Welcome to the Mayo Civic Center!

We are honored to serve as your host and anxious to provide the very best in services and facilities.   This planning guide was created with you, the customer, in mind.  We have included planning tips, helpful information, organizational hints, a budgeting guide and many other features to help guide you through the event planning process.  This guide can go a long way in making the difference between a successful or not-so-successful event.  Through careful planning and good communication, we will help you create a successful and memorable event. 

Table of Contents


Introductions

Timeline of Important Dates and Deadlines

Uncovering Those Hidden Costs Important Rules and Policies General Facility Information Event Checklist

Budget Worksheet 

Fire Codes

Exhibitor Guidelines

Application 

INTRODUCTIONS Now it’s time to meet the members of the team...on paper anyway!  The following staff members will provide any and all needed information while working on your behalf:  

Matt Esau, Director of Sales   - (507) 328-2122
Megan Gregory, Event Sales Associate- (507) 328-2123
T R Wheeler, Director of Event Operations- (507) 328-2125
Dave Silker,  Director of Operations - (507) 328-2126
Randy Blake, Operations Supervisor - (507) 328-2124
Andy Krogstad,  Managing Director - (507) 328-2121
Sam Durham, Director of Marketing/Ticket Operations- (507) 328-2127
Donna Drews,  Executive Director - (507) 328-2120

Other members of the team are: Building Engineer; Concessions; Catering; Maintenance; Stagehands; Ushers; Security and First Aid  

Event Services Coordinator By now, this person is most likely a familiar face. In fact, the Event Services Coordinator was probably the first friend you made here.  Think of your Event Services Coordinator as the team captain. This individual will work with you and your staff from initial arrangements and throughout the planning process. This person is crucial to the success of your event.  Your Event Services Coordinator is your principle source of information during the planning process, conveys information to our operating departments, and takes full responsibility for our role in the smooth functioning of your activities.  Most important, your Event Services Coordinator is responsible for receiving all event requirements well in advance of your arrival, assuring that your event is well planned and smoothly, efficiently coordinated. Later in this handbook, you’ll find a timeline and series of deadlines for providing your Event Coordinator with essential information including the following:

In short, our Event Coordinator is the key player as you plan your event.  

Event Supervisor As your event gets underway, the Civic Center’s Event Supervisor is your go-to person.  Reachable at all times by 2-way radio, our Event Supervisor will monitor all final arrangements including meeting room sets, audio-visual aids, lighting and sound systems, and any last-minute changes.  Our Event Supervisor also schedules, supervises and communicates event instructions to our usher, security, first aid and off-duty police staff.  From move-in, throughout all activities and events, and until move-out is completed ;,the Event Supervisor is your direct link for concerns, problem-solving, changes and access to all operating departments and support staff.  The Event Supervisor actually supervises and takes action throughout your event.  

Operations Manager Working through your Event Services Coordinator, our Operations Crews set all tables, chairs, trash receptacles, and other equipment where and when it is needed.  This crew will move the meeting room air walls into the right places and handle your changeover requirements.  In addition, general housekeeping and the physical appearance of facilities is the primary responsibility of the Operations Manager.  

Managing Director The Mayo Civic Center’s day-to-day operation falls in the hands of the Managing Director.  This includes the supervision of all departments, fire and safety equipment, emergency procedures, security, box office, monitoring all activities and of course, paper work. In case you are reading this handbook before all Use Permit details have been finalized, we offer you a few reminders of things sometimes overlooked:
When it is time to think about future dates here at the Mayo Civic Center Facilities, please call.  Our Event Services Coordinator and Managing Director work in partnership with the Rochester Convention and Visitors Bureau in booking activity into our facilities.  There is nothing we would enjoy more than welcoming you back.  If you are interested in exploring dates within the next 18 months please call us directly at (507) 281-6184. 

Box Office Manager/Ticket and Event Services   - The Mayo Civic Center provides a full time Box Office Staff for your ticketing and event services needs. Some of the things our Box Office may help you with are as follows: Regardless of the service, our professional and friendly Box Office personnel can eliminate many of the fears event production can trigger.  Remember, if you plan on selling advance tickets to a public event, you will need to use our Box Office and TicketMaster ticketing services.  This combined team provides ticketing services for the public at the Mayo Civic Center Box Office, all TicketMaster Ticket Centers including Marshall Fields and most HyVee Food Stores, charge-by-phone 507.252.1010 and on-line www.ticketmaster.com.

Refreshments, Catering and Concession Sales While your Event Services Coordinator holds the single key to delivering our facility services for your use, you have a “second team” planning and coordinating your food and beverage services. Together they plan and execute everything necessary for your event including refreshments, catering and concession sales. Our in-house food service company provides our concessions and alcohol services exclusively. This company is made up of quality industry professionals, trained in providing the best possible service. We have an “open” catering policy that allows you to not only choose from our on-site company but also from a list of Pre-Qualified Caterers.  We encourage you to contact us as soon you are ready to begin thinking about your refreshment, catering and concession needs. 
  1. Catered meals and banquets
  2. Coffee and refreshment services
  3. Water service in meeting areas
  4. Concessions and cafeterias
  5. Booth catering
  6. Food and beverage sampling or booth promotion
  7. Information on health permits
Please note that by contract our concessionaire and all caterers are required to use Midwest Coca-Cola products exclusively.  

First Aid Services Above all else, the safety of our guests and patrons is our number one concern. We provide the very best in first aid services through Mayo Clinic’s Gold Cross Ambulance Service.  Their professional, full time EMT’s are specifically trained to respond to situations occurring in a public environment. Your Event Coordinator will schedule registered Gold Cross EMT’s to staff the Civic Center’s facility first aid centers based upon the nature of your event.  Please see the section “Uncovering Hidden Costs” included in this guide. 

TIMELINE OF IMPORTANT DATES AND DEADLINES This guide assumes you have made arrangements at least 18 months prior to the date of your event. If you have less time, just adjust the deadlines accordingly. Again, if you have any questions, give us a call and we will gladly walk you through the process. Prior to your event:

UNCOVERING THOSE “HIDDEN COSTS”
After listening to occasional bouts regarding the so-called “hidden costs,” we decided some straightforward help was in order. It’s just one of those pesky realities that not all services and equipment required by meeting and event planners can be included in a basic rental fee. It’s an unmistakable fact - there will be charges billed to you as part of your final invoice that you need to know about, expect and plan on now. You may wonder why we charge for these services in addition to what’s covered by your rental fee.  In fact, there are two perfectly good reasons for this:

In order to help you plan your budget so there are fewer surprises, ask your Event Services Coordinator to prepare an estimate.  You will need to provide sufficient information so estimates will be as accurate as possible.  By working closely with your Event Services Coordinator, you will minimize surprises.   The information below is intended to help you understand the purpose of each of these services, as well as how you will be charged for their use.

Coat and Parcel Check
We will provide equipment and staffing for coat and parcel check services through our Concessionaire. These areas will be designated in appropriate high-traffic locations where adequate space is available in relation to your floor plans. We can provide this service one of two ways:
  1. You may provide hosted coat and parcel checking at a cost to you for labor costs only. Talk to your Event Services Coordinator about volume, hours, and location of this service.
  2. We can charge your attendees on a per item basis (typically $1.00) for each item checked.  If labor costs exceed revenues received, we bill you the difference
Exhibit Floor Lighting
Full exhibit floor lighting is provided at no charge 30 minutes prior to the scheduled opening of your exhibit program and 30 minutes following closing.  Any requests to have lights turned on prior to or after the above times will require a fee. Please consult your Event Services Coordinator.

First Aid Services
The health and safety of your attendees and exhibitors is as important to us as it is to you. Since this is a mutual concern and shared responsibility, we provide Mayo Clinic’s licensed Gold Cross EMT’s.  The cost for their services will be billed to you on your final invoice.  Gold Cross EMT’s are specifically trained to respond to public health and safety conditions in an active, public environment. Gold Cross provides one or more of first aid centers on-site during all of the hours of your event. This schedule starts at least one-half hour prior to the time attendance begins on-site and extends 30 minutes beyond attendance hours to allow for adequate set-up and closing time.  In addition, we recommend you consider staffing at least one first aid center during your move-in/out periods when your exhibitors are working on-site.  This is a time when injuries requiring medical attention are more likely to occur.

Helium Balloon Removal
Helium balloons are permitted in the center only when they are securely anchored to exhibits and/or florist ballasts. Balloons may not be given away or sold.  Not only is there labor involved in rescuing stray balloons, but if one became lodged in the ventilation system, it could result in serious consequences.  If at the conclusion of your event, balloons used during your function have drifted into the ceilings and high steel of the Center, you will be charged a fee for their removal. In addition, all containers used to inflate balloons must be securely fastened to a support cart or other vehicle.

Heating, Ventilation and Air Conditioning (HVAC)
Air conditioning and heating are provided in meeting rooms and exhibit halls during show hours only. If you desire air conditioning or heating for 24 hours or during move-in/out days, you will be charged a fee. Please contact your Event Coordinator for more information.

Labor for Room Sets and Changeovers
If you are a meeting or event planner who has worked primarily in hotels and is new to working in civic or convention centers, the following information may be unfamiliar: We provide your initial set-up at no charge, as long as we receive your set-up requirements in final form and on time. This includes all of your non-exhibit areas (meeting rooms, offices, general sessions, meal functions, etc.).  However, you will be charged for labor costs for any changes to these initial set-ups.

We need to know your meeting and/or event requirements at least 10 days before your first move-in day.  If we do not receive this information on time, or if substantial changes are requested after we receive your specifications, you may be charged for the labor to set and/or change these areas.

Also, if you find that you have not sold all exhibit booths/areas you anticipated, and decide ahead of time you want to add additional round tables and seating for attendees and exhibitors, you must first consult with your Event Services Coordinator and Caterer.  It requires additional labor to set equipment, bus and monitor these areas.  We reserve the right to determine final arrangements. You will be charged only to cover our costs.

Audio-Visual Equipment, Public Address and Sound Systems
The Mayo Civic Center has a small supply of audio-visual equipment.  If additional equipment is needed, we have formal arrangements with a preferred supplier and can easily arrange for any needed equipment. We suggest talking directly with your Event Services Coordinator about charges for public address systems, microphones and the need to provide sound systems in those areas where permanent equipment is unavailable.

Special Equipment
Basic equipment, including tables and chairs, is usually provided for your use at no charge or specific arrangements included in your Use Permit.  However, any “special equipment” usually requires additional charges.  Please understand that if your meeting runs concurrently with one or two other events, first priority for available equipment will be given to the group providing us with their equipment requirements first.  Our supply is rarely depleted, but should you have additional requests, please let us know as soon as possible, and remember, “first-come, first-served.”

Telecommunications and Internet Services
Our telecommunications staff installs and activates all telephone lines and internet connections.  When your event is finished, we will send you a bill - just like any other telephone or internet company.  We provide you with quick, high quality service.  All arrangements for telecommunications and internet connections should be made 3 – 4 weeks prior to your event.  Unfortunately, not all computer applications are alike.  Please call ahead for details.

Theatrical Services
If you are planning a general session, large meeting, or special entertainment event requiring rigging, theatrical lighting, staging, or set construction, our IATSE Union Stage Technicians are experienced and skilled and on a regular basis, produce memorable events. For events primarily of theatrical nature, or when special lighting, sound, rigging and staging arrangements are required, according to your Use Permit, you must use IATSE Union Labor.  Regardless of your principle contractor, one of our IATSE Union Stage Technicians will manage and supervise all crews.  The advantages are simple. The first being athorough knowledge of our facilities and appropriate jurisdictional requirements.  The second is cost.  Our staff can offer cost effectiveness possible only from an in-house perspective.  Our knowledge of the facility’s systems enables us to staff these activities with the fewest number of positions.  We help you get the job done efficiently with attention to safety as well as preserving the integrity of our facilities. Your IATSE Union Stage Technician will provide the following: Ticketing Services
Selling tickets at the door?  Our Box Office Staff can provide this service and we will charge only for ticket sellers’ time and if needed, ticket stock.  If you will be selling advance tickets to the general public, you will incur some additional charges such as ticket printing, credit card sales percentages, box office services, and sales tax.  Check with our Box Office Manager or an Event Coordinator for an estimate of these costs.

Trash Removal
We make every effort to be good ecologists by recycling as much material aspossible before, during, and after each event. Trash removal is an inescapable cost item for most conventions and trade shows. Because of variations in volume, we provide limited trash removal at no cost to you.  In some cases, your needs will exceed what is provided.  For additional compactors and debris such as cardboard boxes, crates, pallets, etc, we will pass on any additional charges incurred to you. Trash removal is not a profit center for us. We charge you exactly what the service costs us. These charges include use of compactors for normal trash and debris boxes for non-compactable items (pallets, styrofoam, etc.). When turnover time between events is severely limited, there will be hauling charges for the use of garbage trucks, roll-offs, etc.  Talk to your Event Services Coordinator about specific charges you are likely to incur. An estimate of your costs can be prepared based on information provided.

Water Stations
Our Concessionaire will provide water service to lecterns, head tables and additional locations for a nominal charge.  Pitchers, glasses or water coolers can be arranged with your Event Services Coordinator or directly with our Concessions Manager. 

IMPORTANT GUIDELINES AND REGULATIONS
Now don’t skip this section because you think this is a chorus of NO, NO, NO! Actually, it is one of those good news/bad news situations.  The good news is that there is a perfectly good reason for every “no” and the best news is your Event Services Coordinator often has the solution to every challenge.  As always, if you have a concern as to how a particular guideline may affect you, call us so we can discuss your needs. The only bad news is that you may regret not reading this section.

Some of the following rules and guidelines apply in a general sense to all of the activities occurring in our facilities.  Others apply primarily to exhibit activities and then others to concerts and dances. 

We have divided this section into

  1. General Rules
  2. Guidelines for Tradeshows and Exhibitions
  3. Concert and Dances Guidelines
Some policies apply to exhibitors, some service contractors, some to your staff, and others to presenters or speakers in your meetings. Please pass the information along.  We hope you’ll care enough about the beauty and integrity of our facilities to share the message with everyone involved in your event.  

The Basics
  1. Be certain your exhibitors, presenters and speakers know the basic guidelines that apply.  Inform your service contractors, i.e. show decorator, caterers, florist, etc., that you will hold them responsible for any damages they cause.
  2. Be sure your service contractors are adequately insured.
  3. Review all applicable rules in your exhibitor guide and any information provided to presenters and speakers.
You can expect people to do things correctly if you have told them what they need to know. POLICIES PERTAINING TO TRADE SHOWS AND EXHIBITIONS
  • Sellers Permit - all exhibitors who sell merchandise from the show floor, or take orders on either a wholesale or retail basis, must have a valid Minnesota State Tax Permit and ST-19 on file with the User.  While it is the individual exhibitor’s responsibility to obtain and provide all necessary paperwork, it is the User’s responsibility to notify all exhibitors of this requirement and identify those exhibitors to whom this requirement applies.  Reason:  When it gets right down to it, a sale is a sale, whether it occurs on a show floor or in a store.  Certain categories of merchandise are subject to sales tax.  Seller’s permits allow the Minnesota State Board of Equalization to tax sales on merchandise transactions according to the current tax codes, and the provisions for temporary permits recognizes the one-time or periodic nature of trade or consumer show sales.  An ST – 19 in another means to track taxable sales. The User must:
    1. Inform your exhibitors of the permit and ST – 19 requirements.
    2. Obtain proof that your exhibitors either hold a valid seller’s permit or are not offering for sale any merchandise subject to Minnesota Sales Tax.
    3. Upon request, provide copies of all exhibitors’ ST – 19’s. Helpful Hint:  The easiest way for you to take care of this requirement is to include complete information about this subject in your exhibitor service kit.  The permits are obtained from the State Board of Equalization, and can be obtained from the MN Department of Revenue Regional Office, 507.285.7414, toll-free 1(800) 657-3777, or on-line www.taxes.state.mn.us
  • Public Health Certificate/Permit - If your show is open to the public and an exhibitor plans to either give away or sell food and/or beverage items, you, as the User, are responsible for obtaining a blanket health permit covering these exhibitors.  If your show is open to members of a trade association only, you can ignore this rule if our Concessions Manager is provided with advance information.  Closed trade shows are covered under the Center’s health permit.  Any food or beverage items to be given away free-of-charge, must be served in sample-size portions.  Any food or beverage items to be sold cannot duplicate products sold in our concession stands and must be pre-approved in writing by Civic Center Management. Reason: When we do not provide food or beverage products, we cannot be responsible for its safe delivery and consumption.  Therefore, the User must assume responsibility for safeguarding the public’s interest. Helpful Hint:  If you have questions regarding health codes, permits or related issues, please contact the Olmsted County Health Department, 507.285.8370.

GENERAL FACILITY INFORMATION

Event Checklist
__Date Reserved for all rooms
__Contract returned
__Proof of Insurance returned (if required)
__Develop a budget
__Contact MCC Box Office if ticketing services are needed or required
__Gather your event needs
__ AV
__Sound System
__Microphones
__Monitors
__Screens
__Projectors
__Flip charts/Dry Erase
__Lighting and Special Lighting
__Order Electrical and Internet for Vendors/Exhibitors


Personnel
__Security
__Ushers
__Decorators
__Caterers
__Number of Guests expected

Other Equipment
__Tables
__Chairs
__Forklift
__High lift
__Ladders

Layouts and Diagrams
__Fire Marshall approval (if necessary)
__Performers needs (contract technical rider)

Schedule
__Deliveries scheduled
__Access time
__Set-up times
__Rehearsal
__Guests arrive time
__Open doors time
__Show time
__Reception time
__Guests leave time
__Load -out time
__Meeting with Event Coordinator
__Refine your budget
__Refine your needs
__Return updates to your Event Coordinator
__Hold a final planning session (involve your Event Coordinator) 

Facility Base Rent

      Total ________ 

MAYO CIVIC CENTER FIRE REGULATIONS FOR EXHIBITORS
The purpose of these requirements is to maintain an acceptable level of fire safety within the Mayo Civic Center. The fire protection systems built into the Civic Center are designed to protect people and property from the hazards of typical conventions and exhibitions. The requirements apply to the following:

  1. Prohibited materials, processed and equipment
  2. Acceptable booth configurations
  3. Acceptable material for booth construction
  4. Interior finishes and furnishings
  5. Obstructions
  6. Portable spotlights
  7. Procedures during set-up and dismantling
  8. All items to be suspended from ceilings
  9. Emergency Procedures

PROHIBITED MATERIALS, PROCESSES, EQUIPMENT AND BOOTH CONFIGURATIONS
The use of the following chemicals, materials, processes or equipment is strictly prohibited:
  1. Acetate fabrics, corrugated paper box board, no-seam paper
  2. Paper backed foil unless glued securely to suitable backing
  3. Natural Gas
  4. Styrofoam and/or foam core
  5. Fireworks
  6. Blasting agents
  7. Explosives
  8. Flammable cryogenic gases
  9. Aerosol cans with flammable propellants
  10. Smoking in building
  11. Fueling of motor vehicles
  12. Liquefied petroleum or
  13. Wood matches with “all surface” strikes
  14. Hazardous refrigerants such as sulfur dioxide and ammonia
  15. Cellulose nitrate motion picture film
  16. Portable heating equipment
  17. Flammable liquids or dangerous chemicals
  18. Electrical equipment or installation not conforming to code

BOOTH CONFIGURATION
The following booth configurations are acceptable:
  1. Open top exhibition booths
  2. Platforms not exceeding 400 square feet in area.  Alternative booth configurations will require approval from Mayo Civic Center management and the Rochester Fire Prevention Bureau.
  1. Layouts of all meeting rooms used for exhibits

MATERIALS FOR BOOTH CONSTRUCTION
The following types of materials will be acceptable for booth construction:
  1. Wood
  2. Combustible materials including plastics having a flame spread rating not exceeding 150 and a smoke developed classification not exceeding 30.
  3. Noncombustible materials.

INTERIOR FINISHES AND FURNISHINGS
The limitations described below shall apply to all interior finishes and furnishings: Limitations: Note:  It is not necessary to flameproof textiles, paper and combustible merchandise on display as sale items but the quantity so used shall be limited to the displaying of one salvageable length. Each sample must differ in color, weave or texture. Wallpaper is permissible if pasted securely to walls or wallboard backing. The following test may be used to determine if material is flame resistant:
  1. Cut off a small piece of the material (1 1/2 inches wide by 4 inches long) and hold it with a pair of pliers
  2. Hold a wooden match 1/2 inch below the bottom of the material 12 seconds
  3. If, when the match is taken away, the material stops burning within 2 seconds, it is flame resistant
  4. If the material goes up in flames immediately or continues to burn for more than 2 seconds after the match is removed, it is not flame resistant

OBSTRUCTIONS
  1. Fuel tanks containing fuel, or which have over contained fuel, shall be maintained less than 1/4 full. Caps for fuel tanks fill pipes shall be of the locking type and maintained locked to prevent viewer inspection. If they cannot be locked, they shall be taped shut.
  2. Garden tractors, chain saws, power plants and other gasoline powered equipment shall not contain any fuel and shall not be used for demonstrations without permission from Mayo Civic Center management.
  3. The electrical systems shall be de-energized by either (a) removing the battery, or (b) disconnecting both battery cables and covering them with electrical tape or other similar insulating material.
  4. Tanks containing propane shall be maintained less than 1/4 full. Vehicles may be driven in and positioned. Engine should remain running, with valve shut off.  Allow engine to run until all the fuel line is used up. Turn ignition off.
  5. Cylinders for barbecues and/or appliances within a vehicle such as stoves, refrigerators, etc. must be empty.

PORTABLE SPOTLIGHTS
All clamp-on type of portable spotlights shall be protected from metal to metal contact by with electrical insulating pads or permanent wrapping attached to the lamp holder clamps. Where a spotlight may be subject to physical damage, dampness or where lamps may come in contact with combustible material, the spotlight shall be equipped with a guard attached to the lamp-holder or the handle. Flexible cords (extension cords) may only be used for portable lamps or appliances of amperage for the size and type of the three conductor cord to be used.  

PROCEDURES DURING SET-UP AND DISMANTLING OF SHOWS The following equipment and operations are prohibited during show set-up and dismantling:
  1. Material handling equipment other than electrically powered will not be permitted in the facility during shows or overnight
  2. Powered tools and equipment, except material handling equipment, other than electrically powered or air powered
  3. Electrically powered tools and equipment other than those approved
  4. Portable heating equipment
  5. Welding, cutting or brazing without special permission from the Mayo Civic Center management
  6. Painting with flammable or volatile paints and finishes
  7. Use of other equipment or operations that increase the risk of life safety

CEILING - SUSPENDED ITEMS
  1. All items to be suspended from ceilings including signs, displays, lights and sound equipment, must be approved in advance
  2. Rigging of cable and other hanging devised on or near ceiling electrical buss ducts and conduits is strictly prohibited
  3. All ceiling equipment, material and rigging must be removed immediately upon close of the show
  4. Any ceiling-suspended items must be installed and dismantled by Owner authorized personnel only

EMERGENCY PROCEDURES
The Mayo Civic Center is equipped with sophisticated fire protection equipment including automatic sprinklers, smoke and heat detection devices, fire alarm and voice communication systems.   Upon your arrival, please familiarize yourself with the building particularly as to the location of the nearest exit, manual pull station and fire extinguisher.  If you see a fire, activate the nearest fire alarm manual pull station. Do not attempt to fight a fire unless it is small enough to extinguish with one of the portable extinguishers located throughout the building. No fire hoses provided for use by occupants.   

EXHIBITOR GUIDELINES

  1. Holes may not be drilled, cored or punched anywhere in the building including outdoors.
  2. Decorations:
  • Decorations are not permitted on any painted surface or on glass
  • No self-adhering (stick-on) decorations may be distributed or used in the building
  • Decorations may be applied only in rooms rented by User and not in public areas
  • Decorations must be self-supporting
  • No helium filled balloons are permitted to be distributed
  • Helium filled balloons may be permanently affixed to a display with prior approval of the Civic Center Operations Manager
  1. Parking in service areas, lots or loading docks is prohibited.  Violators will be towed at vehicle owner’s expense. Public parking is available in nearby parking lots, meters and city ramps.
  2. Sample food and/or beverage products may be distributed by exposition sponsoring organizations and/or their exhibitors upon authorization of the Olmsted County Health Dept and Mayo Civic Center Management.  No other outside food or drink is allowed in the building.  All sales of food items and novelties must be arranged for in advance with the Civic Center’s licensed concessionaire.
  3. Animals are permitted in the building with prior approval of the Owner and the legal licensing for the event.
  4. Combustion engines may not be operated on the exhibit floor as part of an exhibit.
  5. Any vehicle on the show floor must have battery cables disconnected, minimum fuel in the tank, the gas cap must be taped or locked, the ignition key removed and available, and protective covering under tires. No vehicles or motorized equipment are permitted on carpeted areas.
  6. No propane or LP gas is permitted in the building.
  7. All draping materials, etc. must be flame retardant.
  8. All plantings, fountains, etc. must have protective waterproof materials positioned underneath to prevent water and/or soil damage.
  9. No paint, tape or tape residue should remain on show floor after move out is completed. Proper precautions should be taken to prevent structural or aesthetic damage to floor surfaces (i.e. protective floor covering when paint and/or other chemicals are used). Check with the Civic Center Operations Manager concerning acceptable brands of carpet tape.
  10. The Civic Center cannot accept freight shipments for exhibitors or Users prior to the first day of the rental period. Freight must be assigned to the User’s decorator or drayage contractor.  The Civic Center does not provide the exhibit crate storage.  Arrangements must be made with the show decorator.
  11. Under no circumstances shall exhibits be placed outside the Civic Center or in any parking or service area unless that area has been contracted as exhibit space.
  12. At least 10 days prior to the event, vendors should pre-order electrical, internet and/or water connections.  Advance order forms are available to all events planners or contact the Mayo Civic Center Box Office, (507) 287-2222 or info@mayociviccenter.com
  13. Civic Center electrical equipment is not to be removed by exhibitors, show management or service contractors. All electrical and utility services must meet state and local electrical codes

APPLICATION

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