Greater Columbus Convention Center Event Planning Guide - Page 4



Section 1: Event Planning
Event Management
Our skilled Event Managers are thoroughly familiar with the policies, procedures and services of the GCCC and gather all
event information and distribute it to our operating departments. As soon as your contract is executed, you will be
assigned an Event Manager who will send you a letter of introduction. In addition to answering all your questions, your
Event Manager will remain your primary GCCC contact through the conclusion of your event. For a suggested planning
timeline, please refer to the Event Timeline
Event Timeline
Here is a suggested timeline. We realize that some events are booked and occur in a shorter time frame. We will adapt this
timeline to best fit your group’s needs.
12 Months Prior:
Facility contract issued
Sign & return contract with initial deposit
Event Manager (EM) and Catering (Levy) Event Manager assigned
Place EM and Levy on your mailing list
Review Event Planning Guide
Provide copy of previous year’s meeting information to your EM
Submit three (3) copies of your floor plans to your EM for Fire Marshal approval.
(Do not to start selling any exhibit space until your plans have been approved)
6 Months Prior:
Provide your EM with information on general service contractors
Decorator/General Service Contractor
Audio/Visual Company / Production
Event staffing requirements (Public Safety Event Staff, Special Duty Police, First Aid)
Review contracted space
Send your EM and exhibitor kit and an exhibitor list (if applicable)
Discuss catering needs with your Levy Sales Manager
3 Months Prior:
Facility utility requests are due (electric, telephone, rigging, internet, water, gas)
Review signage and location plan
Finalize outside service contractor arrangements & movement
Ground / Shipping handler
Transportation / shuttles
Decorator / drayage
Audio Visual
Public Safety Event Staff
CPD (event and traffic) / CFD (EMT) First Aid
Website Signage Form
2 Months Prior:
Submit three (3) copies of your final floor plan to your EM for Fire Marshal approval
Meeting room requirements are due to your EM
Set date and time for your Pre-Conference and Post Convention meetings with facility staff
Master “Schedule of Events” is due to your EM
Complete all food & beverage arrangements with Levy Sales Manager
Final rental payment is due (or as the date per your contract states)
Finalize meeting room sets with your EM (on-site room changes will incur an additional labor charge on your final
invoice)
30 Days Prior:
Liability Insurance Certificate is due 30 days prior to the event – View Insurance/Liability Tab
4

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