This client services guide orients you to OCC operational policies and provides detailed information on the facility’s technical aspects. Read this to ensure a successful and smooth-running event.
Your sales manager will assist you in space selection and issuing license agreements, as well as any addendums or special attachments. They will work with you to ensure that you fully understand the agreement, answer any contractual questions you have, and ensure you adhere to the license agreement.
If you need something you can share or print, download our PDF version of the guide.
Audio visual production services
Our in-house Production Services department offers unbeatable event planning, simplified billing and easy coordination between all OCC services.
Events opting to use a third-party AV provider incur house audio patch fees and power charges based on equipment requirements.
Client and third-party AV providers may use their own extension cords to extend pre-ordered power to their equipment. Any client or third-party-supplied extension cords must be UL listed, 120v, 14-3 or larger, double-insulated cords that are in good working condition (i.e.: no missing ground pins or visible defects in the insulation). The use of client or third-party contractor-supplied extension cords does not allow access to OCC power at no charge.
It is important to notify your event manager as soon as possible when you plan to use third-party AV so that your ingress/egress and electrical needs can be addressed.
Broadcast rights, photography, videography
The OCC reserves the right to photograph, videotape and record events for record, publicity or promotional purposes.
The licensee may not engage in any broadcasting, telecasting, videotaping, audio recording or transcription activity without written permission from the OCC executive director, provided that all recording is for business associated with the stated event functions. The licensee is responsible for all costs associated with such broadcast and/or recording rights.
The licensee shall make all arrangements for such recording and notify the event manager in writing.
Catering services are provided by our partners at pacificwild, exclusive to the OCC.
Hours of operation for concession locations are determined by pacificwild, with recommendations based on demographics provided by the OCC sales department and show management. In most cases, at least one concession location will be open when there are 500 or more guests in the building.
Find a sample listing of local decorators that you may select for your event.
Decorator and display company rules of conduct
Decorator and display companies are required to set up and tear down within the dates and times specified in the license agreement.
Decorators/contractors must enter the facility at our security console, located between loading dock bay 9 and 10. All contractors must be identified with a badge or uniform while onsite. No equipment, pallets or waste materials may be left on the loading dock beyond the license agreement time frame or charges are incurred.
Shows with 10-foot aisles must have booths set on the floor box grid in the exhibit halls. Prior approval must be given, and charges agreed to, for a show to set off the standard grid.
It is important that decorators provide accurate and timely floor plans, noting any electrical floor boxes or special needs, for OCC approval.
Any damage, facility charges or other costs incurred by display, decoration or labor contractors are the responsibility of the licensee.
Electrical services are provided exclusively through the OCC. Order online or call our Operations Department at 503-235-7578. Re-selling OCC electrical services is not permitted. To receive the best price, order all electrical services online at least 14 days in advance of the first contracted move-in day.
Floor plans for exhibit halls and ballrooms showing locations of electrical floor boxes are available upon request. A labor charge is added if exhibit booths are not lined up on the designated floor boxes. OCC charges for electrical service in all meeting rooms, ballrooms and exhibit halls. Contact your event manager for further information and pricing.
The complimentary electrical service in the OCC meeting rooms is for client use only. Clients receive one complimentary connection (as outlined below), and cannot transfer this complimentary connection to a third-party AV provider.
If the client is using a complimentary lectern and microphone in their set, they are permitted to plug one device into the power available on the lectern at no charge (i.e., the presenter’s laptop). If the client is not utilizing a lectern in their set, they may plug one device into the 120v receptacle at the front of the room at no charge.
All other use of electrical service in the meeting rooms will be charged at the OCC's current rates.
Contact your event manager with the amount of power and number of extension cords required no later than seven days prior to the first contracted move-in day.
All OCC equipment that is not returned will be charged to the responsible party (master account or third-party AV provider’s credit card). Inform the event manager when finished with cords/equipment so they can be picked up and placed back into inventory.
If you have any specific questions contact the OCC Operations Department at 503-235-7578.
Logos and photos
Copies of the OCC logo for reproduction and inclusion in your event literature and on your event website are available. Carefully follow the included logo usage guidelines.
Hi-res hotos of the OCC can be found on Flickr. Clients have permission to use any of the images located there for promoting events occurring at the Oregon Convention Center.
Marketing and advertising
The OCC offers a wealth of advertising options for show managers and other interested groups or companies. These include city light pole banner placement, exterior reader board event listings, social media, and facility-wide static and digital signage.
All advertising for OCC ticketed events must be submitted to the guest services manager, Charlie White. After event advertising has been published, any changes to ticket pricing must be approved in advance by the executive director.
If your event is expected to attract media attention, advise your event manager so they can explain the options available for live remotes, taping, additional lighting, etc..
Product sales and merchandise
Selling of event-related products is permitted only within contracted event space, excluding all common areas. Any common area required for event-related product sales must be discussed in detail with your sales manager. Net Square Footage fees may apply.
OCC Telecom is the exclusive provider of telecom and internet services at the facility, and offers a full, state-of-the-art array of telecommunications services. Onsite technical and customer support is available during your event.
The OCC provides single-line analog or multi-line digital phone services. Speaker and conference phones, long distance access, voice mail and other services may be provided upon request.
The OCC features a versatile and robust network, and can provide a number of internet connection options to meet your needs and budget. These include shared or dedicated bandwidth, multiple WiFi and wired service levels, LAN infrastructure, and complimentary WiFi zones.
All ticketed events at the OCC receive a copy of our box office policies. Copies are available from the OCC Sales Department.
Onsite ticket sales
Onsite ticket sales are an exclusive service provided by the OCC. All onsite and advance ticket sales are coordinated by the guest services manager, who works with the event manager and clients during the planning process.
Tickets are sold via a ticketing point-of-sale software system. Cash and credit/debit cards are accepted forms of payment, unless cash-only sales are requested. Clients are billed for labor costs, ticket printing and credit card fees. These charges are applied to the client’s settlement and final invoice by the guest services manager.
Day-of-event sales are conducted by the OCC part-time ticketing staff. A ticketing supervisor and ticket sellers are provided for each show, with staff scheduling coordinated through the guest services office.
Advance ticket sales
Advance ticket sales are provided through TicketsWest, our approved and contracted provider. TicketsWest offers advance ticket sales through their call center, on the web at ticketswest.com, and their regional outlets. Any exceptions to the use of TicketsWest for advanced sales must be approved, prior to sales beginning, by the guest services manager and the OCC’s deputy director.
Emergency and security services
Our security staff provides 24-hour coverage for general building security. Additional event security must be contracted from an approved list of companies.
Contact your event manager for detailed information regarding your event’s security requirements, or if you have any specialized needs.
Due to the complexity of the facility, there are minimum requirements for both security staff and loading dock agents, particularly during event ingress/egress.These requirements vary depending upon the nature and size of the event, a specific guest speaker, sporting/athletic activity, etc.
Some events may require the presence of police officers. If so, the department of special services manager contracts this service directly with the local police union. Clients are charged for this service through our billing process.
Third-party security providers
Show managers wishing to hire security services specifically for their events must select a qualified security provider. Certain types of events, at the discretion of OCC management, may be required to hire third-party security services. The list of qualified security providers have submitted an application, have met certain criteria (experience, licensing, equipment, etc.), and have been officially approved to provide security services within the OCC. The application process is ongoing, but security companies on this list must reapply every two years. Any unapproved security providers are not allowed in the building without the prior written consent of the executive director.
Entry procedure for contracted security staff members
Twenty-four hours prior to the start of an event, the security contractor provides the OCC security office with staff sign-in sheets. These must include the event name and dates, the first and last name of each staff member working the event, DPSST numbers of security staff members working, and each employee’s scheduled work hours.
- Contracted security staff must access the convention center through loading dock door S and report to the OCC security ofice.
- If contracted by the event, the OCC security agent will direct hired staff to the show manager’s office. If contracted by OCC, the OCC security agent provides work locations, duties and responsibilities.
- Contracted security staff members working graveyard shift hours will be issued a radio so that they can remain in communication with the OCC security department at all times.
An Oregon Athletic Trainer is required for athletic events, such as cheerleading, dance, Taekwondo, fencing, softball, volleyball, etc. Trainers have a different type of training than EMT’s, can assess injuries and, if necessary, prevent the injured person from competing.
Clients can arrange for trainers through the Oregon Athletic Trainers Society. Trainer certification and license numbers are on file in the OCC Security Department.
Additionally, clients are required to have an EMT on duty to care for event attendees when the expected attendance for an event is 1,000 persons or more.
The proper and orderly evacuation of a public facility is very important for the well-being of both event attendees and staff. We’ve developed a very effective emergency system, so pay careful attention to the facility-wide annunciator if activated, and follow all instructions.
The official evacuation assembly area is at the statue of Martin Luther King Jr. near the MAX light rail station, located at the corner of Northeast Holladay Street and Northeast MLK Jr. Blvd.
Emergency medical technicians
Every event with an expected attendance of 1,000 or more is required to have an EMT onsite during show hours. There may be certain times when we require one or more EMTs to work directly with a specific event. Contact your event manager for hourly rates and to order coverage for your event.
The OCC has two fully-equipped first aid rooms: one is located in the Exhibit Hall A Lobby, the other is located outside Exhibit Hall E. On-duty EMTs can be contacted using a house phone and dialing “0”, or by contacting any OCC staff member.
Exhibitor service ordering
The OCC sells a full range of exclusive in-house services directly to exhibitors, provides a point of contact for those interested in purchasing additional services, and assists both exhibitors and show management during events.
Our service desk representative contacts exhibitors for upcoming events to assist in coordinating critical service needs, such as audio visual, utilities, telecom/internet and booth cleaning/porter service.
Most services can be purchased in advance at discounted rates.
The OCC provides an onsite service desk to assist exhibitors with ingress, and placing orders for any needed services during an event.
Work with your event manager to determine when the service desk is staffed. Service desk options may include full staffing during times of heavy demand, or support via a “hot phone” when full-time staffing is not a requirement.
The service desk is located next to your decorator’s service area.
Facility and guest services
It is our intention to provide all reasonable accommodation for persons with disabilities, and to assist them in attending events held at the center.
Specific roles at the OCC are filled exclusively by the IASTE B-20 Union, referred to hereafter as "admissions staff." The roles included in this exclusive service are ticket taking, badge checking, staffed luggage and coat checks, meal or session badge scanning, ushers, gate attendants, elevator operators and any other position that acts as an entrance monitor. These positions are not open to staffing by third-party security, temporary labor organizations, event staff or volunteers, and must be scheduled by the event manager of the specific show.
The roles listed above are not all encompassing in the roles that admissions staff may staff, rather they are the positions they are required to staff if a show determines they have a need. Admissions staff may be hired for directional assistance or similar positions, but clients are not required to hire admissions staff to fill this type of position. If the client determines there is not a need for any of the positions listed above, they are not required to hire admissions staff.
Cancellations carry a two-hour minimum labor rate charge per scheduled admissions staff member, billed to the client, if they should cancel the need for staff after 6 p.m. on the day before the scheduled shifts. If the cancellation requests are made before 6 p.m. the day before the scheduled shifts, the client will not incur fees. If an event is cancelled due to weather or a natural disaster and has admissions staff scheduled, the client will not be required to pay the two-hour minimum.
Animals or pets, with the exception of ADA service animals, are not permitted in the OCC except as an approved exhibit, activity or performance legitimately requiring the use of animals. Requests for approval for such animals must be received in writing a minimum of seven business days in advance, and be approved by the executive director or designee.
The ADA defines a service animal as any guide dog, signal dog or miniature horse individually trained to provide assistance to an individual with a disability. If they meet this definition, animals are considered service animals under the ADA. Minimum qualifications for consideration include:
- CLIENT and/or ANIMAL HANDLERS will be responsible for any legal actions or liabilities if the animals harm anyone.
- The animals will not be allowed in the facility outside of show hours.
- The animals must be contained in the exhibitor’s area.
- All clean-up after the animals will be the responsibility of the show or exhibitors.
The OCC contracts with Peregrin Financial Technologies for ATM services. The company owns, manages and maintains the machines.
ATM machines are located in the MLK Lobby near the Visitor Information Center (VIC), in Exhibit Hall A Lobby at the bottom of the escalator, and in the South Gingkoberry Lane Lobby across from Portland Roasting. There is a transaction fee of $3.
Upon request, Peregrin Financial Technologies will provide portable ATM’s for shows at a cost of $300 each. Questions regarding the machines, or for arranging a portable machine for a specific show, should be directed to the guest services manager.
No helium (or lighter-than-air) filled balloons are permitted in the facility without the express written permission of the OCC Executive Director or designee.
No flying objects (including drones) are permitted in the facility without the express written permission of the OCC Executive Director or designee. Minimum qualifications for consideration include:
- CLIENT and/or DRONE OPERATOR will be responsible for any legal actions or liabilities if the drones harm anyone.
Secure space plan as follows:
- DRONE OPERATOR or CLIENT will secure a safe area for takeoff/landing which will be monitored by someone not operating the drone.
- The position of the drone relative to people and obstructions will be monitored by someone not operating the drone.
- DRONE OPERATOR or CLIENT will ensure there is adequate fly space between any people and the ceiling or other low hanging items (lights, air handling, etc).
- The drone will not be flown within 10’ of walls or other obstructions.
- DRONE OPERATOR will complete full, routine checkups before and in-between flights, assessing the rotors, battery, positioning software, remote contract, etc.
- Flight will not occur once 50% of battery capacity has been reached.
- If any of these standards are not met, drone operations will be halted by DRONE OPERATOR or CLIENT.
Specific, approved areas for indoor banner, sign and poster hanging are available that do not block any permanent directional signage. Contact your event manager for detailed information, locations and labor rates. Materials may not be attached physically to any part of the facility, or to any of its furnishings or fixtures, without prior approval.
For exterior city street pole banner information, review the information here or contact exhibitor services at 503-731-7801.
OCC special services secures the building each night, and opens the building each morning. Event managers assist in determining the daily opening and closing times of the building. Communicate your access needs to your event manager during the event planning process.
Loading dock doors
Loading dock doors do not remain unlocked without a dock agent or other staff person posted at the door. Generally, loading bay doors are an exception to this rule, but they should not be left open for extended periods of time.
Whenever possible, cables must be flown or run over doors to avoid trip hazards. If flying the cables isn’t possible due to set design, electrical and/or audio visual cables must be secured with approved gaffer’s tape or cable ramps to conform to safety standards.
OCC management reserves the right to inspect the installation of all cables installed by third-party audio visual contractors.
Each meeting room or ballroom set will be provided with a specific size of skirted staging (based on availability), a head table with linen and skirting, heating/cooling as required during event hours, house lighting within the room, one lectern with a wired microphone, tables, chairs and one daily cleaning at no additional cost. .
Any changes to the initial meeting room or ballroom set during the term of the agreement are subject to the prevailing labor rate. Contact your event manager for more information.
Cleaning of contracted areas is included in the basic room rental; however, depending on the nature of the event, additional cleaning fees may be incurred. The event manager can assist in identifying areas that have potential cost implications.
The OCC is the exclusive provider, at the prevailing rate, of cleaning and vacuuming of all aisle carpets in exhibit-type events. Booth cleaning is also an exclusive service provided by the OCC, and can be purchased in advance.
Client and exhibitors are asked to remove all signage and exhibit materials by the end of their contracted move-out time. The OCC is not responsible for any items left beyond the contracted move-out time, and if there is an inordinate amount of debris left, removal fees will be charged to the event. To avoid additional charges, your subcontracted decorator should oversee the removal of all debris prior to their departure.
Freight elevator locations
Elevators and escalators
Furniture and equipment cannot be transported via any public elevators or escalators as this interferes with general visitor access.
The building features four freight elevators for moving exhibit materials between floors. Freight elevators 2 and 4 provide access to the Oregon Ballroom level (Level 2), and are accessible through the service corridor behind the A, B and C meeting rooms on the exhibit hall level (Level 1). Freight elevator 15 provides access to the Portland Ballroom via the service corridor directly behind the ballroom. Freight elevator 18 accesses the parking garage, loading dock, and Portland Ballroom service area.
Use of any freight elevator must be arranged through the event manager. For the safety and well-being of all individuals, freight elevators are not licensed for passenger use.
Oregon Ballroom elevators (2)
Rate load: 11,500 pounds
Door size: 9’8” W x 10’ H
Interior dimensions: 10’ W x 12’ D x 10’ H
Portland Ballroom elevator (1)
Rate load: 5,000 pounds
Door size: 4’6” W x 8’ H
Interior dimensions: 5’4” W x 8’9” D x 8’ H
Garage freight elevator (1)
Rate load: 20,000 pounds
Door size: 10’ W x 10’ H
Interior dimensions: 9’10” W x 24’ D x 10’ H
Fire marshal rules
- All decorative materials must be flameproofed or of a type acceptable to the fire marshal’s office. Use of bark dust, mulch, chips or hay, etc., is not allowed unless pre-approved by the fire marshal’s office.
- No flammable gasses, liquids or solids, are allowed in any building, enclosed tent or structure. Two 16.4 oz. bottles of propane are permitted in a booth at any one time. All other bottles must be stored outside the building and secured.
- Booths with canopies larger than 10’ x 10’ are not allowed unless approved by the fire marshal’s office. All canopied booths must have a working smoke detector properly mounted in the canopy. If cooking in a canopied booth, you must also have a fire extinguisher.
- Any enclosed structure larger than 100 sq. ft. in floor area must have a working smoke detector properly mounted in the structure. All doors or windows to the structure are to be left open.
- All natural gas lines used to run a fireplace etc. must have a shut‐off valve by the appliance(s) and be accessible. All persons working in the booth must be instructed in the location and operation of the shut‐off valves to the appliances and to the building as well. All natural gas fireplace displays must have a safety pilot kit providing automatic shut‐off if no flame is detected. Each fireplace must additionally have a Carbon Monoxide detector with alarm and a protective barrier to safeguard against risk of being burned. No wood burning fireplaces are permitted.
- Portable space heaters are not allowed unless approved by the fire marshal's office.
- Displaying of vehicles requires vehicles to have 1/4 tank or less of fuel in the tank; gas cap must be either locked or taped in place; and battery cables taped or batteries removed.
- Displaying of any vehicle containing LPG gas propane shall have such containers reduced to atmospheric pressure before bringing them into the building.
- All exhibitors are to keep all their exhibit items, tables, chairs, etc., within their assigned booth space. Nothing is to be placed in any aisle.
- Empty cardboard boxes are not to be stored within booths overnight.
- Obstructions blocking utility floor boxes must be relocated by the exhibitor upon request.
All floor plans must be pre-approved by the fire marshal and the event manager prior to any booth space being sold. Approvals must take place a minimum of 30 days prior to the first contracted event day.
All tradeshow booths must be set on a 30-foot center with minimum 10-foot aisles. When laying out 10’ x 10’ booths, all utility boxes must fall on the back of the booth so that utilities are accessible. Failure to do so may result in additional labor charges billed to show management.
Contact your event manager for a copy of the OCC floor plan template in AutoCAD (dwg or dfx format); other formats are available upon request.
Exhibit halls: concrete
Meeting rooms: carpet
Exhibit Halls: 350 lbs. per sq. ft. capacity
Ballrooms: 125 lbs. per sq. ft. capacity
Meeting Rooms: 125 lbs. per sq. ft. capacity
Lobbies: 125 lbs. per sq. ft. capacity
Inform your event manager if there are any concerns regarding floor load capacities.
Fog, hazer, lazer lights
Fog machines, smoke effects or laser light shows are not permitted without the written approval of the OCC executive director or designee.
Approved use of fog machines or water-based hazers require a smoke watch during scheduled usage, which will be charged at the prevailing rate.
Keys and secure cores
Keys for meeting rooms, ballrooms and exhibit halls, and secure cores may be ordered from the event manager a minimum of 30 days prior to the event. Two standard keys per room are complimentary. Additional keys are available for a fee. Keys must be returned on the last day of the event and there is a fee for unreturned keys.
Lighting during ingress/egress is kept at energy efficient levels suitable for working. Additional lighting during these times is assessed at the scheduled rates, based on actual usage.
House lighting levels during event days are arranged with your event manager. Specialty lighting requirements are available, for a fee, through the OCC’s Production Services audio visual department.
Loading and unloading
Exhibitor and freight entry to the building is via the main loading dock off Northeast First Avenue.
The facility features 19 loading bays, all with load levelers, and 20-foot high by 18-foot wide door capacities.
There are 8,000 square feet of indoor dock space with direct access to exhibit halls. Docks feature three drive-in ramps and direct access to exhibit hall floors from three roll-up doors.
Each exhibit hall has limited drive-in access through the roll-up doors. Roll-up door sizes vary from 20 to 22 feet tall to from 18 to 20 feet wide. Specific measurements of roll-up doors are available from your event manager.
Due to commitments to other events and building requirements, not all bays and load in areas are available at all times. Therefore, communicate event dock loading and/or unloading needs with the event manager as soon as possible.
Personal vehicles cannot park in the loading dock area except for temporary loading or unloading. Assigned docks are open for unloading and loading only (no parking). For quick access, ten 20-minute parking spaces are available directly across from the main loading dock.
Tour bus loading and unloading
Tour buses may use the turn-out lanes provided along Northeast Martin Luther King, Jr. Boulevard and Northeast Holladay Street to drop off passengers only. Drivers must stay with their buses at all times. Buses are not permitted to park in these lanes for extended periods.
Loading dock staffing
Dock agents work inside the facility at the rollup or manned doors located on the loading dock, and are responsible for verifying exhibitor IDs, enforcing safe practices, and keeping the traffic in and out of the building moving smoothly and efficiently. Dock agents are members of the OCC security team. Clients may not arrange for this service without prior approval from the director of event services and the security services manager. All dock agent orders require a 4-hour minimum.
Dock marshals work outside the building at the loading dock and First Avenue to monitor and direct vehicle traffic to the appropriate bay doors, and to keep vehicles from blocking access points and driveways. Dock marshals are not required to be members of the OCC security team and may be hired by the client through a third-party security provider.
Dock agents and dock marshals work as a team and maintain radio communication at all times.
All lobby spaces serve as entrances for facility guests, delegates and members of the public.
Lobby space is available on a limited basis for shared use with other OCC functions. Portions of public spaces may be used for registration, food functions and limited exhibits with prior approval per the license agreement. A rental charge may be incurred at the prevailing rate. Discuss your specific needs with your sales manager.
Lost and found
All lost and found articles are cataloged and stored for 30 days. After that time, items are donated or disposed of at the sole discretion of the OCC.
Any inquiries regarding lost and found items should be directed to 503-235-7575 or your event manager.
In addition to street and bus parking in the surrounding area, the OCC provides on-site parking in its clean and secure underground parking garage. 800 spaces are available on the garage's two levels. The Oregon Convention Center does not guarantee parking availability. Availability is on a first-come, first-served basis.
The maximum daily rate to park is $12. Overnight parking in the garage is prohibited.
Disabled parking is also available in the garage on a first-come, first-served basis.
The parking garage offers four electric vehicle charging stations, two on each level. Spaces are indicated by brightly-lit green murals and are available on a first-come, first-served basis.
Enter the garage via its First Avenue or Lloyd Boulevard entrances. Clearance on the P1 level is seven feet; clearance on the P2 level is nine feet.
An exhibitor parking lot containing 120 spaces is available at a cost to the show or to individual exhibitors. The lot is located directly across from the main loading dock on Northeast First Avenue and can be reserved in advance of the event. When reserved as part of the license agreement, the exhibitor lot can provide in and out privileges. When not reserved, this space is available for daily parking and uses a credit card only pay box at the exit (in/out is not allowed). This lot may also accommodate limited overnight parking for trucks, trailers and utility vehicles for an additional fee. No overnight RV parking is permitted. Contact your sales manager to reserve this lot.
- Parking is not permitted on the loading dock or in any of the loading bays except for the purpose of loading and unloading. Parking is not allowed on any sidewalk or plaza area around the facility.
- Street parking is available daily and there are thousands of parking spaces within walking distance of the convention center for weeknights and weekend parking.
- Short term drop-off/pick-up zones are available adjacent to the OCC on Northeast MLK Boulevard and on Northeast Holladay Street.
- TriMet MAX light rail trains stop directly in front of the OCC, as well as daily streetcar and bus service (Line 6).
- The OCC has bike racks outside all main building entrances and on both levels of the parking garage. There are also designated motorcycle-only parking spaces in the garage. Motorcycles pay the regular parking rates.
- The OCC does not permit overnight parking for recreational vehicles or mobile homes in its parking garage, or in any of its satellite parking lots.
The use of propane within the building must be approved by the OCC and the fire marshal’s office. Contact your event manager if you or one of your exhibitors requires the use of flammable gas.
Specific propane permits are mandatory per the office of the fire marshal. All propane tanks must be properly stored when not in use.
Public assembly permit
Finalized floor plans must be submitted to your Event Manager for review prior to selling exhibit space. Contact the Event Manager for obtaining proper permits.
OCC Production Services must review and approve all rigging in the facility. A rigging plot showing loads and method of suspension is due to the OCC 30 days prior to your event day for final approval. No live loads are permitted in the Portland or Oregon Ballrooms and must be approved by OCC Production Services in exhibit halls.
All rigging is subject to inspection at a prevailing hourly rate. Any rigging that is found to be incorrect or unacceptable for any reason must be made safe at the expense of the show management. Technical information and load capacities are available upon request. Contact your event manager if your set requires rigging of any kind.
Smoking is prohibited within the building, and within 25 feet of all building entries, outdoor air intakes and operable windows. Smoking of any kind, including vaporizers, is strictly prohibited inside the facility.
Designated smoking areas include the covered shelter on the corner of Northeast First Avenue and Northeast Holladay Street and across the street from the OCC building on the corner of Northeast First Avenue and Northeast Oregon Street.
Events in Exhibit Hall A may arrange, through the event manager, for a special area just outside the exit doors for an enclosed smoking area.
Facility storage space is limited; therefore, the facility cannot receive goods prior to move-in, or store them past the contracted move-out time. Any goods arriving prior to the authorized move-in times will be refused and will be required to return at the scheduled move-in time. It is important that your exhibitors have the correct shipping information for your contracted decorator as exhibitors cannot ship directly to the OCC.
Show management is responsible for the arrangements and related costs for off-site storage before, during, and following the license period as outlined in the license agreement.
If items are being shipped to the OCC for a move-in, exhibitors must place the name of the event and the event date directly on the shipping label in order for it to be accepted and delivered accordingly.
Freight must be stacked or stored in approved areas only. Freight may not, at any time, be stacked against fire exits, fire pull stations or fire hose cabinets. Freight may be stored on the loading dock (depending on availability) at a cost of 20 cents per square foot, per show day, for events that rent 90,000 square feet or more. Contact your event manager for more details.
Shipping and receiving
The OCC has a limited capacity to store and manage any freight shipped to the facility prior to your show.
The OCC does not accept freight shipments on behalf of exhibitors before or during scheduled move-in times. Show management is responsible for consignment of all freight shipments. Show management is responsible for all arrangements and related costs for off-site storage before, during and following the license period outlined in the license agreement.
All freight should be shipped directly to your show decorator.
The OCC accepts materials under 150 pounds and no more than three days prior to the event. The fee for freight handling, storage and delivery to your event space is $.20 per pound with a $25 minimum handling fee. If you have two or more shipments arriving separately, the $25 minimum applies to each shipment.
All shipments must be clearly marked with the following information on each package:
Oregon Convention Center
777 NE Martin Luther King, Jr. Blvd.
Portland, OR 97232
- event/show name
- event date(s)
- OCC event manager’s name
- your full name or licensee’s full name
Should you have special deliveries, contact your event manager.
Easels are limited in public spaces due to the extensive electronic signage that is provided. If signage is necessary in public spaces, it must be approved by your event manager and be of a professional convention quality. No hand-made or paper signs taped to boards are permitted.
All signage must be recyclable or removed from the facility at the end of the show. Use the following alternative signage substrate guide for a selection of options.
The OCC has electronic event directories located throughout the building to note the location of your event. The kiosks do not serve as an option to post your full schedule of events. Please contact your event manager for more information about the use of the kiosks.
The OCC has four outdoor LED signs. Your event and event date will be listed outside at least one week prior to your event start date.
It is the mission of the OCC’s Volunteer Services Program to provide great customer service within the facility. The volunteers generate goodwill throughout the community by serving as the ambassadors of the OCC.
The Visitor Information Center is staffed by volunteers, based on the number of people attending events in the building. In most cases, the VIC is staffed when there will be 1,000 or more people in the building. This decision is made by the volunteer services coordinator following conversations with event managers.
Volunteers help ensure visitors' experiences at the convention center are pleasant, informational and educational. This is accomplished, in part, by:
- Providing a warm welcome and excellent customer service at the VIC desk.
- Directing guests to events and appointments in the building.
- Answering general information questions.
- Performing light computer research for guests.
- Keeping the VIC area neat and stocked with informational materials.
- Providing assistance in identifying desired locations and services for visitors.
- Conducting tours.
All motorized vehicles owned by the OCC are to be operated by licensed/authorized OCC personnel only.
Motorized carts (segways, scooters, golf carts, etc.) used for convenience are not allowed in carpeted areas. This excludes carts used by patrons with disabilities.
Bicycles, skateboards, roller blades, roller skates or other types of recreational transportation are not to be used in the facility at any time, unless approved by your event manager.
Vehicles for display
Automobiles and trucks may be displayed in some lobby areas. Carpeted and marble floor areas require protective measures, which may be provided by the Operations Department. Applicable costs are applied for vehicle ingress/egress at the prevailing rate.
Displaying of any vehicle containing LPG gas propane shall have such containers reduced to atmospheric pressure before bringing them into the building.
Vehicles that are on display are subject to the following conditions:
- Gas tanks are less than one-fourth full.
- Gas caps are locked or sealed.
- Batteries are disconnected.
- Drip pans are placed under vehicles.
- Vehicles are clean and dry.
- Keys are left in the OCC Security Office, if unattended, and the fire marshal has approved the display.
Contact your event manager regarding any planned vehicle display.
Vehicles for load in/load out
A limited number of vehicles are permitted in the exhibit hall for load in and/or load out. Vehicle ingress and egress is managed at the dock by OCC dock agents. Contact the event manager regarding any planned use of vehicles for load in and/or load out.
Sustainability and waste removal
We’re striving to be the greenest event facility in the world — and the first choice as a venue for green meetings.
The OCC is committed to recycling and provides recycling areas within the exhibit halls for exhibitor use. In addition, there are specialized recycling containers with designated labels throughout the facility to meet your event waste needs.
Identify any specialized waste removal needed for your event. This includes debris from theme décor set-ups (trees, plants, bark-mulch, etc.) or as a result of your event activities (food sampling, non-reusable crates/wrapping, etc.).
There are additional costs to show management for removal of excessive trash, pallets, bark dust, mulch, etc.
The OCC has an in-house sustainability coordinator as a first point of contact for any questions related to “greening” an event.
Composting and recycling is available for all events. An additional option is our “sustainability station” which is a manned booth on the show floor.
Various levels of sustainability services are available for a minimal fee and can be ordered through the event manager.
Waste diversion policy
The purpose of this policy is to reduce the amount of waste (e.g. material that cannot be recycled, composted, donated, or reused by the company that produced it) brought in and left behind at the OCC.
In support of this goal, OCC has determined that it must change its approach to waste management and partner with our stakeholders. OCC has developed this policy to further encourage innovation, waste minimization, and re-use. Along with a waste diversion deposit, OCC will prohibit certain materials in the building and the full deposit will be forfeited if materials are left in the building that cannot be recycled, composted, or donated. The deposit will fund the additional labor required by OCC to sort materials and pay disposal fees.
Refer to the license agreement for details and contact your sales manager for ways to be a green partner.
The OCC provides disposal receptacles for trash, debris and general packing material as a result of exhibiting in the facility. We provide recycling receptacles to attendees in lobby areas and specified locations and to exhibitors and decorators on the show floor during move-in/out.
The OCC recycles the following: cardboard, pallets, shrink-wrap, table vinyl, paper (brochures, magazines and office paper), glass, wood, plastic bottles and aluminum cans, yard debris and pre-consumer organic waste from the kitchen. Costs to remove debris or trash not associated with the normal course of business shall be borne by the licensee.
Non-hazardous fluids, chemicals, petroleum-based products, perishable items or any other non-dry material must be disposed of in a manner prescribed by the facility and it is the licensee’s responsibility to handle and dispose of these materials and any costs associated with this process.