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TH E M E ETI NGPROF E S S IONAL’S GU I DE3 3 5 5 L A S V E G A S B O U L E VA R D S O U T HL A S V E G A S , N E VA D A 8 9 1 0 9
A warm Welcome to The Venetian Resort Las Vegas – one of the largest hotel/convention facilities in the world.On behalf of our more than 10,000 Team Members, we would like to thank you for the opportunity to work with youand your team. It is said, “The Art of Making Art is Putting it Together. That’s what counts.” We know it’s all about thedetails and with the combined power of The Venetian Resort and The Venetian Convention and Expo Center Las Vegas,we believe we have created one of the finest meetings facilities and meeting services teams in the world. Our dedicatedteam of professionals is here to assist, anticipate, and partner with you to ensure your event is delivered at a level thatwill exceed your expectations.To start the journey, your Catering & Conference Manager will be your primary guide through our campus(Food & Beverage is an exclusive service). From the outset, depending upon your needs, you will be introducedto and partnered with our Group Housing Services, our Group Hotel Services, and an Expo & Specialized EventServices (SES) Event Manager.Each of these teams plays a unique and critical role in coordinating and helping to bring your program together.Gary McCreary, CMP/CSEP/CPCEVice President of Catering and Convention Operations Our Group Housing Services will assist with all of your group reservation set-up requirements prior to arrival. Our Group Hotel Services will help plan for your group’s arrivals, departures, and specific housing needs whilestaying with us. Your Expo & SES Event Manager will oversee all of your event’s technical requirements and facilitate assistancewith any trade show or exhibit needs you may have.Should your event utilize space within The Venetian Expo, your Expo & SES Event Manager will serve as your liaison tothe convention center and ensure all of your exhibit and trade show plans are optimally executed. Our Exhibit & BusinessService Representatives work closely with exhibitors to facilitate technical orders, recommend services, and provideongoing support throughout the event. The Expo Food & Beverage team provides an array of offerings to enhanceexhibitor and attendee experiences, including an incredible exhibit booth menu and customized branding opportunitiesto raise your booth experience to a new level. The Expo Show Cleaning Team ensures the exhibit floor is show-ready,and offers exhibitors the opportunity for booth cleaning services throughout the event. Since electrical, Internet, lighting,plumbing, rigging and telecom, Food & Beverage, and booth cleaning are all exclusive services, your SES/EventManager plays an integral role in facilitating each of these moving parts for you, as well as your exhibitors.Through our industry-leading Venetian Clean Commitment, we are hosting live and hybrid meetings safely by providinga highly controlled and organized environment, using health and safety protocols that constitute best practices. Allmeetings and events are subject to the Venetian Clean Guide to Meetings.All of us at The Venetian Resort and The Venetian Expo are here to ensure your event receives our utmost attention toease your job as a Meeting Planner.Thank you in advance for the opportunity to partner with you in creating a successful event. Let the show begin.Kirsten DimondThe Venetian Expo Vice President and General ManagercontentsPage 2previousnexthome
TABLE OF CONTENTSMeeting Professional’s ChecklistAccounting/Credit6-78Meetings/Convention Cash Paid Outs Policy. 8Master Accounts. 8Master Account Review. 8Master Account Final Billing. 8ADA24ADA Requirements. 24Parking and Curbside Loading/Unloading. 24Wheelchairs and Scooter Rental. 24Banquet Standards and PoliciesCompliance25-28Automatic Fire Safety System (AFSS) Requirements. 25Balloons/Inflatables. 28Chemicals and Gas Brought In to the Facility. 29Combustible/Non-combustible Storage. 27Displays/Drapes/Hangings. 25Equipment Storage. 27Fees. 25Fire Marshal Permits and Approvals. 25Floorplan Requirements. 26Foyers. 289-14Hazing. 27Additional Charges. 11Motorized Transportation. 28Alcoholic Beverages and Alcoholic Beverage Services. 9Nevada Clean Indoor Air Act/No Smoking Law. 28Banquet Service Charge. 13Pyrotechnics. 27Banquet Service Ratios. 9Remote-controlled Devices/Demonstration Area. 28Banquet Guarantee Policies. 10Selling Items. 29Continental Breakfast Service and Fees. 12Venetian Clean Guide to Meetings. 27Dispensing of Food and Beverage Product Samples. 14Food and Beverage Product Demonstrations, Samples, or Sponsorship. 14Emergency/Security21-23Food and Beverage Products. 12Contracted Security. 22General Terms. 11Emergency Announcement Protocol. 21Labor Fee. 11Emergency Equipment. 21Payment Terms. 12Emergency Staff - Emergency Medical Technician (EMT) Services. 21Performance. 11Fire Extinguishers/Fire Hose Cabinets. 21Pop-up Orders Placed Within 72 Hours. 11Lost and Found. 23Retail Concession Outlets. 12Resort Employee Access. 21Retail Minimums & Billing Information.12-13Security Contacts. 21Special Meal Orders. 13Security Incident Reporting. 22State Tax. 13Security Staffing Requirements and Traffic Control. 23contentsPage 3previousnexthome
TABLE OF CONTENTSFedEx Office Business Center3624-hour Access. 36Hotel Occupancy Tax. 33Equipment Rentals. 36Pre-key. 32FedEx Office Business Center and Parcel Management Services. 36Resort Fee. 33Hours and Contact Information. 36Ride Share. 31Payment Options. 36Rooming List Groups. 30Products and Services. 36Specialty Arrival Options. 32Gaming and Taxing Compliance Matters29Charitable Gaming Events. 29Telecommunications. 33Insurance and Special Permits41-43Gaming Compliance. 29Additional Health Permits. 43Live Entertainment Tax (LET). 29Animal Guidelines. 42Green Meetings Program48Green Meeting Options/Green Meetings Concierge. 48Group ServicesAnimal Permits. 42ASCP/BMI/SESAC Broadcasts and Publications. 43Automobile/Fuel-powered Vehicles Inside Facility. 4330-34Insurance/Indemnification and Liability. 41Arrival Process. 31Policy Cancellations or Revisions. 41Call-in Groups. 30Check-in and Hospitality Options. 32Front Desk. 31General Policies. 30Group Hotel Services. 31Group Housing Services. 30Group Services Pricing. 34Guest Services. 32Guest Suite Incidentals. 33Guest Suite Policies. 33High-speed Tiered Internet. 33Hotel Assignment. 30contentsPage 4previousnexthome
TABLE OF CONTENTSMeeting Services15-16Signage and Promotional Materials44-46Equipment Inventory. 15Advertising. 44Staging. 15Banner and Signage Policy.44-45Carpet Over Carpet Installation & Visqueen Removal. 15Digital Signage Opportunities. 45Catering & Conference Coordinators. 16Distribution of Printed Material. 45Event Postings. 16DVD Channel Feed. 46Exhibit Space Show Cleaning Labor. 15Filming/Photography/Media Requests. 45Facility Carpet Protection. 15Photo Services. 46Facility Damages. 16Program Handouts. 46Quick Turnover. 15Promotional Material. 45Meeting Room Keys. 15Public Areas. 46Meeting Services Hotline. 16Sponsorships. 44Noise Levels. 16Set-up Fees. 15Pool Function PolicyShipping and Receiving, FedEx Office Parcel Management40Telecommunications (Guest Suites)47Guest In-suite Telecommunication Needs. 47The Venetian Expo/SES17-2037-39Cancellation Policy. 19Package Delivery to Guest Suites. 38Donation Program. 20Package Delivery Within the Hotel. 38Exclusive and Non-exclusive Technical Services. 17Package Handling Fees. 39Exclusive Technical Services (formerly Scope of Work).17-18Package Labeling Standards. 37Exhibit Hall Climate Control. 20Preparing Your Shipment. 37Exhibit Hall Lighting. 20Shipping and Receiving - Instructions. 38Exhibitor & Business Service Center. 19Shipping and Receiving Packages. 37Freight Elevator Operations. 19Storage and Oversize Fees. 39Luggage and Coat Check. 20Terms and Conditions.38Show Cleaning & Meeting Services. 19Upon Your Arrival. 38Technology/Wi-Fi. 18Upon Your Departure. 38Transportation35Venetian Clean Commitment27contentsPage 5previousnexthome
MEETING PROFESSIONAL’S CHECKLISTBelow is a general timeline for your reference of items your Catering & Conference Managerand Expo & SES Event Manager will need. Naturally, depending upon when your meeting books,the timeline will float and therefore should be used as a guide and not a hard and fast rule.12 Months Out:6 Months Out:[ ]Determine the number of guest rooms to be set aside for a sub-blockor your staff/VIP rooms.[ ]Submit an outline of any functions requiring set-up time of more than2 hours prior to scheduled start time.[ ]Review reservation procedures for general attendees.[ ][ ]Submit a copy of your housing form for approval (if applicable).[ ]Submit a copy of your exhibitor contract for approval (if applicable).Return a signed copy of the Acknowledgement Sheet for The VenetianConvention and Expo Center Policies and Procedures (included in the initialCatering & Conference Welcome Packet).[ ]Review suites held (COMP or otherwise).[ ][ ]Submit a tentative program.Review your equipment requirements to determine if you have needsbeyond the standard Resort inventory. Needs beyond resort inventory willincur additional charges that will be billed to the group’s Master Account.[ ]Review any equipment you are renting, including office equipment,two-way radios, copy machines, and cellular phones.[ ]Submit a copy of your mailings to your attendees.[ ]Discuss Hospitality requirements with Hospitality Manager.[ ]Make tentative banquet and wine selections.[ ]Determine arrival/departure location for all planned transportationwith your Catering & Conference Manager.[ ]Submit all public space plans including signage, sponsorship,and banner requests.9 Months Out:[ ][ ][ ]Submit the Company and contact names of your general contractor,production company, security company, and any other outside companiesyou may be utilizing.Submit a copy of your certificate of insurance, namingThe Venetian Convention and Expo Center, LLC as additional insured.Update tentative program.6 Months Out:[ ]Submit a copy of your exhibitor list (if applicable).[ ]Submit a Fire Marshal-approved floor plan of your exhibit hall.[ ]Submit a definite and detailed program of all meetings, food and beveragefunctions, and exhibit hall hours with start and end times, a head count,and set-up style (theater, classroom, conference, etc.) for each function.90 Days Out:[ ]Provide shuttle bus schedules.[ ]Provide an outline of your telephone and Internet requirements.[ ]Decide dates and times for pre-convention and post-convention meetings.[ ]Release all space not being utilized back to the Resort.[ ][ ]Review any other permit and certificate you may need with yourCatering & Conference Manager and Expo & SES Event Manager to besure they are submitted.Submit/double check on status of requests to local authorities forFire Marshal Plan, Health Permits, and Gaming Compliance Issues.[ ]Provide an outline of plumbing and cleaning requirements toExpo & SES Event Manager.[ ]Submit an outline of power and rigging requirements to Expo &SES Event Manager.contentsPage 6previousnexthome
MEETING PROFESSIONAL’S CHECKLIST60 Days Out:[ ]Submit credit requirements.45 Days Out:[ ]Submit detailed and final specification for the set-up, audio-visual, and foodand beverage requirements for each of your functions.[ ]Submit a list of reservations for your staff/VIPs/speakers to include arrival/departure dates, type of accommodation requested, special requirements,and method of payment for room and incidental charges.[ ]Submit rooming list for your general attendees (if applicable).[ ]Submit copies of Fire Marshal-approved diagrams for any function set for300 or more people.[ ]Submit fire watch schedule and certification due to resort.[ ]Submit hazing and pyrotechnics schedules.30 Days Out:[ ]Submit an outline of any rehearsals that will be held in function rooms.[ ]Finalize any outstanding details needed for your arrangements.[ ]Submit final production schedules.[ ]Submit any VIP transportation requirements.[ ]Submit notification of any news or print media that has been invited to anyof your events.[ ]Finalize arrangement for any organized group transportation.[ ]Submit Insurance Certificates for all outside vendors hired by yourorganization to do work on your behalf. Please note prior to work beingdone in The Venetian Resort and The Venetian Expo, all outside companiesmust have certificates on file.[ ]Ensure you or your production company have obtained necessary approvalsfrom local officials (Fire Marshal approved plans, health permits, gamingcompliance) or applicable.[ ]Submit security and EMT schedules.[ ]Submit final event schedule.[ ]Submit meeting room key requests.[ ]Provide an outline of floral requirements.[ ]Provide Fire Marshal approved plans for exhibit halls and lobbies(20 full size to scale copies required.)14 Days Out:[ ]Return signed and approved group resume for distribution in Resort.10 Days Out:[ ]Provide arrival/departure manifest (if applicable).[ ]Review Event Monitor posting(s) for all functions.7 Days Out:[ ]Submit any changes to original resume provided.[ ]Submit any changes to original BEOs provided.[ ]Submit Animal Permit Liability form, if required.72 Business Hours Prior to Function:[ ]Submit guarantees for all F&B Events (guarantees are not subject toreduction once given). Should no standard be submitted in writing, youaccept and agree the expected number is the standard and, as such, isnot subject to reduction. Note: Guarantees for events with 3,500 or moreattendees require an earlier guarantee – see page 10 for more details.If you need assistance or should you have any questions on any of the above items,please contact your Catering & Conference Manager.contentsPage 7previousnexthome
ACCOUNTING/CREDITMeetings/Convention Cash Paid Outs PolicyFor accounts with established credit, a cash pay out can be arranged. Your Catering& Conference Manager will coordinate with you on the cash paid out request shouldthe requirements be met.Master AccountShould the requirements be met, your assigned Account Specialist/Group HousingManager will assist you with payment of pre-arrival deposits and establishing credit foryour event.The Venetian Resort and The Venetian Expo accept all major credit cards. Wires andchecks are accepted under restricted guidelines.Master Account ReviewOnce on site, your Catering & Conference Manager will assist you in arranging a billreview of your Master Account with your Group Hotel Services Representative.Master Account Final BillingAfter your event, your Account Specialist will prepare final billing.contentsPage 8previousnexthome
BANQUET STANDARDS AND POLICIESAlcoholic Beverages and Alcoholic Beverage ServicesBanquet Service RatiosThe Venetian Resort and The Venetian Expo are regulated by the Nevada StateAlcoholic Beverage Commission. Per Nevada state law, alcoholic beverages ofany kind will not be permitted to be brought into the Resort by the patron or anyof the patron’s guests or invitees from the outside. Nevada state law furtherprohibits the removal of alcoholic beverages purchased by the Resort for clientconsumption.The following service ratios will apply to all Food & Beverage functions. If you requiremore servers we can accommodate your requests but additional fees will apply.Bartenders are required whenever alcoholic beverages are served inThe Venetian Expo. Self service of alcoholic beverages is not permitted at anytime. All food and beverage items must be purchased from The Venetian Expo. Inthe event you wish to order special alcoholic beverages not in The Venetian Resortinventory, these items must be ordered by the case. Special-order items may not bereturned and must be paid for in their entirety. Unused bottles may not be sent toguest suites or leave The Venetian Resort premises.Package Bars do not include Passed Beverages or Table-side Wine Service.The legal drinking age in Nevada is 21. Proper identification is required whenattending a function with alcohol in order to be served.Plated Breakfast. 2 servers per 40 guestsBuffet Breakfast. 2 servers per 40 guestsThis calculation includes required attendants on standard buffetsPlated Lunch. 2 servers per 40 guestsBuffet Lunch. 2 servers per 40 guestsThis calculation includes required attendants on standard buffetsPlated Dinner. 2 servers per 30 guestsBuffet Dinner. 2 servers per 30 guestsThis calculation includes required attendants on standard buffetsHosted Consumption Bar. 1 bar per 75 guestsHosted Package Bar. 1 bar per 100 guestsCash Bars. 1 bar per 150 guestscontentsPage 9previousnexthome
BANQUET STANDARDS AND POLICIESBanquet Guarantee PoliciesTen (10) work days prior to all food functions, the Hotel requires the expected numberof guests for each scheduled event. The expected number of guests cannot bereduced by more than ten percent (10%) at the time the final guarantee is givento the Hotel. Guarantees for functions of 3,499 guests and below shall be due no later thannoon, three (3) business days (72 hours) prior to the scheduled function, as tothe exact number of guests to attend all planned functions. Guarantees for functions of 3,500-4,999 guests shall be due no later than noon,five (5) business days prior to the scheduled function. Guarantees for functions of 5,000-9,999 guests shall be due no later than noon,seven (7) business days prior to the scheduled function. Guarantees for functions of 10,000 or more guests shall be due no laterthan noon, ten (10) business days prior to the scheduled function. In somecases, for very complex programs, guarantees might be required evenfurther out than ten (10) business days. Guarantees for Sunday and Monday events must be given no later than noonof the preceding Wednesday. Guarantees for Tuesday events must be given no later than noon of thepreceding Thursday. The Venetian Resort reserves the right to require a longer guarantee leadtime due to but not limited to: (menu complexity, cumulative program/eventvolume, organic sourcing requirements, sustainability requirements, holidayperiods, delivery constraints, or other constraints) in order to successfullysecure product and timely production. The overset for any event guaranteed for 100 or more people will becalculated at 3%. This 3% overset will not exceed 50 place settings. For events of 100 persons or less, the guarantee will equal the set. Should the client not notify The Venetian Resort and The Venetian Expo of aguarantee number, the expected number shall be utilized as thefinal guarantee. Should the guarantee decrease by 15%, The Venetian Resort andThe Venetian Expo reserves the right to charge room rental, services charges,and/or reloc
Expo & SES Event Manager. [ ] Submit an outline of power and rigging requirements to Expo & SES Event Manager. MEETING PROFESSIONAL'S CHECKLIST Below is a general timeline for your reference of items your Catering & Conference Manager and Expo & SES Event Manager will need. Naturally, depending upon when your meeting books,
