Office of General Services

New York State Office of General Services - Convention and Cultural Events - Booking Policies and Procedures
Convention & Cultural Events
Booking Policies and Procedures
Advertising & Promotion
  • The Licensee must provide the Convention Center with a sample layout of public notices and/or tickets prior to printing and/or distribution.
  • Copies of all advertising should be forwarded to the Convention Center office for review 10 days prior to publication.
  • All advertising/promotional material must contain the following information:
    • A true and correct name of the presenting organization; abbreviations are not accepted;
    • The name of the Empire State Plaza Convention Center and the specific location where the event is taking place;
    • Contact information where the public can find accurate program information; and
    • For ticketed events, the admission price, ticket sales locations and telephone numbers for the same must be included.
Booking Procedures
Assignment of Dates
  • Date availability can be obtained by contacting the Convention Center office at (518) 474-4759
  • Available dates will be tentatively reserved; a license agreement will be issued.
  • The license agreement must be signed and returned with a non-refundable payment by the date stated on the agreement in order to hold the space.
  • If this payment is not received by the prescribed date, the Manager may release the space without notice.
  • When comparable consumer shows request the same date, preference will be given in order of request, assuming the first party has complied with the deposit and license agreement requirements.
  • A competitive show will not be booked 90 days prior to or 30 days after a show already booked.
Insurance
  • A certificate of insurance, as outlined in the license agreement, must be provided at least thirty days prior to the event.
  • The limits of liability may not be less than: Bodily Injury and Property Damage, $1,000,000 each occurrence; $2,000,000 aggregate.
  • Licensee is responsible for all damages to the facility caused by the licensee, its agents, employees, vendors, patrons, guests and artists.
  • OGS is not responsible for loss of, or damage to, equipment or property owned by the licensee its agents, employees, vendors, patrons, guests and artists.
  • Not-for-profit organizations that do not have their own insurance can request coverage by applying for a T.U.L.I.P policy (Tenants' and Users' Liability Insurance Policy). Please contact The Cool Insuring Agency to inquire about the T.U.L.I.P program at 518-783-2665.
Tax Exemption
  • Tax-exempt organizations must submit appropriate tax exemption certificates along with their certificate of insurance.
Licensee Representative
  • The Licensee will furnish the Center with the name, address and work and home telephone numbers of the representative who will be the sole person authorized to make decisions, resolve problems or negotiate any alterations in procedure with the Convention Center staff.
  • The representative must be present during the full run of the event.
Floor Plans
  • All physical/layout information must be presented to the Convention Center's operations staff a minimum of two weeks prior to the event.
  • Floor plans must comply with weight limits and fire safety codes.
FCC Regulations
  • Licensees using mini-computers on the Concourse must comply with FCC regulations concerning proper screening modifications that restrict the ability of the computer to interfere with police radio frequencies.
Sales Tax
  • Licensee is responsible for collecting and reporting New York State Sales Tax on retail sales.
  • Licensee must provide the Center with a list of all show vendors engaged in retail sales, including names, address and NYS Sales Tax Certificate numbers at least twenty days prior to the show.
  • All registered vendors must prominently display their certificates of authority to collect state and local tax.
Staff Charges
  • The Convention Center reserves the right to make final decisions regarding the use of additional staff when necessary for the safe and proper execution of an event.
  • Hourly rate charges are subject to change based on prevailing wage rates.
Deliveries
Security
  • Due to increased security measures at the Empire State Plaza, all drivers must be prepared to show photo identification.
  • All vehicles are subject to random search.
  • For trade and consumer shows, the Licensee must provide an alphabetical list of vendors by the name of the company, and including the driver's name and ID number, license plate number and state, and date and time of delivery.
  • Charges may be applied for the delivery coordinator and parking attendant to help control vendor access and assist with traffic safety near the loading dock during time of load-in and load-out.
  • Fire Safety must be present to review all trade show setups.
Deliveries
  • Deliveries (not part of the normal event load-in) may be scheduled weekdays between 8 a.m. and 2 p.m., one day prior to an event, unless other arrangements are made in advance.
  • Licensee must provide the name of the delivery company, the name and ID number of the driver, the vehicle's license plate number and state, and the date and time of delivery a minimum of two days prior to the event.
  • Primary access for large freight is P-1 North, Loading Dock A.
  • The Convention Center cannot accept COD or delivery charges.
  • Materials must be addressed to: Convention Center, P-1 North, Loading Dock A, Empire State Plaza, Albany, NY 12242.
  • The name of the event must be plainly noted on the delivery.
  • Storage is not guaranteed for early deliveries.
  • Delivery of sets, props, musical instruments, lighting and other technical equipment must be arranged through the Convention Center delivery coordinator.
Unloading
  • A Loading/Unloading zone is available in the P-1 North parking area and is designated as a 30-minute temporary unloading zone.
  • The 10'x12' loading dock door opens to a 24' square elevator (30,000 lb. capacity) that ascends directly into the center of the Convention Hall.
Storage
  • Limited storage space is available for the duration of an event. At the close of the event, all property should be removed in a timely manner or a storage fee will apply.
Entertainment
Copyright Materials
  • Artists and promoters must provide written documentation that all copyrighted material to be performed at the Convention Center has been duly licensed or authorized by the copyright owners or their representatives and agree to hold the Center harmless from any and all claims, losses or expenses incurred with regards thereto.
  • The Licensee is responsible for payment of applicable BMI/ASCAP fees in advance of the event.
Personnel
  • The Licensee is expected to furnish a qualified stage manager and technical liaison to manage the event backstage or contract with the Convention Center to provide a stage manager.
  • Only authorized stagehands are allowed to operate Convention Center-owned technical equipment under the supervision of the Convention Center technical staff.
  • The Convention Center reserves the right to arrange for and supervise, at Licensee's expense, any stage crew or other personnel the Convention Center determines is necessary or desirable.
Times
  • The facilities must be opened to the audience at least one-half hour prior to the scheduled performance time.
  • If the performance is two hours or longer, a 20-minute intermission is expected.
  • Exception to these provisions must be approved by the Convention Center manager.
Stage Utilization
  • Seating is not permitted on the stage, in the stage wings or the aisles during a performance, except when that audience is an integral part of the performance.
Recordings
  • No recording, either visual or audio, can be made of an entertainment event in the Convention Center without a manager's prior written approval.
  • The Convention Center has the right to require payment for this privilege.
  • The Licensee is required to secure a waiver or arrange recording rights and is responsible for any and all costs.
Broadcast Rights
  • New York State reserves all rights and privileges for outgoing radio and television broadcasts originating from the Convention Center.
  • The Convention Center has the right to require advance payment of any estimated related costs incurred by the Convention Center and may also require a payment in addition to the space rental fee.
Open Rehearsals
  • Any rehearsal is considered a performance and additional rental fees and staffing charges will apply.
Fire & Public Safety Codes
Prohibited
  • Smoking.
  • Open fires.
  • Flammable decorations, open flames, explosive or inflammable gases, liquids or materials.
Permitted with Restrictions
  • Non-flammable gas containers and helium tanks, equipped with safety caps, mounted and chained to tank carts.
Cooking Preparation & Demonstrations
  • No cooking appliances will be installed or used and no open flame of any sort will be permitted except with the approval of Fire Safety.
  • All preparations/demonstrations must strictly adhere to the Guidelines for Food Preparation and Assembly Spaces at the Empire State Plaza.
  • Fire Safety reserves the right to order the removal, discontinuation or alteration of any cooking event or activity if deemed necessary.
Motor Vehicle Displays
  • All vehicles must have a locking gas can and no more than 1/4 tank of fuel.
  • All vehicles must be placed on drop cloths.
  • Battery cables must be disconnected and taped off.
  • Ignition keys must be removed.
  • Vehicles may be operated only for movement to and from the display area.
  • Fuel tanks and fill openings must be closed and sealed.
Firearms and Deadly Weapons
  • No person shall introduce, use or possess a firearm or deadly weapon on state property, unless:
    • Authorized by the Commissioner of the Office of General Services or the New York State Police;
    • Carried by federal, state, county, municipal police officers or armed couriers on official business who are licensed to carry a firearm; and
    • Lawfully possessed and brought on State property for an authorized arms show, sale or display. Such firearms must be unloaded and transported in a carrying case to and from the site of show, sale or display.
In Addition
  • Licensee is responsible for ensuring that walkways, entrances, egresses and fire fighting equipment are not obstructed or encumbered in any manner.
  • If Fire Safety determines the facilities are crowded to capacity, the Licensee must prevent further admittance.
  • All sets, costumes, flashpots, laser lighting equipment and any other material must conform to all existing fire and safety codes.
  • Only qualified technicians or laborers are permitted to set-up, operate and dismantle machinery or equipment.
  • Only the Convention Center electricians may install temporary wiring.
  • The Convention Center manager retains the right to interrupt or terminate any event when it is determined such action is necessary in the interest of public safety.
Services
Utilities
  • During contracted event hours, general room lighting, ventilation, heat or air conditioning will be provided.
Telephone / Data Line Services
  • Arrangements for outside telephone or data line service can be made through the Convention Center office.
  • Available services include:
    • Access to local numbers;
    • Access to LINCS lines for state agencies;
    • Access to long distance service, via a toll-free number, using client's calling card;
    • Internet and intranet service; and
    • Poly Com call conferencing phone.
  • A tradeshow office phone, with local area dialing capability, is available at a flat rate from the Convention Center.
Security
  • Licensee will be billed the prevailing rate for security services.
  • The Convention Center manager has the final authority in the determination of all security staffing requirements.
Technical Services
Electrical Hookups
  • Electrical and utility service orders, as well as on-site change orders, are accepted only from the Licensee or the event decorator.
  • The Licensee or the decorator is required to provide the Convention Center technical director with a complete list of requirements no later than 10 working days prior to the event.
  • The Licensee or decorator is responsible for all payments.
Services / Equipment
  • Services and equipment needs can be arranged through the Convention Center technical director. Arrangements for videoconferencing can be made through the technical director.
Ticketed Events
Tickets
  • A complete set of tickets should be furnished for each event for the event file.
  • The date, time and price must be in prominent typeface on all tickets.
  • The number of tickets printed for seated events cannot exceed the number of seats or space available.
  • The Convention Center reserves the right to use, at its discretion, eight complimentary house tickets for the Convention Hall.
Box Office
  • Licensees are permitted to operate their own box offices on the premises during their event.
  • Licensees are responsible for the security of cash held on the premises.
  • A Security Service Assistant may be hired by Licensee for security purposes.
Staff Access
  • Convention Center staff has the right to enter any part of the Convention Center at any time while performing in an official function.
Additional Information