Event Planning, Checklist & Budget
1.1 Event Agenda
A tentative agenda is recommended at least six (6) months before the first contract day. A preliminary agenda is required forty-five (45) days before the first contract day. A final agenda containing complete event requirements is due thirty-one (31) days before the first contract day, including but not limited to, event schedule or timeline, exhibition timeline (move-in, show, move-out) and diagram, approved floor plans (exhibits, meetings, general sessions), utility and technical requirements, event security, AV and General Service Contractor production schedules. Send the event agenda and all event specs to your Event Coordinator via e-mail.
1.2 Equipment and Services Rates
The ACC offers an Incentive Rate to the Client on equipment and services if the assigned Event Coordinator receives all complete event requirements and specifications forty-five (45) days out from the first contract day. Add-ons and change orders received thirty (30) days or less from the first contracted day are charged the Standard Rate.
Complete event requirements include, but are not limited to:
- a. Event schedule or timeline (agenda)
- b. Event security
- c. Emergency medical paramedic Services
- d. Exhibition timeline and diagram (move-in, show, move-out)
- e. Production and/or AV schedule
- f. Approved floor plans (exhibits, meetings, general session)
- g. GSC production schedule
- h. Utility and technical requirements schedule
1.3 Hours of Operation
An event contract day is from 6:00 a.m. to 11:59 p.m CST. Event hours outside of a contract day are subject to overtime rates plus applicable labor charges at prevailing rates and must be approved in advance. Administrative office hours are Monday – Friday 8:00 a.m. - 5:00 p.m. CST. The Administrative office is closed most major holidays.
1.4 Planning Documents
Event Planner Timeline Checklist
This checklist starts as far as 18 months out from your event and is designed to help keep your tasks on track as you are planning your event.
Master Planning Workbook
This excel workbook is designed to collect all event related information as it pertains to the Austin Convention Center. We recommend discussing and collaborating on this worksheet with your ACC Event Coordinator.
ACC Budgeting Guide
Use this checklist as a guide to anticipate potential expenses for your event. Please note the list is not all-inclusive and simply presented as a guide of costs that are most typical when hosting an event at the Austin Convention Center (ACC)
1.5 Virtual Tour
Get to know the building with our Virtual Tour.
For additional room specifications, including CAD diagrams and max set examples, please head to the Room Specifications section.