Exhibit Halls
Floor Plans:
The Washington Convention Center Authority and the District of Columbia Fire Department Fire Prevention Bureau approve all floor plans prior to move-in. Floor plans are not approved without signed and stamped approval from the Center and the District of Columbia Fire Department Fire Prevention Bureau. This approval is only preliminary; final approval is given only after an on-site inspection by the District of Columbia Fire Marshal.
Procedures for Floor Plan Submission
Plans must be submitted to your event manager, at least three months prior to the move-in for all events in:
- Exhibit Halls A, B, C, D, E
- Ballroom
- Exhibits in Room 146ABC
- Exhibits in East and/or West Registration
- ALL public space plans including registration.
FLOOR PLANS SUBMITTED DIRECTLY TO THE DCFD FIRE PREVENTION DIVISION WILL BE RETURNED WITHOUT APPROVAL.
Floor plans must be drawn to scale (1/16”, 1/20” or 1/32”) and should clearly indicate the following:
- Name and date of the event
- Name of the leased space (e.g., Hall B)
- The entire hall(s)/room(s)/lobby must be shown, no matter how much space the event uses
- Official general service contractor
- Date of initial drawings and of revisions
- All exits
- All aisle dimensions
- Bone-yards and proposed on-site crate storage areas, clearly identified as such
- Service desk locations
- Occupancy/expected attendance
- Minimum six feet clearance on all sides of each column
- All proposed perimeter draping or wall treatments
Ten (10) hard copy sets of plans must be submitted to your event manager. FLOOR PLANS SUBMITTED DIRECTLY TO THE DCFD FIRE PREVENTION DIVISION WILL BE RETURNED WITHOUT APPROVAL.
The required fee for review of floor plans is $150 per drawing to be submitted for payment to the “DC Treasurer”. The fire marshal will not review floor plans without advance payment of this fee.
If the final floor plan is different from the initially approved plan, the final plan must be resubmitted and processed for approval.
SAFETY GUIDELINES FOR FLOOR PLAN DESIGN
Please use the following safety guidelines adapted from the National Fire Protection Association Life Safety Code for acceptable floor plans:
- All points of entrance and exit must maintain a minimum of 15 feet clear space on all sides to the entry way.
- Aisles must be a minimum of 10 feet wide.
- A maximum of 250 feet of aisle travel is permitted from any location to the nearest exit.
- All exits, fire hose connections, extinguishers, cabinets, standpipes, alarm call stations, strobe lights and first aid stations must be visible and accessible at all times.
Exhibitor Lists and Exhibitor Manuals
Provide your initial exhibitor list and subsequent updates to your event manager when your booth sales effort has begun. We prefer to receive the exhibitor list in Excel format with complete contact information including company name, contact person, phone and email, and booth number. We share your list with our service partners who provide electrical, plumbing, technology and catering services to your exhibitors, so that our partners can offer assistance in planning needs. We may also survey your exhibitors about their experiences at the Center so that we can continue to improve our services. We do not resell or distribute your list to other entities.
Please send your event manager six copies of your exhibitor kit, so that we are informed of pertinent dates, rules specific to your event, other vendors, etc.
Exhibitor Service Center
Please indicate the location of the exhibitor service center (service desk) on your floor plan, and provide counter space for our electric, plumbing, and technology services. We require a minimum of two counter spaces per service center location.
Event ("Show") Security
Your contracted show security must be on duty as soon as you take possession of the exhibit space.
Floorload
The maximum weight capacity in all exhibit halls is 350 lbs per square foot.
Freight Deliveries
We do not accept shipments of event-related freight or materials. All exhibitor materials, booths and other drayage must be consigned to the general service contractor once the license period has begun. We are unable to accept these deliveries and will return to sender.
Exhibitor Privately Owned Vehicles (POVs)
If you or your contractor permits exhibitors to deliver and unload booth materials at the loading dock or on the exhibit floor from privately owned vehicles (POVs), you must designate which loading dock bays are to be used for POV unloading. You or your contractor must also control the POV access to the dock. Public safety is of utmost concern and transportation services monitor this so that vehicles are removed as soon as possible.
Inform your event manager if you permit POVs so that transportation services can develop a plan with you or your general service contractor.
Overhead Lighting
We set overhead lights at worklight (50%) level during move-in and move-out. Please inform your event manager if it is too dark over a critical area during your move-in, and we will make an adjustment in that location.
We provide full lights from one hour before your event opens each day until the show closes, when we restore the work-light level. We charge for full lights requested during move-in and move-out.
If you have multiple functions in an exhibit hall, such as registration or poster sessions that vary from your exhibit hours, additional overhead lighting can be arranged. We will provide full overhead lighting for approved photo sessions or press coverage.
Labor fees will be assessed to create special lighting patterns in an exhibit hall.
Discuss your complete overhead lighting requirements with your event manager.
HVAC
We do not operate air-conditioning or heat in exhibit halls during move-ins and move-outs. When the temperature conditions are extreme we make adjustments for health, safety and comfort reasons. We work with the general service contractor to identify freight doors that must be closed to assist in maintaining comfortable temperatures.
We maintain a comfortable temperature in the exhibit halls from one hour before your event opens each day through your event hours.
Please inform your event manager if you require air-conditioning or heat during move-in or move-out, so that our engineering department can determine the additional fee. This will require that your general service contractor restrict freight and personnel movement to only one freight door per exhibit hall.
Noise
Volume levels in booths and events may not infringe on other events. Decibel levels must not exceed safe limits, or the rules set by show management.
Paging Microphones
There are microphone paging stations in the permanent show offices. Use of these is complimentary. There is a fee if you choose to have a paging microphone installed in a location other than the permanent show offices.
Right of Entry Permits
All general service contractors, exhibitor-appointed contractors, audio-visual and production contractors performing services in the Center are required to file annually for a right of entry permit which obligates them to comply with the Center’s rules and regulations, including compliance with the safety and substance abuse program. This program includes random substance testing under controlled conditions.
Labor Unions ("Show" Labor)
Skilled union trade labor is employed by your general service contractor and exhibitor appointed contractors, and center service partners to perform most of the “show” labor work associated with events.
Carpenters (United Brotherhood of Carpenters and Joiners) are responsible for decorating, installation and dismantling of exhibit displays, hanging lightweight (under 200lbs) signs and banners, carpet installation and any work requiring the use of power tools.
Teamsters (International Brotherhood of Teamsters) are responsible for material handling, unloading, freight movement and reloading, as well as operating mobile equipment including tractor trailers and forklifts.
Stagehands (International Alliance of Theatrical Stage Employees, Moving Picture Technicians, Artists and Allied Crafts of the United States), hired by your audio visual or production contractor, install, operate and dismantle theatrical lighting and audio equipment associated with general sessions, performances and exhibits.
Electricians (International Brotherhood of Electrical Workers), are provided by HiTech Electric, our exclusive provider of temporary installations of electrical services, plumbing services, and rigging.
Maximum Occupancy in Exhibit Halls
The maximum fire code occupancies for the exhibit halls are:
- Hall A 9,705
- Hall B 12,418
- Hall C 8,504
- Hall D 7,550
- Hall E 7,115
For safety reasons, we reserve the right to deny further entry into these spaces when maximum occupancy is reached.
Multi-Story Booths
Exhibit booths that are multi-story or contain covered assembly areas, such as conference areas or theatres are permitted in the exhibit halls providing they meet the following minimum life safety requirements:
- Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closet(s) built into the exhibit.
- Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 3A40BC.
- The maximum occupancy of the load-bearing area(s) in a multi-story exhibit is limited to one person per fifteen square feet of floor space, not to exceed a total of 25 persons. The maximum occupancy must be posted.
- There must be at least two means of egress from each load bearing area(s) in excess of 200 square feet in a multi-story exhibit, or from each covered assembly area in excess of 200 square feet.
- A fire prevention attendant who has been trained to operate fire extinguishers must be on duty at all times that the exhibit hall is closed, from the time that the enclosure is completed until the time that the enclosure is dismantled.
- Four copies of the exhibit plan must be submitted to the Center at least 45 days prior to the installation. The plans must be certified and sealed by a licensed structural engineer or licensed architect. Plans will be reviewed by the Center and the DC Fire Department Fire Prevention Division for approval.
- Exhibits may not be installed without approval. The DC Fire Prevention Division has the authority to stop work and prohibit occupancy of booths that are not in compliance.
Crate Storage and Boneyards
Crate storage and boneyards are permitted in occupied exhibit halls and on loading docks with advance written approval. Crate storage and boneyards must be shown and labeled on all exhibit hall floor plans submitted for approval.
a. Exhibit Hall Storage
- Each crate storage island in exhibit halls must:
- Be separated from exhibit area (if in an occupied exhibit hall) by a minimum 20-foot-wide continuous, clear aisle.
- Be separated from exhibit hall walls by a minimum 20-foot-wide continuous, clear aisle.
- Be no larger than 20 feet by 20 feet by 12 feet high.
- Have 10 feet clear aisle (minimum) around all four sides.
- Each storage area must be protected by at least one fully charged 3A40BC fire extinguisher for every 200 square feet of storage. A 20’ x 20’ crate island requires a minimum of two fire extinguishers.
- Fire extinguishers must be mounted securely above the floor level to prevent damage.
b. Loading Dock Bays Storage
- Crate storage is permitted in alternate loading dock bays only.
- Storage is not permitted in bays which contain trash compactors, open-top trash containers or other building equipment.
- Storage is not permitted in bays #5 and 6, which are reserved for ballroom access.
- Crate storage in loading dock bays must be contained within the footprint of the bay, and be no higher than 8’ from loading dock platform.
- Crate storage in Hall D and E dock bays may not extend beyond the overhead roof.
- Each storage area must be protected by at least one fully charged 3A30BC fire extinguisher for every 200 square feet of storage. A typical loading dock bay will require at least four fire extinguishers.
- One ABC fire extinguisher is mounted for every two (2) bays throughout the facility.
- Access to fire exits and fire extinguishers must never be blocked.
- Storage must not block access for emergency or trash removal vehicles, or other Center equipment.
- Crates may not be stored in bays containing load leveling systems.
c. Loading Dock Apron/Platform Storage
- Crate storage and boneyard storage is permitted on the loading dock aprons/platforms if it is contained within the painted yellow lines on the floor and walls, and conforming to the same fire extinguisher guidelines as above.
- Storage must not block life safety equipment, doors, mechanical, electrical, ventilation, or vending areas.
- Crate and boneyard storage is not permitted against the perimeter walls of the loading dock roadway, and is not permitted on the exhibit hall drive-in ramps.
d. Fire Prevention Attendants
Dedicated fire prevention attendants (“fire watch”) are required during non-show hours for all crate storage locations inside the hall and on the loading dock. Event security officers may serve as fire watch attendants. All fire watch personnel must be trained to operate the fire extinguishers and must know the locations of:
- The nearest standpipe or fire hose connection
- The nearest fire hose cabinet
- The nearest house telephone station
- All fire extinguishers in the crate and boneyard storage area
e. Other Crate and Boneyard Storage Guidelines
- Exits, fire emergency and mechanical equipment may not be blocked or partially obstructed at any time.
- Storage of loose scrap or packing materials is only permitted in sealed crates.
- Storage of flammable or combustible materials, mixtures, liquids, gases, hazardous or medical waste is not permitted inside the Center.
- Storage of carpet rolls is permitted only in approved bone yard storage areas.
- Gas cylinders (full or empty) may only be stored in approved storage cages. The location of temporary cages must be confirmed with your event manager in advance.
- The official general contractor is responsible for housekeeping, cleanup and security of all storage and bone yard areas.