V E R S I O N 5 . 0 Message from the Executive Director Welcome to Boston and the John B. Hynes Veterans Memorial Convention Center. Thank you for choosing Boston and the Hynes for your upcoming event, which will be in one of the top convention centers in the world. That’s not an empty boast: the Hynes recently earned the International Association of Congress Centres' (AIPC) gold standard, the highest certification level a convention facility can achieve under AIPC's strict guidelines. In fact, both the Hynes and the Boston Convention & Exhibition Center in South Boston are now only the fourth and fifth in North America and the 14th and 15th in the world to achieve AIPC's gold standard. During your event, we hope you see what sets us apart and makes us among the best meeting and convention destinations in the world. AIPC's certification process examines 10 key areas of a convention center's operations, including customer service, quality of facilities and operations, employee relations, health, safety, security and emergency response, financial integrity, community relations, environmental responsibility, and industry and supplier relations. The Hynes, located in the heart of Boston’s dynamic Back Bay, offers visitors a high-tech, leading edge facility with a flexible floor plan that can accommodate events of all types and sizes. Conveniently located and in close proximity to Boston’s most popular hotels, historical sites, and tourist attractions, the Hynes boasts 360,000 square feet of handicap-accessible space, including 193,000 square feet of exhibit space, a 25,000-square-foot ballroom, and 35 meeting rooms. The facility was renovated in 2009 with new paint, wall coverings, carpet and lighting, as well as technology enhancements. We recognize that location, size, and flexibility are top priorities for event planners. At the Hynes, we offer that and much more. Our highly qualified and dedicated staff is the link that brings everything together and is ready to assist you in every way possible to make your upcoming event successful. Take advantage of our local food, qualified transportation services, free Wi-Fi for attendees and mobile apps, and our Guest Services Associates (the “red coats”) who will help your attendees throughout the event. Please feel free to contact us with any questions and concerns, as customer service is our top priority. It is our pleasure to be working with you now, and we hope that you will be back in the future. Cordially, James E. Rooney Executive Director Massachusetts Convention Center Authority Event Planning Guide Description This Event Planning Guide is part of your Event License Agreement (ELA). Please read all relevant parts carefully. We’ve designed this Guide in color- coded sections to facilitate your navigation. Prices and regulations are subject to change without notice. Information is updated periodically. Please see the Timeline of Important Dates and Deadlines included in this Guide. This Timeline will guide you in providing necessary information to your Event Services Manager in a timely manner. If you have any questions about this Timeline or this Guide, please contact your Event Services Manager or Sales Manager, if you have not yet been assigned an Event Services Manager. Every event is different and the policies, rules and regulations cannot cover every scenario. If there is anything that is not covered in the Guide, the MCCA reserves the right to determine necessary considerations on an as-needed basis. Our sole effort is to ensure the success of your event and safeguard the safety and experience of all our visitors. Table of Contents A H y n e s F a c i l i t y O v e r v i e w B M e e t t h e T e a m C l i e n t G u i d e l i n e s , I n f o r m a t i o n C a n d R e g u l a t i o n s G a t e S h o w : C l i e n t G u i d e l i n e s , D i n f o r m a t i o n a n d r e g u l a t i o n s E x h i b i t o r G u i d e l i n e s , I n f o r m a t i o n E a n d R e g u l a t i o n s G e n e r a l S e r v i c e C o n t r a c t o r F G u i d e l i n e s , I n f o r m a t i o n a n d R e g u l a t i o n s G R i g g i n g R u l e s a n d R e g u l a t i o n s A u d i o / V i d e o C o n t r a c t o r a n d H V e n d o r G u i d e R o o m C a p a c i t i e s , F l o o r P l a n s a n d I O t h e r V a l u a b l e R e s o u r c e s J I n d e x h y n e s f a c i l i t y o v e r v i e w Hynes Facility Overview Concession stands and restrooms are available inside halls A, B, C and D. John B. Hynes Veterans Memorial Convention Center The John B. Hynes Veterans Memorial Convention Loading Dock Center (Hynes) is owned and operated by the Loading dock access via Cambria Street provides you Massachusetts Convention Center Authority (MCCA). with (14) loading bays and seven (7) elevators. The elevator load capacities range from 8,000 to 75,000 Flexibility is the key to success, which is why the pounds, which can accommodate a tractor-trailer. Hynes was designed to meet so many different needs. House and food services have a separate designated The Hynes provides a total of 352,000 square feet of area to insure smooth and prompt delivery. flexible space on three levels, with rooms varying in Arrangements can be made for a hand-carried size from 775 square feet to 110,000 square feet. The exhibitor drop off area, serviced by two elevators and Hynes has five exhibit halls, one of which can be used a receiving platform. (Privately owned vehicles may as an Auditorium that can seat over 3,000 persons. use elevators 15 & 16.) Our impressive Boylston Street Hallway, with its huge windows over-looking the city, serves as a stunning Main Lobby Café and Cafeteria reminder of why you chose Boston. Our professional Two (2) separate food service areas are available to staff will become part of your team to provide you serve a wide selection of meals and snacks to patrons with service second to none. of the Hynes. The Café and Cafeteria are located on ADA Compliant Facility Level One, off the Main Lobby. Please contact your Catering Sales Representative for more information at The Hynes strives to meet the needs of all its patrons (617) 954-2330. at all events and is fully ADA compliant. All areas, including restrooms and the Café and Cafeteria, are Meeting Rooms ADA accessible. Elevators are located on each level Meeting Rooms are available on each level of the and a limited number of wheelchairs are available at facility. These rooms offer the meeting planner the first aid station at no charge. Special hearing flexibility in room size. There are a total of (35) rooms devices can be connected into the MCCA sound available. Electrical, phone and Internet, are available system. If you have any attendees with special needs, in each room. A built-in sound system is available if please let your Event Services Manager know as soon you choose to work with the in-house preferred as possible so that all necessary accommodations can vendor who has the exclusive contract on the use of be made in advance. the house sound system. NOTE: this sound system is The Ballroom not available in rooms 301, 303, 305 or 307. Our unique Ballroom offers state-of-the-art sound The Hynes, through your Event Services Manager, will systems and a spectacular triple vaulted ceiling, in an provide the initial standard set-up of the meeting elegant setting. The Ballroom can be opened to a rooms with available MCCA equipment. Set-ups for 25,347 square foot space or divided into three (3) meeting rooms other than standard sets may be separate Ballrooms of varied sizes. The floor load is subject to additional charges. Please contact your 100 lbs. per sq/ft. Event Services Manager for further details. Please note that linens are only provided free of charge for The Exhibition Halls the following sets: The Exhibit Halls combined are 176,910 square feet of Food & beverage function, registration tables, head space situated on two levels. Level One is 75,670 gross tables and the first row of a classroom set. All square feet in two combined or independent halls. equipment needed for exhibitors in meeting rooms Level Two is 101,240 gross square feet in three and pre-function spaces will incur a charge.