Fluid Event Center Promoters Guide

Fluid Event Center
Promoters Guide
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General Information
Fluid Event Center Main Office
601 N. Country Fair Drive
Champaign, IL 61821
(217) 359-6960
www.fluideventcenter.com
Fluid Events LLC. owns and manages the Fluid Event Center. Fluid Events brings a staff of industry
professionals to the building and has instituted many industry-proven operational practices to enhance
the environment for event center patrons and promoters.
Facility Description
The Fluid Event Center is a multipurpose entertainment venue with a large banquet room, Exposition
space and concourse area managed by Fluid Events LLC.. The Fluid Event Center was designed with
versatility and flexibility in mind. The 35,000 square foot venue can play host to concerts, car shows,
wrestling and MMA events, family shows, expos and more.
Located within the Fluid Event Center, is a 17,000+ square foot exposition space, a 4000 square foot
general concourse area and a 4,500 square foot multipurpose banquet room. All of which can host small
tradeshows, weddings and wedding receptions, meetings, conferences, expositions, consumer shows and
various other special events for a total capacity of around 3500 guests. In addition to the larger space the
event center also has 2 large meeting rooms and a box office for those wishing to do there own ticket
sales.
The primary purpose of the Fluid Event Center is to provide a first class gathering place for sports and
entertainment for West Champaign and surrounding areas. We strive to develop loyal clients by meeting
and exceeding customer expectations, contributing to event success, and providing excellent
professional services.
Location
The Fluid Event Center is located less than 5 minutes west of downtown Champaign. Home to more
than 90,000 people, the Champaign and Urbana DMA is one of the largest population centers in the
Central Illinois market, with the majority of the more affluent community residing in the west and
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southwest Champaign regions. The event center is located blocks from the University Avenue exit off
Interstate 57, with easy access to all of the city’s major highways in less than a few minutes.
Contact Information
General Manager, Director of Marketing & Event Coordinator: Jeff
Grant – (217) 693-7229 ex. 1007, jeff@fluidevents.org
Director of Finance: Monica Grant – (217) 693-7231 ex. 1009,
monica@fluidevents.org
Box Office Manager, Champaign Blues Festival & Event
Coordinator: Mike Galloway – (217) 693-7226 ex. 1004,
mike@fluidevents.org
Operations Supervisor: Brad Grant – (217) 693-7225 ex. 1003,
brad@fluidevents.org
Operations Director & Bar Supervisor: Jacob Peedikayil – (217) 6937225 ex. 1003, Jacob@fluidevents.org
Sales Manager, Event Coordinator & Technical Supervisor: Ludo
VanderHout – (217) 693-7224 ex. 1002, ludo@fluidevents.org
The Haunt at Bone Saw Mill: Jace Hoppes – (217)693-7232 ex.1010,
jace@fluidevents.org
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Travel Information
Airport:
Willard Airport (CMI)
11 Airport RoadSavoy, IL 61874
217-244-8618
fax 217-244-8644
tgonsior@illinois.edu
Rental Cars:
www.avis.com
800-331-1212
At CMI 217-359-5441
At CMI 217-359-5442
www.hertz.com
800-654-3131
At CMI 217-359-5413
www.enterprise.com
800-261-7331
At CMI 217-359-5259
www.budget.com
800-527-0700
At CMI 217-378-8584
www.nationalcar.com
877-222-9058 At CMI 217-359-5259
www.alamo.com
877-222-9075
At CMI 217-359-5259
Eastland Suites Hotel &
Conference Center
1907 N. Cunningham Ave.
217-367-8331
Courtyard by Marriot
1811 Moreland Blvd.
217-355-0411
Recommended Hotels:
Baymont Inn & Suites
302 W. Anthony Dr.
217-356-8900
Comfort Suites
2001 N. Lincoln Ave.
217-328-3500
Holiday Inn
1001 W. Killarney Street
217-328-7900
Wingate Inn
516 W. Marketview Dr.
217-355-5566
Venue Information
The following information is a partial listing, for a complete listing consult the FLUID EVENT
CENTER BUILDING POLICIES AND PROCEDURES MANUAL.
Banquet/Catering Space
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The Fluid Event Center has the largest banquet room complex in Champaign that is not buried in a hotel
or municipal building. With 5000 to 25,000 square feet of banquet space, multiple configurations and
various room sizes are readily available to transform into almost any size hospitality suite. With a fully
capable staff, any event is professionally planned and executed. Each banquet room can be equipped
with a projector, projection screen, and sound system. The Fluid Event Center also offers
complementary reception planning services.
Parking
The Fluid Event Center parking is located both on site and adjacent to the Event Center with plenty of
handicap accessible parking available. Ample additional parking in retail spots is allowed after hours.
First Aid/ Emergency Equipment
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A professional medical service team EMSA is contracted per event as needed.
Smoke detectors, fire sprinklers and fire extinguishers are located throughout the building.
ADA Features for Patrons
The Fluid Event Center has been designed to meet ADA requirements and is fully accessible to
guests who may have physical, hearing or visual disabilities.
Loading Docks
There are 2 truck bays in the East end of the building with a flat surface on show level perfect for
loading in trade shows. The Fluid Event Center can stage satellite trucks, production semis, and grip
trucks. The North end has a flat surface at show level, which can accommodate at least 5 busses with
push outs and 2 semis. There is ample parking to park semis, buses, and trucks behind and along the
building.
Booking Procedures
All prospective Lessees must contact the an event coordinator to determine the availability of dates. The
Fluid Event Center will tentatively reserve the requested dates after completion of the “Save the Date”
form by the Lessee, and is then accepted by Fluid Events LLC..
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Name of Lessee
Company/Organization
Type of Activity Proposed
Name of Artist (If Applicable)
Requested Date
Expected Attendance
Address, Phone and Fax Number
Email
The individual or organization who will be financially responsible for all costs
A date is not “confirmed” until a signed contract and required deposit is returned to the facility.
The General Manager of the Fluid Event Center may deny the use of any or all of the facility to any
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individual, group, organization, or event that in his/her professional judgment would result in an unfair
degree of competition or is not in the best interest of the Fluid Event Center. If the contract and deposit
is not received, the General Manager will release the dates without notice.
Information regarding availability of dates can be obtained by calling (217) 359-6960, and speaking to
an event coordinator.
Deposits
An initial deposit of the base rent is required upon the signing of the contract and may be adjusted at the
discretion of the General Manager. For events that are assigned dates over one year in advance, a 25%
deposit is due upon the signing of the contract. An additional 25% is due six (6) months prior to the
event and the balance is due ninety (90) days prior.
IN THE EVENT THAT THE PROSPECTIVE LESSEE CANCELS THE USE OF A RESERVED
DATE, DEPOSITS FOR DATES ARE NOT REFUNDABLE UNLESS THE DATE(S) CAN BE
REBOOKED FOR ANOTHER EVENT(S) OR ACCORDING TO THE CONTRACTED REFUND
SCHEDULE.
The General Manager reserves the right to require a deposit to cover all estimated expenses, including
but not limited to rent, set-up, staffing, damages, utility charges, advertising, and electrical services.
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A building inspection will be conducted within 24-hours after the event has vacated the building
to determine the extent of damage, if any.
The Lessee will be charged at the time of settlement for any damages, and it will be the
responsibility of the Lessee to recover such charges from the tenant’s insurance carrier.
Submitting an advance damage deposit in no way relieves the Lessee of the obligation to provide
a Certificate of Insurance for coverage as outlined in the rental agreement, nor does it limit the
right of the Fluid Event Center to charge the Lessee for the full amount of damages incurred
even if the amount exceeds the advance damage deposit.
Statement and Payment Policy
All charges due to the Fluid Event Center are payable on demand. Any balances over thirty (30) days
will be charged at 2% over prime monthly finance charge until payment is received. The Fluid Event
Center will pay net proceeds due from ticket receipts less rent and other charges in a timely manner –
not to exceed more than 10 business days – after the conclusion of the event.
For further information please contact the Director of Finance at (217) 693-7231 ex. 1009,
monica@fluidevents.org.
Liability Insurance
The Certificate of Insurance must provide general liability coverage for the following items:
1. “Comprehensive”
2. “Premises-Operations”
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3. “Contractual”
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The limits of this insurance should not be less than $1,000,000/$1,000,000/$1,000,000.
High-risk events must carry insurance in the amount of $5,000,000/$5,000,000/$5,000,000, and
coverage must include riot insurance.
Prior to the show going on sale, the Lessee must provide proof of insurance to the General Manager of
the Fluid Event Center. Lessee will be required to maintain Worker’s Compensation Insurance covering
its players, performers, and other employees.
Thirty (30) days prior to the event, the Lessee must provide the General Manager of the Fluid Event
Center with a Certificate of Insurance certifying the following parties as additional insured:
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Fluid Event Center and their trustees, directors, officers and employees.
Fluid Events LLC., and their directors, officers and employees.
In addition to the above-required coverage, if a Lessee or exhibitor distributes or sells any items at an
event, the Lessee must also provide liability coverage for “Products/Completed Operations Hazard”.
If a Lessee uses an outside contractor (i.e. decorator), “independent contracts” liability coverage must be
provided for each contractor used.
Lessees who fail to provide the required coverage will not be allowed in the building until all such
insurance requirements are met. Any event canceled due to non-compliance with Insurance requirement
as set forth will forfeit any deposits to date and all actual expenses will be immediately due and payable.
LESSEE SHOULD REFER TO LICENSE AGREEMENT FOR SPECIFIC REQUIREMENTS FOR
INSURANCE COVERAGE, EVENT PLANNING and SERVICES PROVIDED FOR BASIC
RENTAL
The Fluid Event Center shall provide the following to the Lessee at no additional cost:
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Office space as available for use of show management during move-in days, show days, and
move-out days, and
Use of lobbies, vestibules, and hallways. The Lessee will be responsible for extra utility charges
before and after this specific time as well as extra labor at prevailing overtime rates.
Not included in the basic rental are charges for labor necessary to accomplish the event set-up
requirements for such items as staging, platforms, supplemental lighting and sound, audio/visual, tables,
chairs, etc. Charges for these set-up services will be in accordance with the prevailing labor and
equipment rates as defined in this guide. This does not apply where an “All-In” deal has been agreed
upon wherein specific charges have been identified and included.
The Lessee is responsible for obtaining any applicable animal permits, ride permits, pyrotechnics
permits, and being in compliance with local, state or federal ordinance.
THE LESSEE IS REQUIRED TO PROVIDE THE GENERAL MANAGER A MINIMUM OF TEN
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(10) DAYS BEFORE THE SHOW DATE ALL SET-UP REQUIREMENTS SO THAT SET-UP MAY
BE ACCOMPLISHED AS EFFICIENTLY AS POSSIBLE AND SO THAT SET-UP CHARGES TO
THE LESSEE MAY BE KEPT AT AN ABSOLUTE MINIMUM.
The Fluid Event Center Event Manager will contact Lessee at least thirty (30) days prior to move-in for
the purpose of setting up a PRODUCTION MEETING to review in detail the various set-up
requirements and other necessary arrangements and services for the event.
LESSEE SHOULD REFER TO LICENSE AGREEMENT FOR EXACT PROVISIONS OF BASIC
RENTAL.
Floor Plans
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All events with exhibit booths are required to submit two (2) copies of the proposed floor plan to
the Event Manager at least thirty (30) days prior to the event. This plan must be approved by the
City of Champaign Fire Department, Champaign County Fire Marshall, and the Fluid Event
Center.
LESSEES ARE INSTRUCTED NOT TO ASSUME THAT THE FLOOR PLAN IS
ACCEPTABLE UNTIL THEY HAVE RECEIVED A COPY OF THE PLAN FROM THE
FIRE DEPARTMENT BEARING THE OFFICIAL APPROVAL OF THE FIRE
DEPARTMENT.
THIS APPROVED FLOOR PLAN MUST BE SUBMITTED ONE (1) WEEK PRIOR TO THE
PRODUCTION MEETING WHICH IS HELD APPROXIMATELY ONE (1) MONTH PRIOR
TO THE EVENT.
Physical Arrangements
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All physical arrangements and set-up must be presented to the Event Manager a minimum of
four (4) weeks prior to the event.
The Lessee is urged to provide this information as far in advance as possible in order to help
insure maximum efficiency and economy.
Decorations
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Decorations are not permitted on ceilings, painted surfaces, columns, fabric, portable folding
partitions, decorative wall, or fire sprinklers without the express written consent of General
Manager.
Decorations cannot obstruct or block exits, doorways or fire extinguishers in the facility.
All decorative materials must be flameproof in accordance with the City of Bixby Fire
Department and Tulsa County Fire Marshall regulations and valid fire certifications of some
required upon request.
Upon request, the Fluid Event Center personnel will install large decorations, banners, etc., for
which the Lessee will be charged in accordance with the prevailing rates.
NO HELIUM BALLOONS OR ADHESIVE BACKED DECALS, SIGNS, ETC., ARE
PERMITTED ON THE PREMISES. For further information please contact the Event Manager
at (217) 359-6960.
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Box Office
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The Fluid Event Center has a fully computerized Box Office through E-Tix.com.
All tickets for admission to any event(s) scheduled for presentation in the Fluid Event Center
must be sold in advance or distributed through the Fluid Event Center Box Office unless
otherwise approved by the General Manager.
Consignment of tickets to a Lessee is prohibited unless secured by a certified bank check or the
cash equivalent of the value of the tickets consigned.
Tickets will not be put on sale until at least six (6) days after receipt of the signed contract,
deposit, and certificate of insurance.
For further information, contact the Box Office Manager at (217) 693-7226 ex. 1004 .
Food and Beverage Policy
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The Fluid Event Center retains exclusivity over all food and beverages served and consumed
throughout the facility unless otherwise agreed upon.
Patrons & guests may not bring food or beverages onto the premises of the Fluid Event Center at
any time.
EXHIBITORS OR THEIR REPRESENTATIVES ARE SPECIFICALLY EXCLUDED FROM
SELLING OR DISTRIBUTION ANY FOOD AND BEVERAGE. Exhibitors for the purpose of
distribution may not bring food and beverages onto the premises of the Fluid Event Center to
patrons without the prior and expressed written permission of the General Manager. The General
Manager reserves the right to utilize reasonable available space for the sale of concession items
on the floor of the facility.
IN ACCORDANCE WITH THE RULES AND REGULATIONS OF ILLINOIS, IT IS
AGAINST THE LAW FOR A TENANT, EXHIBITOR, OR PATRON TO BRING
ALCOHOLIC BEVERAGES INTO THE BUILDING FOR ANY PURPOSE. All arrangements
for alcoholic beverages must be made through the Fluid Event Center.
Under no circumstance will alcoholic beverages purchased or distributed by a tenant, exhibitor,
or patron be permitted to be taken off the premises of the Fluid Event Center.
Catering
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The Fluid Event Center will negotiate all catering services provided on the premises with the
lessee. Arrangements for large catered functions that require hot, freshly cooked meals are made
through the Fluid Event Center unless agreed upon.
The Fluid Event Center has the capacity to seat approximately 1,250 people for a catered
function within the facility.
Fifty percent (50%) of the total estimated bill is due two (2) weeks prior to the event date. For
more information and details on Catering Services, please contact your sales representative.
Air Condition and Lighting Policy
The Fluid Event Center joins the International Association of Venue Managers in endorsing the
following energy saving guidelines:
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Minimum lighting (work lights) will be utilized during the move-in and move-out periods.
If there is no other activity in the building, minimum lighting following prevailing safety codes
will be in effect in all common areas during move-in and move-out.
On show days, lights and power will be cut to a minimum level within a reasonable time after the
event closes unless show management makes special arrangements.
Minimum levels of heat or cooling will be maintained during move-in and move-out periods.
A waiver from these guidelines must be obtained from the General Manager. If such a waiver is granted,
additional charges for air conditioning, lights, and fans during non-show hours may be imposed.
The Fluid Center Advertising
The Fluid Event Center can assist event promoters in all marketing needs. Specifically, the Marketing
Department can recommend print and broadcast advertising outlets, assist in developing promotions
with outside sponsors, and aid in writing and releasing publicity to local and regional news outlets
through press releases and media advertisements.
For further information, contact the Director of Marketing at (217) 693-7229.
USE OF THE FLUID CENTER LOGO
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The Fluid Event Center logo must be included in each and every newspaper, magazine, and/or
television ad and all printed materials such as brochures and posters.
The Fluid Event Center will supply the necessary camera-ready artwork upon request.
LESSEES ARE REQUIRED TO SUBMIT ALL ABOVE ADVERTISING COPY TO THE
DIRECTOR OF MARKETING PRIOR TO RELEASE TO ENSURE ACCURACY.
Print
Daily Illini
512 E Green St.
Champaign
217-337-8300
News-Gazette
15 E. Main St.
Champaign
217-351-5252
Smile Politely
www.smilepolitely.com
Television
ABC WICD 15
250 S. Country Fair Dr.
Champaign
217-351-8500
CBS WCIA 3
509 S. Neil St.
Champaign
217-356-2119
217-424-2500
FOX WCCU 27
119 W. Church St.
Champaign
217-403-9927
NBC WAND 17
PBS WILL
300 N. Goodwin Ave.
Urbana
217-333-7300
Radio
93.5/95.3
4112C Fieldstone Rd.
Champaign
217-367-1195
WEFT 90.1 FM
113 N. Market St.
Champaign
217-359-9338
WIXY 100.3 FM
2603 West Bradley
Champaign
217-355-3333
U-Rock 107.9 FM
2301 S. Neil St.
Champaign
WGKC 105.9 FM
4108 Fieldstone Rd.
Champaign
217-367-1195
WLRW 94.5 FM
2603 West Bradley
Champaign
217-351-9494
WGNJ 89.3 FM
PO Box 550
Fisher
217-586-6377
WPCD 88.7 FM
2400 W. Bradley Ave.
Champaign
217-351-2450
WHMS 97.5 FM
2301 S. Neil St.
Champaign
217-351-9797
WPGU 107.1 FM
512 E. Green St
Champaign
217-337-3100
WILL 580 AM
1110 W Main St
Urbana
217-333-0850
WQQB 96.1 FM
4108 Fieldstone Rd.
Champaign
217-328-9600
WILL 90.9 FM
113 N. Market St.
Urbana
217-333-0850
WWHP 98.3 FM
309-928-9876
Banquet Room:
$1,500.00
Per Day
Expo room:
$2,500.00
Per day
General Concourse:
$900.00
Per day
Box Office:
$200.00
Per Day
8’ Rectangle Tables
$8.00
Per Day
8’ Student Tables (skinny
tables)
$5.00
Per Day
WBCP AM 1580
904 N. 4th St.
Champaign
217-359-1580
WBGL 91.7 FM
4101 Fieldstone Rd.
Champaign
217-359-8232
WCFF 92.5 FM
2603 West Bradley
Champaign
217-355-9250
WDWS AM 1400
2301 S. Neil St.
Champaign
217-351-5300
Xtra 99.1 FM
2603 West Bradley
Champaign
Rate Sheet
6’ Rectangle Tables
$4.00
Per Day
60” Round Tables
$7.00
Per Day
Table Linens
$10.00
Each
Table Runners
$5.00
Each
Linen Napkins
$1.00
Each
Chairs
$2.00
Each
Chair Covers
$2.00
Each
Chair Sash
$2.00
Each
Sound System includes one
wired Microphone
Microphone (hand-held)
$500.00
Per Day
$15.00
Per Day
Microphone (wireless handheld)
Microphone (wireless
lavaliere)
Line Feed
$50.00
Per Day
$50.00
Per Day
$20.00
Per Line
Spotlights w/o Operators
$75.00
Each Per Day
Forklift [without operator certification required]
Aerial lifts [without operator
- certification required]
Utility Fee
$100.00
Per Day
$150.00
Per Day
$7.50
Per Vendor
Water Hookup Fee
$25.00
Per D
Lock Cylinder and Key
Change
Pipe & Drape
$50.00
Per Set
$5.00
Per Linear Foot
Easel
$5.00
Per Day
Staging Sections 4’ x 8’
$35.00
Per Deck
Bicycle Rack
$20.00
Per 8ft Section
Solid Barricade
Ask for details
Rope & Stanchions
Ask for Details
A/V Technician hourly rate
(in-house)
Light Board Operator (inhouse)
Sound Board Operator (inhouse)
Ushers (4 hr. minimum)
$25.00
Hour
$25.00
Hour
$25.00
Hour
$15.00
Hour
Ticket Takers (4 hr.
minimum)
T-shirt Security (4 hr.
minimum)
Supervisor (4 hr. minimum)
$15.00
Hour
$18.00
Hour
$20.00
Hour
Off-duty officers (4 hr.
minimum)
Riggers
$25.00
Hour
Please Call For Rate
Stagehands
Please Call For Rate
Loaders
Please Call For Rate
Electrician
Please Call For Rate
Generators
Please Call For Rate
Fork Lift Operator
$60.00 Per Hour
NOTES: Exhibitor must provide multi-plug or extension cords. Facility does not have extension cords
in-house. OVERLOADED CIRCUITS will be required to upgrade to the next amperage and will be
charged a blown fuse fee plus the difference in the upgrade fee.
SPECIAL REQUIREMENTS: For connections other than those listed, prior arrangements must be made
with the Event Manager. If special electrical plugs are required, client is responsible for furnishing the
associated wiring schematics and required connectors. Client is responsible for labor and materials
associated with connecting and disconnecting.
Phone
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$75.00 LOCAL PHONE SERVICE PER LINE
$100.00 *EXPEDITE LOCAL PHONE SERVICE PER LINE
Internet
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$100.00 4 MEG INTERNET PER EVENT
$250.00 10 MEG INTERNET PER EVENT
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$500.00 25 MEG INTERNET PER EVENT
$100.00 WIRELESS INTERNET PER EVENT
$45.00 TECH EVENT LABOR PER HALF HOUR
$100.00 *EXPEDITE SERVICE CHARGE
*ORDERS REQUESTED SAME DAY. Expedite Service is an extra one-time activation cost when
service is requested the same day. Phone service and Internet service are both charged the expedite
service cost of $100 for same day service. This cost is $100 per phone line and $100 per internet
connection.
Banquet Room, 8ft table max set-up (68)
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General Concourse Room, 8ft table max set-up (24)
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Exposition room, 8ft table max set-up (164)
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General Concourse 10x10 Booth Space Layout
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Exposition Room 8x8 Booth Layout
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Exposition Room Combo 10x10, 8x8 and 6x4 Booth Layout
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MSA PROFESSIONAL SERVICES
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601 COUNTRY FAIR DRIVE
CHAMPAIGN, IL
BUILDING RENOVATION
FLOOR PLAN
c
N
FLUID EVENTS
GENERAL NOTES
DESIGN PROFESSIONAL FIRM NUMBER: 184-006020 EXPIRES 4/30/2013
KEYNOTES
SEATED
OCCUPANCY PLAN
These drawings and specifications
are the property and copyright of
the Architect and shall not be used
on any other work except by written
agreement with the Architect.
No.
LEGEND
Date:
Revisions:
ACCESSIBLE SEATS
Drawn:
TED
Reviewed:
EAP
Date:
04.12.13
Proj. No.
13913001
Sheet:
A12.1a
Entire Building Round Table Set-up
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Banquet Room, 8x10 booth
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Banquet room, 10x10 booths
23
General concourse, 8x10 booths
24
General Concourse 10x10 booths
25
General Concourse 10x10 Booths
26
Exposition Room, 8x8 Booths
27
Exposition Room, 8x10 Booths
28
Exposition Room, 10x10 Booth
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Exposition Room (Banquet set-up) 500 guests