audio/video contractor/vendor guide

audio/video contractor/vendor guide
Introduction
Welcome to the Boston Convention & Exhibition
Center (BCEC). The Massachusetts Convention Center
Authority (MCCA) has put this guide together as an
addendum to the BCEC EVENT PLANNING GUIDE and
the BCEC RIGGING RULES AND REGULATIONS in order
to assist incoming audio/visual vendors with the
special challenges the BCEC poses. Experience has
shown that achieving a successful show requires
attention to detail and adherence to the guidelines in
this document. While this document is primarily
focused on the Exhibition Halls, it also includes
information on the Grand Ballroom, the North Lobby,
the Meeting Rooms and other areas.
The BCEC opened in 2004 and features:
•
516,000 square feet of contiguous exhibition
space, easily divided into 10 different
configurations
•
160,000 square feet of meeting room space
•
A 40,020 square foot, column-free Grand Ballroom
•
More than 300,000 square feet of registration and
function space
•
62-covered loading bays
•
Five elephant doors with full access to the
exhibition hall floor
•
9 foot x 21 foot freight elevator adjacent to the
loading dock
•
Wi-Fi enabled Internet access and cell phone
coverage throughout the building
Electrical, In-house Sound System, Rigging,
Telecommunications, Plumbing, Cleaning, Food &
Beverage Services, and Medical are exclusive services
performed by the BCEC. Licensed electricians provide
all building power sources and perform hard-wiring
installations, when required.
Acoustic Properties and Characteristics
Exhibition Halls
Most General Sessions are held in one of the three
Exhibition Halls referenced (north to south) as: Hall A,
Hall B and Hall C. Air walls are used to divide or
configure the halls to suit the event. Hall B can also be
further divided by an air wall into B1 and/or B2. Glass
skybridges span the exhibit floor for easy point-topoint movement.
bcec
Ceiling heights range from 96 feet in Hall A to 80 feet
in Hall C with surfaces comprised of polished concrete,
metal and glass. Some areas in Hall A have perforated
steel acoustic surfacing which provides a modest
amount of acoustic treatment.
Access to audio, video, data, CATV, telephone and
power is available through utility floor boxes located
on 30 foot x 30 foot centers.
The RT60 (RT60 is a measurement of how long it
would take a sound to decay 60dB in a large room) for
the Exhibition Halls is just over 9 seconds making it a
challenging space to provide intelligible sound
reinforcement.
The Grand Ballroom
The Grand Ballroom is just over 40,000 square feet
with a vaulted slotted wood ceiling. The room can be
divided into two spaces of equal size with an air wall.
The rear (south) wall is also a wood surface and is
constructed with an irregular pattern to act as a
geometric diffuser/re-director. Rigging points (every
15 feet except down the center and supporting 1500
lbs. per point) are conveniently located in the ceiling.
Load in is via a 9 foot x 21 foot freight elevator just
north of the loading dock.
Meeting Rooms
The BCEC has 80 carpeted meeting rooms. The
majority of rooms have a ceiling height of 16’ 6”. The
meeting rooms on Level 2 West known as “mini-Grand
Ballrooms” (Rooms 210 A, B and C) have a ceiling
height of 19’ 0”. Storage is not permitted in any
meeting room without written permission from the
Event Services Manager.
North Lobby
Occasionally used for musical acts, interactive displays
etc. The North Lobby surfaces are polished terrazzo
and glass. There are rigging points every 15 feet but
very limited access to power.
North Exterior Areas
Occasionally used for public speeches and photo ops.
There are no rigging points and limited power.
The Westin Waterfront Hotel
The Westin Waterfront Hotel can be linked to events
at the BCEC and vice-versa. The Westin is connected to
the BCEC through conduit with RG6, Multimode Fiber,
Single Mode Fiber and CAT5 (for phone). Contact your
Event Services Manager for additional information.
audio/video contractor/vendor guide
H1
Recommended Practices and Solutions
•
Optional Blackout/Large Windows, 60 foot Blacks:
Qty. 340 feet
The use of heavy (22 oz.) Encore or velour type drape is
strongly recommended to reduce spurious reverb and
flutter echo and should be considered mandatory
when doing audio in any of the exhibition halls and
for blackout. Heavy drape should be used on the south
wall, clearstory windows, as sound baffles and as a
perimeter on the floor. Aisles should be carpeted to
reduce reflected sound off the polished concrete floor.
•
16 foot Perimeter Pipe and Drape, 10 feet x 16 feet:
Qty.1600 feet (+/-)
•
Fabric Tabs behind Speakers: Qty. As Needed
Properly aimed and configured line array speaker
systems are also important. Careful control of the
coverage pattern is essential when designing a system
for this space. The hypercardioid rear dispersion of a
line array can be attenuated with the use of fabric
tabs flown behind the array.
All drapes or soft goods not supplied by the ERSP must
be fireproof with current, Boston Fire Department
(BFD)-issued fire certificates for each event said drapes
or soft goods are utilized within the MCCA Facilities.
General Session — Minimum Equipment
Requirements
Below is an example of the minimum equipment and
soft goods required to provide audio and room
treatment for a speech only general session in Hall C.
Sessions in Hall A or B will be similar depending on the
room set up. These are guidelines only, based on
approved equipment stored on-site by the MCCA’s
preferred in-house audio/visual provider and Exclusive
Rigging Service Provider (ERSP). [This set-up is
Available as a practical turnkey solution at a package
price.] If you are planning on hosting concert acts in
addition to or in place of a general session then
additional treatment and equipment will be required.
Note: Treating the clearstories and south window or
any of the large windows is primarily for blackout
purposes and has the added benefit of dampening the
room acoustics depending on the stage layout.
All rigging equipment not supplied by the ERSP is
subject to safety inspection and approval by the ERSP
and/or the MCCA. If any equipment is deemed unsafe,
then such equipment will not be rigged until the
safety issue is corrected.
Typical Audio Requirements for Speech Only
General Session
• Nexo GEO S Speakers Front:
4 Clusters of 7 speakers
•
Nexo GEO S Speakers Delay:
4 Clusters of 2 speakers
•
Nexo Hypercardioid Subwoofer: 8
•
Digital Mixing Console: 1
•
Processing: As required
Please note that every show is unique so consult
closely with your Event Services Manager to assure
accuracy and success. Failure to meet minimum
requirements as determined by the A/V Engineer will
result in notification being sent to the client to inform
them in detail of our concerns.
•
Amplification: As required
•
Cabling: As required
•
Truss and Motors: As required
Room Treatment
• Hall C South Window, 60 foot Blacks: Qty. 340 feet
Rigging Policies
All aerial rigging within the BCEC must be approved by
the MCCA.
•
Clearstories, 10 foot Blacks: Qty. 640 feet
•
240 foot Sound Baffle, 40 foot Drape: Qty. 260 feet
•
Motors: Qty. 9
•
Truss: Qty. 240 feet
•
180’ Sound Baffle, 40 foot Drape: Qty. 200 feet
•
Motors: Qty. 7
•
Truss: Qty. 180 feet
bcec
Operational Guidelines
Please review the BCEC RIGGING RULES AND
REGULATIONS for complete information and pricing.
A/V vendors must order rigging services directly
through the ERSP. Please contact your Event Services
Manager for ERSP contact information.
audio/video contractor/vendor guide
H2
Audio/Visual and House Sound Services
The MCCA has contracted a preferred in-house
audio/visual provider to make each event as simple
and cost-effective as possible. The preferred in-house
audio/visual provider maintains a full-time staff and
fully stocked office with the latest audio/visual
technology available. In addition to the basic
audio/visual break-out room equipment, the preferred
in-house audio/visual provider provides the following
services: full general session production, exhibitor
rentals, computer rentals, simultaneous interpretation
support, audience response systems, staging, webcast
services, and networked speaker ready room to all
break-out sessions.
Please contact your Event Services Manager for the
preferred in-house audio/visual provider contact
information.
Recording Room
A dedicated and comfortable recording room is
located on the Level 0 West just off the loading dock
area. When using the in-house Media Matrix sound
system all room outputs appear on RCA and XLR jacks
in the recording room. Use of the recording room is
exclusive to the preferred in-house audio/visual
provider.
Please contact your Event Services Manager for the
preferred in-house
Equipment Storage
Storage of equipment cases will be the sole
responsibility of the A/V vendor. Bone yards are not
permitted on the exhibition hall floor without the
written permission of your Event Services Manager.
Storage in meeting rooms and service corridors is
strictly forbidden without the written permission of
your Event Services Manager.
It is recommended that arrangements for secure
accommodations be made for any valuable equipment
prior to move-in.
Contracted Personnel
Please reference the BCEC EVENT PLANNING GUIDE for
information pertaining to check-in/check-out
procedures, lost/missing credentials, identification
badges, inspections, conduct of contractor employees,
work in harmony agreement, and contractor employee
break areas.
bcec
Elevators and Escalators
Contractor employees are not permitted to transport
equipment or material on escalators at any time. All
deliveries should be made using the service elevators
located in the service corridors on Levels 0, 1, 2 and 3.
Failure to adhere to these regulations will result in the
disabling of the passenger elevators and escalators.
Freight Elevators
The MCCA reserves the right to assign elevator
operators as it deems necessary. It is understood that
when MCCA designated personnel are not assigned to
operate freight elevators, contractor personnel will be
designated to operate them and will do so in a
manner consistent with posted operating procedures
and accepted safety practices. It is also understood
that the MCCA retains authority over scheduling and
priority for use of freight elevators unless such MCCA
is delegated in writing to the General Service
Contractor in advance of such use. The MCCA reserves
the right to establish and when necessary, revise all
policies and procedures governing the use of freight
elevators. Contractors shall be held responsible for any
damage to the freight elevators as a result of
negligent operation, including over-loading and
improper procedures.
Emergency Procedures
Please reference the BCEC EVENT PLANNING GUIDE for
specific details.
Equipment Layover Requests
The Facilities do not provide or reserve permanent
storage areas for contractors. The MCCA reserves the
right to approve all proposed layover areas.
Facility Equipment
Contractors may not use, move, rearrange, or
compress MCCA Facility equipment including, but not
limited to the following: public safety/life safety
equipment, such as fire extinguishers, automatic
external defibrillators (AEDs), tables, chairs, brooms,
risers, staging, ladders, podiums, trash receptacles,
and tilt trucks without express written permission
from the MCCA. All Facility equipment used without
permission will be confiscated or charged for at MCCA
standard rental rates.
audio/video contractor/vendor guide
H3
On-Site Equipment Rental
If a vendor can not meet equipment requirements,
they may rent equipment from the on-site preferred
vendor. Equipment from outside vendors must be
approved by the A/V Coordinator and/or the
Audio/Visual Engineer.
Loading Dock
Please refer to the MCCA CONTRACTOR SOP.
Freight and Loading Dock Policy
Please refer to the Contractor section of the BCEC
EVENT PLANNING GUIDE for specific details.
Storage of Dead Cases, Freight Containers and
Crates
The storage of materials and equipment shall never
impede general operating space, workshops, offices,
electrical or telephone closets, payphones, storage
rooms, stairwells, security cameras, exit doors, dock
levers, AEDs and fire extinguishers. Storage of freight
containers will be the sole responsibility of the
General Service Contractor and with MCCA approval
may use the loading docks. Bone yards are not
permitted on the exhibition hall floor without the
written permission of your Event Services Manager.
Storage in meeting rooms and service corridors is
strictly forbidden without the written permission of
your Event Services Manager.
Cabling
No cables (telephone, Internet, electrical, audio, video,
etc.) should be run in front of any doorway at any
time. If cables must cross a doorway, cables must be
flown—cable trays are not an acceptable substitute.
Up Link Capabilities
Media Bays are located across from the loading dock
on the west side of the building across from docks 1
through 8. Satellite trucks can park with a clear shot to
the southwest.
Bays are provisioned with phone, data on CAT6/RJ45,
multimode fiber/SC, video coax/BNC, audio/XLR and
power:
•
•
•
(3) 30 amp/120V Edison
(3) 60 amp/208V 1-phase Cam-Lok panel
mount
100 amp/208V 3-phase Cam-Lok pigtails
A Verizon Broadcast Video Service/TV 1 Circuit is
permanently installed in the demarc.
A VideoLink ReadyCam permanently set up near the
Exhibition Halls.
http://www.videolink.tv/index.cfm/page/ReadyCam/pid/10279
AV Move-In and Move-Out Procedures
AV Operations and Procedures
The Licensee’s General Service Contractor (GSC) must
work in harmony with the Licensee’s designated AV
company. GSCs are authorized to unload AV
equipment from the loading dock to an AV designated
central location. From there, the AV company
employees are solely responsible to distribute AV
equipment from said central location, to anywhere
within the MCCA facilities (Hynes/BCEC). At the end of
the event, the AV company will then return AV
equipment to the designated central location and it
will be the responsibility of the GSC to load out all AV
equipment from said location.
Directions to the BCEC
Please refer to the MCCA’s web site
(www.massconvention.com) for up-to-date directions.
bcec
audio/video contractor/vendor guide
H4
Exhibit Hall Floor Plan
Exhibit Halls
This is the view looking south from Hall A through B1 and B2 all the way to the concrete and glass south wall of Hall C.
All air walls are open. Note the tall glass above the skybridges separating Hall A from Hall B and Hall B from Hall C.
bcec
audio/video contractor/vendor guide
H5
Grand Ballroom Looking North towards the Pre-Function Area
Grand Ballroom Level 3
bcec
audio/video contractor/vendor guide
H6
A Typical Meeting Room
Large Meeting Room
bcec
audio/video contractor/vendor guide
H7
North Lobby
North Exterior
bcec
audio/video contractor/vendor guide
H8
Hall A Looking South and Fully Draped for General Session
with Concert Acts
Here we see Hall A set up in a north south configuration and properly treated with heavy velour drape
•
180 foot x 40 foot baffles
•
16 foot perimeter pipe and drape
•
Stage and wings
•
Clearstories
•
All Aisles carpeted
In this scenario the RT60 has been reduced from around 9 seconds to a much more manageable 3 to 4 seconds.
bcec
audio/video contractor/vendor guide
H9
Hall A North
The back of Hall A — notice the use of aisle carpets to eliminate reflections off the polished concrete floor as well as
the velour perimeter drape.
South Window Hall C
Here we see the back of Hall C. Hall C is often used for General Sessions.
bcec
audio/video contractor/vendor guide
H10
Exhibition Hall
bcec
audio/video contractor/vendor guide
H11
Appendix A. BCEC Floor Plan: Exhibit Level
Appendix A. BCEC Floor Plan: Meeting Level 1
bcec
audio/video contractor/vendor guide
H12
BCEC Floor Plan: Meeting Level 2
BCEC Floor Plan: Ballroom Level
bcec
audio/video contractor/vendor guide
H13
Appendix B. Wireless Frequencies, Boston, MA 02210
local television channels (50 mile radius)
call letters
city, state
channel
distance
SAFETY
BOSTON, MA
14
1 mile
SAFETY
BOSTON, MA
16
1 mile
WMFP
LAWRENCE, MA
18 digital
9 miles
WGBH
BOSTON, MA
19 digital
10 miles
WCVB
BOSTON, MA
20 digital
10 miles
WSBE
PROVIDENCE, RI
21 digital (602 to 608 MHz)
35 miles
WLWC
NEW BEDFORD, MA
22 digital (518 to 524 MHz)
39 miles
WUTF
MARLBOROUGH, MA
27 digital (524 to 530 MHz)
23 miles
WUNI
WORCESTER, MA
29 digital (560 to 566 MHz)
34 miles
WBZ
BOSTON, MA
30 digital (566 to 572 MHz)
10 miles
WFXT
BOSTON, MA
31 digital (572 to 578 MHz)
9 miles
WBPX
BOSTON, MA
32 digital (578 to 584 MHz)
9 miles
WZMY
DERRY, NH
35 digital (596 to 602 MHz)
32 miles
WSBK
BOSTON, MA
39 digital (620 to 626 MHz)
10 miles
WLVI
CAMBRIDGE, MA
41 digital (632 to 638 MHz)
9 miles
WHDH
BOSTON, MA
42 digital (638 to 644 MHz)
9 miles
WGBX
BOSTON, MA
43 digital (644 to 650 MHz)
10 miles
WYDN
WORCESTER, MA
47 digital (668 to 674 MHz)
10 miles
WLNE
NEW BEDFORD, MA
49 digital (680 to 686 MHz)
35 miles
WJAR
PROVIDENCE, RI
51 digital (692 to 698 MHz)
35 miles
bcec
audio/video contractor/vendor guide
H14