and will be billed at prevailing rates. OCCC Technical Services personnel are required to

operate the venue’s audio, lighting, and rigging systems within the theater and their services will

be billed at the prevailing hourly rate.

The theater has four dressing rooms with venue audio infrastructure:

Headliner Room – (2) makeup stations; (1) basin & toilet w/shower

Chorus Room – (14) makeup stations; (2) basins & toilet w/shower

Chorus Room – (16) makeup stations; (3) basins & toilet w/shower

Ensemble Room – (12) makeup stations; (3) basins & toilet w/shower


The theater has four interpreter’s booths located at the rear of the mezzanine section, which is

located on the third floor.

The Lecture Hall (W300)

The Lecture Hall is located in the West Building on the third level and is also referred to as West

Room 300. The hall has 160 seats at desks, in a permanent classroom setup. The hall includes

a stage with curtain.

The Lecture Hall rental package includes the following:

● Basic house audio system, including automatic audio mixer & (1) presidential lectern

● Basic theatre lighting system, utilizing pre-set house focus

● One dressing room with venue audio infrastructure

The Valencia Ballroom (W415)

The Valencia Ballroom is a carpeted, multi-purpose ballroom, which is centrally located on the

fourth level of the West Building. The Valencia Ballroom has two air walls and can be divided

into three (3) sections.

● The OCCC does not provide standard audio or lighting packages for The Valencia

Ballroom. Audio/visual or production equipment can be added to the room via third party

vendors, per OCCC building guidelines and appropriate fire and life safety codes. The

OCCC Rigging Services section must be contracted for any and all rigging services

required for show installations and removals.

● The Valencia Ballroom has two (2) dressing rooms available, with six (6) makeup

stations and full restroom/shower facilities in each room. One dressing room is located

behind West 415A and the other is located behind West 415D.

● For production purposes, The Valencia Ballroom has a front of house balcony for

spotlights and technical support to other lighting and/or show elements only.

● Freight access to the Valencia Ballroom is available from two freight elevators, which are

located directly behind the Valencia Ballroom on either side of the main room. The

freight elevators enable the movement of freight from the dock slips onto the elevator, up

to the fourth floor and then directly into the Valencia Ballroom.

● The Valencia Ballroom also has Pre-Function space available for receptions, breakfast

buffets, etc.

The Westwood Lobby

The Westwood Lobby entrance is accessible from the parking lots located behind the West

Building. Advertising and sponsorship opportunities are available on the large digital screen

inside the Westwood Lobby. The space is available for registration and receptions.

Center-to-Table Gardens

Located inside the Westwood lobby, the Center-to-Table Gardens are 2,000 sq. ft. of aeroponic

gardens that yield edible greens grown on property in an all-natural, chemical-free environment.

A total of 81 towers with 44 planting spots on each tower produce ingredients for many of the


meals that are prepared at the OCCC. Plants are grown in scheduled increments, allowing for

harvest according to demand. Therefore, each of the 81 towers continuously grow plants at

various stages.


Section 2: Planning Information


Decorations, Signs, Decals, and Banners Decorations, Signs and Decals

The OCCC manages and controls the use of all non-leased space (i.e. public areas,

concourses, lobbies, corridors, pre-function space, registration areas, food courts, sidewalks,

glass areas, stairs, parking lots and outdoor space, etc.) Use of non-leased space requires

OCCC approval. For all advertising/sponsorship opportunities in non-leased public space please

check with your Event Manager for prior approval.

The Lessee must submit plans requesting approval for use of non-leased space to his/her

OCCC Event Manager prior to the sales of any sponsorship, advertising and/or exhibit booths.

Revenues generated from sponsorship sales in non-leased space may be subject to

commission fee. The OCCC’s digital and static signage may not be covered or otherwise

obstructed at any time.

Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled or otherwise

fastened to ceilings, walls, doors, windows, painted surfaces or columns. Holes may not be

drilled, cored, or punched into any walls, floors or ceilings of the OCCC.

Adhesive-backed (stick-on) decals or similar items (except nametags) are not permitted in the

OCCC and may not be distributed by exhibitors. Any costs incurred by the OCCC for the

removal of these items will be charged to Lessee.

The OCCC strongly encourages all show managers to pursue the creation and display of

custom show messaging. However, there are a few areas and/or surfaces where custom show

signage is not permitted:

● The covering of building directional signage is prohibited.

● The covering of exit signs in meeting rooms or exhibit halls is prohibited.

● The covering of fire strobes, fire hoses or fire extinguishers is prohibited.

● The covering of exit stairwells and/or elevator access is prohibited.

● Signage on ceilings, walls, doors, windows, painted surfaces or columns is prohibited.

● Signage that is taped, nailed, tacked or stapled to the building is prohibited.

● Holes may not be drilled, cored or punched into any surface of the OCCC.


Banner Opportunities

There are several banner opportunities that exist throughout the West Building and the

North/South Building. Extensive planning details regarding banner placement, dimensions and

technical rigging specifications can be located on our website at:

www.occc.net/Planner-Rigging-Guidelines

Please consult your Event Manager during the planning process to coordinate the intended use

of banner signage with regards to or the OCCC rigging section for additional planning

information.

Rigging is an exclusive service provided by the OCCC. The OCCC rigging section must install

all show management and exhibitor rigging elements, including banners, static signs and

production equipment.

http://www.occc.net/Planner-Rigging-Guidelines


ADA Accessibility In regard to the Americans with Disabilities Act and all regulations thereunder, the OCCC shall

be responsible for the permanent premises access accommodations, such as, but not limited to,

wheelchair lifts, elevator standards, doors width standards and restroom accessibility.

The Lessee shall be responsible for non-permanent accessibility requirements, such as, but not

limited to, auxiliary aids for the visually impaired, hearing impaired and mobility impaired,

meeting room seating arrangements and exhibit accessibility.

Both the West Building and the North/South Building are designed with wheelchair ramps,

automatic doors, passenger elevators and handicap-accessible restroom facilities.

The Chapin Theater

The Chapin Theater, located in the West Building, is fully wheelchair accessible and has 27

wheelchair accessible parking spaces. Assisted Listening Devices are available upon request.

Braille

Throughout the facility, meeting room, restroom and elevator signs contain Braille text for our

visually impaired guests.

Parking

The OCCC has parking spaces available for guests with disabilities at various locations for

those guests visiting both the West Building and the North/South Building.

Restrooms

All restroom facilities are accessible for guests with disabilities.

Scooter and Wheelchair Rentals

A broad range of services include scooter rentals (Sit down and Stand Up), wheelchair rentals

and oxygen rentals. Equipment is available for daily or weekly rental. Rentals can be facilitated

at the Scootaround booth and/or through FedEx Office. Electric scooters are available to OCCC

guests while they are on property.

FedEx Office business centers at the OCCC serve as a drop-off and pick-up locations for

electric scooter rentals. Because these scooters are distributed through a private company and

are a high demand service, advance reservations are encouraged. FedEx Office also provides

overnight scooter battery recharge.

To make a reservation for an electric scooter for use at the OCCC, please contact Scootaround

at 1-888-441-7575 or visit https://locations.scootaround.com/rentals/o/occc/

There are three FedEx Office locations at the OCCC:

• West Hall C Lobby of the West Building

• North Concourse of the North/South Building

• South Concourse of the North/South Building

https://locations.scootaround.com/rentals/o/occc/


Aircraft Display Guidelines Aircraft and helicopter exhibitors must contact the Orange County Fire Rescue Fire Marshal in

advance, prior to hall move-in, to discuss all aircraft/helicopter specifications and the

appropriate minimum fuel guidelines that will apply to each exhibit.

In order for the OCCC to provide a safe and secure show environment for your guests, we have

included the following Aircraft Display Guidelines, in accordance with Orange County Fire

Rescue:

1) Batteries will be disconnected and terminals taped before entering the facility.

Circuit breakers for fuel and starting systems will be de-activated. All systems that could

functionally operate (create ignition) to the aircraft must be disconnected.

2) Fuel caps and fuel vents will be sealed (taped) and/or locked.

3) A minimum of a 4A 60-BC fire extinguisher, with a current inspection tag, should be

available in close proximity to each aircraft. The fire extinguisher to be brought in by

Lessee and/or their designee, as the OCCC will not provide or rent fire extinguishers.

4) Aircraft shall be cooled down in accordance with the manufacturer’s recommendations.

5) Aircraft fuel systems will be shut off and verified that there is no fuel leakage or seepage.

6) Lessee is responsible for providing a Spill Clean Up Kit, available in the exhibition hall, in

the event of a fuel spill.

Fire Watch Requirements for Aircraft Displays

A fire watch will be required in the exhibition hall. The number of personnel requested will be

determined based on the number of aircraft in the exhibit/hall.

Please refer to the Orange County Fire Rescue - Fire Watch section in this Event Planning

Guide for more details regarding Fire Watch.

It is recommended, though not required, that aircraft being trucked into the OCCC have their

fuel tank system purged prior to arrival.

The exhibitor is required to order fire watch personnel through OCCC Event Management no

less than two (2) weeks before the show moves in.

Fire watch personnel are charged at the prevailing rate.

Air Conditioning/Heating Rent includes air conditioning or heating in the public concourses during move-in, show and

move-out. Air conditioning or heating in exhibition halls is provided complimentary on leased

show days for the following:

● Show hours for exhibits

● Session hours for general sessions

● Rehearsals

● Poster sessions

● In-hall registration


Meeting room air conditioning is provided complimentary for rehearsals and session times only.

Air conditioning or heating for all other activity on a leased move-in or move-out day shall be

billed at the applicable rate.

When registration is open in an exhibition hall and air conditioning is requested on a leased

move-in day, the applicable rate will also apply.

Air conditioning and heating is provided complimentary on a leased move-in day in exhibit halls

used as a general session for dress rehearsals only.

Open doors must be minimized at all times when air conditioning is on.

Air conditioning or heating on leased move-in days (including in-hall registration) and move-out

days will be charged at $.0030 per gross square foot (gsf). Please see the example below on

how to calculate the fee for additional exhibit hall air conditioning or heating.

Example cost for air conditioning or heating West Hall A1 (91,800 gsf):

91,800 gsf x $.0030 = $275.40 per hour

Exhibit hall air conditioning or heating is not provided for exhibitor access, exhibitor move-in or

exhibitor move-out.

“Cool down time”, meaning the time that it takes the OCCC to lower the temperature in the

exhibit hall to the acceptable air-conditioned temperature, is not a client billable item. The goal

of the OCCC HVAC section is to have the exhibit halls cooled to the appropriate temperature for

the start time of the appropriate exhibit hall activity, (show hours, rehearsals, general session

and in-hall registration).


Animal Policies Animals are not permitted on the premises of the OCCC, except in conjunction with an

approved exhibit, or in accordance with Americans with Disabilities Act as a service animal

trained to do work or perform tasks for the benefit of an individual with a disability. Animals that

are approved to be on the premises must meet the following confinement guidelines:

1. Animal(s) is to be on a leash at all times, if not confined to a pen.

2. Animal(s) is to be confined within a pen, if not on a leash.

3. Animal(s) must be under constant control at all times.

4. Animal exhibits are not permitted on carpeted OCCC areas.

5. The owner or handler will be fully responsible for their animal(s) at all times.

The OCCC Event Management section must be notified in advance of any planned animal

exhibit and/or any intended general public interaction with live animal displays. A detailed

schedule must be provided in advance, outlining the nature of the animal exhibit and all

appropriate move-in, show and move-out information.

● The decorator/general contractor will be responsible for placing plastic sheeting and any

other floor coverings required for the animal, on the exhibit hall floor. The decorator or

general contractor will also be responsible for the removal and disposal of any hall floor

coverings from the animal display area.

● If necessary, any vehicles associated with the move-in/move-out of an animal display,

will be required to adhere to the OCCC Vehicle Display Guidelines.

● The decorator/general contractor or animal handler/owner will be responsible for the

removal of any and all waste from the animal exhibit area, per OCCC guidelines.


Balloon Policy The OCCC has a Balloon Policy in place that prohibits the use of helium filled balloons, either

for displays, exhibits or general public access, in both the West Building and the North/South

Building. This policy can be waived if a Balloon Waiver is submitted either by show

management to the OCCC Event Management section or by an exhibitor to the OCCC Exhibitor

Services section, prior to the first day of show.

The Lessee is permitted to use static helium balloon displays after submitting a Balloon Waiver

to OCCC Event Management. A charge is assessed per helium balloon that escapes. Helium

balloons may not be used as giveaways. Helium tank storage inside the OCCC is prohibited.

With the Lessee’s approval, exhibitors are permitted to display static helium balloons after

submitting a Balloon Waiver and paying a damage deposit to OCCC Exhibitor Services.

The Balloon Waiver Form

Helium filled balloons will only be allowed on OCCC premises if a Balloon Waiver has been

submitted to your OCCC Event Manager or the Exhibitor Services division. The purpose of the

Balloon Waiver is to hold the exhibitor or show manager financially responsible for any retrieval

fees that may occur, should any helium filled balloons become unanchored and lodged within

our ceiling catwalks or lobby atrium areas.


Cable Television Service The OCCC has an agreement with a local cable television provider, Charter Spectrum TV, to

offer a cable television program package for those show managers and exhibitors who would

like this service. Show management requests for cable television service should be made

directly to the OCCC Event Management section, during the planning process. Exhibitor

requests for cable television service should be made directly to the OCCC Exhibitor Service

section.

Requests for cable television service should be submitted twenty-one (21) days prior to the start

of the event.

Cable television service requests include labor, infrastructure patch fee and HD cable service. A

television/monitor is not supplied with the request for cable service.


Cadaver Policy You must follow these rules and regulations when bringing cadavers into the Orange County

Convention Center. It is imperative, therefore, that the doors remain closed during sessions and

the ventilation system is optimized.

● Cadavers should be managed by a reputable company;

● Room temperature must be kept cooler than normal (around 65 degrees);

● Recommend proper ventilation as the cadavers will likely have a very strong odor from

the formaldehyde;

● All bio-waste must be removed by reputable company;

● Cadavers should be moved during off-peak activity hours through back of house access;

● Room should be placed on Lock Change so it remains a secure environment;

● Staff is notified so if anyone has issues, they can be assigned another location to work;

● Floor should be covered with plastic;

● Table tops should be covered with plastic;

● Consider placing black tarp (drape would work as well) at each door so when the door is

opened no one could see into the room;

● At the end of the day, place OCCC trash cans outside the room.


Copyrights & Proprietary Material ASCAP, BMI, dramatist fees, copyright license fees, patent fees, or any other fee attached to

copyrighted or proprietary material are the clients responsibility. The client is responsible for any

violations of infringement rights of any materials.


Discrimination A Lessee conducting an event open to the public shall not discriminate against any person

because of sex, race, color, religion, ancestry, national origin, or disability. The Lessee shall not

directly or indirectly display, circulate, publicize, or mail any advertisement, notice, or

communication which states or implies that any facility or service shall be refused or restricted

due to discrimination.


Door Keys & Lock Changes Key cards are available to access meeting rooms. Five (5) key cards per room can be issued at

no charge. Additional key cards will be charged at the prevailing rate. All key cards must be

returned within three (3) days after the last day of the Lease. Charges for secure rooms and key

cards not returned are listed on a separate rate schedule.

Secure rooms are under complete control of the Lessee. The OCCC will access secure rooms

only in emergency situations, e.g., fire alarm. The Lessee is responsible for daily locking and

unlocking of each secure room for event activities. Arrangements must be made through

Centerplate for the delivery and removal of food and beverage service. Cleaning arrangements

must be made through OCCC Event Management.

When show management requests a lock change on a meeting room, the OCCC Security

section will reprogram the locks on both the front guest access doors and the service access

doors. If a lock change is ordered for a particular meeting room, all locks will be changed and

OCCC staff and providers will not be able to access a room for service or refreshes, unless

room access is otherwise arranged.

The lock and key hardware for meeting room doors consists of an electronic key card activation

system, in which access to a locked meeting room is made possible by a customized proximity

card.

Lock Change Requests

When a show manager requests a lock change, the Security section reprograms the room

access system, so that the lock-changed room becomes under the complete control of the

Lessee. The show manager/Lessee and their appropriate designees are the only ones who then

have access to the lock-changed room. The OCCC will only access a lock-changed room in an

emergency situation. Lessee is responsible for the daily locking and unlocking of each lock-

changed room for the duration of their event activities.

All lock-changed rooms require advance schedule arrangements between Lessee and the

OCCC Event Management section for daily room refreshes and food & beverage deliveries via

Centerplate.

In order to qualify for the Incentive Rate, all door key cards and lock-change requests need to

be placed at least twenty-one (21) days prior to the event move-in.

A reprogramming fee is applied to every door of all possible room entry areas. Each meeting

room has a set of main or front entry doors and also a secondary set of service entry doors,

resulting in an average of (2) lock changes per room.


Drone/Unmanned Aerial Vehicle (UAV) Policy An Unmanned Aerial Vehicle/Remotely Piloted Aircraft/Drone is defined as a “powered” aerial

vehicle that does not carry a human operator, uses aerodynamic forces to provide vehicle lift

and can fly autonomously or be piloted remotely.

The following are requirements and procedures for utilizing Unmanned Aerial

Vehicles/Remotely Piloted Aircraft/Drones at the Orange County Convention Center:

● Aircraft are not permitted to be operated on the OCCC campus without prior approval

from the OCCC.

● Casual or recreational use of aircraft is strictly prohibited at the OCCC.

● If the aircraft is to be used to video record an event, additional approval must be

obtained from the OCCC’s Supervisor of Marketing & Communications as well as Show

Management.

Approved Flight Areas for Use

● Outdoor Use – Bus Drop Area (with approval from FAA Exemption Section 333)

○ Special Note: There is a helicopter tour operator and an on-site heli-pad located

within a mile of the OCCC campus.

● Inside Leased Exhibit Halls – Along perimeter of halls, no less than (15) feet from any

person or existing facility structures

Restricted Flight Areas

● Public Space including, but not limited to all public areas, concourses, lobbies, corridors,

pre-function space, registration areas and food courts

Show Management must provide the following information at least 7 days in advance:

● Equipment Operator’s Company Name, Address, Phone Number and Email Address

● Name of Person(s) Authorized to Fly Aircraft

● Contact Number(s) for those Person(s) Authorized to Fly Aircraft

● Make & Model of Aircraft

● Size & Weight of Aircraft

● FAA Small Unmanned Aircraft System ID Number and Certificate of Aircraft Registration

for Aircraft


Show Management is responsible for ensuring the following conditions are met at least 7 days

in advance:

● Flight Plan:

○ Equipment Operator must provide a flight plan which includes flight path, date and time of

each flight as well as the names of those authorized to fly aircraft.

○ Flight plan shall be approved by the Security Manager and/or a designee.

● Insurance:

○ Show Management understands that any damage or injury resulting in the approved

operation of a drone during their event will fall under their show insurance coverage.

○ As specified in Lessee Agreement, all vendors, including Equipment Operators, must

carry insurance to cover potential damages to the OCCC, property and other parties

within the targeted flight space.

○ Insurance must show OCCC as Additional Insured and must meet those insurance

requirements mandated by the OCCC.

○ Insurance must stipulate that the Equipment Operator’s coverage specifically amends the

aircraft exclusion to allow for the type of UAV Licensee proposes to operate at the

OCCC.

● Hold Harmless Agreement:

○ A Hold Harmless Agreement must be generated between Show Management, Equipment

Operator and OCCC stating that in the event of an incident, the OCCC will not be held

liable.

○ Provide a copy of their valid FAA Small Unmanned Aircraft System Certificate of Aircraft

Registration/Proof of Ownership.

○ FAA UAS ID Number must match between the provided Certificate of Aircraft

Registration and the ID number marked on the aircraft.

● Certification:

● Equipment Operator must present documentation satisfactory to the OCCC proving that they

have been trained and are qualified to operate the aircraft.

○ Equipment Operator must log and demonstrate at least (10) hours of flight time

experience.

● Pre-Planning Meetings:

○ A meeting between the OCCC Security Manager and/or designee and the Equipment

Operator(s) to discuss logistics both in advance of show and upon arrival to property prior

to usage during show may be required.

○ Flight demonstration of aircraft may be requested.

○ Equipment Operator must provide an emergency plan if controls or the battery were to

fail.

● Additional Conditions/Restrictions:

○ Flights should be limited to no more than an hour daily unless otherwise approved.

○ Aircraft must weigh 7.5lbs or less including payloads (i.e. on-board camera).

○ Aircraft must maintain at least 15’ clearance from any person or structural aspects of the

facility.

○ Aircraft must always be within the Operator’s Visual Line-of-Sight (VLOS) at all times.

○ Equipment Operator must be within 50 feet of aircraft at all times.

○ A “Spotter” may be required based on the flight plan submitted for approval.

○ Flight through video camera is strictly prohibited.


Environmental Commitment The Orange County Convention Center (OCCC) is committed to conducting its operations in an

environmentally responsible manner by the establishment of an Environmental Management

System. In the fulfillment of this commitment, it is the commitment of the Orange County

Convention Center to emphasize:

● Opportunities for pollution prevention

● Conservation of resources

● Continual improvement of environmental practices

● Compliance with environmental laws and regulations

The OCCC demonstrates industry and community leadership by pioneering pathways for large

venues and public assembly facilities to achieve continuously improving levels of sustainability

and environmental stewardship. This commitment supports and compliments the Orange

County Sustainability Action Plan “Our Home For Life” and the OCCC Environmental

Management System (EMS) Manual which outlines economics strategy, environmental strategy,

and social strategy.

This commitment is communicated to all Orange County Convention Center employees and

contractors through training and education and will be made available to our customers, the

public and any other interested parties.


Exclusive Services

EXCLUSIVE SERVICES PROVIDED BY THE OCCC:

Rigging

Lessee, exhibitor and production rigging are exclusive services that must be installed and

supervised by OCCC rigging services. Approval of rigging locations in public areas is required

and approval is based on multiple event requirements.

Event Utilities

Utility Services, provided by the OCCC Event Utilities section, are an exclusive service provided

by the OCCC. Temporary utility service can be arranged for the following options:

● Compressed Air

● Electric

● Natural Gas

● Plumbing

● Water

Electrical equipment must be Underwriter Laboratory or equipment approved. Gas operated

equipment must be approved by the American Gas Association (AGA) and the required permits

and/or approvals must be obtained in advance from the Orange County Fire Rescue

Department through OCCC Event Management.

The OCCC’s electrical equipment, e.g., extension cords, electrical distribution panels, pole

lights, etc., should not be removed by exhibitors, general contractors or other personnel.

Exceptions regarding location and/or availability may occur.

The installation/removal of any and all electric, gas, plumbing, steam and water, either into or

out of any OCCC venue connectors by non-Event Utilities section personnel, is strictly

prohibited.

All requests for electrical service include complimentary installation labor and the electrical

service is provided for a 24-hour period. For exhibitor and show management orders placed

twenty-one (21) days in advance of the first move-in day, the OCCC provides a 30% discount

on services.

The exhibit halls in both the West and the North/South Buildings have utility floor pockets in the

floor of each hall that are spaced every thirty (30) feet on center.

Each utility floor pocket in the exhibit halls includes access for electric, telephone, internet,

drainage and water. West Hall D being the exception. In West Hall D exhibit hall only, the utility


floor pockets that provide water and drain access are available every sixty (60) feet, per every

other floor pocket.

EXCLUSIVE SERVICES PROVIDED BY OCCC CONTRACTED ON-SITE SERVICE

PARTNERS:

FedEx Office (Business Center)

FedEx Office operates a business center in each of the OCCC’s three concourses. These

business centers provide for shows photocopying, facsimiles, signs, binding, packaging,

shipping and receiving, etc.

Shipping, receiving and packaging are exclusive services for attendees and speakers. All other

services provided at the FedEx Office business centers are exclusive to exhibitors, speakers

and attendees.

Show management, their designees, and/or sponsors are not permitted to profit from these

services to attendees, exhibitors or speakers. Show management has the right to bring office

equipment and supplies into the OCCC for its use.

Centerplate (Catering, Concessions and Alcohol)

Catering, concessions, alcohol and exhibitor booth catering are provided by Centerplate.

Arrangements for Centerplate food and beverage services on the OCCC campus must be made

through a Centerplate Catering Manager. Food and beverages, including alcohol, will not be

permitted into the OCCC by the Lessee. Any exhibitor’s installation company, or any other

entities hired by the exhibiting company, are not allowed to bring in food and beverages without

the prior approval and written authorization by Centerplate.

Food and beverages are not permitted on premises unless purchased through Centerplate, the

OCCC’s exclusive food and beverage partner, or as an approved exhibit by the legal

manufacturer and/or distributor. Food or beverages may not be brought in or delivered to the

OCCC for personal consumption. Exhibitors planning to distribute food and beverages, whether

manufacturer or distributor, must make advance arrangements with Centerplate.

A special permit is required from the State of Florida for alcoholic beverage samples used as

part of an exhibit or display. Contact OCCC Event Management for permitting procedures.

Alcoholic beverages must be served according to Florida Statute and identification must be

checked prior to serving alcoholic beverages. See Florida Statute 561-569 www.leg.state.fl.us

Exhibitors may distribute food and beverage samples as an approved exhibit if the exhibiting

company is the legal manufacturer and/or distributor of the product. A Booth Sampling form

must be completed. Samples sizes must be limited to four (4) ounces of beverage and three (3)

http://www.leg.state.fl.us/


ounces of food. No products may be sampled or given away outside the exhibit hall or inside

any meeting room of the OCCC. All other food and beverage samples must be purchases

through Centerplate.

Smart City (Telephone and Internet)

The OCCC’s telephone, Internet, wired and wireless data communication services (voice and

data), equipment and transmission lines are exclusive services, provided by Smart City.

Services provided include:

● Telephone Equipment, lines and related services.

● Data networking equipment, lines and related services to include wired and wireless

Internet web service and other computer networking services.

● Data communication transmission – OCCC is equipped with fiber optic: Multi-mode fiber

is available in the West Building; single mode fiber is available in the North/South

Building; and category five (5) and above transmission cabling is available with access

from most locations. The use of other fiber or data transmission cabling is prohibited

without the express written permission of the OCCC and/or Smart City. The OCCC is

also equipped with various wireless products (i.e. 802.11 a/b/g) for both voice and data

transmissions. The use of other wireless transmission systems inside the OCCC is

prohibited without the express written permission of the OCCC.

● Wireless Communications – The OCCC owns and operates a full–building Wi-Fi (802.11

a/b/g) system in both the North/South and West Buildings. This system is provided for

our clients and is an exclusive service. Therefore, clients are not authorized or permitted

to install and operate their own Wi-Fi systems.

● The OCCC can transport audio and video signals via RF distribution systems to most

locations.

Smart City operates the following:

● 800 MHz wireless public safety radio system with a frequency range of 806 MHz to 868

MHz. Any other wireless system that could, would, or may cause interference on these

channels or to this system is strictly prohibited. This is a public safety system that allows

police and fire response to critical life/safety issues that may arise inside the facility.

Interference to this system caused by any client or a party to his/her event must be

immediately corrected by the client and/or his/her party to include shutting down the

interfering or believed interfering system/equipment and at the client’s own expense.

● Wireless Wi-Fi LAN (802.11 a/b/g) network throughout the facility that uses Cisco

technology and operates on ten (10) channels in the 2.4-GHz range and eight (8)

channels in the 5-GHz frequency range. The use of any wireless devices or equipment

in the OCCC that conflicts with OCCC wireless data communication or voice frequencies

is strictly prohibited.


Exhibitor Booths and Displays ● Exhibits or displays, equipment, stock or supplies will not be allowed to enter or leave by

way of the front entrances of the OCCC.

● Permits are required for booth and/or exhibitor activity that includes cooking,

pyrotechnic, tent, welding or cutting and multi-level or covered booths or other potentially

dangerous hazards. Each situation must be individual approved. Permit information may

be obtained from your exhibitor kit, show management or OCCC Event Management.

● Cooking permits must be obtained from your exhibitor kit or show management,

complete and accepted by the OCCC prior to any cooking activity. A 2A 40-BC fire

extinguisher must be in the booth, no more than thirty (30) feet from each cooking

device. Exhibitor shall comply with all Orange County Health Department rules and

regulations. Exhibits involving cooking or food preparation must provide a clean-up area

or use those provided by show management. Disposal of cooking residue into the

OCCC’s drainage system is prohibited. Holding tanks for disposal of cooking residue (oil,

grease, etc.) are required.

● “Day tanks” of bottled gas may be used, during show hours, for cooking or

demonstration purposes. Tanks must have a release valve and be removed from the

OCCC.

● Multi-level and/or covered exhibits require fire watch personnel or an automatic

extinguishing system and submittal of scaled, stamped plans. Guidelines are available

through your exhibitor kit, show management or OCCC Event Management. Exhibitor

will be charged for fire watch personnel per Orange County’s fee schedules.


Floor Plan Review Floor plans, including general session, registration and pre-function space, must be submitted to

OCCC Event Management at least six (6) months prior to the event for approval by the Orange

County Fire Rescue Department. Applications may be obtained from OCCC Event

Management. The Lessee must remit fees for approval of plans per the Orange County Fire

Rescue Department fee schedule.

Exhibit hall floor plans should be submitted to the Orange County Fire Rescue Department for

approval prior to the sale of exhibit space by the Lessee. Floor plans must be scale and include

the OCCC’s utility grid and all exit doors. Plans must include the name, dates and location of the

event. The OCCC requires a digital copy be submitted to OCCC Event Services. Exhibit plans

may be submitted separately from general session, registration and pre-function plans. If the

Lessee’s general service contractor is unable to provide scaled plans, they are available upon

request through OCCC Event Management.

This is a two-step process, as listed below:

1. A completed Plans Review Application* and a check for $82.00 payable to the “Orange

County Board of County Commissioners” should be sent to:

Orange County Fire Rescue Department

Office of the Fire Marshal/Plans Review

7079 University Blvd, Lower Level

Winter Park, FL 32792

2. A completed floor plan packet including a copy of the above application, a copy of the

above check and eleven (11) folded copies and one (1) small copy of the proposed floor

plan, should be sent to:

Attn: OCCC (Event Manager Name), Event Management Section

-and-


P.O. Box 691509

Orlando, FL 32869

Use For All Correspondence/Letters

-or-


9860 Universal Blvd

Orlando, FL 32819

Use For All Express Deliveries/Packages

All exhibit hall floor plans should include:

● Event name, date of event and event exhibit hall

● All “Entrances” and “Exits” clearly marked

● Exhibits at least 20’ from entrance lobby doors and dock recesses

● Visible/non-blocked access to fire apparatus and strobe lights

● Utility grid on plan and aligned with exhibits

● Floor plans drawn to scale with scale legend on plan

● An Exhibitor Service Center

● Display or exhibit vehicles


Plans Review Applications can be obtained through OCCC Event Management section.

Lessee will be charged for approval of plans per County’s fee schedules. Rates are subject to

change without notice.

Exhibit floor plans should be submitted prior to the Lessee selling exhibit space. Exhibit plans

may be submitted separately from general session, registration and pre-function plans.


Guidelines for All Exhibits

For the protection of our facility and for those guests either working or attending an event on our

premises, the OCCC Event Planning Guide contains a brief overview of Orange County Fire

Rescue information that applies to exhibit construction in the exhibit halls.

Firefighting and emergency equipment may not be hidden or obstructed, including fire

extinguishers, strobes, fire hose cabinets and standpipes. All emergency exits, hallways and

aisles leading from the OCCC must be kept clear and unobstructed. Fire lanes must be

maintained at all times on the loading dock.

Information Regarding Fire Retardant

● All woodwork, stage scenery, furnishings, decorations and sets used upon a working

permanent or temporary stage, or within an exhibit, shall be coated or treated by

approved methods to render them fire retardant.

● All fabrics, films, draperies, curtains and similar furnishings must be flame resistant as

demonstrated by testing in accordance with NFPA 701 Standard Methods of Fire Tests

for Flame Resistant of Textiles and Films.

● Acoustical and decorative material including, but not limited to, cotton, foamed plastic,

hay, paper, wood chips, split bamboo and thatch must be flame-retardant treated. Mulch

and Straw cannot successfully be treated with a flame-retardant.

● Documentation of fire retardant treatment must be available for review upon request.

● Additional fire retardant treatments shall be applied in accordance with the appropriate

product direction.

● The use of Styrofoam products for set construction is not permitted.

Registration Areas

The OCCC provides registration space in public areas and includes air conditioning on a

complimentary basis. Should the Lessee place registration inside the exhibit hall(s), the hall(s)

must be rented at the show day rate on open registration days, or changes for air conditioning

will be incurred.

Registration counters may be set up only in designated areas. In order to provide safe and

attractive access to the OCCC, any registration areas, entrance units and other show-specific

displays may only be installed in public areas during times when it does not conflict with the

activity of other events already in progress. In the occurrence of multiple OCCC events, drape

lines are required to cover construction or demolition of registration areas in public space.

Access times to all public space must be scheduled through OCCC Event Management.

Contact OCCC Event Management for more information.

Covered Exhibits

299 sq. ft. or less

● Fire watch or extinguishing system not required

● All booths to be constructed as required by applicable codes and standards


Covered Booth, Tent and Theatre

301 sq. ft. to 1,000 sq. ft. – maximum allowed

● Fire watch or extinguishing system required

● All booths to be constructed as required by applicable codes and standards

Multi-Level Exhibits

299 sq. ft. or less: ● Fire watch or extinguishing system

required ● Minimum 1 stair required ● All booths to be constructed as

required by applicable codes and standards

301 sq. ft. to 900 sq. ft. (maximum allowed): ● Fire watch or extinguishing system

required ● Minimum 2 stairs required ● All booths to be constructed as

required by applicable codes and standards


Guidelines for Covered Booths Less Than 300 Square Feet

Covered Booth - To place something over or upon an exhibit or portion of an exhibit (e.g. roof,

ceiling, tenting, lattice, fabric, plastic) to cover the ground level and/or support decorative

structures. The upper portion of the “covered” exhibit is not occupied.

● All materials used in construction of covered exhibits and all decorative materials within

the exhibit must be noncombustible or limited combustible (flame-retardant) materials.

Certification of flame retardant treatment, along with samples of said materials, must be

submitted, if requested by the Orange County Fire Rescue Services Department. It is

recommended that certifications of flame retardant treatments also be available at the

show site. Exhibitor must install a single station and battery-operated smoke detector on

the interior of each covered exhibit or structure regardless the square footage. The

detector must sound an audible alarm and be installed per the manufacturer’s

instructions.

● Exhibitor must provide at least one (1) 2A 10-BC portable, dry chemical fire extinguisher

for each level or each covered exhibit or structure. Fire extinguisher(s) must be mounted

in a visible location and be accessible at all times.

● Fire watch or extinguishing system not required.

● At least (1) 2A 10-BC fire extinguisher must be provided.

● All booths to be constructed as required by applicable codes and standards.


Guidelines for Multi-Level Exhibits & Covered Booths Over 301 Square Feet

Multi-Level Booth - To construct a level or tier atop an exhibit or portion of an exhibit, with the

intention of being occupied by one (1) or more persons. Multi-Level Booths, regardless of

square footage, and Covered Booths exceeding 301 square feet require additional approval and

fire watch preparations prior to their acceptance on the exhibit hall floor by the OCCC.

Requests for construction of multi-level (regardless the size) or covered exhibits (larger than

301 square feet) must be reviewed by OCCC Event Management and the Orange County Fire

Rescue Department. To ensure success of an exhibit, please read and comply with the

following guidelines for compliance with the requirements of the Life Safety Code (NFPA 101),

as adopted by Florida Administrative Law, State Fire Marshal’s Rules and Regulations, Chapter

4A-3, and the Standard Fire Prevention Code as adopted by Orange County, Florida:

Plans should be submitted before exhibit construction begins and must adhere to the following:

● They must be scaled, signed and dated by a registered architect or engineer.

● They must include the show name and dates.

● They must include exhibitor’s name and assigned booth number.

● They must include directional information (i.e. indicate neighboring aisles and/or booth

numbers).

● They must indicate maximum exhibit height within the booth. Height guidelines are

established, per event, by show management. Refer to the Exhibitor’s Manual/Kit for

applicable guidelines.

● They must include the rise and tread of the stairs.

● They must include the guardrail measurements.

Send two (2) copies of scaled, signed and dated blueprints (with front and side elevations), by a

registered architect or engineer, to the following:

Attn: OCCC (Event Manager Name), Event Management Section


P.O. Box 691509

Orlando, FL 32869

Use For All Correspondence/Letters

-or-


9860 Universal Blvd

Orlando, FL 32819

Use For All Express Deliveries/Packages

All materials used in construction of multi-level and/or covered exhibits and decorative materials

must be noncombustible or limited combustible (flame-retardant). If requested, certification of

flame-retardant treatment, along with samples of said materials, must be submitted to Orange

County Fire Rescue Services Department for review, prior to booth construction. It is

recommended certifications of flame retardant treatments are available at show site.

The upper deck of multi-level exhibits, if larger than three hundred (301) square feet, shall meet

the following requirements:


● The upper level may not have a “cover” of any kind (e.g., roof ceiling, tenting, lattice,

fabric and plastic).

● Exhibits with an enclosed room or occupied second story must post notice at the bottom

of the stairway, indication maximum permitted occupancy (or total permitted weight load

of the second level).

● If the second level is to be occupied and greater than three hundred (301) square feet,

two (2) stairways are required, remote from each other. If second level is to be occupied

and less than three hundred (301) square feet, one (1) set of stairs is permitted. All stairs

must be a minimum of three feet (3’) in width, equipped with a handrail on at least one

(1) side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not

permitted.

● Individual areas of upper decks or covered areas must be limited to dimensions that do

not exceed one thousand (1,000) square feet.

● If the upper deck, or covered area, is greater than one thousand (1,000) square feet, a

clear fire break (unobstructed aisle), of not less than ten feet (10’) must be provided on

all four (4) sides of each one thousand (1,000) foot area. To avoid transfer of fire to

another area, the firebreak (unobstructed aisle) shall not contain displays, furniture, or

other materials.

● The ten foot (10’) clear space may be spanned by an overhead bridge or canopy which

must not exceed four feet (4’) in width. The bridge or canopy must be constructed of

noncombustible materials.

● Exhibitor must install a single station and battery-operated smoke detector on the interior

of each covered exhibit or structure regardless the square footage. The detector must

sound an audible alarm and be installed per manufacturer’s instructions.

● Exhibitor must provide a portable, dry chemical fire extinguisher for each level or each

covered exhibit or structure. At least one (1) 2A, 10-BC portable fire extinguisher must

be provided for each three hundred (301) square feet. Fire extinguishers must be

mounted in a visible location, near exit doors, and be accessible at all times.

● Fire watch or extinguishing system is required.

● All booths to be constructed as required by applicable codes and standards.

Exhibit Hall Fire Watch Personnel Guidelines

Orange County Fire Rescue Services Department requires fire watch personnel for:

● All multi-level exhibits (regardless of square footage)

● All other covered exhibits exceeding three hundred (301) square feet

Fire Watch Personnel Guidelines

A fire watch is ordered through the OCCC Event Management section. All requests should be

submitted, no less than twenty-one (21) days before the exhibit hall move-in begins.


Fire watch is required:

● For all multi-level exhibits regardless of square footage and all covered exhibits

exceeding three hundred (301) square feet.

● On all show days.

● Beginning one half (1/2) hour prior to show opening and ending one half (1/2) hour

following show closing. Fire watch personnel are charged at the prevailing rate.

● To place order, please contact:


Event Management Section

Phone: (407) 685-9882

Fax: (407) 685-9866

● The minimum Fire Watch is four (4) hours and the cost is $220.00, (at $55.00 per hour).

A Fire Watch schedule can be expanded for additional coverage, per $55.00 for each

additional hour or fraction thereof.


All Fire Watch schedules are based on hour increments, to include a 1/2 hour prior to the start

of event activity and a 1/2 hour after the conclusion of event activity.

4 hours $220 9 hours $495

5 hours $275 10 hours $550

6 hours $330 11 hours $605

7 hours $385 12 hours $660

8 hours $440 13 hours $715

Rates are subject to change without notice


Fog & Haze Machines The use of fog and haze machines for lighting and theatrical effects is permitted within the

OCCC, provided that the fog/haze fluid used in those machines is water-based. The use of non-

water-based fog/haze fluid, specifically with an oil-based composition, is prohibited.

In order to comply with various state and federal life safety codes, it is required that all fog and

haze fluid be appropriately labeled and available for inspection by the Orange County Fire

Rescue (OCFR) Department, if necessary.

OCFR guidelines apply to the use of fog and haze machines and their interactions with OCCC

building safety devices and/or detectors. The Event Management section must be notified

twenty-one (21) days in advance with a schedule of intended use of water-based fog or haze

machines, including rehearsals, technical runs and actual show/event times of use.

Should the use of fog or haze fluid create a residue or slippery coating on any of the OCCC

infrastructure, (catwalks, stage steps, handrails, etc.), the clean-up or wipe down of those areas

will be charged to the Lessee at the prevailing rate.


General Session Information Seating/layout

Theater seating should not exceed the Fire Marshal-approved capacity:

West Building:

Hall WA1-WA4 – 6,120 each hall

Hall WB1 and WB4 – 6,120 each hall

Hall WB2 and WB3 – 3,060 each hall

Hall WC – 7,120

Hall WD1 – 3,630

Hall WD2 – 7,711

Hall WE1 – 4,968

Hall WE2 – 4,484

Hall WF1- 1,462

Hall WF2 – 2,100

Hall WF3 – 468

Hall WF4 – 1,152

Valencia A (Room W415A) – 1,953

Valencia B (Room W415B) – 918

Valencia C (Room W415C) – 918

Valencia D (Room W415D) – 1,953

North/South Building:

Hall NA1 – 8,400

Hall NA2 – 13,204

Hall NB – 12,527

Hall SA1 – 8,400

Hall SA2 – 13,204

Hall SB – 12,527

● Chair size – 20”w x 21”d

● No more than 14 chairs in a row without a break

● No more than 24 rows in a section without a break

● Distance between rows should be a minimum of 14” back to front, prefer at least 16” or

more

● Aisle widths must be at least 8’ wide (Pending Fire Marshal approval)

● First row of chairs must be at least 8’ from the stage

● Structures/seating must be at least 20’ off the entrance and exit doors

● If stage is set on the Dock side of the Exhibit Hall, an Emergency Exit must be provided

on each end of the stage. The Emergency Exit must also be identified with lighted Exit

signs

● Baffling is not permitted

● Fire cabinets and Fire strobes cannot be blocked

● Removal of Bulk Trash is the responsibility of the General Service Contractor/Production

Company

● Event Security is required during move-in, show and move-out

● When submitting Floor Plans for Fire Marshal Approval, the electrical ports (floor pocket

grid) should be shown as a point of reference

● Fire Marshal approval – Variance

Staging

● OCCC Staging – 4’x8’ sections with height ranges from 4’ (48”) to 6’ (72”), increasing in

either 4” increments (SICO staging in West building) or 2” increments (StageRight

staging in North/South building).


Staging (continued from previous page)

● OCCC Risers – 6’x8’ sections starting at 18” in height, increasing in 6” increments up to

30” (available heights include: 18”, 24” and 30”).

● 2400 square feet of stage/risers is provided complimentary. Additional stage/riser is

charged at the prevailing rate. This total includes main stage, camera risers and

production risers.

Loading Docks

OCCC does not provide dock plates for loading and unloading equipment. It is the responsibility

of the Production Company/Service Contractor to provide this equipment.

● Theater seating capacity should not exceed the Fire Marshal Approved Exiting Capacity

Exhibit Hall Lighting

Lighting is provided in public concourse areas and meeting rooms during move-in, show, and

move-out. During move-in and move-out, fifty percent (50%) exhibit lighting will be provided at

no charge in exhibit halls.

One hundred percent (100%) exhibit lighting will be provided in exhibit halls during show hours

beginning forty (40) minutes prior to show opening on first day and twenty (20) minutes prior to

opening on subsequent days. Additional lighting in exhibit halls must be scheduled through

OCCC Event Management and may be subject to a fee of $150 per hall, per hour.


Gratuities & Gifts The OCCC policy prohibits any OCCC employee from accepting gifts, gratuities, or any other

favors from anyone doing business with the OCCC pursuant to the Orange County Personnel

Policy Manual, Code of Conduct.


Guest Services / Information Desk The OCCC partners with Visit Orlando to provide several Guest Service Desks throughout the

facility. Operating hours vary and are based on show activity. The Guest Service Desks are

staffed by Visit Orlando. The friendly and experienced Guest Service staff can assist show

management and their attendees with the following:

● Area Restaurant Information

● Building Directional Assistance

● Convention/Show Details

● Dining Reservations

● I-Ride Trolley Ticket Sales

● Orlando Area Information/Maps Theme Park

● Ticket Sales

West Building Information Desk Locations

West Hall C Lobby - This Non-Movable desk is specifically located just to the right of the main

West Hall C Lobby entrance doors. Depending on show activity within the building, this

Information Desk is the most frequently staffed location, based on show activity

Guest Services Booth – Movable booth located in the West A/B Lobby.

Guest Services Booth – Movable booth located in the West E/F Lobby.

North/South Building Information Desk Locations

Guest Services Booth – Non-Movable booth located on the North Concourse.

Guest Services Booth – Non-Movable booth located on the South Concourse.

Opportunities for Show Management Information Desks

There are several opportunities within the OCCC for additional show-related information desks.

The specific locations of these information desks can vary, depending on building location, show

activity kiosks, cyber cafés, registration locations, etc.


Interactive Floor Plans (upon request) The Interactive Floor Plans are available for our clients. Within this tool you will find 360-degree

photos, floor plans, and a planning tool for visualizing leasable space within the Orange County

Convention Center.

The content you are trying to view is for meeting planners only. If you would like access to the

Interactive Floor Plans tool, please contact us and a representative from our team will connect

with you about setting up access.

New Clients

Contact Sales at 407-685-5731 or [email protected]

Existing Clients

Contact Event Management at 407-685-9882 or [email protected]

mailto:[email protected]

mailto:[email protected]


Inventory Standard Building Inventory

The OCCC has an extensive inventory of standard meeting room chairs, tables, risers and

stages of various dimensions. Listed below is a brief summary of those items and their

dimensions, should they apply.

Chairs

West Building

● Brown Padded Meeting Room Chairs

(32” tall x 20” wide x 21” deep)

North/South Building

● Green Padded Meeting Room Chairs

(32” tall x 20” wide x 21” deep)

Tables

● Banquet Rounds – 72”

● Banquet Rounds – 60”

● Rectangular Tables – 8‟x 30”




● Limited High Boys

Risers/Staging Units

OCCC meeting room risers come in 6’x8’ sections and may be set at the following heights:

● 18”

● 24”

● 30”

OCCC staging is available in 4’x8’ sections with height ranges from 4’ (48”) to 6’ (72”),

increasing in either 4” increments (SICO staging in West building) or 2” increments (StageRight

staging in North/South building).

OCCC rectangle table linen is a black fitted cloth. OCCC linen color for round tables is cream

and is a 90” square.

All performance stages and meeting room risers not positioned with the rear of stage or riser

flush against a wall, must be equipped with safety railing. The Lessee is required to sign a

waiver of liability should he/she requests the removal of the railing. All performance staging stair

units are equipped with non-removable handrails.


Room Adjustments The initial room set is complimentary for all meeting rooms (theater, classroom, conference,

banquet or reception style) and exhibit halls (used for general session and/or banquet style),

within the limits of OCCC inventory, during the term of the Lease. The convention center does

not provide riser or tiered seating.

Changes to the approved set two (2) days or less prior to the first move-in day will be charged at

the prevailing rate. This includes, but it not limited to, the addition or removal of inventory, e.g.,

tables, chairs, risers, performance staging and lecterns. Changeover charges are outlined on a

separate rate schedule (see OCCC Event Personnel, Services, Equipment and Utilities Rates

for Show Management). OCCC equipment must be set up and operated by authorized OCCC

personnel. Labor charges for operators shall be in addition to the rental charge for equipment.

Tables and chairs, when used for exhibits, will be charged at the prevailing rates. Equipment,

e.g., chairs, tables, risers, performance staging is provided within the limits of OCCC’s

inventory. If inventory limits are exceeded, equipment rental is the responsibility of the Lessee.

Movable Walls

The movable walls in the exhibit halls and meeting rooms must be installed and removed by

OCCC personnel only.


Smoking Policy (including e-cigarettes & vaping) In compliance with the Florida Clean Indoor Air Act (FCIAA), Florida Statutes Section 386.204

and other local, state and federal regulations, smoking is not permitted within the OCCC.

Smoking is also strictly prohibited during any show move-in or move- out activity. The Lessee

and his/her general service contractor shall enforce this policy and post appropriate signage.

The OCCC will provide designated smoking areas that are at least 25 feet from building

ventilation, doors, windows, work spaces or regulated materials. Smoking is prohibited in any

location not designated for smoking.

Exterior smoking areas have been designated for those exhibitors who require dock access for

smoking. In addition, there are designated smoking areas located outside the buildings, at

various locations.


Events – Open to the Public The OCCC books events that are open to the public within twelve months of the event. While

planning for a public (non-trade show) event, it may be necessary to coordinate a few additional

logistical details, depending on the nature of the public event. Examples of public ticketed

events are dance recitals and competitions, cheerleading competitions, automobile shows, boat

shows, graduation ceremonies, basketball tournaments, volleyball tournaments, and other

related shows specifically geared for general public admission.

The event program and details must be communicated in writing to your OCCC Event Manager

at least 2-6 months in advance of the event’s first move-in day. Specific event schedule

information must be submitted to the Event Management section at least twenty-one (21) days

in advance of the activity in order to coordinate various support services, such as Transportation

and Security. All OCCC equipment and service orders received prior to twenty-one (21) days

before the first move-in day are also eligible for the incentive rate.

Your Event Manager is available to provide informational assistance for event specific signage

requirements and to provide guidance to maximize sign placement throughout the facility.

Lessee must submit to the Event Manager a draft copy of advertising information referencing

the OCCC to include the building location, parking fee and dates prior to advertising to the

public or on Lessee website.

Advertising is not permitted without a fully executed lease and approval by the Event Manager.

Be sure to include the appropriate building location, West Building or North/South Building, for

all advertising and directional show information.

For events that only take place on the North side of the North/South Building, please use “North

Concourse‟ when identifying the show location.

For events that only take place on the South side of the North/South Building, please use “South

Concourse‟ when identifying the show location.


Raffles, Lotteries, and Games of Chance Florida State Statutes regulate raffles, lotteries, and various games of chance.

See www.myfloridahouse.gov or www.leg.state.fl.us for additional information regarding Statute

#849.0935 addressing non-profit organizations and drawings of chance, and Statute #849.094

addressing drawings of chance by business organizations.

Also refer to the Department of Business and Professional Regulations with the State of Florida

at www.myflorida.com for more information.

http://www.myfloridahouse.gov/


http://www.myflorida.com/


Safety Information The safety of attendees is the number one concern of the Orange County Convention Center.

Uniformed guards are on patrol 24 hours per day, seven days per week in addition to the

maintenance of closed circuit TV monitoring of the OCCC buildings, parking lots and

surrounding grounds.

Cables

Any and all cables run across any floor surface must be either taped down with safety hazard

tape or placed within the appropriate cable covering option, to minimize the possibility of

pedestrian or vehicular injury. Uncovered, unfastened, or unsecured cables, cords, wires, etc.

are strictly prohibited.

Cable ramp covers can be rented from the OCCC at the prevailing rate.

Medical Service Providers

The OCCC will require events to contract emergency medical services, if deemed necessary

based on the type of event. As an example, athletic events are required to contract emergency

medical service providers. The OCCC strongly recommends obtaining the services of an

emergency medical service provider during your event. Your OCCC Event Manager will notify

you of any additional medical emergency procedures required.

The OCCC strongly recommends that all Lessees consider retaining the services of a

Contracted Medical Provider for trade show and public ticketed events. Your OCCC Event

Manager may provide a list of medical services providers.

First Aid Rooms are available for the Lessee’s use. A list of emergency medical service

providers is available through OCCC Event Management.

A Lessee contracting emergency medical service is required to inform OCCC Event

Management of the supplier’s name, service location, type of service, and hours of operation.

Exit Signs/egress

The covering of Exit signs, or any objects placed in front of any Exit signage, creating limited

visibility of the Exit signage, is strictly prohibited. All doors, including meeting rooms, exhibit

halls, concourses, docks, and all back of house areas must remain free of any obstructions to

provide a clear path for emergency egress.

Fire Extinguishers, Hoses & Strobes

Booths, displays, signs, etc. shall not block or obstruct any fire hose, fire extinguishers, fire

alarm pull stations, fire alarm strobes or any other fire protection appliance inside of the building

at any time. Any noted obstructions will result in an immediate removal of the obstruction.

To help you with planning your visit to the Orange County Convention Center, we have listed

below some helpful information regarding first aid and security at Convention Center:


Emergency Telephone Number for major incidents, i.e. seizures & cardiac arrest/

not for use as contact number

Non-Emergency Telephone Numbers for minor injuries/

use as contact number for family and colleagues

Dial 911 West Building Security: (407) 685-9828

North/South Building Security: (407) 685-7102


Sales Tax The Lessee may be liable for collection of tax on the sales of tangible personal property (e.g.

books, tapes, souvenirs, etc.) and certain services unless the transaction is specifically exempt.

Sales to nonprofit organizations that hold a valid Florida Consumer’s Certificate of Exemption

(Form DR-14) are exempt from tax. Exhibitors do not need to register and collect tax if the

written exhibitor agreement prohibits the sale of taxable goods or services on site. If exhibitors

are permitted to sell taxable goods or services on site, exhibitors must register as a dealer with

the Florida Department of Revenue.

Additional information is available online at www.myflorida.com/dor or by calling 1-800-352-

3671. See Florida Statute 212, www.leg.state.fl.us for more information.

http://www.myflorida.com/dor



Vehicle Guidelines & Vehicle Display Guidelines Motorized vehicles within the exhibit halls are permissible, provided that each vehicle can be

defined as a vehicle that is propelled by an internal combustion engine using a Class I or Class

II fuel, such as, but not limited to automobiles, trucks, motorcycles, aircraft, watercraft and

lawnmowers.

All equipment and freight shall be loaded/unloaded in the appropriate building dock area at all

times. The loading/unloading of equipment and/or freight from the main guest exterior entrance

areas in front of either building is strictly prohibited.

Tractors/trailers, cabs/trucks or other gas/diesel power equipment with motors idling are not

permitted in any OCCC exhibit halls, as appropriate ventilation is not available.

When placing motorized vehicles inside an assembly hall or exhibit, occupancy consideration

must be taken into account regarding exits and exit access, so that these areas remain free of

any obstructions, thereby ensuring a clear path for emergency egress. Vehicles must be

positioned prior to the opening of an event to the public.

Vehicles that remain in the exhibit hall as part of a display must have the battery cables

disconnected. The gas tank must either be taped shut or have a lockable gas cap and may

contain no more than one-fourth (¼ ) or ten (10) gallons of fuel, whichever is less.

Doorways, carpeted areas, and terrazzo floors must be protected from the movement of crates,

registration counters, pallet jacks, plants, sign-hanging activities, and all other rolling stock

during move-in and move-out. When off-loading counters, booths, and other heavy objects, the

use of floor protection and extreme care is required. Carpeted areas must be protected by the

use of a minimum six (6) mil polyethylene sheeting (reinforced preferred.)

For heavy objects, temporary carpet or plywood on top of reinforced polyethylene sheeting must

be used to protect the OCCC’s carpet and terrazzo. Worn or torn sheeting must be replaced

immediately. Heavy objects are defined as items in excess of 1,500 lbs., exceeding the limits of

an average pallet jack. If protective materials are taped to the floor, the Lessee or his/her

general service contractor is responsible for the removal; of the entire residue.


Each vehicle will be subject to inspection for compliance with the following items:

● All fuel tank openings shall be locked and sealed to prevent escape of vapors.

● Fuel tanks may not contain more than one-fourth capacity or ten (10) gallons of fuel,

whichever is less.

● At least one battery cable must be removed from the batteries used to start the vehicle

engine. The disconnected battery cable must be taped.

● Batteries used to power auxiliary equipment are permitted to be kept in service.

● Fueling or de-fueling of vehicles is prohibited.

● Vehicles may not be moved during show hours.

Vehicles, boats and similar exhibited products with over 100 sq. ft. of covered area must be

protected with a listed smoke alarm.

Indoor Display Guidelines

for Bus, RV, Trailers, Manufactured/Constructed Homes

Passenger Bus (i.e. charter bus not for living aboard)

● Fire Extinguisher

● Smoke Detector

● Fire Watch required if awning/canopy is used

● Battery cable disconnected

● Fuel level ¼ tank or 10 gallons, whichever is lesser amount

● Fuel tank cap locked or taped shut

● Hand rails on stairs

RV/Tour Bus (i.e. liveaboard)


● Smoke Detector

● Fire Watch required if awning/canopy is used




● Gas/propane cooking equipment disconnected and canister removed



Semi Trailers

● Fire Watch required if covered surface exceeds 301 square feet or greater

If trailer is occupied:


● Smoke Detector


If tractor remains inside:




Manufactured Home/Constructed Home

● Must have working Sprinkler System


● Smoke Detector

Non-gasoline powered motorized vehicles or bicycles may be operated in the OCCC’s exhibit

halls during move-in and move-out days only. The use of gasoline powered vehicles is

prohibited inside the OCCC. Persons under the age of eighteen (18) are not permitted to

operate a motorized vehicle on OCCC property.

● Motorized vehicles, personnel carts, bicycles, forklifts, pallet jacks and other wheeled

vehicles with steel and/or hard metallic wheels, are not permitted in the public

concourses, lobbies and registration areas of the OCCC.

● Lifts or other wheeled vehicles approved for use in carpeted areas must have non-

marking tires, or tires that are covered with carpet tape or heavy-duty

polyethylene sheeting.

Refrigeration Trucks

The OCCC requires the use of electric refrigerated trucks for the storage of perishable freight at

the loading docks of the North/South Concourse. Arrangements for loading dock access for

diesel refrigerated trucks in the West Concourse must be made in advance through OCCC

Event Management.

Personal Transport Devices

Personal transport equipment such as rollerblades, razor scooters, skates, skateboards, and

hoverboards are not permitted on OCCC premises.

Electric wheelchairs and electric motor vehicles (e.g. Segways®) are permitted to operate on

OCCC premises. Prior approval of the Lessee is required for operation of electric motor vehicles

(e.g. Segways®) on the show floors. Safe operating practices shall be used at all times. Rental

of these personal transportation devices must be arranged through FedEx Office.

Segways® and electric scooter-style wheelchairs are currently the only personal transport

equipment with rubber wheels allowed in OCCC concourses, lobbies and registration areas.


Non-gasoline powered motorized vehicles, such as electric carts and bicycles, may be operated

in OCCC’s exhibit halls during move-in and move-out days only. Bicycles must be walked, not

ridden, across any OCCC concourse, lobby or registration area. All vehicles, transport devices,

and equipment must be operated in a safe manner.

Motorized vehicles, such as personnel carts, forklifts, pallet jacks and other related motorized

vehicles with steel and/or hard metallic wheels are not permitted on the OCCC’s concourse,

lobbies and registration areas. Lifts or other wheeled vehicles approved for use in carpeted

areas shall have non-marking tires, or tires that are covered with carpet tape or heavy-duty


Washing of Vehicles – Environmental Guidelines

The washing of vehicles for display purposes is prohibited within any OCCC interior location or

OCCC paved exterior location (parking lot or road). Runoff water from vehicle washing must not

enter any area storm drains, which are located within close proximity to OCCC paved roadways

and dock basins. Vehicle washing is only permitted on designated grassy areas, where water

runoff can filter through the ground, per local environmental standards.


Water Service Information The OCCC provides the following complimentary water service:

● Water service for lectern and head tables in meeting rooms

● Water coolers in meeting rooms

For planning purposes, OCCC staff will set head table water approximately one hour prior to the

published start time of the Lessee’s meeting room activity.

The complimentary water stations will be stocked with plastic cups.

Additional charges may apply for those meetings/shows that expect to consume large quantities

of water on a consistent basis.


Section 3: Building Procedures For the protection of our facility, and for those guests either working or attending an event on

our premises, the OCCC Event Planning Guide contains a brief overview of our Move-In and

Move-Out Policies. For a detailed description of these policies, please consult the OCCC

Operational Policies, or contact the OCCC Event Management section for further assistance.


Carpet & Terrazzo Floor Protection Doorways, carpeted areas and terrazzo floors must be protected from damage from the

movement of crates, registration counters, pallet jacks, plants, sign-hanging activities and all

other rolling stock during move-in and move-out. When off-loading counters, booths and other

heavy objects, the use of floor protection and extreme care is required. Carpeted areas must be

protected by the use of a minimum six (6) mil polyethylene sheeting (reinforced preferred).

Drilling into the OCCC’s walls, floors and ceiling is strictly prohibited.

Motorized vehicles, personnel carts, bicycles, forklifts, pallet jacks and other wheeled vehicles

with steel and/or hard metallic wheels are not permitted in the OCCC’s concourses, lobbies and

registration areas of either building. Lifts or other wheeled vehicles approved for use in carpeted

areas must have non-marking tires or tires that are covered with carpet tape or heavy-duty




immediately. Heavy objects are defined as items in excess of 1500 pounds, which exceed the

limits of an average pallet jack. If protective materials are taped to the floor, the Lessee or

his/her general service contractor is responsible for the removal; of the entire residue.


Catwalk and Roof Access Access to the catwalks is limited to show management-approval personnel. This may include

the event-related placement of control equipment. Arrangements must be made through OCCC

Event Management. No event equipment or activity is permitted on the OCCC roofs.


Doors In compliance with N.F.P.A. Life Safety Code 101 and Orange County Fire Regulation 6005,

OCCC doors cannot be blocked, propped open or altered in any way.


Exhibit Hall Equipment & Freight Movement All equipment and freight shall be loaded/unloaded in the appropriate building dock areas at all

times. The loading/unloading of equipment and/or freight from the main guest exterior entrance

areas, in front of either building, is strictly prohibited.

The OCCC Security section coordinates dock access so that no more than three (3)

tractor/trailer cabs/trucks, with motors idling, are in any one hall for loading/unloading at any one

time. Special ventilation is required prior to entry. Subdividing these halls will limit the number of

cabs.

Cabs/trucks, with motors idling, are not permitted in West Halls E, as appropriate ventilation is

not available.

The Lessee and/or his/her general service contractor are not permitted to use the underground

parking area, underground loading docks or underground utility corridors to transport equipment

during move-in and move-out. The use of service corridors for movement of inventory requires

prior approval by OCCC Event Management.

Vehicles that remain in the exhibition hall or building, as part of a display must have the battery

cables disconnected. The gas tank must either be taped shut or have a lockable gas cap and

may contain no more than one-fourth (¼) tank or ten (10) gallons of fuel, whichever is less.

Non-gasoline powered motorized vehicles or bicycles may be operated in the exhibition halls

during move-in and move-out days only. The use of gasoline-powered vehicles is prohibited

inside the OCCC. Persons under the age of eighteen (18) are not permitted to operate a

motorized vehicle on OCCC property.


with steel and/or hard metallic wheels are not permitted in the OCCC’s concourses, lobbies and


areas must have non-marking tires or tires that are covered with carpet tape or heavy-duty


Doorways, carpeted areas and terrazzo floors must be protected from the movement of crates,

registration counters, pallet jacks, plants, sign-hanging activities and all other rolling stock

during move-in and move-out. When off-loading counters, booths and other heavy objects, the


use of a minimum six (6) mil polyethylene sheeting (reinforced preferred).



immediately. Heavy objects are defined as items in excess of 1500 pounds, which exceed the

limits of an average pallet jack. If protective materials are taped to the floor, the Lessee or

his/her general service contractor is responsible for the removal; of the entire residue.


Electronic Systems Guidelines In order for the Orange County Convention Center (OCCC) to provide the best possible service

and consistent products to our clients, the following interface and building systems policies are

applicable.

● OCCC-owned building systems (e.g. lighting, audio, electronic signage, coax, etc.) shall

be maintained and operated, exclusively, by OCCC employees from the Technical

Services Section.

● Any required audio/video/coax cables or adapters are supplied by the “user.”

● Line level devices may be interfaced into the house audio system through the available

line level inputs. Each meeting room is equipped with one line level input (XLR). There is

a wall mounted volume control for the Line Level Input.

● Each meeting room is also equipped with three (3) microphone level inputs, in addition

to the line level input. If a meeting room requires more audio inputs, or if the vendor

chooses, appropriate audio mixing consoles can be utilized.

● When audio input requirements exceed four (4) audio sources, the OCCC recommends

a technician provided by the contracted A/V vendor operate the equipment.

● To ensure availability of equipment and personnel, all requests for services should be

made at least 21 days prior to the event.

● Meetings utilizing the in-house audio system may be recorded via the audio recording

infrastructure via a patch panel in individual meeting rooms. Infrastructure patch fees

apply.

● HD Cable television ordering and payment arrangements must be made through the

OCCC Service Desk. Viewing equipment and RG6 coax cable to the infrastructure tap

are not provided by the OCCC. Signal is provided by Charter Spectrum. Customers with

an event lease may have this service added to the master invoice. A digital tuner is

required to view the HD channels. If the supplied display device does not have a digital

tuner, one can be rented from the OCCC.

● Routing of client audio and/or video signals through OCCC infrastructure is available.

Labor and equipment charges may apply.

● Wall mounted lighting controls are available in all meeting rooms. OCCC Technical

Services shall provide assistance configuring lighting to accommodate projection

screens and general room appearance. When modifications require system

programming, labor charges may apply. Remote lighting control devices are available in

limited sections of the facility.

● Background music is available throughout the OCCC, at no charge. Most locations have

local volume controls (e.g. meeting rooms). A client or customer who has a contract for

leased spaces is responsible for any music licenses that may be required (e.g.

ASCAP/BMI license). If background music is requested, the service must be ordered in

advance. There are multiple types of music available.


Technical Services Information

The OCCC Technical Services section oversees the audio, lighting and video infrastructures of

both the West and the North/South Buildings. Lessees of the OCCC are not restricted to using

venue audio-visual support services, unless the designated event activity takes place in the

Chapin Theater.

Onsite requests for service may not be fulfilled on the day the service is requested.


Fire Code Regulations Exhibitors, service contractors and event promoters must comply with all federal, state and local

fire and building codes that apply to places of public assembly (see Chapters 5, 8, and 31 of the

prevailing N.F.P.A. Life Safety Code 101; Orange County Fire Rescue Department’s

Conventions, Trade Shows and Exhibits #6005; and Orange County Fire Rescue Department’s

Tent Standard #6000). All curtains, bunting, draping, etc., must be made of flame retardant

materials.

Firefighting and emergency equipment may not be hidden or obstructed, including fire

extinguishers, strobes, fire hose cabinets and standpipes. All emergency exits, hallways and

aisles leading from the OCCC must be kept clear and unobstructed. Loading dock fire lanes

must remain clear at all times.

Welding and/or cutting equipment is prohibited in the OCCC except as part of an exhibit and

must be approved by the Orange County Fire Rescue Services Department through the OCCC

Event Management section.


General Concourse/Public Space Areas Show managers who are interested in placing registration counters or other show related

activities in the concourse of either building, please consult your OCCC Event Manager for

placement approval.

In the West Building, the concourse areas that accommodate the West Halls C, D, E and

F/Tangerine Ballroom registration units, are located within proximity to the hall on the same

floor.

In the West Building, the concourse areas that accommodate the West Halls A & B registration

units are located on Level One, within proximity to the halls.

The Concourse areas of the North/South Building are located on Level Two only, which

corresponds to the main guest entrance areas of both the North and South sides of the building.


Guest Elevators and Escalators Escalators, moving sidewalks and passenger elevators are provided for use by the general

public and may not be blocked or used to transport equipment or freight.

The OCCC has multiple freight elevators located throughout the facility that are to be utilized

when transporting freight and equipment. In addition to freight elevators, the OCCC has several

service elevators located throughout the West and the North/South Buildings, which can be

used for the movement of freight, equipment and other meeting room support materials in

accordance with posted weight restrictions.

The use of the Oversight Pedestrian Bridge for the movement of freight, equipment or meeting

room support materials is prohibited.


Hazardous Work Areas During move-in and move-out, leased space, loading docks, truck staging areas and service

corridors are considered hazardous work areas.

The following are strictly prohibited:

● Alcoholic beverages

● Possession or use of controlled substances of any kind

● Speeding or reckless use of vehicles or equipment

● Irresponsible behavior

● Music or noise that may limit the audibility of back-up signals, fire alarms or emergency

messages

● Children under sixteen (16) years of age.


Loading Dock Information The OCCC has three main dock/freight access areas:

The West Dock, of the West Building

The North Dock, North side of the North/South Building

The South Dock, South side of the North/South Building

A security checkpoint is in place at both the North/South and West buildings for all freight trucks

entering and requesting dock access.

Listed below is a brief summary of information concerning dock move- in/out.

Car Parking on Dock Ramps – Permitted per Dock Officer approval during show move-in/out

only. Under no circumstances will cars be allowed to remain parked on dock ramps during

exhibit hall guest activity (show hours).

Empty Freight Containers – Empty freight containers can be stored on the docks (temporarily)

provided that they are kept within the confines of the yellow striped areas. Blue striped areas

are reserved for OCCC storage and red striped areas are designated as Orange County Fire

Rescue Department safety zones and must remain clear at all times.

Personally Owned Vehicle Information – Personally owned vehicles (POV) often require

additional advance planning for move-in/out coordination.

Rolling Open of Dock Doors – The OCCC Dock Officer will roll open dock doors per Lessee’s

show activity, ONLY when it has been confirmed that Lessee’s contracted security provider is in

place to guard the appropriate hall.

The Security section, via the Dock Officers, is responsible for overseeing all access to OCCC

freight dock areas.

West Loading Dock Specific Information

The loading docks for the West Building are located on the ground level and can be accessed

via the rear of the West exhibit halls. They are open air and exposed to minimal environmental

conditions. After a preliminary OCCC Security checkpoint, freight trucks can access the dock

basin to unload freight directly into the Lessee’s exhibit hall.


West Hall A:

16 Truck Bays (variable dimensions); 4 Ramps

West Hall B, C:


West Hall D, E:


Additional Access:

WE2 Ground Level Freight Entry (30’W x 30’H)

WF1 Ground Level Freight Entry (10’W x 13’H)

North/South Loading Dock Specific Information

The loading docks for the North/South Building are located on Level One and can be accessed

via the front of the North/South exhibit halls. The loading docks are located underneath the level

two meeting rooms, directly adjacent to the exhibit halls. They are not open air, nor exposed to

exterior environmental conditions. After a preliminary OCCC Security checkpoint, freight trucks

can access the dock basin to unload freight directly into the Lessee’s exhibit hall.

North Dock:


South Dock:


Additional Access:

NB Aircraft Door (58’W x 20’H)

NB Roll-up Door (32’W x 22’8”H)

SB Roll-up Door (32’W x 22’8”H)


Meeting Room Equipment & Freight Movement All equipment and freight shall be loaded/unloaded in the appropriate building dock area. The

loading/unloading of equipment and/or freight from the main guest exterior entrance areas, in

front of either building, is strictly prohibited.

The OCCC Security section coordinates dock access for meeting room loading/unloading

activities based on Show Management’s schedule.

The OCCC does not permit the movement of freight, equipment or meeting room support

materials via the guest elevators and escalators. Service elevators are conveniently located

throughout the West Building and the North/South Building, which can be used for the

movement of freight, equipment and other meeting room support materials.


with steel and/or hard metallic wheels are not permitted in the concourses, lobbies and


areas shall have non-marking tires or tires that are covered with carpet tape or heavy-duty


Doorways, carpeted areas and terrazzo floors must be protected from the movement of crates,

registration counters, pallet jacks, plants, sign-hanging activities and all other rolling stock

during move-in and move-out. When off-loading counters, booths and other heavy objects, the


use of a minimum six (6) mil polyethylene sheeting (reinforced preferred). For heavy objects,

temporary carpet or plywood on top of reinforced polyethylene sheeting must be used to protect

the OCCC’s carpet and terrazzo. Worn or torn sheeting must be replaced immediately. Heavy

objects are defined as items in excess of 1500 pounds, which exceed the limits of an average

pallet jack. If protective materials are taped to the floor, the Lessee or his/her general service

contractor is responsible for the removal; of the entire residue.

The use of The Oversight Bridge for the movement of freight, equipment or meeting room

support materials is prohibited.

Forklifts are not permitted in the Valencia Room. Electrical pallet jacks should be used for freight

movement, if polyethylene sheeting is in place.

Freight Deliveries

Freight or package deliveries, including, but not limited to UPS, FedEx, RPS, GPS, etc., will not

be accepted by the OCCC at any time. Carriers will not deliver to individual booths. Shipments

delivered to the OCCC during the term of the Lease must be to the attention of the Lessee’s

general service contractor or the onsite FedEx Business Center. Events without a general

service contractor should contact OCCC event Management for referral to FedEx Office.


OSHA Standards Lessee, providers and contractors must comply with the most current edition of the

Occupational Safety and Health Administration (OSHA) standards. OSHA standards can be

accessed online www.osha.gov.

In the event OSHA arrives on site, the OCCC Chief Financial Officer or Senior Safety and Loss

Prevention Analyst should be notified.


Rigging Regulations The installation/removal of any and all signage, banners, production equipment, etc., which

requires attachment to the building or the building infrastructure, (catwalks, handrails, balconies,

etc.), by non-OCCC Rigging personnel, is strictly prohibited.

If permitted by show management, exhibitor rigging services are available through OCCC

Exhibitor Services. Show Management should include a rigging form in the exhibitor kit.

Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled or otherwise

fastened to ceilings, walls, doors, windows, painted surfaces, or columns by exhibitors or their

designee.

Rigging requirements and plot diagrams should be submitted for approval a minimum of twenty

one (21) days in advance of the event. Approval of onsite rigging requests and changes are

subject to availability of personnel.

The OCCC may prohibit the installation of any item(s) not approved in advance or not in

compliance with the approved request for rigging. The OCCC shall not be held liable if rigging is

not installed due to late submittal of specifications.

Extensive planning guidelines concerning rigging services and specific rigging locations can be

located at www.occc.net/Planner-Rigging-Guidelines

In order for the OCCC to provide the best possible service to clients, the following rigging

guidelines are applicable to all show managers, general service contractors, installation and

dismantle companies, exhibitor appointed contractors (EACs).

● All rigging must conform to show management rules, regulations and facility limitations.

● All equipment, signs, products, etc. must be designed to suspend safely. In some cases,

signs may require a structural engineer’s seal of approval.

● Care must be taken to use only rated rigging hardware when designing, constructing or

purchasing such items. All hardware is required to have a working load limit (WLL).

● Rigging plots, drawings, blueprints or engineer’s certification, when requested, must be

submitted to the OCCC Rigging Section a minimum of three weeks (21 days) in advance

of the first move-in day for show and must include the location, the dimensions, the

height above the floor to the top, and the weight of the suspended item. They must also

show the booth outline with aisles marked for reference.

● All points where nylon slings are used will require a steel safety cable.

● All assembly of equipment, signs, products, etc., is the responsibility of the exhibitor or

exhibitor appointed contractor.

● Any equipment, signs, products, etc. deemed to be unsafe for overhead suspension by

the OCCC Rigging Section will not be allowed.

● A credit card must be placed on file with the Method of Payment form for any additional

charges.

● The OCCC does not accept purchase orders.

http://www.occc.net/Planner-Rigging-Guidelines


● Actual time and date of rigging may vary during move-in and move-out of our show in

order to reduce costs to you.

● All orders for rigging will be handled in the order in which the paperwork is signed off at

the OCCC Exhibitor Services desk or at the discretion of the OCCC Rigging Section.

● In instances where a definite date and time for rigging services is required, the exhibitor

will need to order a dedicated rigging team. The exhibitor will be charged minimum of

four (4) hours up and four (4) hours down times the number of riggers needed.

● The OCCC is not responsible for any rigging items (banners, signs, etc.) left in the booth

during move-out if the exhibitor is not present.

Seams

● When using cloth material, seams need to be double stitched on the top and bottom.

● Heat seam is only acceptable when hanging lightweight vinyl drape.

● If vinyl drape is to be used as a drop down for a sign or banner and includes a bottom

batten to attach the foam core, Sintra, or cloth/vinyl banner, the OCCC requires double

stitching on the vinyl drape due to weight considerations and possible failure of the heat

seam.

Adhesive

● Adhesive or glue tape is not acceptable due to the tendency of it to come loose

underweight.

● The use of any type of adhesive for attaching signs, banners, or decorations to the

building walls or decorative surfaces (inside or outside) is not permitted.

Beginning April 1, 2018

The Orange County Convention Center will have a rate increase in rigging and utility

services.

Rigging labor will increase by 5%.

Electrical Services that are 120v/208v/480v 100amps or less will also increase by 5%.

The Show Management Personnel, Services and Equipment rates are now available on the

OCCC website.

https://view.publitas.com/orange-county-convention-center/personnel-utility-services-rates/page/1


Exterior Banners

Banners to be installed on the exterior of the building must be designed with the following

elements in mind:

● The banner must be constructed of a material that allows the wind to flow easily through

it. If the banner is made of vinyl, construction wind pockets must be cut into the banner.

The OCCC recommends the use of a seventy percent (70%) mesh material for banner

construction.

● Banners must have grommets horizontally along the top and bottom of the banner at a

minimum of 18 inches to two-foot intervals.

● If the banner is eight (8) feet tall or greater, banners must have grommets vertically

placed along both sides of the banner at a minimum of 48 inches.

● All edges of the banner will be folded over, glued and double stitched and preferably

webbing-reinforced before installation of the grommets. All mesh banners must be

webbing-reinforced in between all folds before grommet installation.

● The grommets in the corners will be reinforced due to this area handling most of the

stress in the banner.

● Banners must be made of lightweight materials.

● The material should be water-resistant so there will not be a substantial increase in

weight when the banner becomes wet.

● All banners are subject to removal without notice in the event of a severe weather notice

or situation.

Hardware

● The manufacturer must rate all rigging hardware with a working load limit (WLL).

● The manufacturer of the rigging hardware must be legally liable for its products in the

continental United States.

● All wire rope slings 3/8” and larger must be certified and proof-tested to twice their

working load limit.

● Flemish eye construction is preferred for all wire rope slings 3/8” and larger.

● The OCCC Rigging Section reserves the right to substitute hardware on a case-by-case

basis at its discretion.

Manufactured or Custom Built Signs

● All signs must be well-made and in good condition to be suspended.

● All drawings, diagrams, etc. must be submitted at least three weeks (21 days) in

advance of the event.

● All signage is subject to onsite inspection for final approval.

● An engineer’s certification may be required under certain conditions.

● All hardware and equipment must be approved by the manufacturer for overhead

suspension.


Service Corridors Both the West and the North/South Buildings have a service corridor infrastructure which

provides an easier “back of house” move-in/move-out experience for the movement of freight

and/or meeting room materials from the docks to the appropriate interior destination.

The service corridors also allow easy access for meeting room support services. Throughout the

business day, OCCC staff and show providers will require meeting room access via the service

corridor infrastructure, in order to provide, refresh or remove products for the appropriate

meeting room activity.

The Lessee and/or the general service contractor are not permitted to use the underground

parking area, underground loading docks or underground utility corridors to transport equipment

during move-in and move-out. The use of service corridors for movement of inventory requires

prior approval by OCCC Event Management.

The storage of freight crates, production cases, cardboard boxes or food product in service

corridors is strictly prohibited.


Service Elevators In addition to the service corridor infrastructure, both the West and North/South Buildings

have Service Elevators to accommodate the movement of freight, equipment and oversized

support materials to and from our dock areas. In most cases, all Service Elevators can move

freely from Levels 1 – 3 in both buildings. The West Building does have Service Elevators that

service the fourth level.

Service Elevator Locations

Ref #. LOCATION TYPE FLOORS CAPACITY DEPTH WIDTH HEIGHT

WEST CONCOURSE

4E West EF Lobby Freight 3 10,000 165” 114” 114”

5E West EF Lobby Freight 3 10,000 165” 114” 114”

10E Dock 6 Freight 3 10,000 138” 97” 96”

11E Chapin Th. Int. Freight 3 12,000 244” 116” 108”

12E Dock 6/7 Freight 3 12,000 244” 116” 108”

17E Dock 7/8 Freight 4 10,000 159” 117” 120”

18E Dock 7/8 Service 4 7,000 107” 79” 120”

19E Food Court C Service 4 8,000 113” 88” 108”

24E W209C Corridor Service 4 8,000 115” 88” 108”

25E W206A Corridor Service 4 8,000 115” 88” 108”

27E Food Court A Service 4 6,000 117” 87” 120‟

28E W205A Corridor Service 4 6,000 117” 87” 120”

30E Dock 11/12 Service 4 6,000 115” 88” 120”

NORTH CONCOURSE

NF1-E N210A Corridor

– CP Kitchen

Freight 2 10,000 162” 92” 119”

NF2-E N210A Corridor

– CP Kitchen

Freight 2 10,000 166” 93” 119”

NF3-E N210C Corridor Freight 3 12,000 245” 117” 128”

NS1-E N210E Corridor Freight 3 8,000 140” 93” 119”

NS3-E N220F Corridor Freight 3 8,000 140” 93” 119”


Service Elevator Locations (continued)

Ref #. LOCATION TYPE FLOORS CAPACITY DEPTH WIDTH HEIGHT

SOUTH CONCOURSE

SF1-E S210A Corridor Freight 3 12,000 243” 117” 126”

SS1-E S210D Corridor Freight 3 8,000 137” 93” 119”

SS2-E S220F Corridor Freight 3 8,000 137” 93” 119”

SS4-E S230D Corridor Freight 3 8,000 137” 93” 119”


Storage Limited storage for crates, equipment or supplies is available within specifically-marked areas

on OCCC loading docks, during the term of a Lease. These areas are not available for storage

before or after the term of the Lease. Stored items may not be located in, nor may they block,

doorways, exits or fire equipment. Crates, cardboard boxes or fiberglass cases may not be

stored inside the OCCC, including service corridors, meeting rooms and exhibit halls.

All other storage arrangements must be made with Lessee’s general contractor. Storage by

Lessee or contractors, in facility service corridors, is strictly prohibited. Storage in service

corridors, from meeting room based activity, is also strictly prohibited.

Any property not removed from the OCCC that has not been claimed within forty-eight (48)

hours following the term of the lease will be considered abandoned by Lessee, its contractors or

exhibitors. The OCCC may take possession of the unclaimed property and treat it as its own or

dispose of such property without liability. The Lessee shall be liable for the cost incurred in

disposing of the abandoned property.

Gasoline, kerosene, diesel fuel, propane, combustible gases or other flammable liquids may not

be stored (permanently or temporarily) in the OCCC during an event or its move-in and move-

out activities.

Overnight storage of propane tanks on forklifts is strictly prohibited inside the facility at any time.

Lessee’s Property

The Lessee assumes full responsibility of safeguarding display booth, advertising material and

goods held for display or sale, and all other property owned or used by Lessee, exhibitors, or

attendees.


Tape Removal The lessee or its general contractor is responsible for the removal of all tape and residue marks

from the exhibition hall, chairs, risers, lecterns, concourse and meeting room floors. In addition,

Lessee or its general contractor is also responsible for the removal of all tape and residue

marks from OCCC lecterns caused by custom logo signage enhancements. The repair costs for

any damage caused to a surface by the use of inappropriate cleaning chemicals or tools will be

billed to the Lessee.

The use of high residue tape is strictly prohibited on terrazzo floors and carpeted areas. OCCC

requires the use of low residue carpet tape (e.g., Polyken 105C or Renfrew #174) and low

residue safety tape (e.g., Asiachem SST-736 or approved equivalent). Tape or residue left on

any surface, (floors, walls and lecterns), will be removed by OCCC and the cost of the removal

will be billed to Lessee.

Any costs incurred by the OCCC for tape and tape residue not removed by Lessee will be

charged to Lessee at the prevailing rate.

Tape used on exhibit hall floors must be low residue resistant carpet tape (Polyken 105C or

Renfrew #174) and low residue safety tape (Asiachem SST-736 or approved equivalent). All

tape must be removed from the floor and disposed of immediately after the event.


Trash Removal The OCCC provides custodial service for the following spaces before, during and after an event

at no additional cost to the Lessee:

● All public areas

● Restrooms

● Meeting Rooms

The OCCC will clean the following areas on show days only at no cost to the Lessee:

● Non-carpeted food service areas

The Lessee is responsible for cleaning/trash removal in the following locations:

● Registration Areas

● Show Offices (when built on exhibit hall floors)

● Exhibit Booths

● Exhibit hall(s) prior to carpet installation

● All show-installed carpeted areas in a meeting room

● All carpet installed for an event, including aisles, booths, food service areas, and staging

● Special effect items, e.g., glitter, confetti, balloon drops, etc. (or cleanup of these special

effect items by OCCC Environmental Services staff will be charged to Lessee at the

prevailing rate)

● All general contractor installed waste receptacles

The Lessee is responsible for returning the space to its original condition at the conclusion of

the term of the lease. Any applicable charges may apply if cleanup is not complete.

Beginning January 1, 2018 the OCCC Environmental Fee will cover trash hauls, recycling,

and food disposal. This fee will be calculated at the rate of $.01 of the gross exhibit hall

square footage (350,000 gsf x .01 = $3,500). Trash hauls will no longer be billed on an

individual basis. The Environmental Fee will cover all hauls.

Bulk Trash

Bulk trash is defined as boxes, crates, lumber, pallets, packing materials and other items not

easily removed by a standard push broom or vacuum.

During the final move-out of an exhibit hall, Lessee is responsible for the complete trash

removal of all bulk trash items as detailed above and the complete removal of all non-OCCC

inventory items remaining in the hall.


Bulk Trash Responsibilities of The Lessee

The Lessee is responsible for the removal of bulk trash from the following locations during

move-in, show and move-out of an event:

● Exhibit halls

● Meeting rooms

● Pre-function areas, e.g., registration and show offices

Any costs incurred by the OCCC for trash not removed by the Lessee will be charged to the

Lessee at the prevailing rate.

Trash receptacles provided by the general service contractor and located in all areas of the

facility, e.g., registration; show offices, meeting rooms, exhibit space, must be serviced by the

general service contractor.

Recycling and Bulk Waste

The OCCC complies with Orange County’s recycling program and has worked with clients to

reduce bulk trash and increase recycling with some of our clients obtaining recycling rates as

high as 8% for their OCCC-hosted events. Contractors and providers are expected to participate

in correct disposal of cardboard, bulk and irregular waste. To help ensure the OCCC’s future

success, material disposal shall be handled as follows:

Cardboard can only be disposed of in separate, specifically-marked compactors dedicated for

“cardboard only.” Any other type of material in the compactor that would contaminate the

contents including, but not limited to, wooden material, wooden pallets, cement blocks, carpet,

padding, or hazardous materials, should not be placed in cardboard compactors.

Bulk and irregular waste can only be placed in open-top dumpsters. Waste shall not extend

beyond the top or sides of the dumpsters.

Recycling cans for show office paper are available at the request of the Lessee.


Truck Staging Information For planning purposes, the OCCC has a few different exterior locations that can be used for

temporary vehicle and/or aircraft staging. The use of these locations will be dependent on other

client activity within the building, as well as pre-approval by the OCCC Security Section.


Wall Protection OCCC maintains consistent enforcement of the facility protection policies, including Wall

Protection. The OCCC Event Management section must approve in advance the location of

special decorations, banners or signage. Decorations, signage, banners, etc. may not be taped,

nailed, tacked, stapled or otherwise fastened to ceilings, walls, doors, windows, painted

surfaces or columns. OCCC reserves the right to remove any unauthorized decorations,

signage or banners should they be improperly attached to the building, in the manner previously

described above.

Adhesive-backed (stick-on) decals or similar items (except nametags) are not permitted in the

OCCC and may not be distributed within the facility. Any costs incurred by the OCCC for the

removal of these items will be charged to Lessee.

The OCCC Rigging section must install all custom signage that requires attachment to the

building or the building infrastructure, (catwalks, handrails, balconies, etc.), in any way.


Section 4: Orange County Fire Rescue The Orange County Fire Marshal is authorized by Florida Statutes and the Florida Fire

Prevention Code to ensure fire and life safety for the public. Conventions, trade shows and

exhibits are reviewed for compliance with the requirements of NFPA 101 Life Safety Code, as

adopted by Florida Administrative Law, State Fire Marshal’s Rules and Regulations Chapter 69-

3 and the Florida Fire Prevention Code. Additional technical codes and standards may apply to

specific events.

Exhibitors, general service contractors and event promoters must comply with all federal, state

and local fire regulations and building codes that apply to places of public assembly (Orange

County Standard 6005).

Fire-fighting and emergency equipment, including fire extinguishers, strobes, fire hose cabinets,

and standpipes, may not be hidden, blocked, or obstructed. All emergency exits, hallways and

aisles leading from the OCCC must be kept clear and unobstructed. Fire lanes must be left

open at all times.

For the protection of our facility and for those guests either working or attending an event on our

premises, the OCCC Event Planning Guide contains a brief overview of Orange County Fire

Rescue Information that may apply to various aspects of event planning.

● Capacity Concerns

● Exhibit Hall Floor Plan Approval

● Fire Watch

● Flame Resistance

● Gas Information

● Hazardous Chemicals

● Regulated Materials

● Open Flame, Pyrotechnics and Special Effects

● Permit Overview/Including Cooking Information

● Welding


Capacity Concerns The OCCC will not permit any leased space to be occupied by persons numbering greater than

the listed capacities.


Exhibit Hall Floor Plan Approval Preliminary exhibit floor plans, including general session, registration and pre-function space,

must be submitted to the OCCC Event Management section at least six (6) months prior to the

first move-in day for approval by the Orange County Fire Rescue Department.

Please refer to the Floor Plan Review section for further planning details regarding the floor plan

approval process.

All exhibit hall floor plans must be reviewed and approved by the Orange County Fire Rescue

Department six (6) months prior to the first move-in day. Possible move-in delays may occur if

the Fire Marshal has not approved a hall floor plan prior to move-in.


Fire Watch A Fire Watch is a detail performed by Orange County Fire Rescue Department personnel who

are specifically trained for special events and trade shows. A fire watch is ordered through the

OCCC Event Management section. All requests should be submitted, no less than twenty-one

(21) days before the exhibit hall move-in begins.

A Fire Watch is required for the following types of exhibits and activities:

● Covered Booths over 301 sq. ft. in an area without automatic suppression

● All Multi-level booths without automatic suppression

● Cooking without a flue connection

● Cooking appliances without automatic suppression

● Movement of a vehicle during a show or event

● Battery terminals connected to a vehicle during a show or event

● Open flames

● Pyrotechnic displays

● Tents in accordance with OCFR Standard #6000

● Use of nominal 5 lb. containers of Liquid Petroleum

The minimum Fire Watch is four (4) hours and the cost is $200.00, (at $50.00 per hour). A Fire

Watch schedule can be expanded for additional coverage, per $50.00 for each additional hour

or fraction thereof.

All Fire Watch schedules are based on hour increments, to include a 1/2 hour prior to the start

of event activity and a 1/2 hour after the conclusion of event activity.

4 hours $200 9 hours $450

5 hours $250 10 hours $500

6 hours $300 11 hours $550

7 hours $350 12 hours $600

8 hours $400 13 hours $650

Rates are subject to change without notice


Fire Watch Requirements

A fire watch will be required in the exhibition hall. The number of personnel requested will be

determined based on the number of aircraft in the exhibit/hall. Please refer to the Fire Watch

Information pages contained in this Event Planning Guide for more details regarding Fire Watch.

It is recommended, though not required, that aircraft being trucked into the OCCC have their

fuel tank system purged prior to arrival.

The Orange County Fire Rescue Department requires fire watch personnel for the following:

● All multi-level exhibits (regardless of the square footage) and

● All other covered exhibits exceeding three hundred (301) square feet.

The exhibitor is required to order fire watch personnel through OCCC Event Management no

less than two (2) weeks before the show moves in. Fire watch is required for the following:

● For all multi-level exhibits (regardless of the square footage) and all other covered

exhibits exceeding three hundred (301) square feet

● On all show days

● Beginning one half (1/2) hour prior to show opening and ending one half (1/2) hour

following show closing

Alternative to Fire Watch Personnel (Automatic Extinguishing System)

This alternative to fire watch personnel applies to the first level of exhibits with an usable second

level, regardless of the size and/or in the instance of single-story covered exhibits where the

covered area exceeds three hundred (301) square feet.

● Automatic sprinkler systems must be designed in accordance with N.F.P.A. 13 1991

Edition.

● These systems may be connected to the OCCC’s existing standpipe system and in

some cases, the domestic water supply. Connections to water systems must be made

by the OCCC.

● Extinguishing system designs must be part of the original plan submissions. The Orange

County Fire Rescue Department requires permitting and testing.

● Exhibits or structures protected by an automatic extinguishing system must have flow

alarm, audible and visual, within that area. This alarm is to be local type, sounding in the

vicinity of the exhibit or structure.

● Exhibitor must install at least one (1) single station, battery-operated smoke detector on

the interior of each covered exhibit or structure regardless the square footage. The

detector must have an audible alarm and be installed per the manufacturer’s

instructions.

● Exhibitor must provide a portable, dry chemical fire extinguisher for each level or each

covered exhibit/structure. At least one (1) 2A, 10-BC type fire extinguisher must be

provided for each three hundred (300) square feet. Fire extinguishers must be mounted

in a visible location, near exit doors, and be accessible at all times.


Fire Retardant Information Regarding Fire Retardant:

● All woodwork, stage scenery, furnishings, decorations and sets used upon a working

permanent or temporary stage, or within an exhibit, shall be coated or treated by

approved methods to render them fire retardant.

● All fabrics, films, draperies, curtains and similar furnishings must be flame resistant as

demonstrated by testing in accordance with NFPA 701 Standard Methods of Fire Tests

for Flame Propagation of Textiles and Films.

● Acoustical and decorative material including, but not limited to, cotton, foamed plastic,

hay, paper, wood chips, split bamboo and thatch must be treated with a flame retardant.

● Documentation of fire retardant must be available for review upon request.

● Additional fire retardant treatments shall be applied in accordance with the appropriate

product direction.

● The use of Styrofoam products for set construction is not permitted.


Gas Information The Lessee shall not bring upon the premises any exhibit, equipment or vehicle that, in the

judgment of the OCCC, would be, or might be, dangerous to persons or property or otherwise

incompatible with the structure, systems and furnishings. Hazardous chemicals and materials,

including, but not limited to, pesticides, herbicides, poisons, flammable and combustible liquids,

hazardous gases, pressurized cylinders and tanks, and hazardous chemicals (including

oxidizers) are prohibited inside the OCCC.

The intended use of LP gas (i.e. propane, butane) or natural gas must be disclosed on a

Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice form, prior to any gas

installation or on-site use. Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device

Notice forms can be obtained via the OCCC Event Management section, which are then

submitted for review and approval to the Orange County Fire Marshal’s office.

The use of gas cooking appliances must be disclosed on the Notification Form. Each exhibit

using cooking or food warming devices may be subject to an individual inspection. In addition, a

2A 40-BC fire extinguisher must be within thirty (30) feet of all cooking and/or heat producing

appliances.

Gas – Compressed/Inert

Compressed inert gases may be used provided the vessels are stored in a safe manner and the

OCCC Event Management section has been notified regarding their intended use and preferred

storage location. Demonstrations involving inert gases must comply with all federal and local

regulations.

Inert Gas Cylinders

● Compressed gas cylinders may not be stored on dock areas or the exhibit floor during

“move-in” or “move-out”.

● Compressed inert gas cylinders may be located in an exhibit space after “move-in” is

complete. Cylinders must be properly secured at all times.

Other Compressed Cylinders

● Introduction of all other compressed liquids and gases into the building is prohibited

without prior approval from the Fire Marshal.


Gas – Natural

With advance notice, the OCCC has the capability to provide natural gas for exhibits in West

Hall B, North Halls A & B, South Halls A & B and North A Parking Lot. To place an order for this

service and to request the appropriate permit, please contact the Event Management section for

details and fee information.

● Equipment utilizing natural gas shall be installed in accordance with NFPA 54, Natural

Fuel Gas Code.

● Supply lines will be turned on approximately one (1) hour prior to posted show hours and

shut off one (1) hour after the end of each show day, by OCCC Event Utilities staff.

● A ceiling (rigging) drop is required for natural gas orders in exhibit halls.

Exhibitors placing natural gas orders are to provide a “Service Placement Plot” drawing

depicting exact placement of the requested line drop.

Gas – Liquid Petroleum (LP)

The use of Liquid Petroleum is limited on OCCC premises. The Lessee or exhibitor may use

liquid petroleum under the following limited conditions with prior approval of the Fire Marshal:

● Non-refillable cylinders with a capacity of nominal 1 lb.

● Please also see the Open Flame, Pyrotechnics and Special Effects information for

additional information.

● The use of portable butane fueled appliances listed for commercial use, up to a

maximum of (2) 10 oz. non-refillable container, is permitted with prior approval of the

Fire Marshal. The containers must be connected directly to the appliance. Manifolding of

the cylinders is not permitted. The maximum number of stored butane containers is

limited to 24 per day and must be removed at the end of each day.

● The use of nominal 5 lb. Liquid Petroleum containers, when installed in the OCCC by the

Event Utilities section, is permitted with prior approval from the Fire Marshal. A

mandatory fire watch is required.

● Multiple nominal 5 lb. Liquid Petroleum containers, when installed in the OCCC, must be

separated by a minimum of 20 feet. Storage of the Liquid Petroleum product must

comply with NFPA 58 Liquefied Petroleum Gas Code. A mandatory fire watch is

required.

● All Liquid Petroleum must be removed from the display area at the immediate close of

show hours.

● Any other Liquid Petroleum product not listed above is strictly prohibited at the OCCC.

Gas – Storage

Gasoline, kerosene, diesel fuel, combustible gases (cylinders) or other flammable liquids may

not be stored (permanently or temporarily) within the OCCC facility, or on dock areas, during an

event or its move-in and move-out.


Hazardous Chemicals The Lessee shall not bring upon the premises any exhibit, equipment or vehicle that, in the

judgment of the OCCC, would be, or might be, dangerous to persons or property, or otherwise

incompatible with the structure, systems and furnishings of the building. Hazardous chemicals

and materials, including, but not limited to, pesticides, herbicides, poisons, flammable and

combustible liquids, hazardous gases, pressure cylinders and tanks, and hazardous chemicals

(including oxidizers) are prohibited inside the OCCC.

Compressed inert gases may be used provided the vessels are stored in a safe manner and

your OCCC Event Manager has been notified regarding their intended use and preferred

storage location. Demonstrations involving inert gases must comply with all federal and local

regulations. Gasoline, kerosene, diesel fuel, combustible gases other flammable liquids may not

be stored permanently or temporarily in the OCCC during move-in, show or move-out of an

event.

Gasoline, kerosene, diesel fuel, combustible gases and other flammable liquids may not be

stored (permanently or temporarily) in the OCCC during an event or its move-in and move-out

activities.

The Lessee is responsible for the removal of all hazardous waste and must comply with all

applicable federal, state and local regulations. Hazardous waste includes materials that are

ignitable, corrosive, reactive, toxic or a biohazard (as defined under 40 CFR 261 subpart C and

D). If materials are questionable, contact OCCC Event Management for more information. Costs

or applicable administrative expenses incurred by the OCCC for the removal of hazardous

waste left in, or about, the OCCC will be assessed to the Lessee.


Regulated Materials The Lessee shall not bring upon the premises any exhibit, equipment, vehicle or material that in

the judgment of the OCCC would be, or might be, dangerous to persons or property or

otherwise incompatible with the structure, systems and furnishings of the OCCC.

Many materials are regulated for their use, handling storage, transport and disposal. Regulated

material may be classified as hazardous, non-hazardous, biomedical or another classification.

These materials are defined by Florida Administrative Code FAC 62-730, FAC 64E-16, FAC 62-

621 and the Code of Federal Regulations 40 CFR 261. Regulated materials include a wide

range of gaseous, corrosive, ignitable, reactive, toxic, biomedical and potentially infectious

materials.

If a Lessee or exhibitor intends to bring a regulated material into the OCCC facility, he or she

must notify the OCCC Event Manager prior to move-in and provide all documentation required

by the related regulations governing that material. The Lessee and exhibitors are both expected

to be knowledgeable about the regulations governing the materials brought into the OCCC and

comply with those regulations. The Lessee and exhibitors must ensure that general service

contractors involved in the use, handling, transportation, storage and disposal of any regulated

material is knowledgeable with the related regulations and complies with them at all times.

Lessees are responsible for regulatory compliance and the costs associated with the removal,

disposal and administration of regulated materials.

If materials are questionable, contact your Event Manager to get a material determination and

instructions prior to move-in. All costs and expenses incurred by the OCCC for the

administration and removal of regulated material will be assessed to the Lessee.


Open Flame, Pyrotechnics and Special Effects The use of open flame devices, including candles, is permitted on OCCC premises with prior

approval from the Fire Marshal and the OCCC Event Management section, provided

Lessee or exhibitor adheres to the following conditions.

Open Flame

● Open Flame and Flame Effects must comply with NFPA 160 – Standard for Flame

Effects before an Audience.

● Depending on the intended use of an open flame product, a Special Effects permit may

be required. (Consult your Event Manager for further information and approval by the

Orange County Fire Rescue Department.)

● A demonstration of the open flame device may be required at the discretion of the

Orange County Fire Marshal, while on OCCC premises.

● Depending on the intended use of an open flame product and the demonstration of an

open flame device, a fire watch may be required.

Candles

● All candle flames must be enclosed and protected at all times.

● Candles may be used on tables if securely supported on a substantial

noncombustible base and located in a position to avoid danger of ignition of combustible

material.

● Advance notification on the intended use of candles and/or candle products must be

submitted to your Event Manager prior to the event.

Pyrotechnics

● Pyrotechnics must comply with NFPA 1126 Standard for the Use of Pyrotechnics before

a Proximate Audience.

● A pyrotechnics permit is required. (Consult the OCCC Event Management section for

further information and approval by the Orange County Fire Rescue Department.)

● A demonstration of the pyrotechnics display may be required at the discretion of the

Orange County Fire Marshal.

● A mandatory fire watch will be required. A fire engine stand-by may be required, per the

discretion of the Orange County Fire Marshal’s office.

Special Effects – Fog & Hazers

Approval must be obtained through your Event Manager twenty-one (21) days prior to first use

of fog/smoke machines. A schedule for the use of fog/smoke machines that includes rehearsal

and show times must be submitted in advance to your Event Manager. Smoke/fog atmosphere

effect must not impede visibility or egress. Notification of use of fog/smoke machines less than

twenty-one (21) prior to first use may result in denial of use.

Fog, smoke and special effect equipment must not be operated in areas where the effect could

enter adjacent spaces, e.g., exhibit hall entrances, concourses, etc.


The use of fog and haze machines for lighting and theatrical effects is permitted within the

OCCC, provided that the fog/haze fluid used in those machines is water-based. The use of non-

water-based fog/haze fluid, specifically with an oil-based composition, is prohibited.

In order to comply with various state and federal life safety codes, it is required that all fog and

haze fluid be appropriately labeled and available for inspection by the Orange County Fire

Rescue (OCFR) Department, if necessary.

OCFR guidelines apply to the use of fog and haze machines and their interactions with OCCC

building safety devices and/or detectors. The Event Management section must be notified

twenty-one (21) days in advance with a schedule of intended use of water-based fog or haze

machines, including rehearsals, technical runs and actual show/event times of use.

Should the use of fog or haze fluid create a residue or slippery coating on any of the OCCC

infrastructure, (catwalks, stage steps, handrails, etc.), the clean-up or wipe down of those areas

will be charged to the Lessee at the prevailing rate.

Special Effects – Lasers

The use of lasers for lighting and theatrical effects is permitted on OCCC premises, with

prior approval from the Fire Marshal, provided Lessee or exhibitor adheres to the

following conditions:

● Lasers must comply with Florida Administrative Code Chapter 64E-4 Control of

Nonionizing Radiation Hazards, NFPA 115 – Standard for Laser Fire Protection, and

Florida Department of Health, State Bureau of Radiation regulations.

● A Laser Permit from Orange County Fire Rescue Department is required. In order to

apply for this permit, the requestor must provide information about the proposed laser

light show that includes classification of the lasers; sketches indicating the location of the

lasers, operators, performers, viewers, beam paths, viewing screens, walls, mirror balls

and other reflective or diffuse surfaces which may be struck by any and all laser beams,

including scanning beam patterns, scanning velocity and frequency in occupied areas.

● For open air shows where a laser beam is projected into the sky, requestor must submit

basic beam information of intended laser use and a copy of the notification provided to

the Federal Aviation Administration.

● All lasers must be registered with the Florida Department of Health, State Bureau of Radiation. A

separate registration is required for each location of intended use. Out-of-state lasers brought

into the state for temporary use require notification to the State Bureau of Radiation.

● The Laser Safety Officer must establish and supervise a program of laser radiation

safety for compliance with all applicable rules.

● Laser system users and staff must be trained on fire safety features prior to the lasers

first use and at least annually thereafter.

● Staff members must be trained in the use of portable fire extinguishers.

● All training must be documented and available for review.

● A fire watch will be required during Show Hours.


Permit Overview/Cooking Information Special permits are required for event activities and exhibits that involve cooking, lasers,

pyrotechnics, tents, multi-level or covered exhibits, and/or potentially hazardous situations. Each

situation must be individually approved. Permit information may be obtained by contacting your

Event Manager.

Appropriate permit applications for the following activities must be made to the Office of the Fire

Marshal, at least twenty-one (21) days prior to the event move-in:

● The display and operation of any unusual electrical, mechanical or chemical device

that may present a hazard. The device, its application and the operation must be

approved the Fire Marshal.

● The display or operation of any heater, barbecue, open flame, candles, lamps,

torches, etc.

● The use or storage of flammable liquids, compressed gases or dangerous

chemicals as determined by the Fire Marshal.

● The display or operation of a laser. A permit is required from Orange County Fire

Rescue Department. Proper notification to the Florida State Bureau of Radiation is

required. (See previous page for laser regulations and restrictions.)

● Any pyrotechnics, fireworks or special effects display or process.

● Any unusual use of a motorized vehicle inside an enclosed structure.

● Any special cooking requirements, including cooking inside of ballrooms, convention

areas and/or display areas.

● Multi-level exhibit booths.

● Tents or covered exhibits in excess of 301 square feet erected inside the OCCC.

● Tents erected OUTSIDE the OCCC building premises will require a permit issued by

the Orange County Building Department if over 100 SF.

If stakes or other items are inserted into the grass, asphalt, and/or concrete pavement to anchor

the tent, the Lessee is required to conduct a locator search of buried underground utilities using

Sunshine State One-Call of Florida, Inc. at www.callsunshine.com. Repair expenses incurred by

the OCCC to restore grounds and parking lots to their pre-exhibit condition will be billed to the

Lessee.

All exterior exhibit space must be leased and requires prior approval from your Event Manager,

regardless of the Lessee’s contracted space agreement. A permit is required for exterior tent

installation.

Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice Form

A Cooking, Gas (Natural/LP), Open Flame or Heat Producing Device Notice form must be

obtained prior to any on-site cooking, and/or food warming activities on the premises. Cooking

Notice forms can be obtained from your Event Manager, which are then submitted for review

and approval by the Orange County Fire Marshal’s office.

http://www.callsunshine.com/


The use of cooking appliances must be disclosed on the Cooking, Gas (Natural/LP), Open

Flame or Heat Producing Device Notice form. Each exhibit using cooking or food warming

devices may be subject to an individual inspection. Cooking devices must be separated from the

public by at least four (4) feet, or by a substantial barrier between the devices and the public. In

addition, a 2A, 40-BC fire extinguisher must be within thirty (30) feet of all cooking appliances.

All fire extinguishers must be properly charged and tagged by a licensed fire extinguisher

contractor.

Events involving cooking or food preparation must provide an appropriate number of utensil

clean-up areas. Disposal of cooking residue into the OCCC drainage system is prohibited.

Lessee shall provide holding tanks for disposal of all cooking residue (oil, grease, etc.) and

these must be removed at the end of the lease. The OCCC has grease barrels and portable

sink units available at prevailing rates. The Lessee must make arrangements for proper disposal

of cooking residue. Costs or expenses incurred by the OCCC for the removal of cooking residue

left in or about the OCCC will be assessed to the Lessee.

For planning purposes, the OCCC has portable sink units available and Centerplate has grease

barrels (with removal service) available at the prevailing rate. Lessee shall also comply with all

Orange County Health Department rules and regulations.

Allowed Cooking Appliances Must Meet The Following Conditions:

● Equipment fueled by small heat sources (such as Sterno).

● Flaming sword or other equipment involving open flames and flaming dishes

provided that precautions (subject to the approval of the Fire Marshal) are taken. Prior

approval from the Fire Marshal is required.

● Portable butane-fueled appliances (listed and approved for commercial use) with a

maximum of (2) 10 oz. non-refillable containers. The containers must be connected

directly to the appliance. Manifolding of the cylinders is not permitted. The maximum

number of stored butane containers is limited to 24 per day and must be removed at the

end of each day. Prior approval from the Fire Marshal is required.

● Listed and approved vent less self-contained exhaust systems with an automatic

suppression system that complies with NFPA 96 Standard for Ventilation Control and

Fire Protection of Commercial Cooking Operations. Prior approval from the Fire Marshal

is required.

Cooking Appliances that Require Automatic Suppression and/or Flue Connection:

● Fryers

● Grills, Ranges, Griddles, Broilers, Chain-broilers

● Ovens

A fire watch may be provided in lieu of automatic suppression and/or flue connection with prior

approval from the Fire Marshal.


Welding Lasers, welding, and/or cutting equipment are prohibited in the OCCC except as part of an

exhibit and must be approved in advance by the Orange County Fire Rescue Department

through your Event Manager.

Under certain conditions, welding or brazing in an exhibit hall may be permitted, with prior

approval from the Fire Marshal and the OCCC Risk Management Division. In addition,

depending on the scope of work that requires the on-site welding, a mandatory Fire Watch may

also apply. Any unauthorized welding activity is strictly prohibited and will be subject to

immediate termination of the activity.


Section 5: Security Policies

Building Security

The OCCC Security’s mission is to provide a safe and friendly environment for everyone. The

OCCC Security section maintains twenty-four (24) hour security overseeing all public areas,

concourses, back of house areas, parking lots and related exterior grounds. In addition, the

Security section maintains an extensive relationship with the Orange County Sheriff’s Office, as

well as many federal law enforcement agencies. The Orange County Sheriff’s Office (OCSO)

assigns deputies to the facility on a regular basis.

Event Security

The following is a list of providers who are authorized to supply event staffing services at the

OCCC. The event security provider firms listed below represent companies that they are fully

and properly licensed in compliance with all pertinent provisions of the Florida Statutes, the

Florida Administrative Code and all other applicable statutes, ordinances and provisions of

administrative law.

For planning purposes, listed below is a brief summary of security guidelines that are applicable

to all Lessees, exhibitors and attendees.

● Contracted Security Providers

● Homeland Security Advisory System

● Package & Vehicle Inspection

● Severe Weather

● Staff Identification

● VIP and Government Dignitaries

● Weapons Policy


Contracted Security Providers Lessee is responsible for hiring an event staffing service to secure the Exhibit Halls and the

Chapin Theater. A contracted security provider must be selected from the eligible list, or enter

into an agreement with OCCC to operate within the facility.

The Lessee is responsible for retaining the services of an Event Security Provider. An adequate

level of event staffing is required, to include door guards and rover position(s) for each exhibit

hall, ballroom or theater that is under the client’s lease agreement. The Lessee is responsible

for reviewing the OCCC Emergency Procedure Plan with his/her contracted Event Security

Service Provider. To secure the leased premises and support areas, the Event Security Service

Provider must be selected from the approved list available on OCCC’s website or enter into an

agreement with OCCC to operate within the facility.

During move-in and move-out, contracted event security staff must help ensure compliance with

OCCC energy conservation policies. Exhibit hall doors adjacent to air conditioned concourses

must be kept closed, except when in use for pedestrian or equipment transport. Event security

supervisors are expected to review and emphasize this door policy during daily briefings and to

work with OCCC personnel to minimize the loss of air conditioning.

The event staffing service must be contracted to secure the leased premises and support areas

during the scheduled move-in activity through the completion of the move-out from the facility.

At least one (1) event staffing person must be posted at any open freight door during move-in

and move-out.

No freight or personnel door(s) will be opened until event staffing personnel have been posted

within the leased space. Event staffing personnel must be posted before any equipment, show

material or freight may be moved into the facility. Twenty-four (24) hour event staffing is

required once equipment, show material or freight has been moved into the facility.

The Event Security Service Provider may not place locks or chains on exhibit hall, meeting

room, ballroom, theater or office doors. Keys for exhibit hall doors are not available, but Lessee

may issue meeting room key cards to their event security provider.

A detailed staffing plan must be submitted for review and approval to OCCC Event Security

Liaison no less than twenty-one (21) days, prior to the beginning of the Lease term. The plan

will indicate the number of event security personnel and supervisors, dates, times and assigned

locations. The OCCC may request reasonable modifications to any proposed security plans and

will require that any plan meets the minimum requirements of OCCC regulations. Services and

rates are outlined in the OCCC Event Services Brochure.

Event security service staffing levels for events that are open to the public such as youth events,

concerts, plays, ride and drives and/or sporting tournaments, may have additional coverage

requirements that will determined on a case-by-case basis and may necessitate the contracting


of off-duty Orange County Sheriff’s Deputies. Contact your OCCC Event Security Liaison for

more information.

Individuals working for the Lessee, the Lessee’s contractor, or any third-party employer must

wear an approved photo identification badge provided by their respective employer or obtained

from the OCCC’s Security Office.

Event security personnel must immediately report any and all incidents to OCCC Security. An

event security supervisor must be available to take reports on all incidents (theft, injury, etc.)

which occur in areas under the care, custody, and control of the Lessee. Copies of all incident

reports must be submitted to OCCC Security within twenty-four (24) hours of each and every

reported incident.

Appropriate event staffing levels for stand-alone Theater events, Valencia Room events, public

events, youth events and/or sporting events, will be determined on a case-by-case basis by the

OCCC.

Law enforcement officers are required for events that generate large quantities of cash, display

products with extraordinary value, require special crowd control and/or heavy traffic flow, or

pose harmful or threatening situations. The OCCC reserves the right to determine the minimum

number of officers and assigned locations based on individual event requirements.

The Lessee and exhibitors shall secure the necessary licensed law enforcement officer services

through the Event Security Service Provider retained for the show.


Homeland Security Advisory System In accordance with federal guidelines, the OCCC Building Security section may impose

additional facility protection measures should a change occur within the Threat Condition level

of the Homeland Security Advisory System.


Package & Vehicle Inspection Vehicles, cartons, packages or other containers brought in or removed from OCCC may be

subject to random inspection by OCCC security. Personally owned vehicles and company

vehicles are also subject to inspection by OCCC Security.


Severe Weather Upon occasion, the OCCC can be subject to a severe weather condition, such as heavy

thunderstorms, tropical storms and hurricanes. The OCCC Security section has a detailed

response plan that is available upon request, which provides extensive planning information

regarding facility preparations for such conditions.


Staff Identification All show management, exhibitors and attendees must wear an approved show

management badge for admittance to any exhibit hall. It is highly recommended that show

management provide badges to their staff, exhibitors and service providers in advance of the

show. All other personnel working at the facility must be badged with an approved Show

Management or OCCC photo badge.

Any person without an OCCC photo badge or Show Management badge wanting access to any

exhibit hall should be provided with a wristband, provided by Show Management. To obtain a

daily wristband, a “check-in” desk is usually located on the Loading Dock.


VIP and Government Dignitaries Your Event Manager should be contacted when planning VIP and Government dignitary

appearances within the facility. The Security section can provide extensive planning tips when

coordinating the appropriate arrival location, escorts path and departure scenarios for those

guests that may require special or unique protocols.


Weapons Policy “The Orange County Convention Center (OCCC) is a designated government facility. The

possession and/or carrying of weapons on OCCC property is governed by Chapter 790, Florida

Statutes. Lessees of space within the OCCC reserve the right to inspect persons and property

entering their leased space. For example, lessees may establish entry requirements (i.e.

badging, magnetometers, explosive detection K-9s, etc), inspect items (i.e bags, suitcases,

laptops, etc), examine property, (i.e. shipping containers, exhibit booths, etc), and exclude

patrons and property to ensure safety within their events and leased space. Attendees,

exhibitors and the public must abide by Chapter 790, Florida Statutes on convention center

property. The OCCC complies with the requirements of the Law Enforcement Officers Safety

Act (LEOSA) and is applicable to all common areas and leased spaces.”

Weapons may be displayed as part of the exhibitor’s static display, providing the necessary

precautions have been instituted with approval by the OCCC Security Division and the OCCC

Risk and Safety Administrator. The display of firearms requires OCCC’s “Firearm Permit

Checklist” to be completed and sent to the OCCC Security Division prior to the arrival of the

firearm on OCCC property. Contact Event Management to obtain a copy of the “Firearm Permit

Checklist” form.

OCCC does not provide event security. Each lessee is responsible for hiring an authorized

event security provider in accordance with their contract. The OCCC establishes a minimum

level of security staffing for each event and reserves the right to amend this minimum staffing

level based upon the threat assessment of the event(s). A list of authorized and approved

Event Security Service (ESS) providers can be obtained from Event Management. Each of the

approved/authorized agencies is licensed as a Class “B” security agency in accordance with

Chapter 493, Florida Statutes. All personnel working for an approved/authorized agency at the

OCCC must be properly trained and licensed in accordance with Florida Statutes. If a lessee

chooses to utilize a third party security consultant, this consultant cannot exercise operational

control of a contracted, licensed agency or that agency’s personnel. Each lessee must provide

to the OCCC’s Security Division’s Event Security Liaison (ESL) a complete and detailed security

plan in advance of the event by the date stipulated in their contract. The OCCC retains the right

to mandate changes to this security plan if it is deemed inadequate for the event based upon

the professional opinion of Security Management and/or the threat/risk assessment.

All security officers or other personnel providing executive, VIP, dignitary, or other close

personal protection services, must be coordinated through the OCCC Security Division and

meet all applicable licensing requirements in accordance with Chapter 493, Florida Statutes.

The OCCC strongly encourages the use of off-duty law-enforcement officers for armed security.

Under no circumstances shall law enforcement officers without jurisdiction on OCCC property

work in a law enforcement capacity (on or off duty) on OCCC property without prior written

approval of the Sheriff of Orange County.


Dock Coordination/Access Orange County Convention Center’s Security is responsible for overseeing all access to

Convention Center freight docks. The OCCC is divided into three main dock areas:

● The West Dock located in the rear of the West Building

● The North Dock located on the North side of the North/South Building

● The South Dock located on the South side of the North/South Building

Since the OCCC encompasses two different buildings, there are multiple ways to reach the

loading docks. Regardless of the final destination, a Security checkpoint is in place at either

building for all freight trucks entering and requesting dock access.

Please refer to the Move-In/Out Policies – Loading Dock Information pages contained in this

Event Planning Guide for more details regarding loading dock move-in/out.


Dock Staff (Dock Officer) The OCCC Security oversees docks operations and prepares the move-in/out plans. Dock

Officers are supervised by OCCC Security Supervisors and are responsible for executing these

plans including granting dock access for exhibit hall activities. Dock Officers monitor speeding

and parking regulations, and control dock slip access. The Dock Officer should be consulted for

any trailers left overnight in a dock slip, so that a visual inspection of the empty trailer can be

confirmed along with a verifiable company logo of the vehicle. All dock issues should be

directed to the OCCC Dock Officer and/or OCCC Security Supervisor for resolution.


Section 6: Transportation & Parking Information The OCCC transportation team develops weekly comprehensive traffic plans to facilitate the

movement of vehicles and pedestrians in a safe and timely manner. For planning purposes,

listed below is a brief summary of OCCC Transportation guidelines that are applicable to all

lessees, exhibitors and attendees.

● Bus Move Requests

● Directional Signage

● Parking (ADA, Labor and Short Term)

● Overnight Parking

● Traffic Coordination

● Traffic Staff (Traffic Coordinator and Traffic Master)


Bus Move Requests For exhibitors and/or groups requesting a bus move (curb space) at the OCCC during a specific

contracted event, a Bus Move Request (BMR) form must be completed and sent to the OCCC

Transportation section, who will submit this form to the convention/show manager (or designee)

for their approval. Once a decision is obtained, OCCC will contact the requesting party to

confirm the approval or denial of the bus move request. The approval process may take up to

two weeks.

Show management should not use this form, but instead contact your Event Manager for further

information.

https://view.publitas.com/orange-county-convention-center/bus-move-request-form/


Directional Signage The OCCC transportation section has an exterior directional signage system known as the

Dynamic Messaging System (DMS), programmed on a daily basis to direct local and out of town

show attendees to the closest available parking lot locations. Depending on the events/trade

show activity within the facility, these DMS signs can be programmed to direct arriving guests to

park at either the West Building, the North side of the North/South Building, the South side of

the North/South Building, or to any of the other off-site parking lot locations available.


Parking The OCCC charges a parking fee per entry to all users of its parking areas at the prevailing rate

on move-in, show and move-out days. Exhibitors receive daily in/out privileges with a valid

parking receipt and exhibitor badge – based on space availability. Overnight parking on OCCC

property is prohibited. Recreational vehicles (RVs) may use the OCCC parking area for parking

purposes only.

Parking in the loading dock basin or on dock ramps is prohibited and violators will be towed at

the owner’s expense.

Lessee shall not place exhibits outside the OCCC or in any parking areas unless that area has

been leased as exhibition space.

Tents and other structures placed in parking areas must be approved by OCCC Event

Management and applicable permits must be acquired. Non-destructive methods of supporting

structures are preferred, e.g., sand bags, water bags, etc. Any pavement penetrations must be

approved by OCCC Event Management and repaired per OCCC Facility Maintenance

guidelines.

Disability Permit Parking

The OCCC has a limited number of disability permit parking spaces available at different

locations for those guests visiting both the West and the North/South Buildings. Please consult

with your Event Manager for further details regarding this subject.

Labor Parking

Complimentary labor parking is provided at the Destination Parkway flat lot, located off

International Drive, near State Road 528.

Short-term Metered Parking

Short-Term Metered Parking is available in front of the West Building in the Northbound Lane.

Parking in this area is limited to 3 hours at the prevailing parking rate.


Overnight Parking Overnight parking on OCCC premises is strictly prohibited. Any truck or personally owned

vehicle (POV) left in the parking lot once all event activity has ceased each day will be towed at

the owner’s expense.


Traffic Coordination OCCC Transportation Supervisor is responsible for developing and overseeing vehicular and

pedestrian traffic on and around Convention Center property. Weekly comprehensive traffic

plans are developed based on the vehicular needs of each upcoming tradeshow or event. In

addition, special arrangements for each show can be accommodated based on the number of

tour buses, limos or other vehicles for hire that are required to service each event, regardless of

projected attendance. The Transportation Supervisor also works with local and state

governmental officials to be advised of any local area road closures or construction delays that

may affect the timely movement of OCCC trade show guests, both for arrivals and departures

from either building. Any requests or questions relating to traffic, signage, special parking and

ADA needs, or other transportation issues, should be directed to the OCCC Transportation

Supervisor.


Transportation Staff The OCCC Transportation Supervisor is directly responsible for developing the weekly traffic

plans. The Transportation Supervisor is responsible for coordinating all transportation and

traffic needs for clients and ensures this is coordinated with the needs of the Building operations

and other traffic impacts of the local area.

The Traffic Staff is supervised by the Transportation Supervisor and is responsible for executing

the plan in the field. The traffic staff are also available to address guests’ needs (including

answering questions and providing directional assistance).


Appendix A: Event Services & Exhibitor Services Checklist

Time before move-in date

Description Event Services Exhibitor Services

12 months

Your Sales Manager and Event Manager will call you and review your event and our team assigned to assist you in the planning stages. We will also send out a link to a custom OCCC Portal resource tool that is interactive and allows both your team and the OCCC team to share documents, build a library of resources to maximize the experience during your planning stages and provide a mobile directory to use on site during your event for texting, calling or emailing all event contacts.

Call from Event Manager; Review your event and assigned team; Send link to custom interactive OCCC Portal resource tool; share documents, build resources and provide mobile directory with your team and the OCCC team.

Call from Exhibitor Services Coordinator. Review your event and assigned team.

6 months

Your EM will review your floor plan and the information required to ensure your proposed event program abides by certain building and fire safety code regulations.

Submit Exhibit Hall Floor Plan for Fire Marshal review and approval; Available for site/planning visits; Review of building and life safety codes for event planning and logistics.

3 months

Your EM will request to review all proposed show specifications, proposed meeting room specifications and proposed theater activity. Your ESC will request to review the show exhibitor kit.

Exhibit Hall Floor Plan changes/revisions submitted for Fire Marshal review and approval.

Review of show exhibitor kit; Custom webpage available for show website, including real-time online ordering confirmations.

continued on next page


Appendix A: Event Services & Exhibitor Services Checklist (continued)

2 months

Your EM will be requesting the final exhibit hall floor plan, the final show specification and any other information involving related event activity. It is recommended that during this time, show managers provide their EM with as much event detail as possible, so that the EM can provide accurate and timely support information regarding your proposed event program.

Final Exhibit Hall Floor Plan submitted for Fire Marshal approval; Review of all proposed service contractor information; Review of all proposed event/show specifications; Review all proposed meeting room specifications; Review all proposed theater/production specifications.

Review exhibitor list; Review orders with exhibitors to ensure they are getting the most cost effective service for their booth; Courtesy calls/emails reminding exhibitors of incentive deadline, saving exhibitors up to 40% on show orders; Custom webpage available for show web site, including real-time ordering confirmations.

21 days

EM should have received all final show specs and final floor plans, if not previously submitted. The Center offers a 30% discount to show management on personnel and equipment service orders received 21 or more days prior to first move-in day. (Incentive Rate).

Receipt of all final service contractor information: Move-in, show and move-out schedules; Receipt of all final event/show/meeting room/ theater/production specifications; Confirmation of show hours and meeting room schedule; Confirmation of audio-visual requirements; Receipt of the final contracted security plan; Receipt of all show management (non-exhibitor) show orders, including Rigging and Event Utilities.

Review exhibitor list; Review orders with exhibitors to ensure they are getting the most cost effective service for their booth; Courtesy calls and emails reminding all exhibitors of the incentive deadline, saving exhibitors up to 40% on show orders; Custom webpage available for show website, including real-time online ordering confirmations.


Revised November 1, 2018

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