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Meeting in the Nation’s Capital
The Ottawa Congress Centre (OCC) is 84,000 square feet of flexible, convention, meeting, trade/consumer show, and event space directly attached to the 180-store Rideau Centre shopping complex and the 480-room Westin Hotel. The OCC is situated next to the historic Rideau Canal, and just a block east of Parliament Hill.
Once you have decided to plan your event at the Ottawa Congress Centre you will need access to the planning resources, contacts, services and links that will help make your event a success—that is why we created the Operational Guide. This will ensure you are provided with the proper information, assistance and tools to successfully execute your event at the OCC.
If you still have questions please contact Paul Keogh, Vice-President, Client Services at 613-563-1983 extension 665 or pkeogh@ottawacongresscentre.com.
To download the Operational Guide please click here.
1. General Information
2. Services Provided by the Ottawa Congress Centre (OCC)
3. Services Provided By External Contractors
4. Facility Usage Rules & Regulations
• The Ottawa Congress Centre may be entered from either Colonel By Drive, Westin Hotel, Daly Avenue or Rideau Centre.
• The OCC is 20 – 25 minutes from the Ottawa International Airport (airport bus and taxi services available) and 10 minutes from the Ottawa Train Station.
• For directions on how to get to the OCC please click here.
• For directions on how to get to our loading dock please click here.
1.2 Meeting Rooms
1.2.1 First Level – Capital Hall
• The Capital Hall measures 91 ft. x 161 ft. (27.8 m x 49.1 m), a total area of 12,524 sq. ft. (1,165 sq. m).
• The entire room is carpeted.
• Ceiling height is 14 ft. (4.27 m). Ceiling height in Rooms 6A to 9A is 7ft. 8 in. (2.3m).
• Lighting: dimmable chandeliers, HID and fluorescent cove lighting.
• Moveable partitions enable the Capital Hall to be divided into a maximum of nine function rooms.
• Room capacity: banquets to a maximum of 700 persons; theatre-style meetings for 1,000 persons; exhibits, 65 10 ft. x 10 ft. booths.
To download floorplans please click here.
1.2.2 Second Level –
Mezzanine
Administration
Executive Suite
• The Boardroom and Suite can accommodate board meetings for up to 24 persons and receptions for 50.
• The ceiling height is 7ft., 3in.
To download floorplans please click here.
1.2.3 Third Level –
Congress Hall
• The Congress Hall has a clear span of 262 ft. x 173 ft. (80 m x 53 m), a total area of 42,638 sq. ft. (3,962 sq. m).
• Entire room is carpeted.
• Ceiling height is 24 ft. (7.32 m).
• Lighting: dimmable chandeliers/incandescent and HID.
• Moveable partitions enable the Congress Hall to be divided into four possible room configurations.
• Room Capacity: banquet to a maximum of 4,000 persons;
theatre-style meetings, 4,500 persons; exhibits, 233 10ft. x 10ft. booths.
• The Congress Hall is serviced by soundproof simultaneous interpretation and 2 television and spotting booths.
To download floorplans please click here.
Third Level – Colonel By Salon
• The Colonel By Salon, with a panoramic view of the historic Rideau Canal, has a total area of 11,475 sq. ft. (1,065 sq. m) and can accommodate receptions of up to 3,000, banquets to 550, as well as meetings for 800 persons theatre style.
To download floorplans please click here.
2.1 General Services Available
• Exclusive first-class, in-house catering and bar service (food concession upon request to catering department).
• Public telephones and restroom facilities.
• First aid facilities located adjacent to the Congress Hall.
• For persons with disabilities, access ramps into the building, portable ramps for staging and restroom facilities.
2.2 Complimentary Services Provided in the Basic Room Rental
• House lighting, ventilation, heat or air conditioning as required (commencing one hour before and concluding one hour after the event unless prior notification).
• Janitorial services during open hours in aisles, meeting rooms, corridors, open spaces and restrooms.
• Fully equipped first aid facilities.
• 24-hour security for the building perimeter; internal patrols only (see 2.13 "Security" for more information).
• Projection screen: Congress Hall – three (24 ft. x 20 ft.), Capital Hall – five (14 ft. x 8 ft.).
• Registration space, show office, and press facilities proportionate to rented space (includes tables, chairs or basic furniture) and subject to availability.
• Lectern or podium.
2.3 Services and Facilities Not Provided in the Basic Room Rental
• Electrical requirements (in-house or outside contractor).
• Flip chart with paper and markers ($19.95 plus GST).
• Pen and pad package ($0.99 plus GST).
• Dock supervisor required for move-in/move-out of exhibits (hourly labour rate applicable).
• Licensee is responsible for complete security within exhibit area, including move-in/move-out period, meeting rooms and concerts.
• Licensee is responsible for the removal of bulk trash, crates, pallets, packing materials, lumber, etc., prior to show opening and following move-out (compactor/landfill charges may apply).
• Continuous storage is not available onsite. All costs involving movement of crates to storage and return are the responsibility of the trade show, convention or its exhibitors.
• Cleaning of exhibit booths or carpeted areas within exhibit area (see Schedule "C" for labour charges).
• All extraordinary utilities, equipment and services requested or required beyond normal operations and maintenance (See Schedule "C" for labour charges).
• Arrangements for equipment and/or service necessary for the presentation of shows, exposition displays, performances, etc. (official suppliers listed below).
• Additional labour costs will be assessed should initial set-up of portable walls require change.
• Personnel required to stage an event, including without limitation ushers, ticket takers, ticket sellers, stagehands, sound operators, security guards, musicians and other personnel to properly staff registration, exhibit and meeting areas.
2.4 Coat Check Services
The Ottawa Congress Centre operates a seasonal coat check based on weather and anticipated client demand, which is staffed and operated on a cost per-user, per-item basis. As an alternative, the OCC can supply a "host" coat check service where the cost is billed to a master account. Depending on the demand and season, the OCC reserves the right to charge a minimum fee for a coat check. Please discuss these details with Convention Services during the planning phase of your event.
Please note: the OCC is not responsible for contents of garmets or items left overnight.
2.5 Deliveries
The Ottawa Congress Centre’s loading dock is open 24-hours a day, 7-days a week. However, the Centre cannot accept shipments in advance of official contracted move-in times. Early deliveries may be arranged through your official services contractor (ie: Freeman Decorating or Marquee Rentals) for advanced warehousing options. To view a site plan of the OCC and its surroundings please click here.
Please Note: all shipments must be removed from the Centre at the conclusion of the event or they will be force-freighted to the official services contractor for forwarding at the expense of the exhibitor.
Suggested delivery address/label:
Name of Event
Name of Exhibiting Company
Booth #
C/O Ottawa Congress Centre
55 Colonel By Drive
Ottawa, ON
(Nicholas St. Loading Dock)
K1N 9J2
Attn: Exhibiting Company Personnel
X of Y pieces
Contact Name / Number
2.6 Facilities for Persons with Disabilities
The Ottawa Congress Centre is equipped with the following:
• Access ramps at all street-level entrances to the building, as well as the Rideau Centre and parking entrances.
• Ramps, free of charge, for staging and head tables.
• Washrooms on the Congress Hall, Capital Hall and Mezzanine levels.
• Automated doors at public entrances.
• Elevator accessible on all three levels with Braille wayfinding.
• ‘No touch’ flush valves, faucets, soap dispensers, paper towel dispensers and hand dryers in all washrooms designated for persons with disabilities.
• Impaired hearing headsets on the pay telephones on all three levels.
2.7 Food & Beverage Services
The Ottawa Congress Centre is the sole food and beverage provider for all catered events and concession sales. The OCC offers a diverse selection of contemporary dishes, presentation styles, and service options for events large and small. From breakfasts, lunches and dinners to receptions, cocktail parties, weddings, and more, our featured menus provide a wide range from which to choose. The food and beverage department and Executive Chef will also work with you to develop and prepare a special menu to suit your tastes or traditions.
To view our menus please click here.
Please note your menu selection should be submitted to the food & beverage department at least three weeks in advance of your event. All prices are current and subject to change on reservations beyond two months. Goods and services tax (5%), provincial tax (8% on food/non-alcoholic beverages & 10% on alcoholic beverages) and service charge (15%) are extra. Prices and menu items are subject to change.
Food and beverage guarantees are required 72 business hours prior to the start of the function. Failing that, the “agreed to” number will be used as a guarantee.
2.7.1 Food Sampling
Exhibitors who wish to distribute food or beverage “giveaways” may do so by ordering foods and beverages through the OCC. Please contact Loretta Briard, Catering Manager, at 613-563-1983 extension 676 or lbriard@ottawacongresscentre.com.
To download the Food & Beverage Sampling Form please click here.
2.7.2 Allergies
If you have specific dietary requirements please advise us in advance. Dietary restriction requests should be summarized and presented to the OCC no later than 72 business hours prior to the start of the function. Food restrictions are to cover severe food allergies as opposed to personal diet preferences. Please note the Ottawa Congress Centre cannot guarantee any of our menu ingredients have not been exposed to nuts.
2.7.3 Kosher Menus
Kosher menus are available but must be ordered 5 business days prior to your event. The estimated cost for a kosher menu is $ 135.00/per person (inclusive).
2.8 Escalators and Elevators
• The Congress Hall and Capital Hall are serviced by four escalators.
• One passenger elevator is available to facilitate access for the disabled.
• There is one freight elevator measuring 19 ft. 4 in. x 11 ft. 6 in. x 10 ft. with a 20,000-lb (9,072-kg) capacity.
For more information please see section 2.10 "Loading Dock and Freight Handling".
2.9 Housekeeping Services
The Ottawa Congress Centre provides general housekeeping services for all common areas of the event, show offices, meeting rooms, show aisles and perimeter. Housekeeping is not performed in individual exhibit booths unless contracted to do so. The OCC supplies booth-cleaning services for exhibit booths. The attached form can be sent to exhibitors, who in turn can forward directly to the OCC.
To download the Booth Cleaning Form click here.
2.10 Loading Dock and Freight Handling
•There are four inside loading bays serving the Centre. Bay 4 is equipped for broadcasting mobiles (audio/video/electrical capabilities).
• There is one freight elevator measuring 19 ft. 4 in. x 11 ft. 6 in. x 10 ft. with a 20,000-lb (9,072-kg) capacity.
The following is a list of entrances and their dimensions that are available in the buildings:
1) Roll up doors Congress D: Height – 106” (8’10”) x Width – 106” (8’10”)
Access from loading dock ramp only.
2) Roll up door Congress H: Height – 95” (7’11”) x Width – 118” (9’10”)
When using the freight elevator to enter this room, 95” (7’11”) is the maximum height.
3) Roll up door Capital Hall: Height – 87” (7’3”) x Width – 115” (9’7”)
When using the freight elevator to enter this room, 87” (7’3”) is the maximum height.
4) Freight elevator: Width – 139” (11’7”) x Length – 228” (19")
Height – not relevant.
Note: please keep in mind that even if an object will fit inside the freight elevator, it does not mean that it will make it into the desired room.
2.11 Lost and Found
The OCC operates a lost and found service through the security department. All lost items should be reported and all found items should be returned to security where they will be recorded and stored. For inquiries contact 613-563-1983 extension 616.
2.12 Plumbing Services
Plumbing, drainage and hot water services require advance planning and approval from our engineering department.
To download the Plumbing Request Form click here.
2.13 Security & Insurance
The Ottawa Congress Centre has a 24-hour, 7-days a week security department. OCC security officers are responsible for the inside of the building, building perimeter and building alarms. They are not assigned to individual events or event needs.
If you require additional security, the OCC can provide you with a dedicated post and patrol proposed schedule based on your event requirements. Please forward your event requirements to Paul Keogh, Vice-President, Client Services pkeogh@ottawacongresscentre.com. The cost is $25.00 (CDN + GST) per hour, per officer.
If you wish to order your own security or if you are an individual exhibitor please download the Security Order Form.
Please note: The provision of security or additional security officers does not guarantee a foolproof event. Nor does it increase the liability of show management or the OCC in the case of a loss or theft. Therefore, it should be noted that all delegates and exhibitors be security conscious and never leave valuables unattended at any time.
2.14 Storage
Should storage requirements exceed contracted exhibit floor space, alternate space or arrangements will need to be made.
Options are:
1) Blocking off a part of the loading docks – Bay #4 is recommended for this. There is a cost of $250/day + GST.
2) Make arrangements with your official contractor to have storage of empty crates etc. loaded onto empty trailers and returned at the start of move-out. There may be a cost associated with this.
2.15 Utility Service (Congress Hall and Capital Hall)
Utility service exists through floor ports on 30 ft. centres (9.1 m) and on ceilings and walls throughout the rooms (includes telephone, audio and visual services).
Please see the below list of exclusive and official service contractors for the Ottawa Congress Centre. For health and safety purposes, exclusive contractors must be used. In addition, the OCC has partnered with additional companies and recommends using official contractors. For event requirements please contact the contractors directly.
3.1 Exclusive Contractors
3.1.1 Rigging Services
Rigging service requirements must be arranged through the Ottawa Congress Centre’s exclusive contractor.
Axial Lighting and Production
Dave Pilon
Telephone: 613-749-6511
E-mail: dpilon@axial.ca
3.1.2 Electrical Services
Electrical service requirements must be arranged through the Ottawa Congress Centre’s exclusive contractor.
Please contact the exclusive electrical services contractor or the OCC’s convention services department for further information and fee schedules.
Bowie Electrical Services
Court Wright
Telephone:
613-739-0700
Email: court@bowie.ca
Electrical Information
Congress Hall
•
120/208 volt, 15 to 400 Amp, three phase, various combinations. Max total 1000 Amp.
•
600/347 volt, three phase, 30 Amp.
•
75 – 120 volt, 15 Amp wall sockets around perimeter.
Capital Hall
•
120/208 volt, 15 to 400 Amp, three phase, various combinations. Max total 500 Amp.
•
41 – 120 volt, 15 Amp wall/column sockets around perimeter.
Colonel By
• 120/208 volt, 15 to 100 Amp, three phase, various combinations. Max total 200 Amp.
• 15 – 120 volt, 15 Amp wall/column sockets around perimeter.
The Electrical Safety Authority (ESA) is authorized by provincial legislation to perform electrical inspections in the Province of Ontario and the Ottawa Congress Centre. Electrical inspections are required on temporary electrical installations at the Centre. Furthermore, all electrical equipment must be approved or certified with a recognized standards label (ie: CSA monogram) before it may be used for display or presentation.
3.2 Official Contractors
3.2.1 Audio-Visual, Presentation and Interpretation Services
It is recommended that audio-visual, presentation and interpretation service requirements be arranged through the Ottawa Congress Centre’s official contractor. There is an onsite AVW TELAV office at the Ottawa Congress Centre.
3.2.2 General Show Services
It is recommended that general show service requirements be arranged through the Ottawa Congress Centre’s official contractors.
3.3 Lighting Services
It is recommended that lighting service requirements be arranged through the following contractor.
Axial Lighting and Production
Dave Pilon
Telephone:
613-749-6511
Email: dpilon@axial.ca
3.4 Technology and Telecommunications Services
It is recommended that technology and telecommunications services be arranged through the following contractors.
AVW TELAV
Rob Pallen
Telephone:
613-563-1983 extension 609
Email: pallen@avwtelav.com
Bell Canada
Telephone: 1-800-414-8424
To download a Bell Telecommunications Order Form click here.
3.5 Transportation, Customs, Material Handling and Fork-lifting
Freeman Decorating, official contractor for the Ottawa Congress Centre, offers transportation, customs, material handling and fork-lifting services. Contact them to discuss advance warehousing or onsite delivery options. Exhibitors should be directed to contact your material handling firm (ie: Freeman Decorating) and the Ottawa Congress Centre to coordinate the move-in and out for large pieces of freight or vehicles on display. Exhibitors are permitted to move-in and out their own freight by using a dolly.
Material handling requiring the use of forklifts and/or other motorized or elevating device and their respective operators will be supplied by the Ottawa Congress Centre or its authorized representatives. Sub-renting forklifts or other motorized or elevating devices intended for use on or in relation to the OCC is not permitted without the expressed and written consent of the OCC.
International shipments require Canada Customs documentation. A customs broker familiar with these details is essential. Freeman Decorating offers this service. These services should be listed in the exhibitors manual with corresponding Canada Customs reference numbers. Courier companies should be avoided where possible due to inconsistent delivery and pick up times.
To download the Vehicle Display Regulation please click here.
3.6 Business Services
The OCC would be happy to assist where possible in small photocopy requests for show management personnel. Larger photocopy or special needs can be directed to the following nearby business service centres:
The Westin Hotel Business Centre – 613-560-7000 extension #392
Grand & Toy in the Rideau Centre (third level) – 613-563-3533
3.7 Parking
Two indoor parking garages, operated by Citipark, provide 1,500 spaces beneath the Ottawa Congress Centre and Rideau Centre. Please contact Citipark directly for more information 613-234-6526.
Hourly Rate $1.25 per half hour
12-hour pass $18.00
24-hour pass $25.00
Parking Advisory
From January 1 through October 2008, a portion of the Rideau Centre Parking Garage (the Red Garage) will be closed and under construction.
3.8 Temporary Staffing
The OCC does not have an official supplier status with a temporary-staffing agency.
4.1 Emergency Procedures
General emergency information sheets are attached for your reference.
4.2 Floor Weight Allowance
100 lbs. per gross sq. ft. (488 kg per sq. m), live load.
4.3 Fire, Life and Safety
The OCC works in cooperation with the Ottawa Fire Service, Fire Prevention Division and abides by the terms and conditions set forth by the Ontario Fire Marshall’s Fire Code. Client event meeting room floorplans and exhibit layouts must be set in accordance to the Ontario Fire Code. All emergency exits, fire pull stations and fire hose cabinets must be fully accessible, unobstructed and clearly visible at all times.
4.4 Harassment Policy
The OCC is committed to providing and maintaining a workplace that ensures all employees of the OCC are treated with dignity and respect, and are able to work and/or conduct business in an environment free from harassment and discrimination from any source. Coarse language and abusive behaviour will not be tolerated. The OCC embraces the freedom from harassment and discrimination provisions outlined in the Ontario Human Rights Code.
4.5 Hazardous Materials
A Workplace Hazardous Materials Information System (WHMIS) information sheet must be provided to the Centre's security office at the loading dock before any hazardous material will be permitted inside the building.
Helium tanks must be chained to a 3-wheel dolly prior to transporting within the building.
4.6 Pyrotechnics & Open Flame
Use of pyrotechnics, special effects and open flame in events and the performing arts are subject to obtaining permits in accordance with City of Ottawa Bylaw #2003-237. Only licensed and certified pyrotechnicians may apply for use of pyrotechnics in the Centre. Application for permits must include name and certification of the pyrotechnician, a pyrotechnics plan and proposed materials. Approvals and permits must be forwarded to the OCC engineering department prior to event. A fire extinguisher of proper ratings as a minimum should be available and operable for rehearsals as well as show times.
Open flame may be used in performances, provided:
• Prior approval is sought and granted by the OCC.
• Acceptable distances and barricades are maintained between public.
• Proper auxiliary fire extinguisher is present and operable.
Open flame may be used in cooking demonstrations and displays, provided:
• Prior approval is sought and granted by the OCC.
• While in operation, the open flame is never left unattended.
• Maximum of one 5-lb. propane cylinder fuel source is used.
• Additional propane is stored securely outside.
• Acceptable distances and barricades are maintained between public.
• Proper auxiliary fire extinguisher is present and operable.
• Area is adequately ventilated.
• Appliances are CSA (or equivalent) approved.
4.7 Responsible Beverage Service
The OCC is committed to providing a safe environment for our employees and guests. It is the policy that all employees ensure alcoholic beverages are served in a responsible and safe manner, consistent with the laws of the Liquor License Act, the standards of the Alcohol and Gaming Commission of Ontario and the Ontario Smart Serve Training Program. The OCC will monitor the consumption of alcohol by our guests and, if required, will take steps to deny alcohol service, eject or deny entry to any persons deemed under the influence of alcohol. The OCC will eject any persons consuming beverages who are under the age of majority, persons consuming beverages not supplied by the Centre and persons causing a disturbance.
The OCC promotes the use of alternative transportation for intoxicated guests. Event and security staff will pursue all available options to prevent an individual from drinking and driving, including notifying police agencies if they suspect an intoxicated individual may attempt to drive.
4.8 Signage
The OCC recommends that our clients provide their own directional and informational signage to direct delegates accordingly. Handwritten signage is not permitted. Sponsorship, advertising, promotional or political signage may be permitted in client function rooms only and is not permitted in the corridors, common spaces or lobbies of the Centre. Signage, banners or decorations may not be nailed, stapled or affixed in any way that may cause damage to the Centre property. Signage, banners or decorations may not be affixed in any way to OCC artwork.
Exterior signage may be permitted for directional purposes or for special needs (ie: shuttles) if approved in advance.
The OCC has three “reader board” signs to identify daily event listings in the Centre. Each Capital Level meeting room has a meeting room sign. The daily event listings and the meeting room signs will list the event or company name listed in the “post as” section of the event order. Please discuss all aspects of signage with Convention Services during the event-planning phase.
The OCC reserves the right to remove any signage deemed offensive, harassing or vexatious in nature.
4.9 SOCAN
SOCAN is the Society of Composers, Authors and Music Publishers of Canada. SOCAN provides access to virtually the world’s entire repertoire of copyright-protected music through agreements with similar organizations around the globe. As the operator of a venue using any music, live or recorded, the Centre holds a SOCAN performing rights licence. Members of SOCAN receive royalties when their music is played. The Centre collects these fees on behalf of SOCAN and remits the fees directly to them. Under Tariff 8, which applies to receptions, conventions, assemblies and fashion shows, we are required to charge the following fees:
Capacity
1 – 100 people
101– 300 people
301 – 500people
Over 500 people |
Without Dance
$ 20.56
$ 29.56
$ 61.69
$ 87.40 |
With Dance
$ 41.13
$ 59.17
$ 123.38
$ 174.79 |
4.10 Sound Checks
Clients of the OCC are entitled to quiet enjoyment of space. As a result, sound checks, live music or excessive noise is not permitted prior to 5:00 PM. All sound checks must be approved by Convention Services in advance. Event activities causing distractions, interruptions and disturbances for neighboring events will not be permitted. Please discuss itinerary timing for such items with Convention Services during the event-planning phase.
4.11 Smoking Regulations
On August 2001, the City of Ottawa’s Smoke-Free By-laws took effect. The Ottawa Congress Centre falls into the category of a public place as defined by this by-law and smoking is no longer permitted in the centre.
As of May 2006, the Ontario Government Smoke Free Ontario Act came into affect. The OCC is currently reviewing this policy and will be implementing it accordingly.
4.12 For more information not found in the Operational Guide please contact:
Paul Keogh
Vice-President, Client Services
Ottawa Congress Centre
55 Colonel By Drive
Ottawa, ON
K1N 9J2
613-563-1983 extension 665
1-800-450-0077
pkeogh@ottawacongresscentre.com.
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