The purpose of this document is to let you know about our policies and procedures in advance so you can make the best possible use of our facility and our services while you are here. We hope this information will assist you in planning your event and in communicating with our staff. We have developed these policies and procedures to ensure that your event will be as safe and successful as possible. Of course, not all situations will be covered in this guide or may need special consideration by management. Any questions regarding policies and procedures not included here can be directed to the Las Cruces Convention Center Events Department at 575.526.0100. We will be glad to clarify any of the enclosed information.
As full-time practitioners of energy conservation--and to keep our fees as low as possible-- we provide air conditioning and/or heating during show hours only. Air conditioning and/or heating is not provided on move-in or move-out days. Additional charges will be assessed for air conditioning and/or heating requested during non-show periods.
Alcoholic beverages must be purchased through the Las Cruces Convention Center as per the liquor license for the facility. Additional security may be required for events where alcohol is served. The Las Cruces Convention Center supports responsible drinking at all times.
Americans with Disabilities Act (ADA)
As a facility of public accommodation, the Las Cruces Convention Center is sensitive to those with special needs, and complies in all respects with the Americans with Disabilities Act (ADA) and regulations issued there under. We also require our customers to comply with all provisions of the ADA.
For the safety and comfort of all our visitors, animals are not permitted in the Las Cruces Convention Center except in conjunction with an approved exhibit, display or performance, which absolutely requires the use of an animal. The Customer is responsible for obtaining all appropriate permits. Guide, signal or service dogs (as defined by Law) are allowed in the Las Cruces Convention Center. All sanitary needs for animals are the responsibility of the Customer.
The Las Cruces Convention Center staff or their designees are responsible for the house audio system and they must supervise any connection made to this system. If an outside vendor needs an additional hook-up to the house sound, there will be additional fees assessed for sound hook-up and electrical needs.
The Las Cruces Convention Center has a contract with a preferred vendor for audio/visual services and equipment. This department works within the convention center and understands the needs and desires that our customers have for their events. Clients are welcome to bring in their own audio/visual equipment, but management reserves the right to charge a fee for equipment coming in from third party vendors.
To keep our beautiful facility looking that way, banners, signs, pictures, notices or advertisements may only be placed in locations, and by methods, approved in advance by the Las Cruces Convention Center.
For your convenience and clarification, an Event Settlement Sheet summarizing rent, additional charges and any credits is prepared after each event. For our financial well-being, final payment is due upon receipt of invoice and prior to the event unless credit has been established. If you have questions about a direct bill account please contact the Sales, Events, or Finance Departments.
Here's what is included in rental price:
- General room lighting, heat and air conditioning on show day
- One standard room set-up per day, including theater, classroom, or banquet style
- Cleaning of public areas (lobbies, restrooms, parking lots, etc.)
- Equipment provided will be limited to inventory on hand and availability.
Here's what is not:
- Electrical service
- Telecommunications service
- Audio-visual equipment and dedicated labor
- Natural gas, water and drainage service
- Janitorial and Cleaning
- Trash haul fees
- Security or police officer services
- Emergency Medical Technician services
- Damages to the Center and equipment
- Additional equipment rental
- Key and lock services
- Water service for attendees
- Table Linens
- Coat check services
The Las Cruces Convention Center is happy to provide booth cleaning for a fee at a square foot rate. This service includes trash pick-up and vacuuming the carpet.
Somebody's got to take out the trash. In this case, we ask you, the Customer, to take responsibility for removal of bulk trash, crates, lumber, pallets, packing materials, oil and tape prior to show opening and following move-out or we'll be happy to do it for you. The goal is to keep your show as pristine and clean as it deserves to be. Any removal of these items by Las Cruces Convention Center personnel will be charged to show management at the prevailing rate.
Public Safety is at the top of our priority list. That's why all meeting rooms and exhibit halls have a maximum occupancy, which may not be exceeded. The Las Cruces Convention Center reserves the right to deny further entry into these spaces in order to protect public safety.
Cleaning, Maintenance, & Trash Removal
The Las Cruces Convention Center provides janitorial services during the course of the event in corridors, lobbies, concession areas and restrooms. The Las Cruces Convention Center provides trash removal during show hours and immediately after daily show closing in exhibit hall aisles. For your safety and security, Las Cruces Convention Center personnel do not clean and are not permitted to enter exhibit booths or show management areas such as registration without agreement.
Contractor’s Service Equipment and Motorized Vehicles
For the safety of our exhibitors and employees all carts, forklifts, bicycles, etc. are restricted to exhibit hall use. No liquid fuel powered vehicles should be operated outside the exhibit halls due to noise, air pollution and fire hazard. Forklifts are not allowed in the ballroom, pre-function, or meeting rooms. Only rubber wheel non-motorized freight carts are allowed in these areas.
Cooking (Demonstrations) and Commercial Cooking
For the safety of our exhibitors and employees, all cooking appliances shall be equipped with ventilating hoods and equipment as deemed necessary by the Fire Marshal and installed in accordance with the provisions of the City Building and Fire Codes. Cooking equipment shall be placed on a noncombustible surface, such as metal, hardwood board or glass and be separated from each other by a minimum horizontal distance of 2 ft. Countertop fryers not exceeding 288 square inches and single well may be used without the necessary ventilating hood and surface protection requirement, provided there are two (2) ten (10) pound B.C. extinguishers positioned on each side of said fryer. All cooking appliances shall be listed by a NATIONAL TESTING AGENCY, i.e., Underwriters Laboratory or Factory Mutual. All cooking equipment shall have regulator(s) at appliance and gas cylinder(s). All supply lines (tubing or hoses) shall be lead-tight and in good repair. Hoses shall be listed for the type of product it supplies.
Crate Storage/Booth Storage
Storage of any kind is prohibited behind the back drapes or display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for repacking shall be removed from the show floor. The Las Cruces Convention Center inspects all exhibits to ensure compliance. Crates, packing materials, wooden boxes and other highly combustible materials may not be stored in the Las Cruces Convention Center. Items such as brochures, literature, giveaways, etc., within the booths are limited to a one-day supply. Consideration will be given for the storage of crates outside of the facility.
Sometimes, bad things happen to good facilities. We hope they don't, but when they do, the customer is responsible for all damages, except normal wear and tear. For accuracy in billing, we recommend show management schedule a time to inspect all leased space prior to move-in and following move-out to determine existing conditions. You will be informed of all damages, which occur, after your event with written reports and photographs as soon as they are documented.
The method and location of special installations must be approved in advance by Las Cruces Convention Center management. Final approval will be determined after consideration of other building users occupying the space at the same time. It's just our way of making sure everybody has a successful, safe and cost-effective event.
(Following is what may appear to be a long list of official do's and don'ts below.
But please try to think of it as very, very specific advice from a good friend.)
Decoration guidelines include the following:
- No one may tape, nail, tack or otherwise fasten to ceilings, painted surfaces, columns, walls or windows decorations of any kind.
- Decorations may not block doors, fire extinguishers, sprinklers, emergency equipment signage, emergency exits or lighting systems.
- Permanent installations in common spaces, such as telephone banks, information kiosks, and ATM machines may not be blocked.
- All decorating materials must be constructed of flameproof material or treated with an approved fire retardant solution. Spot testing may be performed by the Las Cruces Fire Marshal.
- No one may use adhesive-backed decals or stickers nor may they be distributed anywhere on the premises.
- "Glitter" and confetti may not be used in carpeted areas of the building.
- Only Las Cruces Convention Center personnel may move planters, lobby furniture, and other Las Cruces Convention Center equipment in the public areas.
- Even though it may sound like fun, distribution of helium balloons in the Las Cruces Convention Center is not allowed. If helium balloons become detached from a display, the labor cost to retrieve the balloons will be charged to the Customer (which helps hold down labor costs for everybody). For safety reasons, compressed gas cylinders used to inflate balloons must be properly secured to prevent toppling
- All pools, decorative fountains, etc. must be waterproofed and may be tested by Las Cruces Convention Center staff prior to installation.
- Show management will be responsible for removal and clean up of any dirt, bark, mulch or similar materials used for decorating purposes.
EMT (First Aid)
The Las Cruces Convention Center reserves the right to provide all necessary EMT personnel.
EMT's will be billed on your final settlement at prevailing rates. EMT personnel will be required for events with over 500 people that serves alcohol and for any other event with attendance over 1,000.
For your convenience, Las Cruces Convention Center equipment such as tables, chairs, staging, etc. is available on a first-call basis limited to current inventory on hand.
Event Estimates & Resumes
For your clarification, an Event Services Manager will provide an Estimate and Detailed Event Resume prior to your event. You will be asked to sign the Estimate and Event Resume, and agree to the charges prior to your event.
Event Floor Plan Approval Process
We truly believe in providing the highest quality of customer service. That's why we have organized a system that makes it as easy as possible, not to mention as efficient and accurate as possible, for you to obtain approval of your floor plan.
1. One (1) copy of the event floor plan must be submitted to the Las Cruces Convention Center Event Management Department for review and approval at least 60 days prior to the first show day. The plans should be no smaller than 8 " x 11" in size, and should clearly show adjacent lobbies and exit ways.
2. Las Cruces Convention Center Management meet with the Fire Marshall to review and approve drawings.
3. After Fire Marshal review and approval, the Event Manager will return a stamped and approved set of plans to show management and to the official service contractor. The review process generally takes between one and three weeks.
4. Floor plans must have an official signed and stamped Approval from both Las Cruces Convention Center Management and the Fire Marshal, and should not be published without this stamped approval.
5. The Fire Marshal approval of a floor plan is conditional. The final approval is given after an on-site inspection by field inspectors.
6. The Fire Marshal will not accept floor plans for events at the Las Cruces Convention Center that are directly submitted by show management or by service contractors. The Fire Marshal will not meet with show management or service contractor representatives unless Las Cruces Convention Center representatives arrange the conference.
7. If the final floor plan is different from the initially approved floor plan, it must be re-submitted, processed and approved before the first day of move-in.
8. All floor plans should clearly show the following:
o Name and date of the event
o Name of the area in use (e.g., Hall 1)
o Official service contractor
o Date of initial drawing and all revisions
o Labeled location of all exits
o Dimensions of all aisle widths
o Lobby and other public access layouts
o All contractor storage areas that will be maintained as on-site storage during exhibition hours.
9. Life safety guidelines for acceptable exhibit floor plans are as follows:
o A person should have to travel no more than 200 feet from any point in the hall to the nearest exit.
o Dead-end aisles may be no longer than 50 feet.
o All fire hose connections, extinguisher cabinets, and alarm call stations must be visible at all times.
For your convenience and to assure the highest quality of service, The Las Cruces Convention Center will assign an Event Manager to coordinate your event. Your Event Manager will provide the most professional, efficient and courteous service you have ever experienced. Period.
Your Event Manager will:
- Contact you following execution of your license agreement.
- Be your primary Las Cruces Convention Center liaison before, during and after your event.
- Be responsible for gathering all event information and disseminating that information to all Las Cruces Convention Center departments.
- Generate an Estimate and Event Resume for your review and approval no later than 4 weeks prior to your event.
The Center is committed to providing first-class customer service, maximum safety and effective cost controls. So we insist that show managers, exhibitors, and service contractors be responsible for the conduct of their employees, subcontractors, and subcontractors' employees. Employees not in compliance with Center policy may be barred permanently from the Las Cruces Convention Center. This includes the following:
- Restricted areas of the Center are labeled "Authorized Personnel Only" and are off limits to all personnel except authorized Center personnel. Unauthorized personnel found in restricted areas will be reported to the appropriate employer and may be subject to permanent dismissal from the Las Cruces Convention Center.
- Profane language and disorderly conduct are not permitted at any time.
- The use of alcoholic beverages in the workplace is strictly prohibited. The use of illegal drugs is strictly prohibited at all times.
- Cost of repair to any damages to the Las Cruces Convention Center’s equipment that may be caused by their employees.
To maintain security, all event personnel including show and service contractor staff, exhibitor-appointed contract staff, temporary help, exhibitors and other workers affiliated with an event must enter and leave the Las Cruces Convention Center through the entrances and exits designated by Las Cruces Convention Center management and show management.
As a courtesy to those holding the next event, each licensee is responsible to ensure the removal of any of its property, equipment, signs and props from the building at the end of the licensed period. If not, the Las Cruces Convention Center may (and probably will) exercise the option to discard all such items.
Exhibitor List and Kits
To get the most out of our services, an exhibitor list and sample kit should be supplied to your assigned Event Manager sixty (60) days prior to the event. The Las Cruces Convention Center service order forms (electrical, water, drain, compressed air, and telecommunications) are available and should be included in the exhibitor kit provided to Exhibitors by Show Management.
To maintain our beautiful facility, and control our costs, floor drilling is prohibited. (In case you were wondering, so are wall and ceiling drillings.)
For public safety, fog/smoke machine usage is prohibited at the Las Cruces Convention Center.
Food & Beverage
For obvious public health reasons and quality control, food and beverage services are provided exclusively by Las Cruces Convention Center.
The Las Cruces Convention Center can provide banquet service, snacks, luncheons, beverage service and concessions.
No outside food/beverage is allowed in the Las Cruces Convention Center.
Food and beverage samples must not be greater than 2 oz. and must be manufactured, processed or distributed by the exhibiting firm and must be related to participation in the event.
For public health (and common sense) reasons, restrooms, concession stands and/or facility kitchens may not be used as exhibitor clean-up areas. Costs associated with the disposal of trash, waste, grease, etc. from exhibitor sampling are the responsibility of the Client. Securing of all necessary licenses, permits, etc. is the responsibility of the exhibitor.
Exhibitors are responsible for complying with all Las Cruces, Dona Ana County, and New Mexico Health Department regulations regarding food sampling, storage, equipment, temperature, etc. If they are not in compliance or do not obtain the proper permits, the Health Department can shut down their booth.
There's nothing like a good, clean Food Show. (Plus, safety regulations demand it.) In this case, the Client is responsible for making arrangements to provide exhibitors with food waste containers. The container should be accessible for the exhibitors to use on a daily basis. All food waste products should be contained in plastic bags, tied and disposed in the food waste container. Food waste will be dumped on a daily basis.
The Las Cruces Convention Center provides an added value of highly trained staff to assist the customer with their event. Therefore, Las Cruces Convention Center requires the use of its employees to be paid for by the Customer at the prevailing rate for the following categories: Security guards, emergency medical personnel, ticket sellers, ticket takers, ushers, and other similar categories of personnel. Determination of the number of personnel and the hours worked by the various categories shall be at the discretion of Las Cruces Convention Center Management after consultation with the Customer. Fortunately, we already have trained employees familiar with our facility for emergencies and a high level of quality customer service.
All other persons employed by the Customer or affiliated with any event that takes place in the Las Cruces Convention Center shall be the responsibility of the Customer. Event personnel rates are outlined on a separate rate schedule. All individuals working in the Center must wear an identification badge provided by their respective employer or obtained from the Las Cruces Convention Center‘s Security Office.
Fire safety laws demand that all electrical and neon signs must conform to national electrical codes and are required by the Las Cruces Convention Center. The Las Cruces Convention Center graphic, signs or advertising displays may not be blocked in any manner. During move-out following the event, all wires, hooks, screws and hanging materials used to hang signs must be removed.
Hazardous Materials Labeling
For the safety of the public and all employees, OSHA requires that all containers of hazardous materials be labeled with the identity of the hazardous materials contained therein, and appropriate hazard warnings. Exhibitors displaying or using hazardous chemicals must submit material Safety Data Sheets and manifests to the Las Cruces Convention Center no less than (60) Days prior to move-in.
Even though it may sound like fun, distribution of helium balloons in the Las Cruces Convention Center is not allowed. If helium balloons become detached from a display, the labor cost to retrieve the balloons will be charged to the Customer (which helps hold down labor costs for everybody). For safety reasons, compressed gas cylinders used to inflate balloons must be properly secured to prevent toppling.
For the protection of the Customer and the facility, the General Manager or his/her designee reserves the right to cancel the event upon failure of show management to provide such verification within the specified period.
As a courtesy and convenience, the Las Cruces Convention Center does offer tenants, users and exhibitors the option of purchasing insurance through the Las Cruces Convention Center. For more information about this helpful service, please contact the Event Manager.
Key and Lock Services
The Las Cruces Convention Center's Security Department provides all locks for securing leased space. As a service to our customers, the Las Cruces Convention Center can provide the added security of custom locks for leased space, at the request of show management, for published prevailing rates. Contact the Event Management Department for all special door lock requests.
Las Cruces Convention Center Staff
To help ensure the highest quality of customer service, we require all Las Cruces Convention Center employees wear photo identification badges while servicing events. Show management may refuse access to employees without visible and proper Las Cruces Convention Center identification. Properly badged employees on Las Cruces Convention Center business have the right of access, as needed, to all space at all times. Las Cruces Convention Center employees are happy to wear additional identification provided by show management.
For public safety reasons, only Class I lasers shall be permitted. Class II or greater are prohibited within the building.
Leaving the Facility Room Clean
We don't ask for much, but we do ask you to do your part to maintain our facility. The building exhibition halls will be delivered to the Customer as specified in the Lease Agreement. The floor will be clean upon move-in. It is the responsibility of the Customer to return the exhibition hall to its original condition. Or, as part of our customer service, we'll be happy to do it for you.
Rent includes lighting in public concourse areas and meeting rooms during move-in, show and move-out. During move-in and move-out, fifty percent (50%) lighting will be provided at no charge in exhibition halls. One hundred percent (100%) lighting will be provided in exhibition halls during show hours beginning (60) sixty minutes prior to show. This energy conservation policy helps control our utility costs which, in turn keep our rent low.
Exhibitor or Show Management mail should be addressed in care of the event and when applicable, booth number. As a customer service, mail will be held in Security until the first day of the client move-in date at which time it will be delivered to the show office.
Motorized Vehicle Operation
For the safety of employees and exhibitors, only trained and certified personnel must operate forklifts and material handling devices. Operating vehicles and engines shall not be left unattended.
Show Management operating the equipment is responsible for damages. And to help maintain our facility, any vehicles which drip oil or other staining solutions must have drip pans or dry absorption powder under the parked vehicles and engines.
Move In & Move Out
During move-in and move-out, the exhibition hall lighting level is set at 50%. Heating or air conditioning is not provided during move-in or move-out.
Additional lights, heat or air conditioning are available at the prevailing rate. The Las Cruces Convention Center reserves the right to maintain sole control of the dock area during dock load in and out. Security staff may be required for everyone's safety at the prevailing rate.
We're all about breaking down walls. In this case, we also don't want anyone to get hurt, or to disrupt an event. So the movable walls in the exhibition halls and meeting rooms must be installed and removed by Las Cruces Convention Center personnel only.
Multi-Story Exhibit Booths
For safety reasons, exhibit booths that are multi-story or contain covered assembly areas, such as conference areas or theatres, must meet the following minimum life safety requirements:
- Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closets built into the exhibit.
- Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 2A20BC.
- The maximum occupancy of the load-bearing area(s) in a multi-story exhibit shall be limited to one person per fifteen net square feet of floor space, not to exceed a total of twenty-five persons. This maximum occupancy shall be posted.
- There should be at least two means of egress from each load bearing area(s) in excess of 200 square feet in a multi-story exhibit or from each covered assembly area.
- A copy of the exhibit plans must be submitted to the Las Cruces Convention Center no later than sixty (60) days prior to installation. The plans must be certified and sealed by a licensed structural engineer or licensed architect. These plans will be reviewed by the Las Cruces Fire Marshal and the City Planning and Development Service Department for approval and permit processing.
- Exhibits may not be installed without approval and permit processing.
The Las Cruces Convention Center retains all rights and permissions for the sale of merchandise and novelty items sold within the facility and facility premises. Merchandise and novelty products include, but are not limited to T-shirts, programs, pictures, records, tapes and miscellaneous show promotion items. A facility merchandise fee may be applicable. This novel approach helps us make sure our rent is equitable for all users. All negotiations to arrange for event sale and compensation procedures are to be directed to the Event Manager.
For your safety and security, cartons, package or other containers brought in or removed from the Las Cruces Convention Center by show personnel, exhibitors or service contractors may be subject to inspection.
The Las Cruces Convention Center has a lot adjacent to the building. Motor home vehicles (RV's) may use the parking area for parking purposes only. Overnight parking on Las Cruces Convention Center property is prohibited. Options are available for the rental of the parking lot areas for outside exhibits and/or exhibitor and patron parking.
As a service to our customers, cash, check, Visa, MasterCard, Discover Card and American Express are accepted for all payments.
All exhibitors must pay in full at time of orders.
All clients must pay their rental deposit according to the Las Cruces Convention Center Deposit Schedule.
In order to reduce (or, hopefully, eliminate) bad debt write-offs, the Center reserves the right to request payment in advance for estimated additional costs beyond minimum rental.
The rules governing the use of pyrotechnics are very specific. So if you're considering adding pyrotechnics to your event, please spend a few minutes getting fully acquainted with them.
Any contractor that intends to use pyrotechnics in the facility shall hold a valid federal license issued by the U.S. Department of the Treasury - Bureau of Alcohol, Tobacco and Firearms, for the use of "low explosives." A copy of this license shall be provided to the Event Management Department at least one month prior to the event date. The use of pyrotechnics within the licensed area shall be approved by the Customer who shall remain directly responsible to the Las Cruces Convention Center for all activities as described in the License Agreement. A complete description of the pyrotechnic activity shall be prepared and submitted to the facility 30 days in advance of the event and include the following information:
- Permit from Las Cruces Fire Department.
- Plots showing exact location, type, and number of devices.
- Protective materials and equipment for activity.
- Location and number of fire extinguishers for activity.
- Schedule of activities, number of certified pyrotechnic operators, and their locations.
- Schedule for pre-show pyrotechnic test to be conducted in the presence of a Las Cruces Fire Inspector.
- Pyrotechnic contractor shall provide a certificate of insurance to Las Cruces Convention Center Management naming Las Cruces Convention Center, Global Spectrum and it's employees and City of Las Cruces and their employees as additional insured.
- In addition to the above requirements the contractor must be licensed by the State of New Mexico.
For public safety reasons, Las Cruces Convention Center management must approve all rigging. The Las Cruces Convention Center reserves the right to retain consultants at the Customer's expense to review or verify rigging specifications.
Nothing may be attached to any Las Cruces Convention Center electrical or mechanical system. This includes ducts, electrical conduit or raceways, plumbing, acoustical baffles, or sprinkler pipes. Rigging may only be attached to structural members.
All rigging in the Las Cruces Convention Center shall be in accordance with all national, state and local safety codes, including, but not limited to, OSHA, BOCA and Las Cruces Convention Center policy.
No rigging is allowed in the meeting rooms.
As one of our services to you, ballrooms, meeting rooms and exhibition halls (used for meetings and/or banquets) shall be arranged in theater, classroom, conference, banquet or reception style one (1) time. Changes to the original set will be charged per day rental.
Safety/Fire Code Requirements
Of course, the safety of all occupants of the Las Cruces Convention Center is of primary concern. Any unsafe condition or activity should be immediately reported to Las Cruces Convention Center Security and supervisory personnel of the responsible party for corrective measures.
Those provisions of the NFPA 101 Life Safety Code 1994 edition and the 1997 Uniform Fire Code for public assembly facilities have been established as a standard for review of occupancies and events in the Las Cruces Convention Center. The information contained in this outline is a summary of relevant provisions contained in these Codes as well as standard operating procedures established in cooperation with the Fire Marshal of Las Cruces. Reference copies of these codes are available in the Event Management Department.
1. All curtains, drapes and decorations must be constructed of flameproof material, or treated with an approved flame proofing solution. (Treatment shall be renewed as often as may be necessary to maintain the flame proofing effect.)
2. All exits, hallways and aisles are to be kept clear and unobstructed at all times.
3. A 20 ft. roadway shall be maintained for fire equipment access to all parts of the building displays.
4. No part of a stairway, whether interior or exterior, hallway, corridor, vestibule, balcony or bridge leading to a stairway or exit, shall be used to in a manner that will obstruct its use as an exit or that will present a hazardous condition.
5. Storage of any kind is prohibited behind the back drapes or display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for re-packing shall be removed from the show floor. The Las Cruces Convention Center inspects all exhibits to ensure compliance.
6. Crates, packing materials, wooden boxes and other highly combustible materials may not be stored in the Las Cruces Convention Center. Items such as brochures, literature, giveaways, etc., within the booths are limited to a one-day supply. Consideration will be given for the storage of crates outside of the facility.
7. All outside displays that are under cover of the building roof or extension of the roof or porch area shall be governed by the same rules of an inside display.
8. No exit door shall be locked, bolted or otherwise fastened or obstructed at any time the Las Cruces Convention Center is open to the public. Moreover, it shall be unlawful to obstruct, or reduce passageway or other means of egress. Additionally, all required exits shall be so located as to be discernible and accessible with unobstructed access thereto.
9. All sawdust and shavings shall be thoroughly treated with an approved flame-retardant product, stored and maintained in a manner approved by the Fire Marshal. Hay and straw are not allowed in the Las Cruces Convention Center.
10. Automobiles, trucks, tractors, machinery and other motor vehicles utilizing flammable fuels, which are placed on display inside the Las Cruces Convention Center shall have no more than 1/4 tank or five (5) gallons of fuel in the tank; all fuel tanks shall be locked or effectively sealed and at least one battery cable shall be disconnected from the ignition system. Ignition keys for vehicles on display shall be kept by a responsible person at the display location for removal of such vehicles from the building in event of emergency. Carpeting or visqueen must be placed underneath the vehicle for any possible leakage.
11. The use of liquefied petroleum gases inside building, tents or other areas is strictly prohibited, except for demonstration purposes when approved by the Las Cruces Convention Center and the Las Cruces Fire Marshal. Maximum LPG allowed for exhibition purposes is a 16-oz non-refillable cylinder. There may be a maximum of 24 containers stored in any one location.
12. All trash and refuse shall be removed daily from the Las Cruces Convention Center.
13. Provide and maintain approved fire extinguishing equipment in all areas as designated by the Las Cruces Convention Center and the Las Cruces Fire Marshal.
14. All standpipe and hose cabinets shall be kept clear and unobstructed at all times.
15. All hydrants and fire department connections shall be unobstructed at all times.
16. All electrical connections shall be in accordance with the Electrical Code.
17. All electrical cords, sound cable or other trip hazards shall be safeguarded.
18. All appliances fired by natural gas shall be approved by the Facility Operations Manager, the Las Cruces Convention Center and the Las Cruces Fire Marshal, and installed in accordance with NFPA 54 National Fuel Gas Code before being used.
19. The Las Cruces Convention Center and the Las Cruces Fire Marshal must approve the use of welding and cutting equipment for demonstration purposes.
20. Cylinders of compressed gases are prohibited unless approved by the Fire Marshal and secured according to requirements outlined in the 1997 Uniform Fire Code. The Facility Public Safety Manager along with the Las Cruces Convention Center and the Las Cruces Fire Marshal shall check egress of the facilities before it is occupied for any use. If such inspection reveals that any element of the required means of egress is obstructed, inaccessible, locked, fastened, or otherwise unsuited for immediate use, admittance to the building shall not be permitted until necessary corrective action has been completed.
21. There shall be no obstruction blocking exit doors from the outside of the Las Cruces Convention Center, such as vehicles parked in front of the doorways or barricades across sidewalks, etc.
22. No curtains, drapes or decorations shall be hung in such a manner as to cover any exit signs.
23. No vehicles shall be parked in fire lanes outside the Las Cruces Convention Center.
24. No flammable liquid or material shall be used or admitted inside of the Las Cruces Convention Center except by approval of the Las Cruces Convention Center and the Las Cruces Fire Marshal. Prohibited materials include, but are not limited to kerosene, motor fuel, explosives, cryogenic gases, etc.
25. No person shall cause or permit any open flame, candles, and torches, etc. to be used in any place of assembly, except that candles may be used on tables if securely supported on substantial noncombustible bases so located as to avoid danger of ignition of combustible materials and only if approved by the authority having jurisdiction. The candle flame shall be protected.
26. All cooking appliances shall be equipped with ventilating hoods and equipment as deemed necessary by the Fire Marshal and installed in accordance with the provisions of the City Building and Fire Codes. Cooking equipment shall be placed on a noncombustible surface, such as metal, hardwood board or glass and be separated from each other by a minimum horizontal distance of 2 ft. Countertop fryers not exceeding 288 square inches and single well may be used without the necessary ventilating hood and surface protection requirement, provided there are two (2) ten (10) pound B.C. extinguishers positioned on each side of said fryer. All cooking appliances shall be listed by a NATIONAL TESTING AGENCY, i.e., Underwriters Laboratory or Factory Mutual.
27. All cooking equipment shall have regulator(s) at appliance and gas cylinder(s). All supply lines (tubing or hoses) shall be lead-tight and in good repair. Hoses shall be listed for the type of product it supplies.
28. All aisles in the exhibit hall shall be maintained at a minimum of ten (10) feet clearance.
29. All covered structures in excess of one hundred (100) square feet in area shall be protected by an automatic smoke detection system approved by the Fire Marshal.
30. All floor plans submitted shall be totally representative of the halls, rooms, lobby and hallways and/or areas the events are held in, and include items such as the location of manual pull stations, fire hose standpipe closet, exits, aisles, etc.
Customer is required to adhere to all local and state laws regarding sales tax issues.
The Las Cruces Convention Center may require minimum levels of security coverage in any leased space and other areas (i.e.: loading docks, box office, parking lots, etc.).
The Las Cruces Convention Center also requires security during move-in and move-out to monitor traffic flow on the dock and freight elevators.
No doors may be obstructed or locked when the area is occupied.
Event security requirements are subject to Las Cruces Convention Center approval and must be submitted 30 days prior to your event.
Las Cruces Convention Center in-house security reserves final rights to admit access of any personnel to any Las Cruces Convention Center space.
For better customer service, Guards check in 30 minutes early for assignment/briefing.
The prevailing rate per hour will be charged, per guard with a 4-hour minimum.
The Las Cruces Convention Center is not responsible for any items left in the building after an event has moved out.
Set Up Information
In an effort to manage your event as efficiently as possible, no later than 60 days before the first day of the event, we require the Customer to provide for the Las Cruces Convention Center’s approval, one (1) copy of a full and complete floor plan for the event, and, if requested, furnish a description of all electrical, communications systems, and plumbing work. The Customer shall also provide the Las Cruces Convention Center with all other information required by Las Cruces Convention Center concerning the event such as room or hall set-ups, staging, and food and beverage requirements no later than 30 days before the first day of the event.
Shipments to the Las Cruces Convention Center
For the security of your freight, we ask for a timely delivery of your products and equipment to our facility. The Las Cruces Convention Center will not accept any deliveries or freight shipments prior to your event move-in. Only your decorator or on-site representative are responsible for receipt of any & all deliveries.
Signs & Posters
We like posters as much as the next facility. We just want to make sure they don't detract from the good looks of our facility. So we require posters to be mounted on easels and/or individual holders.
Also, no posters, playbills or any other signage can be taped, stapled or affixed to any surface in the building.
All signage must be of a printed nature and meet with the approval of the management. Handwritten signs are prohibited.
And at move-out, all posted signage must be removed by the service contractor and/or Customer. If any materials are left in or on the building, the Customer will be billed at the prevailing labor rates to remove.
As designated under the State of New Mexico law, the Las Cruces Convention Center is a non-smoking facility.
Please use sound thinking when it comes to your sound levels. Maintaining sound levels will make sure that you do not to disturb nor interrupt other events. Las Cruces Convention Center Management reserves the right to require sound levels to be lowered.
The amount of our sponsorship money has a direct effect on our ability to maintain low rental fees. That's why the Las Cruces Convention Center has contracts with several companies for exclusive representation in the building.
As a result, certain items cannot be offered in the building. However, if a competitor of our advertiser is a sponsor of your event, we will make an effort to accommodate them.
Staples, Tacks & Stickers
This one's easy. Staples & tacks are prohibited and not to be used on any building surface or equipment.
No stickers (tacky or otherwise) will be allowed to be distributed.
We're proud of our facility's high quality good looks. So it's only natural we want to keep everything looking good. If the Customer contracts for carpet to be laid as a part of the event, it is the responsibility of the carpet contractor to remove all tape from the floors during the final move-out of the event. If this is not done, the Customer will be billed at the prevailing hourly rate for removal of the tape.
If the tape is on a floor that must be stripped and refinished, the charges to return the floor to its original finish also will be billed to the Customer.
Tape of any type is prohibited in all areas of the building. Tape should not be placed on tables, chairs, walls, etc.
The Customer will be billed for any damages resulting from the removal of taped items (i.e.: repainting walls & doors due to peeled paint, etc.)
Telephones are only available through the Las Cruces Convention Center. Telephone order forms for exhibitors are available through the Las Cruces Convention Center. See our Service Order Form.
Tips & Gratuities
Las Cruces Convention Center employees are strictly prohibited from accepting tips or gratuities. But since this truly is a team effort, we encourage customers who may wish to compliment Las Cruces Convention Center staff for excellent performance to make a contribution to the Las Cruces Convention Center's Employee Activity Fund.
For events producing trash, a trash removal fee will be assessed at prevailing rates for each trash pull. This fee will be charged to the Client.
Vehicles on Display
Automobiles, trucks, tractors, machinery and other motor vehicles utilizing flammable fuels, which are placed on display inside the Las Cruces Convention Center shall have no more than 1/4 tank or five (5) gallons of fuel in the tank; all fuel tanks shall be locked or effectively sealed and at least one battery cable shall be disconnected from the ignition system. Ignition keys for vehicles on display shall be kept by a responsible person at the display location for removal of such vehicles from the building in event of emergency. Carpeting or visqueen must be placed underneath the vehicle for any possible leakage.
For safety reasons, installation of all utility services involving electrical, air, water, water drainage, or Internet / telephone connections must be performed by the Las Cruces Convention Center.
All electrical equipment must meet the approval rating of U.L. (Underwriter's Laboratory).
The Las Cruces Convention Center electrical equipment, such as extension cords, electrical panels, spotlights and fixtures are not to be removed by exhibitors, show managers, service contractors, or any other unauthorized persons. Violators will be assessed an appropriate charge for any removals.
Under no circumstances shall distribution panels or mechanical equipment be blocked or impede access.
Floor boxes may not be accessed by anyone other than the Las Cruces Convention Center Personnel.
To ensure timely, quality service, we must insist that all orders for water service be placed in advance. Of course, upon request, water service can be provided for head tables at no charge. There will be an applicable charge for the audience participants.
Water, Waste Disposal, Ware Washing
Good equipment maintenance is just another form of good cost control. That's why no oils, combustibles, or any liquids other than water may be poured in the Las Cruces Convention Center drainage or sewer systems. No tools, machines, cookware, or any other items may be emptied, washed, or rinsed in Las Cruces Convention Center restrooms.
Fountains, aquariums, cookware, pools, etc., may not be filled from Las Cruces Convention Center restrooms or janitors' closets. Permanent hot and cold-water sinks are available in the service corridor for Exhibitors' use.
For public safety, and to protect our facility, the use of welding equipment and cutting equipment as part of an exhibition must be specifically approved on an individual basis by the Las Cruces Convention Center and the Las Cruces Fire Marshal before any cutting or welding can be conducted, the following requirements must be adhered to:
1. Cutting and welding equipment must be in good repair.
2. No combustible or flammables within thirty-five (35) feet of work site.
3. When thirty-five (35) feet cannot be obtained, protected covers, fire resistant shields or guards may be used.
4. All wall and floor openings within thirty-five (35) feet of the site location be tightly covered to prevent the passage of spark to adjacent areas.
5. Cylinders contacting compressed gasses for use at the site shall not be charged in excess of one half (1/2) their maximum capacity. Total gas capacity of cylinders is limited to twenty-five hundred (2500) cu ft.
6. Cylinders located at the site shall be connected for use, except that enough additional cylinders may be stored at the site to furnish approximately one day's consumption of each use. Other cylinders shall be stored in an approved storage area.