Venues · Rigging and LED
Augusta Convention Center: plans, floors and effects permits
Augusta Convention Center is at 2 10th Street, Augusta, Georgia. The hotel contract sets setup and dismantling times; the exhibitor guide refers to Convention Operations and the Richmond County Fire Marshal.
What must the plan show before a display arrives?
Show LED position, bases, stage, aisles, vehicles and any two-level booths. Separate total weights, leg or wheel loads and route; 350 lb/ft² does not approve concentrated loads. Obtain point drawings, WLLs and engineering before proposing suspension: the 32 ft 6 in clear height does not establish rigging capacity.
The guide lists a loading dock door 10 ft high by 8 ft wide. Confirm usable clearance and the whole route with Operations before dispatching flight cases; if they cannot pass, arrange another route or permitted dismantling without forcing doors or obstructing egress.
| Check | Scope |
|---|---|
| Exhibition plan | 3 months before setup |
| Revisions | 30 days before setup |
| Floor | 350 lb/ft²; concentrated loads need confirmation |
| Published height / door | 32 ft 6 in clear / 10 ft high × 8 ft wide |
How should connections, access and load-out be prepared?
All electrical services must be coordinated with Encore Electric. Provide equipment loads, voltage, phases, connectors and distribution; do not extend that rule to all AV or rigging exclusivity without confirmation. External contractors need approval under exhibitor rules.
Protect walls, doors and routes. Do not use metal-wheel carts or packing tape on carpet or marble; tape needs advance approval. Arrange joint inspections before move-in and after load-out, and leave within contracted hours. Do not leave trailers overnight without consent.
Which approval is needed for lasers or pyrotechnics?
Venue policies require a special permit and individual preapproval by the General Manager or the venue-designated management channel, as well as the Fire Marshal. Standby fire personnel may be required at the event’s expense. Identify equipment, effect, positions, audience and timing to determine the applicable process; hotel authorization does not replace authority approval.
For haze, first confirm venue authorization, equipment, fluid, schedules and fire coordination. Keep the effect out of the show until those requirements are resolved. After a setup change, submit the revision and return to the authorized scope; do not disable detectors for a test.
What must be declared for batteries, fluids or scenic materials?
Before loading, identify chemicals, gases, batteries and other hazardous materials in the setup. General Facility Information and Policies requires registration and an OSHA MSDS/SDS 60 days ahead. Provide product, quantity, container and use so the venue can determine storage and acceptance; do not assume every battery has the same type or classification.
Registration does not remove Guide for Exhibitors prohibitions on explosives, hazardous materials or chemical mixing in the exhibit hall. Resolve product and location compatibility before shipping. Use identified, safe containers; do not leave waste for later pickup or dispose of it in venue trash or drains. If materials are not accepted, remove them from the load list and use an approved alternative.
The Fire Safety Addendum requires flame-retardant drapes, curtains, coverings, skirts, carpets and exhibit materials. Prepare documentation for the actual material for review; another fabric’s certificate does not establish coverage for that batch. Keep fire equipment visible and accessible and preserve approved plan clearances.
What should be checked before accepting a laser-show supplier?
Apply Georgia Rule 111-8-91-.02 to the actual system: holder or operator, identification, location, wavelength and maximum continuous power; for pulsed systems, energy per pulse, duration and maximum repetition rate. Confirm written Department of Community Health registration and the form applicable to the mobile system. Do not treat the .05 transit exemption as operating permission.
For Class IIIb or IV, FDA distinguishes the projector Product Report, Form 3632, from the Show Report, Form 3640, and variance application, Form 3147. Documents depend on role: a producer using a certified projector with an existing Product Report does not become its manufacturer through that use alone, but must address the show’s Show Report and variance. Verify the FDA approval letter, its conditions and scope before operation; receipt of documents is not approval. FDA considers the producer a manufacturer of the show, distinct from the projector manufacturer.
The state’s 30-day period concerns acquisition, not a 30-day pre-event window. Separate registration from individual venue and Fire Marshal laser preapproval. Confirm the equipment’s process before scheduling emission; if documents are missing or the projector changes, keep the show without that effect.
How should room lighting be prepared for cameras and LED displays?
Confirm with Operations which fixtures and controls are available in the contracted exhibit hall. The published policy describes metal-halide HID and compact CFL sources with different switching and dimming arrangements. The following ranges are approximate document values, not installation measurements or guaranteed camera lighting levels. FC means footcandles, a unit of illuminance; it is not a dimmer percentage.
Request the lighting state to be maintained during rehearsal and the show, and the authorized control for restoring it. Use sample LED content and a face in presentation position to check exposure, contrast and possible camera banding. If the image changes between lighting states, record that change before adjusting the processor or content; coordinate a return to the agreed state.
The policy provides metal-halide lighting approximately 30 minutes before and 30 minutes after the show at no client charge, and only that source during move-in/out. Do not assume the same lighting combination is included for a rehearsal outside that period. Confirm timing, responsibility and any charge before finalizing camera settings.
| Published source | Approximate level | Described control and use |
|---|---|---|
| Metal-halide HID | 50–55 FC | Switched; also move-in/out |
| Switched CFL | 10–12 FC | On/off; in-house cleaning |
| Dimmable CFL | 10–12 FC; reduced to 5–7 FC | Dimmer; special events |
Can a forklift or hand trucks be used to bring equipment inside?
Submit vehicle type, fuel, quantity and movement schedule to Convention Operations for approval. Guide for Exhibitors does not allow gasoline- or diesel-powered vehicles to move materials inside the exhibit hall without Operations consent; it lists propane-powered vehicles as permitted. That listing does not approve the model, route, operator or actual transport load.
The guide excludes metal wheels on platform dollies and carts. For hand trucks it specifies soft or hard 8 in rubber wheels; do not apply that dimension to forklift wheels. Submit equipment and freight weight, dimensions, wheel loads and surface protection. Confirm the route and usable clearance before dispatch: a published door dimension does not establish the whole route.
Before moving, check that the assigned route is clear and the equipment matches the approved item. If the vehicle changes or the route is blocked, hold that movement and request an alternative; do not obstruct exits or use red zones for staging. Trailers must leave the property when not loading or unloading; overnight parking requires Operations consent.
What must be arranged if setup or strike continues after 23:00?
Separate contracted hours from security hours. General Facility Information and Policies lists daily security from 07:00 to 23:00 and offers an officer from 23:00 to 07:00 on request at billable rates. An on-request service does not confirm a booked officer, dedicated equipment custody or extended production access.
Give Convention Services arrival, rehearsal, work and strike times; staff and suppliers requiring entry; and the required door, dock and areas. Obtain confirmation of access, security coverage, operational responsibility and cost. Also verify power and lighting for that period, because security hours do not define those services.
Before extending work, check that authorized hours and required services are confirmed. If they are not, stop the extension and arrange equipment storage or removal through the approved route before contracted closure. Do not leave material in corridors or assume an open door permits continued work.
Frequently asked questions
Where can empty flight cases be stored?
Not in back corridors, service areas, exit routes or red zones. The addendum requires at least 6 ft clearance in front of doors. Obtain an authorized storage area and mark it on the plan.
Does insurance cover only public event days?
Policies require coverage during move-in and move-out, an insured name matching the License Agreement, and Augusta Convention Center as additional insured and certificate holder. Confirm contractual limits and endorsements.
What if a display changes less than 30 days ahead?
Submit the revised plan and differences to Convention Operations before replacing it. The guide’s revision deadline is 30 days before setup; beyond that deadline, explicitly resolve acceptance, engineering, connections and costs. A commercial order is not approval.
Does registering hazardous material authorize exhibit-hall entry?
No. Registration and the 60-day SDS policy do not override exhibitor-guide prohibitions. Confirm accepted product, use and area before dispatch; do not mix chemicals or leave waste at the venue.
Is an FDA accession number enough to operate the laser show?
No. For Class IIIb or IV, verify the FDA variance approval letter and its conditions, as well as state registration and the event permit. Receipt of a report or application does not establish those approvals.
Does a telephone request also confirm streaming internet?
The guide requires telephone services to be requested in writing through the venue at least 2 weeks before show opening. That section does not document bandwidth, an internet connection or a streaming backup. Request those services separately with defined capacity, handoff point and test hours; without confirmation, do not schedule a live stream on an assumed connection.
When should the condition of floors and access routes be recorded?
Arrange a joint inspection with the exhibit-hall supervisor before move-in and after load-out. Record areas, existing damage, protection and surface condition with locations and dates. The guide provides for written damage claims within 10 days of the final walk-through; that period does not replace the inspection or authorize repairs or removal of protection without coordination.
Official documentation
Venue conditions and deadlines refer to the linked documents. Confirm the applicable revision and event addenda; a booking or service order does not replace technical approval or authority permits.